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2024 Bylaws #1

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4deb3fa
first draft
Muirrum Sep 4, 2024
9d8c68b
add code of conduct
Muirrum Sep 5, 2024
6ca9aad
Merge remote-tracking branch 'origin/main' into bylaws-review-2024
Muirrum Sep 5, 2024
defaa2c
clarifications and grammar
Muirrum Sep 5, 2024
b52a2fb
Allow exec to set policies outside of the bylaws
Muirrum Dec 5, 2024
5ad1aa0
allow for advisor recall
Muirrum Jan 28, 2025
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\documentclass[12pt, letterpaper, oneside]{book}
\usepackage{cleveref}

\crefformat{chapter}{\S#2#1#3}
\crefformat{section}{\S#2#1#3} % see manual of cleveref, section 8.2.1
\crefformat{subsection}{\S#2#1#3}
\crefformat{subsubsection}{\S#2#1#3}

\usepackage{fancyhdr}
\pagestyle{fancy}
\fancyhead[R,L]{}
\fancyhead[C]{\leftmark}

\makeatletter
\@addtoreset{chapter}{part}
\makeatother

\title{Bylaws and Regulations \\ of \\ the WPI ACM Chapter}
\author{WPI Association for Computing Machinery}
\date{\today}

\begin{document}
\maketitle

\tableofcontents
\newpage

\renewcommand{\chaptername}{Article}

\chapter{Name and Purpose}
\begin{enumerate}
\item This organization shall be known as the Worcester Polytechnic
Institute Chapter of the Association for Computing Machinery, hereafter
referred to as ``the Club'', or ``Chapter''.
\item The Chapter is chartered by the Association for Computing Machinery,
hereafter referred to as ``ACM''.
\item The purpose of the Club shall be to:
\begin{enumerate}
\item Promote increased knowledge of the science, design,
development, construction, languages, and applications of modern
computing machinery.
\item Promote a greater interest in computing machinery and its
applications.
\item Provide a means of communication between persons having
interest in computing machinery.
\end{enumerate}
\end{enumerate}

\chapter{Membership}
\section{Classes of Membership} \label{sec:memberclasses}
\begin{enumerate}
\item Any member of the WPI community as defined by the University is
eligble for membership.
\item \label{itm:memberclasses} There shall be three classes of membership in the Chapter: Associate,
Active, Away, and Alumni.
\subitem Associate members are any members who do not meet the
requirements for Active membership.
\subitem Active members are any members who, within the last
term, attended at least three Chapter events.
\subitem Away members are members who have been granted such status by
the executive board, subject to \cref{itm:awaystatus} of this section.
\item \label{itm:associate} Any member of the WPI community may become an
associate member by demonstrating an interest in the Chapter or its
purpose.
\item \label{itm:activation} An associate member shall automatically become
an active member upon fulfilling the requirements listed in
\cref{itm:memberclasses} of this section.
\item \label{itm:deactivation} An active member may be deactivated (made
into an associate member) by the Executive Board if said member no
longer meets the requirements for active status as specified in
\cref{itm:memberclasses} of this section.
\item \label{itm:expulsion} If a member's actions are determined to have
been detrimental to the Chapter, the Executive Board may revoke said
member's membership by a simple majority vote of the Board.
\item \label{itm:awaystatus} An active member who will be absent from the
University for a defined period of time may petition the Executive
Board for away status. Members on away status are exempt from the
active member requirements.
\item \label{itm:memberalumni} An active member who leaves the University by
any means shall be automatically reclassified as an Alumni member.
\end{enumerate}

\section{Privileges of Membership}
\begin{enumerate}
\item Associate and active members are allowed access to Chapter
infrastructure following policies set by the Executive Board under
\cref{sec:policies}.
\item Active members may vote on all issues before the Club. These members
shall be referred to as the ``voting membership''.
\end{enumerate}

\section{Duties of Membership}
\begin{enumerate}
\item All members shall at all times uphold all University and Chapter
policies, in letter and spirit. All members shall hold themselves to the
ACM Code of Ethics.
\item All members shall follow in letter and spirit any policies established
by the Executive Board under \cref{sec:policies}.
\end{enumerate}

