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Bradley-Paterson Hall Council Constitution
Preamble
We the People of Bradley-Paterson Hall, in Order to form a more perfect year, establish friendships, ensure community is built, provide for our common goals, promote the general Welfare, and secure the Blessings of Liberty for ourselves and Posterity, do ordain and establish this Constitution for the Bradley-Paterson Hall Council.
Article I. Name
The name of the residence hall is Bradley-Paterson Hall, hereinafter referred to as Bradley-Paterson Hall, and the name of this governing body shall be Bradley-Paterson Hall Council. The unofficial name of the organization will be BPHC.
Article II. Purpose
The purpose of BPHC is to provide for the social, recreational, informational, educational, diversity, wellness, and community-building involvement needs of the residents of Bradley-Paterson Hall.
Article III. Membership
The general membership of BPHC will consist of all students of The Ohio State University who are registered and recognized as residents of Bradley-Paterson Hall. This organization and its members shall not discriminate and no student shall be denied membership in this organization based on race, sex, national origin, religion, age, sexual orientation, gender identity/expression, disability, political views, class rank and veteran status, et al.
Article IV. Election of Officers
A. Eligibility: Any resident of Bradley-Paterson Hall is eligible to participate in the Executive Board selection process and serve on the E-Board. Additionally, any resident may participate as a general body member.
B. General Interest Meeting: All Bradley-Paterson residents will be provided with information about Hall Council’s membership opportunities and invited to attend a general interest meeting held in early September and led by the organization’s advisor. The Constitution will be discussed, requirements for running for office outlined, and a date for the first official hall council meeting announced. As Floor Representatives are non-elected officials, they will be invited back to the first meeting.
C. Term: The term for the new Executive Board will commence immediately following acceptance of the position and will run through the end of the academic year in May.
D. Selection: Executive Board officers are chosen via a selection process which includes an online application review, a formal interview with the Hall Council Advisor(s) and paraprofessional staff. Floor representatives will be nominated by the Resident Advisor for their respective floor community.
Article V. The Executive Board
1. Members. The Bradley-Paterson Hall Executive Board will consist of 9 officers:
a. Executive President
b. Executive Vice President
c. Executive Treasurer
d. Executive Marketing Coordinator
e. Executive for External Relations
f. Program Executive for Inclusion Initiatives
g. Program Executive for Community Engagement Initiatives
h. Program Executive for Wellness Initiatives
i. Program Executive for Service and Sustainability Programming Coordinator
2. Purpose. The officers of BPHC, in their individual capacities and collectively as the Executive Board will be responsible for planning, administering, supervising, and executing all BPHC programs in conjunction with the general assembly of BPHC and paraprofessional hall staff. Additionally, the executive board will review funding requests and decisions to discuss any questions comments or concerns about the funds request to prepare for the BPHC voting. The Executive Board may not deny any funds request in the executive board regardless of views and must be put to the BPHC vote.
3. Voting. As the leadership team for BPHC the Executive Board will formally vote on matters pertaining to Bradley-Paterson Hall. If a vote comes to a tie, it will be presented to the general assembly and require a majority vote for approval.
4. Meetings. The Executive Board will meet in regular sessions during the scheduled time at least once a week.
5. Duties of the Executive Board Members. All members are expected to attend weekly e-board or general body meetings. Additionally, all members will be expected to attend all BPHC programs and events. If unable to attend they must notify the BPHC Advisor at least 24 hours in advance. In addition to individual duties, each member will be expected to take an active role in all BPHC programming and events.
a. Executive President
1. Serve as the chief executive officer of BPHC
2. Meet regularly with the BPHC Advisor
3. Prepare an agenda for each week for BPHC Board meetings and membership meetings
4. Preside over the BPHC and Executive Board meetings and membership meetings
5. Develop a strategic plan for BPHC programming for the 2017-2018 academic year
6. Serve as the council’s leadership chair to assist committees with program development, planning and funding
7. Ensure that BPHC maintains good standing with the Office of Student Life: Student Activities
b. Executive Vice President
1. Maintain accurate minutes for all BPHC Board and membership meetings and submit them to the advisor every month
2. Send out weekly email updates regarding BPHC meeting times and upcoming programs
3. Plan team building and bonding events for the board
4. Oversee all assessment processes for BPHC
5. Collaborate with program coordinators to ensure successful events
6. Maintain an accurate list of Bradley-Paterson Hall Council membership
7. Fill any vacant positions if any arise temporarily until someone is appointed or if the board decides, the VP can assume responsibilities.
