Constitution of the Willamette Events Board

The Willamette Events Board declares and affirms this constitution for the purpose of establishing its authority as a representative student organization, responsible to the entire student body and campus community of Willamette University.

Article I: Name   

This organization shall be named the Willamette Events Board and may be referred to as W.E.B. or WEB.

Article II: Affiliation    

WEB is affiliated with the Associated Students of Willamette University (ASWU) through the acceptance of student body fees and being under governance of the WEB Advisory Board. WEB is also a member of the National Association for Campus Activities (NACA) by paying membership dues and attending their annual regional conference.

Article III: Mission

Section 1: General Purpose

The purpose of WEB is to provide programs that compliment, respect, and respond to the Willamette University community. These programs shall be designed to be an educational experience for those involved in planning and presenting of the programs, as well as those who participate. These programs should remain consistent with stated objectives, regulations, and missions of, ASWU, NACA, the Office of Student Activities and Willamette University.

Section 2: Objectives of WEB shall be:

A.    To sponsor, integrate and provide social, cultural, educational, recreational and multicultural activities at Willamette University, constantly evaluating these programs and assessing the needs of the Willamette community to provide more enjoyable and purposeful life for all members of the University.

B.     To maintain financial stability in order to provide a variety of programs to the Willamette community.

C.     To encourage widespread participation in these programs and provide opportunities for all involved to gain experiences in responsibility, leadership, program planning and implementation.

D.    To promote, through its programs, interest in Willamette and to cooperate with the University departments and organizations, and the Salem community.

Article IV: Membership

Section 1: General Membership

A.    Membership to WEB is open to any Willamette University or TIUA student who is interested in joining.

B.     Membership in the Pro Board falls into three categories: Committee Member, Committee-Chair, and Co-president.

C.     Active membership on WEB is defined as those students who attend committee meeting and work on committee projects.

D.    All members must maintain a 2.5 GPA and be in good standing with the University.

E.     Membership decisions will not discriminate on the basis of age, race, religion or creed, national origin, ethnicity, gender, disability, or sexual orientation.

Section 2: The Willamette Events Board

A.    The Willamette Events Board consists of the Co-Presidents, the committee chairs, committee members, and the advisor (as an ex-officio member).

B.     The Willamette Events Board members are expected to undergo training, be familiar with WEB's constitution, and attend all scheduled meetings.

Article V: Committee Chairs

Section 1: Annual Events Committee Chair

The Annual events chair shall have three major events to plan: Midnight Breakfasts, Black Tie, and a formal event in the Fall.

Section 2: Campus Events Committee Chair

Of all of the chairs, Campus Events has the broadest horizon. Scheduling hypnotists, mentalists, comedians, fun lectures, dance parties are this committee's responsibility. This chairs culminating event is a talent show-like event to be held once a year.

Section 3: Performing Arts Committee Chair

The Performing Arts chair will work with a large variety of performers. The showing of movies falls under their discretion, as well as bringing musicians, dancers, slam poets and actors to campus. This list is meant to serve as an indicator, not guidelines. The Performing Arts chair will also work with other chairs that require performers for their events (ex. Help the Annual Events chair find artists for Black tie).

Section 4: Awareness, Discussion, and Dialogue Committee Chair

This chair is responsible for programming that furthers campus discussion concerning a wide variety of issues. In particular the chair should create programming based on topics generating discussion on campus. However, larger issues affecting the state, nation and world should also be addressed.

Section 5: Publicity Committee Co-Chairs

The Publicity and Advertisement Committee's purpose is to assist all other committees in their advertisement. Publicity will help in flyer and poster making, along with graphic design as well as maintain the WEB website. This committee also oversees Art Wall guidelines and procedures.

Section 6: Random Fun Committee Chair

The Random Fun Committee will be involved in an informal survey of campus throughout the semester. Random Fun will also be the "spirit" leaders on campus, involved in but not limited to; human publicity for programming events, spirit team activities at sporting events, or dress up/theme days on campus.

