Allen Hall Council Constitution

Ratified: April 27, 1998

Preamble
The Allen Hall Council provides a channel of communication, guides hall programming, and allocates hall funds in order to enhance Allen Hall and its residents.

I. Establishment
Allen Hall Council (AHC) shall consist of three primary structures: a General Assembly, an Executive Board, and an Advisory Council. These three structures are responsible for governing and conducting the business of the AHC.
II. Representation
- A. The AHC shall have a General Assembly of residents chosen by whatever means deemed appropriate who shall meet regularly in order to conduct business which reflects the interests of Allen Hall.
- B. Each floor of Allen Hall and each standing committee shall send representatives to the General Assembly for all meetings. Each floor of Allen Hall shall be given three (3) votes in the General Assembly. Residents on each floor shall select a President, a Vice- President, and a Treasurer who will hold the AHC voting privileges for their respective floors in the General Assembly.
- C. No person shall represent more than one (1) voting position in the AHC General Assembly.
- D. No member of the Executive Board shall have a vote in the AHC General Assembly, except for the President in the case of a tie.
- E. Prior to the second AHC General Assembly meeting of each semester, the Secretary shall record the names of all voting officers.
- F. In the event that a member is unable to attend a meeting, that member is responsible for designating a person to serve as proxy for that meeting.
  1. A proxy shall be a resident of the floor or member of the committee which is being represented.
  2. The proxy shall hold all rights and voting privileges of the absent member.
III. Executive Board
- A. The AHC Executive Board shall consist of five (5) members: a President, an Internal Vice-President, an External Vice-President, a Secretary, and a Treasurer. The Executive Board shall be elected in the spring in accordance with Article VII, and assume office on the first day of the following Residence Hall Association (RHA) administrative year.
- B. The AHC Executive Board responsibilities shall include:
  1. The Executive Board is recommended to meet as a whole at least once a week with the Resident Director of Allen Hall.
  2. The Executive Board shall be responsible for setting the agenda for each AHC General Assembly meeting.
  3. The Executive Board shall encourage the productivity of and provide guidance for the AHC.
  4. Each Executive Board officer shall be readily accessible for discussion of AHC related concerns for the duration of the term.
  5. The Executive Board shall have the power to enforce this constitution.
- C. Each Executive Board officer shall perform the following respective duties:
  1. The President shall:
    - a. Preside over AHC General Assembly meetings.
    - b. Provide direction for the Executive Board.
    - c. Oversee the progress and operations of the AHC.
  2. The Internal Vice-President shall:
    - a. Assume all duties of the President in case of the President s absence or inability to perform duties.
    - b. Oversee the progress of all standing committees.
    - c. Attend weekly Unit One meetings.
  3. The External Vice-President shall:
    - a. Attend all RHA meetings and fulfill RHA guidelines.
    - b. Serve as a liaison between AHC and RHA.
  4. The Secretary shall:
    - a. Keep records of the AHC, including but not limited to:
      1. Taking minutes at all AHC General Assembly meetings.
      2. Keeping attendance for all AHC General Assembly meetings.
      3. Recording official votes of the AHC.
    - b. Posting the minutes of each AHC meeting within 72 hours after the close of the meeting.
  5. The Treasurer shall:
    - a. Oversee all expenditures, incomes, and balances for AHC accounts, and put the FUN into funding.
    - b. Prepare a budget at the beginning of each semester, as detailed in Article VI, to be approved by the AHC General Assembly.
    - c. Not authorize a transfer for hall funds which have been approved for organizations outside the RHA until after the event has taken place and the appropriate receipts have been submitted to the AHC.
- D. Vacancies in an Executive Board office.
  1. In the event of a vacancy in the office in the office of President, the Internal-Vice President shall assume the duties of the President and the office of Internal-Vice President shall be filled in accordance with Article III, Section D.2 .
  2. In all offices other than President, the Executive Board shall appoint a General Assembly member to temporarily fill the position until a permanent replacement is found.
    - a. The appointed officer must forfeit floor voting status. A proxy must be found to fill the vacant voting position.
    - b. A special election shall be held within three (3) General Assembly meetings from the time the vacancy occurred. This election is to be held within the General Assembly by secret ballot. Article VII, Section C.3 shall not be applied.
    - c. If three (3) or fewer scheduled General Assembly meetings remain in the year, the Executive Board shall appoint an individual for the remainder of the term with the approval of the General Assembly.
IV. Advisory Board
- A. The AHC Advisory Board shall consist of representatives from all AHC standing committees, AHC funded organizations, and any other organizations with an interest in AHC proceedings.
