Constitution of the Willamette Events Board

Constitution of the Willamette Events Board

Updated 11/12/2012; addition of Article XIII Section VII

Updated on 11/26/2012; amendment of Article X Section III; addition of Article X Section IV

 
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:


  1. 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.
  2. To maintain financial stability in order to provide a variety of programs to the Willamette community.
  3. To encourage wide participation in these programs and provide opportunities for all involved to gain experiences in responsibility, leadership, program planning and implementation.
  4. 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


  1. Membership to WEB is open to any Willamette University or ASP student who is interested in joining.
  2. Membership falls into three categories: Committee Member, Committee Chair, and Co-President.
  3. Active membership on WEB is defined as those students who attend committee meeting and work on committee projects.
  4. All members must maintain a 2.5 GPA and be in good standing with the University.
  5. 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


  1. The Willamette Events Board consists of the Co-Presidents, the Committee Chairs, committee members, and the Advisor (as an ex-officio member).
  2. 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 (s)

The Annual Events Chair (s) shall have three major events to plan: Midnight Breakfasts at the end of fall and spring semester (to be held on the study day proceeding the first day of finals) and A Black Tie Affair. The Chair(s) also oversee “Off the Block” events such as trips to Portland to attend performing arts or sporting events, throughout the year.


Section 2: Campus Events Committee Chair (s)

The scope of the Campus Events committee is the broadest among all of WEB. The Chair(s) is/are responsible for programming with hypnotists, mentalists, comedians, fun lecturers, dance parties, open mics, etc. This chairs culminating event is a talent show type event to be held once a year in the spring.


Section 3: Performing Arts Committee Chair

The Performing Arts Chair works with a large variety of performers. The showing of movies falls under his/her discretion, as well as bringing musicians, dancers, slam poets/spoken word artists and actors to campus. The Performing Arts Chair will also work with other chairs when they require performers for their events (e.g., Helping the Annual Events Chair find artists for A Black Tie Affair).


Section 4: Awareness, Discussion, and Dialogue Committee Chair

The Awareness, Discussion, and Dialogue (ADD) 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 that have already or will generate discussion on campus. However, larger issues affecting the state, nation and world should also be addressed.

Section 5: Publicity Committee Chair (s)

The Publicity Committee Chair (s) purpose is to assist all other committees in advertisement of their programs. The Chair(s) will help with graphic design, banner and poster making, attendance at Activities Fairs, maintenance of the WEB website and other social media sites, advertising giveaways, and in-person publicity events/campaigns. When multiple chairs are hired, the publicity chairs, WEB adviser, and the Co-presidents will meet at the beginning of the school year to assign specific duties to each publicity chair.


Section 6: Random Fun Committee Chair

The Random Fun Committee will be involved in an informal survey of campus throughout the semester. The Random Fun Chair will also be responsible for programs that are both random (meaning not structured or centered around a performance) and fun (meaning entertaining, and for the sole purpose of enjoyment). Examples of such programs include but are not limited to: Celebration of National Days such as Cookie Day or Talk LikeA Pirate Day, Origami or other craft nights, Spring Egg Hunt, Evening at the Carousel, etc.


Section 7: ASP Ambassador

The ASP Ambassador shall be an ASP student selected in accordance with the hiring processes outlined in Article VII, Section 2 of this constitution. Selection will occur in February by the WEB Co-Presidents with the advice of the WEB Adviser. The ASP Ambassador shall be a liaison between WEB and the ASP students. Throughout the spring semester the ASP Ambassador shall shadow and assist the chairs as they plan and implement their events. In the fall the ASP Ambassador shall plan at least one event meant to bring ASP and Willamette students together.


Article VI: Officers

Section 1: Co-Presidents


  1. Coordinate and oversee the direction of WEB.
  2. Chair and prepare an agenda for WEB meetings: general, committee, and special.
  3. Prepare and coordinate all WEB retreats and meetings outside of weekly meetings.
  4. Represent WEB on other University committees and serve as a WEB spokesperson.
  5. Maintain knowledge of the WEB Constitution.
  6. Prepare the annual budget and maintain it throughout the year.
  7. Keep updated records of the budget and give bimonthly updates to the WEBAC and WEB committee chairs.
  8. Appoint special committees and task forces to focus on specific areas as needed.
  9. Meet with the Advisor on a weekly basis.
  10. Be prepared for and deal with any unforeseen WEB emergencies.
  11. Implement recruitment and retention activities.
  12. Keep Committee Chairs motivated and knowledgeable of WEB activities.
  13. Keep organized records of all WEB events.
  14. Coordinate the evaluation process of all events and of the WEB board members.
  15. Attend weekly senate meetings and give a report on the state of WEB.
  16. Return all phone calls/e-mails in a professional and timely manner.
  17. Distribute incoming mail to Committee Chairs.
  18. Develop a positive relationship with campus administration and staff.
  19. Facilitate coordination between Willamette University and Tokyo International University Student Government.
  20. Revise constitution with board when deemed appropriate.
  21. Maintain Art Wall schedule, review and approve requests for use and oversee supplies.
  22. Be visible and supportive at WEB events.
  23. Serve at least five hour a week in the WEB office outside of meetings.
    1. Every effort should be made for Co-President office hours to overlap with those of the Chairs

