Constitution of

The PennState Anime Organization

(PSAO)

Date of reactivation: September, 2001

Date of last Amendments: April 27, 2012

Article I.Purpose

  1. The purpose of the Penn State Anime Organization (PSAO) is to sponsor events promoting the understanding and enjoyment of the Japanese art forms of “anime” (Japanese Animation), “manga” (Japanese comics), and anime associated video games, specifically (though not limited to) Dance Dance Revolution.
  1. The PSAO will move to eventually encompass all forms of Japanese entertainment & pop culture including but not limited to animation, live action movies, video and computer games and role playing games, as well as fashion and pop trends.
  1. The PSAO’s activities include, but are not limited to
  1. Weekly meetings, which will include “anime” viewings, with the licensed viewing permissions of the US license holders
  1. Regular meetings that feature the discussion of anime and manga
  1. Regular meetings featuring anime associated video games, including but not limited to Dance Dance Revolution and other Konami releases
  1. HUB Latenight/Hotspot showings
  1. Trips to anime/manga oriented conventions (“cons”)
  1. Organization fundraisers
  1. Club related events to promote the understanding and enjoyment of anime
  1. Previewing of legal copies of not yet released “anime” at the licensee’s prompting
  1. Anime festivals
  1. Club related social events
  1. The PSAO will maintain a “library” of anime and manga related titles, and other such anime associated elements (which may include but are not limited to: role playing games, anime related video games, anime magazines, etc.)
  1. The PSAO will actively maintain a website, which will providing information on (but not limited to) club activities/events, showings, library, member holdings, club roster, contacts, sponsors, as well as provide links to non-PSAO news and events that remain “anime”/”manga” pertinent.

Article II.Membership

  1. The PSAO, being an undergraduate organization, will be divided into active and associate membership.
  1. “Active members” are defined as members who are currently employed faculty, staff, or registered students of Penn State University Park who are on the PSAO member list and have attended at least three meetings for the current academic school year.

a)As an undergraduate organization, 50% + 1 of the PSAO’s active members must be undergraduate students.

b)Only active members may vote, preside, officiate, and/or solicit funding on behalf of the PSAO.

c)An active member list will be maintained by the executive board.

  1. All other individuals interested in taking part in the PSAO will be noted as “associate members”

a)Associate members do not hold the right, by mandate of the Center for Student Engagementsupreme court to vote, preside, officiate, or solicit funding on behalf of the PSAO.

  1. There must be at least 20 active student members at all times.

1.The only exception to this clause is to be observed up to the fourth general meeting of the fall semester.

  1. The PSAO will not discriminate in any way, against members/potential members on the basis of (but not limited to) race, religion, sex, sexual preference, physical handicap, or creed.
  1. The PSAO does however, maintain the right to expel a member in the event a member does not follow the policies of the organization, or violates policies of the university.

a)This requires executive unanimityon the member in question’s expulsion from the organization.

  1. Any and all new members of the PSAO will be given full disclosure during recruitment. They will be informed where they can find information related to the how the organization functions, including but not limited to:
  1. New Membership Manual
  1. Schedule of Member Events and Activities
  1. A list of responsibilities
  1. A definition of personal rights, and a copy of the University Hazing Policy, prescribed by Policies and Rules For Student Organizations
  1. All members, including but not limited to new members and recruits, reserve the right to refrain from participating in any activities without consequence, based upon personal/religious beliefs, personal values, or moral reserve (or any reason not listed here) as defined by the individual member.
  1. No organization may restrict membership based on characteristics of a student, which are intrinsic to the identity of that student, and are not essential to the potential value of that student as a member of that organization and the Penn State University Community at large. The Pennsylvania State University prohibits discrimination and harassment against any person because of age, ancestry, color, disability or handicap, national origin, religious creed, sex, sexual orientation, gender identity or veteran status. Discrimination or harassment against faculty, staff or students will not be tolerated at the Pennsylvania State University.
  1. Any and all interaction/activity between members and/or new members will be limited to guidelines stated by the university policy, as well as local, state, and federal law.

Article III.Officers

  1. The PSAO Executive Board will consist of the President, Vice President, Secretary, Treasurer, and Public Relations Officer
  1. The President

a)The President is the official spokesperson for the club, and maintains university relations.

b)The President presides over meetings, upholds parliamentary procedure, and ensures that the constitution is followed.

c)The President is responsible for obtaining viewing permissions from distributors, and maintaining relations with distributors.

d)The President ensures all administrative business and official paperwork for the university is completed.

  1. The Vice President

a)The Vice President functions as President in his/her absence.

b)The Vice President acts as the official liaison betweenBoard of Directors, committees, and the Executive Board.

c)The Vice President aids the president in matters involving with the administration of the university and club.

d)The Vice President is responsible for the editing, amending, and rewriting of this constitution in accordance with club needs as well as presenting the changes before both Executive and Administrative board for voting.