- B. The Advisory Board shall advise the General Assembly and Executive Board on matters relating to their areas of concern and act as liaisons between AHC and their respective organizations. At their discretion, the AHC Advisory Board may hold meetings apart from the General Assembly and Executive Board. All members shall perform all duties and be subject to all guidelines of their respective committees.
- C. The following organizations will have standing positions on the Advisory Board:
  1. Allen Hall (Resident Director, Resident Advisor, or Program Advisor)
  2. Central Black Student Union (CBSU)
  3. Eusa Nia
- D. The Chairs of the following committees will each have a standing position on the Advisory Board:
  1. Constitution and Rules Committee
  2. Social Committee
  3. Livability Committee
  4. Environmental Concerns Committee
- E. Other organizations or committees may have a representative on the Advisory Board if approved by a majority vote of the General Assembly.
- F. There shall be four (4) standing committees recognized in the AHC:
  1. The Constitution and Rules Committee (CRC) shall be responsible for interpreting and updating the AHC constitution. The Internal Vice-President shall be an ex officio member of this committee. The CRC chair shall not hold any other position in the AHC General Assembly. The CRC chair shall be confirmed by the General Assembly no later than the third AHC meeting of each administrative year. If the chair is not confirmed, the Vice-President shall act as the chair until another person is appointed and confirmed. The CRC chair shall be in charge of interpreting the constitution and ensuring that the rules of the AHC are followed properly. The Executive Board may call for a full meeting of the CRC for further interpretation of the constitution and rules.
  2. The Social Committee shall be in charge of organizing various all-Hall social events and activities. For large-scale social events and activities, the Social Committee chair may request that an ad hoc committee be formed to organize and oversee the large event. The Social Committee chair shall be an advisory member of such an ad hoc committee.
  3. The Livability Committee shall address concerns of the residents with regard to the general livability of the hall. The committee shall direct concerns to the appropriate authorities. The chair of this committee shall also serve as Allen Hall s representative to the Area Livability Committee.
  4. The Environmental Concerns Committee, SAVE DIRT (Students Against Violating the Environment, Doing It Right Together,) shall be responsible for providing environmental awareness programs for Allen Hall. The SAVEDIRT Committee should be primarily involved with the environmental concerns of Allen Hall and its surrounding community.
- G. Each standing committee shall have a chair(s) which is officially appointed by the Executive Board. Chairs shall be chosen in the Fall by the Executive Board. Standing committee chair positions shall be open to anyone planning on residing in Allen Hall for the following year. The previous committee chair(s) and the current Internal Vice-President may recommend candidates. The Internal Vice-President may interview all potential candidates and appoint accordingly.
  1. Committee chairs shall coordinate all committee business.
  2. Committee chairs must attend all AHC General Assembly meetings.
  3. Committee chairs shall give a report to the General Assembly at least twice each month.
  4. Committee chairs shall inform the General Assembly of their committee functions.
  5. Committee Chairs are subject to removal in accordance with Article VIII.
- H. Each Allen Hall floor shall designate at least one person as a representative of each of the standing committees with the exception of the coolest committee, the Constitution and Rules Committee.
- I. Membership in the Constitution and Rules Committee shall be open to any interested residents of Allen Hall. The Committee Chair shall, with the approval of the General Assembly, have the option to limit the number of members in order to sustain a group discussion atmosphere. The Constitution and Rules Committee shall set its own rules for debate and decision.
- J. The Committee Chair shall post times of committee meetings and any relevant information regarding the business of the committee.
- K. If a vacancy occurs in a standing committee chair position, the Internal Vice-President shall take action to fill the vacancy.
- L. Ad hoc committees shall be formed by the General Assembly when circumstances warrant their formation. Ad hoc committees shall have a specific purpose and shall be dissolved upon completion of their designated duties.
V. Meetings
- A. The Executive Board shall call the first AHC General Assembly meeting at the beginning of each academic year whereupon the General Assembly shall approve a regular meeting time and place for the remainder of the year. After the first meeting, this time and place may be changed by a majority vote of those assembly members present.
- B. AHC General Assembly meetings shall be conducted as scheduled, regardless of the number of assembly members present.
  1. No official votes may be taken unless more than one-half of the AHC General Assembly voting members are present.
  2. If a lack of quorum prevents a vote on an item, that item shall be tabled until there is a quorum.
  3. If there is no quorum but a vote must be taken before the next meeting because a deadline does not allow the specific issue to be tabled, the President shall inform the General Assembly of the situation and those members present will then decide if a vote must be taken. If approved, an official vote shall be taken on the issue. This clause shall NOT apply to cases of Impeachment/Removal, Constitutional Amendments and Ratification, nor monetary requests over $200.