c. Executive Treasurer
1. Serve as the primary financial advisor of BPHC
2. Maintain an accurate ledger for Bradley Paterson Hall
3. Meet on a regular basis with the Hall Director to discuss budget issues
4. Review BPHC and external organization funding requests prior to discussion at Executive board and general body meetings and coordinate the funding process
d. Executive Marketing Coordinator
1. Oversee the creation of advertisements for all BPHC programs and events
2. Develop a logo to be used for all BPHC marketing
3. Oversee all marketing materials and orders
4. Record/photograph programs and events
5. Collaborate with the Executive for External Relations to complete and submit awards packets and applications
e. Executive for External Relations
1. Serve as the Residence Halls Advisory Council (RHAC) Ambassador and represent BPHC at all meetings
2. Provide a weekly summary of RHAC meetings and initiatives
3. Oversee planning and implementation of signature events such as Haunt that Halls and Sibs and Kids Weekend
4. Coordinate the completion and submission award packets and applications
f. Program Executive for Inclusion Initiatives
1. Serve as the primary coordinator for social justice, diversity, and inclusion based programming initiatives
2. Serve as the BSA representative for hall council
3. Collaborate with campus partners (Allies for Diversity, BSA, MUNDO, Off the Lake, etc.) to create a variety of programs that are both fun and informative
4. Collaborate with RAs to provide programming that meets ILDS requirements
5. Recruit student committee members
6. Delegate tasks and assist their committee with development and implementation of creative and effective inclusion based programming
7. Assist in the development and implementation of other programming in Bradley-Paterson Hall
g. Program Executive for Community Engagement Initiatives
1. Serve as the primary coordinator for social programming initiatives
2. Maintain and promote Bradley-Paterson traditions and signature events
3. Recruit student committee members
4. Delegate tasks and assist their committee with development and implementation of
creative and effective community based programming
5. Assist in the development and implementation of other programming in Bradley-Paterson
Hall
h. Program Executive for Wellness Initiatives
1. Serve as the primary coordinator for wellness programming initiatives
2. Serve as the primary coordinator for semester Blood Drives along with paraprofessional staff
3. Recruit student committee members
4. Assist their committee with the development and implementation of wellness programming covering any of the nine dimensions of wellness.
5. Assist in the development and implementation of other programming in Bradley-Paterson Hall.
i. Service and Sustainability Programming Coordinator
1. Serve as the primary coordinator for service and sustainability programming initiatives
2. Attend university wide sustainability meetings
3. Recruit student committee members
4. Develop and implement a variety of community service events that are of interest to the Bradley-Paterson community.
5. Organize a Buckeyethon team to represent Bradley-Paterson Hall
6. Attend sustainability meetings and provide updates to BPHC Board
7. Assist in the development and implementation of other programming in Bradley-Paterson Hall.
Minimum Qualifications of an Executive Board Member. Each E-Board member must meet the following minimum qualifications in order to remain in his/her position:
a. Currently live in Bradley-Paterson Hall.
b. Currently is not on any form of judicial or behavior probation.
c. Currently meets the requirements established for the participation in campus organizations including a cumulative GPA of no less than a 2.5.
j. Executive Board Members fall below Qualifications. Executive Board members who fall below a GPA of 2.5 or are involved in a judicial situation will:
a. Meet individually with the Advisor(s).
b. Be placed on probation for one quarter if they fall below a GPA of 2.5 or are found in violation of violating the Residence Hall Handbook and/or Code of Student Conduct.
c. If the Executive Board member is involved in a subsequent policy violation or fall below a GPA of 2.5 it will be determined that they have breached their duties and removal procedures will be followed.
d. The Advisor(s) will keep this information confidential and reserve the right to modify these guidelines on a case by case basis.