Section 2: Committee Chairs


  1. Attend and chair their respective committee meetings.
  2. Attend all weekly WEB meetings and special meetings as scheduled.
  3. Plan, promote, and implement committee’s programming activities each semester, which should include at least one program per chair, per semester.
  4. Provide support as needed and attendance when possible for other chair’s programs.
  5. Maintain an account of their committee’s budget.
  6. Maintain up to date program resource file of information to their area of programming in the WEB office.
  7. Serve at least two hours a week in the WEB office outside of meetings.
  8. Fulfill the job descriptions as outlined in Article V.

Article VII: Selection

Section 1: Selection Committee for Co-Presidents


  1. 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.
  2. Additional selection committee members shall be allowed from WEB if one or both of the Co-Presidents are running again for office.
  3. Members of the selection committee must attend all of the selection interviews in order to vote.
  4. Selection of the Senate liaison will occur two weeks prior to the beginning of hiring process.
  5. 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 Co-President of WEB.

Section 2: Selection of Co-Presidents


  1. Application will consist of an application questionnaire and an interview.
  2. Selection will take place no later than the ninth week of the spring semester.
  3. The Co-Presidents term of office will begin the first day of May and end the last day of April the following year. Their responsibilities, while limited, do include work over the summer months and they are expected to be available to communicate and conduct business during that time.

Selection 3: Selection Committee for Committee Chairs
  1. The selection committee for Committee Chairs shall consist of the WEB Advisor and the incoming Co-Presidents.
  2. The Co-Presidents shall serve as chairs of the selection committee.
  3. Members of the selection committee must attend all of the selection interviews in order to vote.

Section 4: Selection of Committee Chairs


  1. Application will consist of a paper application and an interview.
  2. Selection will take place within two weeks of the Co-Presidents appointments in the spring.
  3. 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.
    1. Chair responsibilities, while limited, will include some work over the summer months and they are expected to be available to communicate and conduct business during that time.
  4. 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.
  5. 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
  1. Serve as a mentor, providing direction as to the purpose, goals, and objectives of WEB to the Co-Presidents and Committee Chairs.
  2. Ensure that the organization operates within the legal and ethical guidelines of Willamette University, professional organizations, and the state.
  3. Act as the communication link between WEB and the administration—knowing the meetings, rules, regulations, policies, and procedures of the University.
  4. Provide staff approval/opinion on programming events.
  5. Negotiate and sign all binding contracts.
  6. Share financial oversight for WEB with Co-Presidents.
  7. Coordinate training of officers, maintain continuity, and continue WEB traditions.
  8. Support the participation and development of members.
  9. Remain aware of and evaluates the goals and objectives of WEB, promoting progress within the organization.
  10. Attend all meetings and meet with WEB members on a regular basis and aids Co-Presidents in general matters regarding WEB.
  11. Remain well informed of WEB plans and activities.
  12. Be an expert on the WEB constitution.
  13. Serve on all selection committees.

Article IX: Dismissals, Resignation, & Vacancies
Section 1: Dismissal of Willamette Events Board Committee Chairs
  1. Any member may bring to the attention of the board, in writing to the Co-Presidents, the need for review for dismissal of a member.
  2. Upon notification of the Co-Presidents, the member will meet with the Co-Presidents and Advisor to discuss the issues at hand.
  3. Following the meeting, should there be any more concern raised about this member, the board will meet, without said member, to discuss action.
  4. A two-thirds majority vote of all WEB chairs, by secret ballot, is necessary for dismissal of any WEB member.
  5. The Advisor must be present at all dismissal meetings.