- C. Votes on issues presented before the General Assembly shall be taken in the following manner:
  1. For all votes regarding the general order of the meeting, a simple voice or hand vote shall be taken.
  2. For all general items for action before the General Assembly, the Secretary shall take a roll-call vote. One member of each floor shall officially inform the Secretary as to the vote distribution of the voting members present on their floor.
  3. For all votes on Impeachment/Removal, Constitutional Amendments, and monetary requests over $200, a vote shall be taken by secret ballot.
- D. Any and all procedural grievances shall be written and addressed to the CRC within 72 hours of the alleged infraction. The CRC shall meet and take appropriate action before the next General Assembly meeting.
- E. Any person may be added to the meeting agenda with the permission of the Executive Board.
- F. Allen Hall Floors are required to send at least 2 of 3 representatives to all AHC General Assembly meetings.
  1. Following a floor s failure to provide two-thirds representation at two consecutive meetings, that floor s funds shall be frozen (made inaccessible) until full representation (3 of 3) is present for two consecutive AHC General Assembly meetings.
  2. If a meeting time is changed fewer than two meetings in advance, then the freezing clause in Article V, F.1 shall be suspended for that meeting.
- G. Allen Hall funded organizations are required to send at least one representative to all AHC General Assembly meetings.
  1. Following an organization s failure to provide representation at two consecutive meetings, that organization s funds shall be frozen (made inaccessible) until represented at two consecutive meetings.
  2. If a meeting time is changed fewer than two meetings in advance, then the freezing clause in Article V, G.1 shall be suspended for that meeting.
VI. Budget
- A. Floor Funds
  1. At the beginning of each semester funds may be allocated to each floor based on the floor's population.
  2. All floor funds are controlled by that floor s treasurer and president, and overseen by the AHC Treasurer.
  3. Floor funds are subject to becoming frozen as described in Article V, F.
  4. At the end of each academic year, all unused floor funds revert back to the ownership of AHC to be reallocated the next academic year.
  5. Under no circumstances may a Resident Advisor or Program Advisor Allocate floor funds or committee funds toward any program without first notifying the floor executive board or the committee. The floor treasurer or committee chair must sign the transfer voucher.
- B. Organizational Funds
  1. At the beginning of each semester, funds may be allocated to any organization represented on the AHC Advisory Board, at the discretion of the General Assembly.
  2. Organizational funds are controlled by that organization s treasurer or president.
  3. Organizational funds are subject to becoming frozen as described in Article V, G.
  4. Organizational funds should be used only to fund programs for their respective organizations.
- C. General Assembly
  1. General Assembly funds are allocated to programs or organizations at the discretion of the General Assembly.
  2. General Assembly funds should be used in accordance with the mission of AHC, as detailed in the preamble.
VII. Elections
- A. Hall wide elections for positions on the Executive Board shall take place during the spring semester, no later than the final week of March preceding each new administrative year.
- B. An ad hoc Election Committee shall be formed at the beginning of the spring semester.
  1. The Election Committee shall consist of volunteers who shall not be members of the Executive Board, nor shall any member be allowed to run for any AHC office while on the committee.
  2. This committee shall oversee and enforce the election procedures for the spring elections.
  3. Any charges of ethics violations on the part of a committee member or candidate shall be referred to the CRC. The CRC shall meet with all involved parties and shall take whatever action is deemed appropriate.
- C. The rules for the hall wide elections are as follows:
  1. All candidates must plan to live in Allen Hall for the entire school year of their tenure.
  2. In order for a candidate s name to be placed on the ballot, a nomination must be received by filing an official Nomination Petition.
  3. To be officially nominated, the prospective candidate must submit the signatures of fifty (50) Allen Hall residents. Room numbers must accompany all signatures to be valid.
    Signatures on Nomination Petitions are non-binding.
  4. Ballot placement shall be determined by lot.
  5. Each candidate must compose a platform statement which shall be posted by the Election Committee one week prior to the elections. Each candidate must present their platform before the AHC General Assembly.
  6. Candidates shall not be recognized on the ballot, in official speeches, nor on platform statements as running in conjunction with other candidates as a slate.
  7. All candidates must post in accordance with building guidelines. These guidelines shall be supplied to the candidates by the Election Committee.
  8. When polls are open, a campaign-free zone shall be established around the polling area(s).
  9. Ballots shall not be counted until after the polls close on the final day of elections.
  10. The results of the election shall be posted after the ballots are counted by the Election Committee. Any candidate may request a re-count within 48 hours of the posting of results. The Executive Board shall oversee the re-count.