  1. The Treasurer

a)The Treasurer maintains clubs funds in the treasury and makes regular fiscal reports to the club and Executive Board.

b)The Treasurer presides over all club fundraisers and other activities directly involving club finances.

c)The Treasurer also serves as the Setsucon Treasurer on the Setsucon Executive Board.

  1. The Secretary

a)The Secretary takes minutes of Executive Board meetings, and reports them weekly.

b)The Secretary oversees the club listserv, and makes a weekly report through it.

c)The Secretary maintains the official list of active club members.

d)The Secretary maintains a list of club members that hold membership cards.

  1. The Public Relations Officer

a)The Public Relations Officer maintains club relations with other organizations and businesses.

b)The Public Relations Officer organizes all aspects of club activities that include collaboration with another organization or business.

c)The Public Relations Officer aids the president in matters involving distributor relations and viewing permissions.

  1. The PSAO Board of Directors will consist of the Librarian, Viewings Director, Import Gaming Director, Webmaster, Art Director, Events Director, Cosplay Director, Travel Director, Setsucon Chairmanand the chairs of all other standing and ad hoc committees.
  1. The Librarian

a)The Librarian procures all media needed for club activities.

b)The Librarian maintains the club library, as described in the Bylaws.

c)The Librarian manages the PSAO Lending Network, as described in the Bylaws.

  1. The Viewings Director

a)The Viewings Director chairs the Viewings committee.

b)The Viewings Director is ultimately responsible for creating a viewing schedule and reporting it to the executive board with enough time to obtain any necessary viewing permissions and media.

c)The Viewings Director ensures that a location and equipment are provided for viewings.

  1. The Import Gaming Director

a)The Import Gaming Director chairs the Import Gaming committee.

b)The Import Gaming Director is ultimately responsible for creating anImport Gaming schedule and reporting it to the executive board with enough time to obtain any necessary permissions and media.

c)The Import Gaming Director ensures that a location and equipment are provided for Import Gaming exhibitions.

  1. The Webmaster

a)The Webmaster chairs the Web committee.

b)The Webmaster maintains the official club website and any other internet presence of the club, excluding the club listserv.

  1. The Art Director

a)The Art Director chairs the Art Committee.

b)The Art Director is ultimately responsible for overseeing the creation and maintenance of official artwork and publications for the club.

c)The Art Director may create and oversee subcommittees dedicated to the creation of official art and publications for the club. These may include, but not be limited to a Flyer Subcommittee, Mascot Subcommittee, or Manga Subcommittee.

  1. The Events Director

a)The Events Director chairs the Events Committee.

b)The Events Director is ultimately responsible for the coordination and planning of all PSAO events not directly hosted by any other committee and reporting it to the executive board with enough time to obtain any necessary equipment, media, or funds. These events include, but are not limited to parties and HUB Events.

  1. The Cosplay Director

a)The Cosplay Director chairs the Cosplay Committee.

b)The Cosplay Director is ultimately responsible for planning and overseeing Cosplay workshops held during the academic year.

  1. The Travel Director

a)The Travel Director is ultimately and solely responsible for organizing club trips to anime conventions upon the verbal approval of the Executive Board to arrange for-mentioned trip(s). The Cosplay and Conventions Director is also ultimately and solely responsible for gauging interest from club members in going, applying for UPAC funds to sponsor the trip, planning and coordinating travel logistics to the convention, reserving hotel rooms, collecting any necessary payments required by those attending, making an attendance list, and briefing all traveling members on the convention and trip policies stated in Article II of the PSAO bylaws.

  1. The Setsucon Chairman

a)The Setsucon Director chairs the Setsucon Planning Committee.

b)The Setsucon Director is ultimately responsible for the coordination and planning of Setsucon and reporting to the executive board with enough time to obtain any necessary equipment, media, or funds.

  1. The PSAO Administrative Board is defined as the combined Executive Board and Board of Directors.

Article IV.Committees

  1. The PSAO standing committees shall consist of the Viewings Committee, Import Gaming Committee, Web Committee, Art Committee, Events Committee, Cosplay Committee, Travel Committee, and Setsucon Committee. Committee members shall assist their respective Directors with their responsibilities.
  1. The PSAO ad hoc committees shall be created for a specific purpose and shall cease to exist once that purpose has been served. Example ad hoc committees include a social committee, committees to organize club trips to a convention, or a committee to organize a convention at PennState.
  1. Ad hoc committees shall be created by the President, and must be approved by a majority of the Executive Board.
  1. All committees shall be free to create their own bylaws.
  1. Committee bylaws are superseded by the PSAO constitution and bylaws.
  1. Committee bylaws must be maintained by the committee that created them.
  1. Committee bylaws must be ratified by the Vice President.

Article V.Meetings

  1. The PSAO will hold weekly meetings.
  1. The PSAO notes at least two meetings per semester are required in order to maintain active status with the University.
  1. The executive board will attempt to hold weekly meetings to maintain club efficiency.
  1. Club meetings will be organized, and coordinated by the executive staff.

a)Club member input will be taken into consideration when the day or frequency of meetings is being decided upon or changed.

b)The club executive officers will have ultimate ruling on this matter, and need 50% majority for a change to be made.