Section 2: Dismissal of Willamette Events Board Committee Chairs in Special Circumstances


  1. Any Committee Chair(s) found to be engaged in the following activities while performing the functions of WEB Committee Chair(s) shall be terminated immediately upon an unanimous vote by the Co-Presidents
    1. Consuming, selling, or being the influence of alcohol and/or illicit substances
    2. Engaging in sexual activity
    3. Violating the Willamette University Standards of Conduct

Section 3: Provisions for Removal


  1. Egregious behavior as defined by:
    1. Consuming, selling, or being the influence of alcohol and/or illicit substances
    2. Engaging in sexual activity
    3. Violating the Willamette University Standards of Conduct

  1. Failure to uphold Committee Chair duties.
  2. Failure to properly represent WEB.
  3. Repeated unexcused absences from mandatory meetings.
  4. 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 hold the right to initiate the process outlined in Article IX, Section 2 E.

Section 4: Dismissal of Willamette Events Board Co-Presidents


  1. The dismissal of WEB Co-Presidents is the jurisdiction of the Willamette Events Board Advisory Committee (WEBAC) and the ASWU Senate.
    1. Any chair or group of chairs may ask in writing for the WEBAC to conduct a performance review of the Co-Presidents.
  2. Before a vote of dismissal by the ASWU Senate, the Committee Chairs of WEB shall be allowed to vote on a recommendation and present their thoughts to the ASWU Senate and the WEBAC.
    1. The vote shall be by secret ballot and conducted without the presence of any Co-President.

Section 5: Resignation of Willamette Events Board Members


  1. 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 6: Vacant Willamette Events Board Positions


  1. 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.
  2. 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.
  3. Applications for the vacant position shall be made available to the student body no later than two days after WEB’s decision to attempt to fill the position.
  4. Applications shall be due one week after they are made available.
  5. All applicants must be interviewed by the Co-Presidents and Advisor.

Article X: Meetings
Section 1: Regular Meetings
  1. WEB shall hold regular meetings during the fall and spring semesters every year, excluding breaks, holidays, and finals week.
  2. Committee Chairs shall hold meetings as they see necessary with their respective committees.
  3. 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


  1. 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.
  2. Retreats, workshops, and training sessions are considered special meetings and attendance at these meetings is required of all members.

Section 3: Attendance at Meetings


  1. Committee chairs must notify the Co-Presidents and advisor in advance of the meeting if they will be unable to attend.
  2. Per semester, each board member is allowed 2 excused absences from WEB meetings. Any following absences must be made up by an extra office hour within the week of the absence. After 4 absences, the chair will meet with both Co-Presidents and advisor to discuss their situation, and further absences will result in a stipend reduction of $10.00 per absence.
  3. If any member of WEB member displays consistent absence from meetings to the point that it is affecting their performance, their future in the position will be brought up for review before the Co-Presidents and advisor.

Section 4: Meeting Time
  1. The weekly WEB board meeting time is set at 6:00-7:00pm on Mondays.

Article XI: Amendments
Section 1: Proposals
  1. 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.
  2. The Co-Presidents shall then discuss the proposed amendment with WEB at the next meeting.
  3. At this meeting WEB shall review the proposed Amendment.

Section 2: Voting


  1. Voting on the proposed amendment must be tabled for one meeting.
  2. A two-thirds majority vote is needed to approve the amendment.
  3. 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
  1. There will be no dues for membership in WEB.
  2. The primary source of funding shall be from a direct allocation from the Associated Students of Willamette University (ASWU) budget at the beginning of each semester.
  3. WEB may also receive additional funding from the Office of Student Activities or from fund-raising efforts.

Section 2: Budget


  1. The WEB budget shall be prepared by the Co-Presidents and approved by WEB by no later than the end of the third week of the semester.
  2. WEB funding shall be appropriated to individual committees.
    1. Once allocations are made, approval from one of the Co-Presidents and/or the Advisor is required for all expenditures.
  3. WEB manages its own finances, with assistance from the Advisor.

Article XIII: Spending Guidelines
Section 1: Meals with Hired Acts
  1. Only the Advisor and the Chair or Co-Chairs working directly with the event will be allowed to attend meals.
    1. Should one the chair(s) or Advisor not be able to attend, they may find another member of WEB to serve as a proxy.
  2. An entrée will be allowed for the chair(s) and Advisor.
  3. The Advisor and Chair(s) are limited to $10 each per meal
  4. No alcoholic drinks, appetizers, or desserts will be allowed to be purchased with WEB finances

Section 2: Meals as a Board


  1. WEB funds allocated from ASWU may never be used to purchase meals for the board; this includes but is not limited to, coffee dates, planning meetings, board meetings, or any other such activity that could include food.
    1. The only exception is one retreat in fall and one in spring where each member of WEB will have a $12 per day food allowance.