Article VI: Officers      

Section 1: Co-Presidents

A.    Coordinate and oversee the direction of WEB.

B.     Chair and prepare an agenda for WEB meetings: general, committee, and special.

C.     Prepare and coordinate all WEB retreats and meetings outside of weekly meetings.

D.    Represent WEB on other University committees and serve as a WEB spokesperson.

E.     Maintain knowledge of the WEB Constitution.

F.      Prepare the annual budget and maintain it throughout the year.

G.    Keep updated records of the budget and give bimonthly updates.

H.    Appoint special committees and task forces to focus on specific areas as needed.

I.       Meet with the advisor on a weekly basis.

J.       Be prepared to deal with any unforeseen WEB emergencies.

K.    Implement recruitment and retention activities.

L.     Keep committee chairs motivated and knowledgeable of WEB activities.

M.   Keep organized records of all WEB events.

N.    Coordinate the evaluation process of all events and of the WEB board members.

O.    Attend weekly senate meetings and give a report on the state of WEB.

P.      Return all phone calls/e-mails.

Q.    Distribute incoming mail to committee chairs.

R.     Develop a positive relationship with campus administration and staff.

S.      Facilitate coordination between Willamette University and Tokyo International University Student Government.

T.      Revise constitution with board when deemed appropriate.

U.    Approve Art Wall.

V.    Be visible at WEB events.

Section 2: Committee Chairs

A.    Attend and chair their respective committee meetings.

B.     Attend all weekly WEB meetings.

C.     Plan, promote, and implement committee's programming activities each semester.

D.    Maintain an account of their committee's budget.

E.     Maintain up to date program resource file of information to their area of programming in the WEB office.

F.      Serve at least two hours a week in the WEB office outside of meetings.

G.    Fulfill the job descriptions as previously outlined in Article V.

Article VII: Selection   

Section 1: Selection Committee for Co-Presidents

A.    The Co-President selection committee shall be comprised of voting and non-voting members. Voting members include the out-going Co-Presidents and a senior member of WEB. Non voting members shall consist of the WEB advisor and a selected member of the ASWU senate.

B.     Additional selection committee members shall be allowed from WEB if one or both of the co-presidents are running again for office.

C.     Members of the selection committee must attend all of the selection interviews in order to vote.

D.    Selection of the Senate liaison will occur two weeks prior to the beginning of hiring process.

E.     Selection of the Senate liaison will be carried out by nomination and vote in Senate and must be approved by a three-quarters majority. Senators with programming experience are preferred and must not be a current or past committee chair or president of WEB.

Section 2: Selection of Co-Presidents

A.    Application will consist of an application questionnaire and an interview.

B.     Selection will take place no later than the eleventh week of the spring semester.

C.     The co-presidents term of office will begin the first day of May and end the last day of April the following year.

Selection 3: Selection Committee for Committee Chairs

A.    The selection committee for committee chairs shall consist of the WEB advisor and the incoming co-presidents.

B.     The co-presidents shall serve as chairs of the selection committee.

C.     Members of the selection committee must attend all of the selection interviews in order to vote on any positions.

Section 4: Selection of Committee Chairs

A.    Application will consist of a paper application and an interview.

B.     Selection will take place within two weeks of the Co-Presidents appointments in the spring.

C.     Committee chairs will serve a one year term, taking office on the first day of May and completing their term on the last day of April, after a new board has been selected. The new board begins attending meetings upon selection.

D.    Should the need arise for the Co-Presidents to set up an application and selection time table and committee, they have the power to do so.

E.     The similar selection committee and timetable will be used if such a need should arise.

Article VIII: Advisor

Section 1: University Administration

The Assistant Director of Student Activities shall serve as the Advisor of WEB.

Section 2: Responsibilities

A.    Serve as a mentor, providing direction as to the purpose, goals, and objectives of WEB to the co-presidents and committee chairs.

B.     Ensure that the organization operates within the legal and ethical guidelines of Willamette University, professional organizations, and the state.

C.     Act as the communication link between WEB and the administration-knowing the Meetings, rules, regulations, policies, and procedures of the University.

D.    Provide faculty approval/opinion on programming events.

E.     Negotiate and sign all binding contracts.

F.      Share financial oversight with Co-Presidents.

G.    Coordinate training of officers, maintain continuity, and continue WEB traditions.

H.    Support the participation and development of members.

I.       Remain aware of and evaluates the goals and objectives of WEB, promoting progress within the organization.

J.       Attend all meetings and meet with WEB members on a regular basis and aids co-presidents in general matters regarding WEB.

K.    Remain well informed of plans and activities.

L.     Be an expert on the WEB constitution.

M.   Serve on all selection committees.

Article IX: Dismissals, Resignation, & Vacancies

Section 1: Dismissal of any Willamette Events Board Member

A.    Any three members collectively may bring to the attention of the board, in writing to the Co-Presidents, the need for review for dismissal of a member.

B.     Upon notification of the Co-Presidents, the member will meet with the co-presidents and advisor to discuss the issues at hand.

C.     Following the meeting, should there be any more concern raised about this member, the board will meet, without said member, to discuss action.

D.    A two-thirds majority vote of all WEB members, by secret ballot, is necessary for dismissal of any WEB member.

E.     The Advisor must be present at all dismissal meetings.

Section 2: Provisions for Removal

A.    Egregious behavior.

B.     Failure to uphold committee chair duties.

C.     Failure to properly represent WEB.

D.    Repeated unexcused absences from mandatory meetings.

E.     For other offenses, Co-Presidents and advisor will meet with responsible committee chair to decide upon appropriate action. If no satisfactory solution is reached, Co-Presidents and advisor will hold the right initiate process outlined in Article IX, Section 2 E.