  11. The General Assembly shall decide run-off elections by secret ballot. Candidates involved in the run-off election shall have the opportunity to make a speech before this vote.
VIII. Impeachment / Removal
- A. Impeachment shall be defined as a formal charge of wrongdoing on the part of an officer or Advisory Board member. This charge shall be handed down to the AHC General Assembly by an impeachment task force which will investigate any accusations brought before the General Assembly. No officer or Advisory Board member shall be removed from office unless the task force finds reasonable evidence for impeachment. Following an officer or Advisory Board member s impeachment, the AHC General Assembly shall vote on whether or not to remove the official from AHC office.
- B. All votes concerning the Impeachment / Removal process shall be taken by secret ballot and a quorum must be present.
- C. Justification for impeachment of an elected officer or Advisory Board member shall be defined as gross negligence and/or gross misconduct.
- D. The party bringing the accusations of wrongdoing must make a formal presentation to the General Assembly.
  1. A written copy of all charges shall be presented by the Secretary to the accused within 72 hours of the end of the General Assembly meeting at which the accusations were presented. In the event that the Secretary is the person being accused, the Constitution and Rules Committee chair shall oversee this task.
  2. If the accused has not received a written copy of all charges within this 72 hour period, a time extension shall be granted to allow for a proper defense.
- E. The Constitution and Rules Committee Chair must chair a task force comprised of floor presidents and Advisory Board members. This task force shall determine if the accused is to be impeached or acquitted.
  1. The task force shall meet no later than 72 hours before the next General Assembly meeting. The accused party may be required by the task force to attend the meeting to present and clarify their charge(s). The accused shall be given the option of attending the meeting.
  2. A two-thirds majority vote of all members of the task force is required to bring impeachment before the General Assembly.
  3. The accused shall be notified, in writing, of the task force s decision at least 48 hours prior to the next General Assembly meeting.
- F. If an impeachment charge is handed down by the task force, the removal proceedings shall begin at the General Assembly meeting following the task force's decision.
  1. The accused shall be allowed to make a statement before the General Assembly following the reading of the official charges handed down by the impeachment task force.
  2. If there is to be a vote for removal in the General Assembly, it shall be taken no later than two (2) class weeks after the formation of the task force.
  3. A two-thirds majority vote of all recorded General Assembly voting members is required to remove an individual from office.
  4. If removed, the vacant position shall be filled in accordance with the procedures governing vacancy for that position.
- G. If the Constitution and Rules Committee Chair is the accused officer, the Internal Vice-President shall preside over all proceedings having to do with the impeachment / removal process.
IX. Amending the Constitution
- A. The Amendment process shall be overseen by the Constitution and Rules Committee. All proposals of amendments and revisions must pass through the CRC.
- B. Proposed amendments to the constitution may be submitted by any voting member of the AHC General Assembly.
  1. The proposal must be submitted to the Secretary in writing and accompanied by a petition containing fifty (50) signatures of Allen Hall residents. The Secretary shall note this in the minutes, file the petition, and submit the proposal to the CRC chair.
  2. The sponsor shall present the proposal to the CRC at the next committee meeting.
  3. The committee shall then review the proposal before going to the General Assembly for ratification.
- C. The Constitution and Rules committee may decide to propose amendments or revisions to the constitution. At any time, the CRC may bring these proposals to the General Assembly.
- D. The CRC chair and sponsor must present any proposed revisions or amendments to the AHC General Assembly as an item for information, providing each floor with a printed copy of the amendment or revision.
- E. At the next General Assembly meeting, the proposed amendment shall be discussed. Within 72 hours of this discussion, the CRC shall meet and discuss any revisions to the amendment or revision.
- F. The Committee shall have a final draft of the proposed amendment prepared and posted no later than 72 hours before the next General Assembly meeting. This final draft shall be voted on at the General Assembly meeting following the public posting.
- G. The proposed amendment shall require a two-thirds majority vote of all recorded AHC General Assembly voting members for ratification.
- H. The amendment shall specify the date on which it will take effect.
X. Ratifying the Constitution
- A. The Allen Hall Constitution shall be ratified at the beginning of each academic year. A two-thirds majority vote of all recorded voting members shall be required.
- B. Until ratification, the proceedings of the AHC General Assembly shall be governed by the previously ratified AHC Constitution.
- C. This Constitution shall take effect immediately following the close of the Assembly meeting at which it is ratified.

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Tim Skirvin (tskirvin@killfile.org)

Last Updated: March 11, 1998
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