  1. Adequate and advanced notice of meetings and events will be given to all members via email, the club website, or the club newsletter.
  1. Members will be notified via email (or other means accommodating to member needs) of regular and special meetings by one of the members of the executive board (presumably the president, vice president, site supervisor, secretary, or public relations officer)

a)Special meetings may be called in the event the president deems necessary, or appropriate. He/she will send out and provide ample notice.

Article VI.Voting

  1. Quorum for club voting is fifteen active club members.
  1. Quorum is required on the dates of voting. Quorum is not required for nominations or proposals.
  1. In the event quorum is not met on the date of a planned vote, debating and voting will be postponed until the next date that quorum is met.
  1. Quorum for the Executive Board is the President, Vice President, and two additional executives.
  2. If Executive Quorum is impossible (e.g., due to a lack of occupied Executive Offices), then Executive Quorum will temporarily be all current Executive Officers, and all such votes must be unanimous. If there are less than three (3) Executive Offices filled, then Executive Quorum will temporarily be Club Quorum.

a)If an Executive Appointment is to be made with Club Quorum due to these circumstances, then the regular election process detailed in Bylaws Article I. Executive Elections Code shall be followed.

  1. Quorum for the Administrative Board is two thirds of all members of the Administrative Board.
  1. A majority vote is fifty percent (50%) of the number of active club members present plus one (1) unless specified otherwise.
  1. In the event that a person already holding a position on theAdministrative Board becomes the chair of an ad-hoc committee, they will onlyhave ONE vote in all voting sessions.
  1. The club advisor must abstain from all voting, except in the event of a tie.

Article VII.Elections and Appointments

  1. Members of the Executive Board are elected by active members of the PSAO.
  1. Members of the Board of Directors are appointed by the Executive Board
  1. Only active club members are eligible to become part of the Administrative Board.
  1. A complete version of the Executive Elections Code is available in the club bylaws.
  1. A complete version of the rules governing appointments to the Administrative Board is available in the club bylaws.

Article VIII.Finances

  1. All organizational funds are handled exclusively through the Associated Student Activities (ASA).
  1. This organization will not collect dues.
  1. Expenditures
  1. Expenditures of $100 or more must be approved by a majority vote of the club.
  1. Expenditures of less than $100 but greater than $30 must be approved by a majority vote of the Administrative Board.
  1. Expenditures of less than $30 must be approved by a majority vote of the Executive Board.
  1. The PSAO will not have any off-campus bank accounts unless approved by the University.

Article IX.Constitutional Amendment

  1. A constitutional amendment may be proposed at an Executive meeting by any active club member.
  1. The constitutional amendment must be seconded by an Executive officer.
  1. The constitutional amendment will be recorded in the minutes by the secretary.
  1. Voting on a proposed amendment must take place at least one week after the proposal of the amendment in its final form.
  1. The constitution shall be amended by a two thirds vote of the Administrative Board. Both Administrative Quorum and Executive Quorum are required.
  1. Amendments will take effect immediately after they have been approved.
  1. All constitutional amendments are subject to approval by the Office for Student Activities.
  1. Future constitutions may be adopted in whole by the methods described in Article IX, sections A through F.

Article X.Adoption and Amendment of Bylaws

  1. A bylaw or amendment to a bylaw may be proposed at an Executive meeting by any active club member.
  1. A bylaw or amendment may be passed immediately, without a waiting period.
  1. The bylaw or amendment shall be amended by a majority approval of the Executive Board.

Article XI.Parliamentary Authority

  1. Robert’s Rules of Order shall be used in all cases not covered by this constitution.

Article XII.Accessibility of this Constitution

  1. The PSAO constitution will be available to anyone upon request.
  1. The PSAO constitution will also be available on its website.

Article XIII.Advisor

  1. The club will choose and retain an advisor who is a full-time faculty or staff member at The Pennsylvania State University.
  1. Selection of the Advisor
  1. The club will request advisor ideas from the active club members.
  1. Upon receiving the submissions, the Administrative Board will build a list ofpossible candidates.
  1. The Board will contact candidates in order from most suitable to the least suitable requesting advisor status.
  1. Upon contacting someone willing, a majority vote of the Administrative Board will approve the candidate.

Bylaws of

The PennState Anime Organization

(PSAO)

Date of last Amendments: April 27, 2012

Article I.Executive Elections Code

  1. Qualifications
  1. All active members of the PSAO are eligible for any Executive office.
  1. All candidates for office must be nominated for office by an active member of the PSAO.
  1. All candidates for office must have their nomination for office seconded by a current member of the Administrative Board.
  1. Nominations
  1. Nominations for Executive office will be held during the Spring Semester, from the week immediately preceding Spring Break to the general meeting in the second weekafter Spring Break.

a)Nominations may take place at any official meeting of the PSAO during this time.