Section 3: Resignation of Willamette Events Board Members

A.    Any WEB member may resign by submitting a written resignation to the Co-Presidents at least two weeks prior to the effective date of the resignation.

Section 4: Vacant Willamette Events Board Positions

A.    At the WEB meeting following notification of the vacancy, the members of WEB shall determine if the length of term of office remaining warrants filling the position.

B.     If WEB decides that the position needs to be filled, the Co-Presidents and advisor shall serve as the selection committee to fill that position.

C.     Applications for the vacant position shall be made available to the student body no later than two days after WEB's decision.

D.    Applications shall be due one week after they are made available.

E.     All applicants must be interviewed by the Co-Presidents and advisor.

Article X: Meetings

Section 1: Regular Meetings

A.    WEB shall hold regular meetings during the fall and spring semesters every year, excluding breaks, holidays, and finals week.

B.     Committee chairs shall hold meetings as they see necessary with the respective committees.

C.     Any exceptions, either the cancellation of a meeting or an additional meeting being called, will be made by the Co-Presidents and/or the advisor.

Section 2: Special Meetings

A.    Special meetings may be called by the Co-Presidents. At least 24-hour direct notification prior to the meeting of all parties involved is necessary.

B.     Retreats, workshops, and training sessions are considered special meetings and attendance is required of all members.

Section 3: Attendance at Meetings

A.    Committee Chairs must notify the Co-Presidents and advisor prior to the meeting if they will not be attending the meeting.

B.     Absences from meetings may only be deemed excusable by the Co-Presidents or Advisor.

C.     If any WEB member accumulates more than two unexcused absences from meeting within a semester, that person shall be brought before the Co-Presidents and advisor for review.

Article XI: Amendments

Section 1: Proposals

A.    Any member of WEB may propose an amendment to this Constitution by submitting the amendment in writing to the Co-Presidents, advisor, and the ASWU Executives.

B.     The Co-Presidents shall then discuss the proposed amendment with WEB at the next meeting.

C.     At this meeting WEB shall review the proposed Amendment.

Section 2: Voting

A.    Voting on the proposed amendment must be tabled for one meeting. A two-thirds majority vote is needed to approve the amendment.

B.     Any amendment approved under this article shall become effective at the time of approval and added to the constitution in a timely manner.

Article XII: Finances

Section 1: Funding

A.    There will be no dues for membership in WEB.

B.     The primary source of funding shall be from a direct allocation from the Associated Students of Willamette University (ASWU) budget.

C.     WEB may also receive additional funding from the Office of Student Activities.

Section 2: Budget

A.    The WEB budget shall be prepared by the Co-Presidents and approved by WEB.

B.     WEB funding shall be appropriated to individual committee accounts.

C.     WEB manages its own finances, with assistance from the advisor.

Article XIII: Spending Guidelines

Section 1: Meals with Hired Acts

A.    Only the advisor and the Chair or Co-Chairs working directly with the event will be allowed to attend meals.

B.     An entrée will be allowed for the chair(s) and advisor.

C.     No alcoholic drinks or appetizer will be allowed to be purchased with WEB finances for the chairs or advisor.

D.    No alcoholic drinks will be purchased with WEB finances for the performer(s).

 

Section 2: Meals as a Board

A.    These will never be paid for with WEB finances; this includes but is not limited to, coffee dates, planning meetings, board meetings, or any other such activity that could include food.

B.     The only exception is the WEB fall retreat where each member of WEB will have a $12 per day food allowance.

Section 3: Philanthropy Events

A.    The sponsoring of philanthropic events is permitted as long as a direct entrance fee is not charged to fee-paying Willamette students.

B.     Suggested donations at the event are acceptable but no money shall be collected on behalf of WEB or donated on behalf of WEB.

C.     Buying tangible goods from non-profit organizations is acceptable if it is necessary for a WEB event.

Section 4: Co-Presidents Stipends

A.    The Co-Presidents shall be paid on a monthly basis.

B.     The amount paid will be consistent with that of the ASWU Executive stipend.

C.     Finances for the Co-Presidents' stipend will come from the Co-Presidents' allotted budget.

 

Section 5: Committee Chair Stipends

A.    Committee chairs shall be paid once a semester, before they leave for break.

B.     The standard amount paid will be $200

C.     The stipend amount can be increased if exceptional work is done as deemed by the Co-Presidents and advisor.

D.    Failure to complete job requirements as outlined in Article V will result in a decrease in the stipend amount.

E.     Finances for committee chair stipends will come from the Co-Presidents' allotted budget.

Section 6: Spending Guidelines for Chairs

A.    Committee chairs will work to use the entirety of their budget on quality programming.

B.     Committee chairs will strive to program their whole budget.

C.     Committee chairs will confer with the Co-Presidents and adviser regarding costs of proposed events in order to ensure the most and highest quality of programming.