Section 3: Philanthropy Events


  1. The sponsoring of philanthropic events is permitted as long as a direct entrance fee is not charged to fee-paying Willamette students.
  2. Suggested donations at the event are acceptable but no money shall be collected on behalf of WEB or donated on behalf of WEB.
  3. Buying tangible goods from non-profit organizations is acceptable if it is necessary for a WEB event.

Section 4: Co-Presidents Stipends


  1. The Co-Presidents shall be paid on a monthly basis beginning in September and ending in May.
  2. The amount paid will be consistent with that of the ASWU Executive stipend (approximately $400 per month of full-time (10 hrs/week) service)
  3. Allocations for the Co-Presidents’ stipend will be made in the Co-Presidents’ budget.

Section 5: Committee Chair Stipends


  1. Committee Chairs shall be paid once at the end of each semester.
  2. The base amount paid will be $200 per Chair.
  3. The stipend amount can be increased if exceptional work is done as deemed by the Co-Presidents and Advisor.
    1. If a chair believes that they deserve a raise or another chair deserves a raise, they may bring the issue to the attention of the Co-Presidents in writing.
  4. Failure to complete job requirements as outlined in Article V will result in a decrease in the stipend amount, as decided by the Co-Presidents and the Advisor.
  5. Allocations for Committee Chair stipends will be made in the Co-Presidents’ budget.

Section 6: Spending Guidelines for Chairs


  1. Committee Chairs will work to use the entirety of their budget on quality programming throughout the school year, and especially at the beginning of each semester.
  2. Committee Chairs will confer with the Co-Presidents and Advisor regarding costs of proposed events in order to ensure the most and highest quality of programming.

Section 7: Student Organization Collaboration


  1. This section pertains to all collaborative events where funding is contributed to a non-WEB event, in anyway, by WEB. Collaborative events that involve no WEB funding will be considered on a case-by-case basis. Event collaboration is defined as an event sponsored or planned by multiple parties, and all parties involved in the inception or implementation of the event will be referred to as collaborators.
  2. WEB funding to be dedicated to events which are a collaborative effort with an outside student organization is not to exceed a total of $3,000 per semester.
  3. In order to receive collaborative funding from WEB, a student organization must submit a written proposal containing the following information:
    1. A detailed outline of the desired event, including projected/desired attendance and student impact
    2. A summary of the resources (financial and otherwise) able to be dedicated on behalf of the club, and what would be required from WEB
    3. A WEB chair with whom they wish to collaborate
    4. A printed copy of the student organization’s GL report for the current semester with their ASWU allocation if applicable.
  4. During the first week of each semester, the Co-Presidents will set a deadline for collaboration applications, to be within the 2 weeks after the initial ASWU club allocation is passed by ASWU Senate. This information, in addition to information explaining the process for application will be distributed to all student organizations within the first 2 weeks of class each semester.
  5. Within 1 week of the application deadline, the Co-Presidents and applicable chairs will determine which collaborative events to pursue, in keeping with the following criteria:
    1. Each event must be a direct collaboration with a WEB chair or co-chair position. Funds will not be given to a collaborative events that do not involve planning and implementation on behalf of WEB.
    2. No student organization may receive collaborative funding 2 consecutive semesters
    3. No one event may be allocated more than $1,000 in WEB funding
    4. One chair position may program a maximum on one collaborative event per semester.
    5. Total WEB funding dedicated to collaboration events may not exceed $3,000 per semester.
    6. Any allocated but unspent money contributed by WEB, at the completion of the collaborative event, is to be returned to the WEB account.  
    7. This review process may be conducted by the board as a whole, or by the WEB Co-Presidents and the Chairs who would be collaborating on each event, as deemed appropriate, based on the quantity and nature of applications, by the WEB Co-Presidents.
  6. Should an organization wish to collaborate on an event to occur before ASWU

allocations have been made, the request must be processed the semester prior, and all involved parties will have met with the ASWU VP of Finance to discuss and clarify semester-ahead financial planning.


  1. A student organization may be unrecognized by ASWU and still eligible for collaboration.



Article IX: Expectations of Behavior

All Committee Chairs, Committee Members, and Co-Presidents of WEB will:


  1. Communicate clearly and routinely with one another and their Advisor about program ideas and plans, requests for support, need for clarification, etc.
  2. Respond to email and phone calls in a timely and professional manner.
  3. Make an effort to resolve concerns and grievances in a civil and respectful way.
  4. Maintain accurate and up-to-date records and resources.
  5. Conduct themselves in a mature fashion at all WEB meetings and events.
  6. Allocate resources as responsible stewards of student body fees.
  7. Refrain from use of their personal home or residential space on campus to entertain or house performers or other hired acts paid for with student body fees.