\chapter{Executive Board}
\section{Officers}
\begin{enumerate}
\item The officers of the Chapter shall be President, Vice-President,
Secretary, Treasurer, Events Coordinator, Public Relations Chair, and
System Administrator.
\item The Executive Board shall be composed of all Officers, the Advisor,
and any appointed positions as determined by the Officers and the
Advisor.
\item All officers must be student members of the ACM and active members of
the Chapter.
\item Officers shall be elected at the annual Election Meeting. Officers
shall take office at the second meeting of the Executive Board following
the Election Meeting and serve until the second Executive Board meeting
following the next Election Meeting.
\item No one member shall serve as President or Vice-President for more
than two consecutive years.
\item A minimum of two Hackathon Managers are required each year. The
President and Vice-President can appoint more than two by mutual
agreement.
\item Any officer may resign their position by submitting written notice to
the Executive Board.
\item In the event the Presidency is vacated, the Vice-President will
succeed automatically.
\item Officers may be removed by a 2/3rds majority of either the Executive
Board or the voting membership.
\end{enumerate}

\section{Duties of Officers}
\begin{enumerate}
\item The President shall preside at all meetings of the Chapter
and the Executive Board. They shall represent the Chapter at all
meetings with the ACM regional and national leadership. They are
responsible for representing the organization in all communications and
meetings with the WPI Computer Science Department.
\item The Vice-President is responsible for assisting the President in
carrying out their duties, and taking over for the President as
required.
\item The Secretary shall keep minutes of all meetings of the Chapter. They
shall prepare the Annual Chapter Report prior to the annual Election
meeting, and present it at said meeting. They shall submit the Annual
Report to the ACM. They shall keep an accurate record of membership, and
notify the membership of events and meetings. They shall keep
CampusGroups up to date with events, members, and officers.
\item The Treasurer shall collect dues and maintain financial records. They
shall make the annual report of the Chapter's finances to the Secretary
for inclusion in the Annual Report. They shall represent the Chapter to
the Student Government Association for budgeting and special funding
requests.
\item The Events Coordinator shall reserve rooms for club events, and serve
as the point of contact to campus service providers for Chapter events.
They shall work on improving Chapter events, and be the main planner for
all Chapter events besides the Hackathon.
\item The Hackathon Managers shall be the primary planners for the annual
Hackathon hosted by the Chapter. They are responsible for leading the
organizing team and ensuring the success of the event.
\item The Public Relations Chair shall be responsible for raising awareness
about the Chapter using any effective means. They are responsible for
maintaining and posting on all social media platforms used by the
Chapter. They are responsible for logos, branding, and merchandise.
\item The System Administrator shall be responsible for maintaining the
Chapter website, mirror service, and all other infrastructure-related
matters. They shall represent the Chapter in communications with the
WPI Computer Science Department when said communications relate to
Chapter infrastructure. They shall also set policies for the use of
Chapter infrastructure with the assistance of the Executive Board.
\end{enumerate}

\section{Committees}
\begin{enumerate}
\item The Executive Board shall have the power to create and dissolve such
committees as they see fit.
\item Notwithstanding the above section, the Hackathon Committee shall always
exist. The Hackathon Committee is chaired by the Hackathon Managers, and
is responsible for the execution of the annual Hackathon.
\item The President is considered an \emph{ex offico} member of all
committees.
\end{enumerate}

\section{Interim Officers}
\begin{enumerate}
\item An office can become vacant through either an Officer being granted
away status, an Officer submitting their resignation, or an Officer
being removed from office by the Executive Board or the membership.
\item A vacancy shall be filled by a Special Election as described in
\cref{sec:specialelections}.
\item The Interim Officer shall hold office until the Officer on away status
returns, the annual Election Meeting, or the Interim Officer submitting
their resignation, whichever comes first.
\end{enumerate}

\section{Appointed Positions}
\begin{enumerate}
\item The Executive Board shall have the power to create and dissolve
appointed positions as they see fit.
\item Appointed positions shall be filled by active members as described in
\cref{sec:memberclasses} \cref{itm:memberclasses}. Active members may be
appointed to or removed from positions at the discretion of the
Executive Board.
\item Officers may delegate some of their powers and responsibilities to
appointed positions as they see fit.
\end{enumerate}

\section{Policies}
\label{sec:policies}
\begin{enumerate}
\item The Executive Board may create and publish policies to the Chapter
membership in addition to these Bylaws.
\item In the event of a conflict between a policy established by the
Executive Board and these Bylaws, these Bylaws shall take precedence.
\end{enumerate}