k. Removal of an Executive Board Member. An E-Board member may be removed from their position by:
a. An Advisor(s) or by a three-fourth vote of the BPHC members in attendance, when determined to be in breach of his/her duties outlined in his/her position or when s/he is no longer able to carry out his/her duties.
b. An E-Board member may also voluntarily resign his/her position by submitting a written statement to the Advisor(s).
l. Replacement of an Executive Board Member. If an Executive Board member is removed or resigns the Executive Board, in conjunction with the General Body, will:
a. Nominate a new Executive Board member from qualified General Body members.
b. Require that nominated members present information on why they would be a qualified Executive Board member.
c. Conduct a vote of the General Body to elect the new Executive Board member.
d. If a new Executive Board member cannot be identified from the general body, the Executive Board and Advisor(s) will determine an appropriate solution:
a. Choosing not to replace an Executive Board member.
b. Conducting a new application process.
c. Asking a current Executive Board member to change positions.
m. Suspension of Constitution. The Executive Board reserves the right to alter or suspend other sections of the Constitution for a limited period of time if they deem it is in the best interest of BPHC.
Article VI. Bradley-Paterson Hall Council
A. Membership. BPHC will consist of:
1. Any Bradley-Paterson Hall Resident.
2. At least one representative from each wing
B. Meetings.
1. BPHC will meet in regular sessions, during announced times and at least once every other week
2. BPHC meetings will be open to the general membership unless the president of BPHC, by a majority vote of the Executive Board, decides to cancel a particular weekly meeting. In the event of a cancelled meeting, BPHC may not formally vote on any matters.
C. Voting.
1. BPHC will ratify all decisions by a majority vote.
2. The Executive Board may veto any decision ratified by BPHC with a unanimous vote. However, BPHC may then choose to overturn the Executive Board veto by a vote of at least two-thirds of the full BPHC.
3. Each floor present during a voting session will have one vote.
4. In the event of a tie, the President will have the tiebreaking vote.
D. Duties of BPHC Members. As BPHC representatives, the members will help organize and participate as well as stimulate interest and participation in Bradley-Paterson Hall activities by working with the Executive Board Chairs to help develop community in Bradley-Paterson Hall.
E. Minimum Qualification of Members.
1. Currently a resident of Bradley-Paterson Hall.
Article VII. Allocation of Funds
A. Responsibility. All money given/received to BPHC shall be in the presence of the Advisor(s), the President or the Treasurer.
1. Semester Budget.
a. In conjunction with the Treasurer, the Advisor(s) will allocate funding for the Semester.
b. The budget can change semester to semester to allow each BPHC committee to best plan programs with a set amount of funding.
2. Expenditure of Funds
a. The Advisor(s) and Treasurer will be in charge of the overall allocation of funding.
b. The BPHC general body will be responsible for voting on proposals for allocation of BPHC Funds and External Organization Funds.
c. Bradley-Paterson Hall Senior Staff in conjunction with the Treasurer will be responsible for allocating RA Programming and Senior Staff Funds
d. Any person associated with The Ohio State University may initiate request for funds.
e. All requests for money must be filled out using the designated Money Form.
3. Floor Funds. Because programming is a requirement of the Resident Advisor(s) position, each RA will receive floor funds that s/he may use to plan programs each semester. These funds will be decided by RHAC and will be set aside by the Advisor(s).
4. Reserves. A minimum of $500 will be kept in the Reserve Fund at all times. Reserve money can only be allocated by BPHC to fund BPHC and RA programs.
5. Money Proposals.
a. External organizations requesting BPHC funding must submit the designated Money Form to the Executive Board one week prior to the scheduled Grant Night.
b. If the Money Form is not submitted by this time, the proposal will not be on the agenda for the ensuing BPHC Grant Night.
Article VIII. Advisor(s)
A. Appointment. The Assistant Hall Directors and/or Hall Director of Bradley-Paterson Hall will serve as the principal Advisor(s) to BPHC, and may appoint other members of the Bradley-Paterson Hall staff to co-advise.
B. Duties of the Advisor(s).
1. The Advisor(s) will serve as the principal representatives of the University and consultant to BPHC.
2. The Advisor(s) will coordinate the selection and training of the Executive Board.