\chapter{Meetings}
\begin{enumerate}
\item Chapter meetings shall be held at least three times per term, as
determined by the Events Coordinator.
\item The annual Election Meeting shall be held as the second to last
meeting of C term. This meeting will consist of the election of all
officers, and the presentation of the Annual Report by the Secretary.
\item The Executive Board shall hold weekly planning meetings. These
meetings should nominally be open to active members.
\subitem The Executive Board may move to an executive session containing
only current officers and the Advisor following a successful motion by
an officer. Executive sessions may involve additional people at the
discretion of the Executive Board.
\item Notification of Chapter meetings and activities shall be distributed
to the membership no later than 24 hours prior to the start of the
meeting of activity.
\item For the purposes of conducting votes, a quorum shall be defined as
greater than 50\% of the voting membership for business meetings, or
greater than 50\% of the Executive Board for planning meetings. A quorum
may be composed of members in-person, present via absentee ballot,
present via online meeting, or any combination of the above.
\end{enumerate}

\chapter{Elections}
\section{Eligibility for Office}
\begin{enumerate}
\item All officers must be active members as defined in
section \cref{sec:memberclasses} \cref{itm:memberclasses}.
\item Any active member who expects to be a full-time undergraduate student
for the duration of their term of office is eligble for election.
\item No person may hold more than one office.
\end{enumerate}
\section{Nominations}
\begin{enumerate}
\item Nominations for elections shall be solicited from the voting
membership by the Executive Board for the two weeks prior to the Annual
Election Meeting.
\item Nominees must either accept or decline their nomination by the start
of voting for the position.
\item In the event that a position receives only one nomination, a
confidence vote shall be conducted.
\end{enumerate}

\section{Voting} \label{sec:voting}
\begin{enumerate}
\item Voting shall be conducted by secret ballot. Each ballot should be in
the form of a ranked list of candidate names or the word ``abstain''.
Any other text shall count as a vote of no confidence.
\item \label{itm:tellers} Votes shall be counted by the Teller, who shall be
either the Chapter Advisor, the Advisor's designee, or a current or
former member of the Executive Board who is not otherwise participating
in the election.
\item Absentee ballots may be accepted in the form of written communication
of an ordered list of names, the word ``abstain'' or ``no confidence''
in descending order for each office. This written communication shall be
submitted to the Teller in accordance with \cref{itm:tellers} of this
section.
\subitem If an absentee ballot contains names that have not yet been
nominated, the Teller shall make a nomination on the absentee's behalf.
\item Votes will be counted according to the method of Instant Runoff Voting.
\end{enumerate}

\section{Special Elections} \label{sec:specialelections}
\begin{enumerate}
\item Special Elections shall be conducted as in \cref{sec:voting}, except
that nominations shall take place in the same meeting as voting.
\item Special Elections shall be conducted at the first Chapter meeting
following the vacancy.
\end{enumerate}

\chapter{Advisor}
\begin{enumerate}
\item The Chapter Advisor shall be selected by the Executive Board with the
aid of the University and shall be approved by both a 2/3rds majority of
the voting membership as well as the ACM.
\item The Advisor may be recalled by a 2/3rds majority of the voting
membership.
\item The Advisor will not have voting privileges in any matters.
\item The Advisor will act as a consultant in matters before the Chapter.
\item The Advisor may attend meetings and activities of the Chapter as seen
fit and is entitled to all notifications given to members.
\end{enumerate}

\chapter{Code of Conduct}
\begin{enumerate}
\item All participants in Chapter activities must follow the University Code
of Conduct at all times.
\end{enumerate}

\chapter{Parliamentary Authority}
\begin{enumerate}
\item The rules contained in the current edition of \emph{Robert's Rules of
Order Newly Revised} shall govern this Chapter in all cases to which
they are applicable and are not inconsistent with these Bylaws.
\item In the event that a conflict exists, these Bylaws shall supersede any
appendix or other Chapter document.
\end{enumerate}

\chapter{Amendments}
\begin{enumerate}
\item Any active member may propose amendments to these Bylaws or appendices
thereof to the Executive Board in writing. The Executive Board must
present all proposed amendments to the Chapter within two weeks of their
proposal.
\item A vote to amend these Bylaws must be taken at the next consecutive
business meeting following notification to the Chapter.
\subitem A 2/3rds majority of the voting membership is required to pass
any amendments. Voting will take place by a show of hands for and
against the proposed amendment.
\item At least once every two academic years, the Executive Board will
appoint a committee to review the current Bylaws and, if necessary,
propose amendments to these Bylaws to the Chapter.
\end{enumerate}

\chapter{SOC Enabling Clause}
The Worcester Polytechnic Institute chapter of the Association for Computing
Machinery agrees to abide by the policies of the Worcester Polytechnic Institute
as well as all federal, state, and local laws. Any changes to these Bylaws shall
follow, in word and spirit, all University policies and all federal, state, and
local laws.

\end{document}