Constitution

Hippies for hope Constitution
Hippies for Hope Chapter of the State University of New York at Geneseo
 

I. Name of Organization

  1. This organization shall be entitled the Hippies for Hope chapter of the State University of New York at Geneseo.

 

II. Statement of Purpose

  1. Hippies for Hope is a charitable organization working to further the education of women in Nicaragua and improve the state of mind of children in local hospitals. Hippies for Hope aims to spread smiles locally and globally. By selling tie-dyed shirts, we supply children in local hospitals with a reason to smile and women in Nicaragua with a college education.
  2. The goals of this organization are to:

i.Donate tie-dyed t-shirts to children in local hospitals.

ii.Empower young women worldwide through the partial funding and sponsoring of women in Nicaragua or to any charity members agree on and would like to donate to.

  1. Motto: Wear a Shirt, Give a Smile, Spread Hope.

 

III. Membership

  1. All members belonging to the organization Hippies for Hope agree to uphold the conduct of our affairs all regulations of the College and the State University of New York.
  2. Membership in Hippies for Hope shall be open to all currently registered students at SUNY Geneseo.
  3. Associate Members: College staff and faculty, as well as non-College persons may have associate membership status. However, they may not have voting privileges, hold office, or pay dues. Associate Members are responsible for any and all costs occurred due to their participation and involvement, and mandatory Student Activity funds and College and State funds allocated to recognized student organizations cannot be used by Associate Members to support their involvement in organization activities, with the exception of the organization advisor or faculty or staff members designated by the Director of Student Life to assist organizations with their programs. Associate Members are expected to adhere to the College Visitors Policy.
  4. All members agree that any involvement in an organization-sponsored activity is voluntary. All members must affirm that Hippies for Hope’s executive board, advisor, and the college itself are not liable for any injury that may incur during any organization activity.
  5. Hippies for Hope does not discriminate on the basis of race, sex, color, creed, religion, age, national origin, disability, marital status, status with regard to public assistance, or sexual orientation.
  6. Active Members: To be considered an active member of Hippies for Hope, members must attend at least two meetings throughout the semester. Also required for active membership is helping to tie-dye shirts for at least one hour within the semester. Active membership shall be granted on a semester basis. Privileges of an active member include voting in elections for advisor, voting in elections for officers, running for an officer position within the organization, and accompanying the executive board members to a local children’s hospital to donate shirts.
  7. Hazing means any act, explicit or implicit, committed by a person, whether individually or in concert with others, against a student in connection with pledging, being initiated into, affiliating with, holding office in, or maintaining membership in any organization or team and which is intended to have the effect of, or should reasonably be expected to have the effect of, humiliating, intimidating or demeaning the student or endangering the mental or physical health of the student, regardless of the person's willingness to participate. Hazing also includes soliciting, directing, aiding, or otherwise participating actively or passively in the above acts. Organizations responsible for incidents of hazing may lose College recognition and be excluded from the campus. There will be no hazing involved in the recruitment or maintenance process of membership.
  8. Voting privileges may be granted to currently registered students at SUNY Geneseo who have attended at least four Hippies for Hope functions within the past two semesters (may include the current semester), including general meetings, tie-dye sessions, stamping of shirts, selling of shirts, and/or any other Hippies for Hope sponsored events. These events shall be determined and monitored collaboratively by the Executive Board. The responsibilities of all members shall include maintaining a common interest in spreading the message of Hippies for Hope. Members shall be responsible for helping in all aspects of the organization. These responsibilities may include tying shirts, dying shirts, shopping for materials, selling shirts, wearing shirts, attendance at general assembly meetings, and attendance when visiting children’s hospitals.
  9. All members of Hippies for Hope must agree with the mission statement and goals of the organization mentioned above. Members must agree to spread hope and share a smile. By tie-dying, selling the t-shirts, and attending at least two meetings per semester, members are upholding their status as active member within the organization. When volunteering at a local hospital by donating tie-dyed shirts, priority will be given to active members who have attended the most meetings.
  10. Hippies for Hope will not collect dues. Hippies for Hope is a volunteer-based community organization.
  11. The organization’s events/meetings shall be predominately registered students at SUNY Geneseo.

 

IV. Officers

  1. Qualifications of Officers

i. All officers must have a common interest in the advancement of the cause of Hippies for Hope.

ii. All officers must attend all general assembly meetings as well as all executive board meetings. All officers are allowed two excused absences and one unexcused absence per semester for general assembly meetings and executive board meetings combined.

iii. All officers must provide an “End-of-Year” report at the end of their term in office. Within this report, officers must provide a detailed description of their position in an attempt to aid future officers in transitioning into their role.

  1. Officer Positions and Duties

i.President

  1. Duties of the President shall include:
    1. Acting as the official representative of Hippies for Hope.
    2. Facilitating general assembly meetings as well as executive board meetings throughout the semester.
    3. Acting as a liaison between the State University of New York College at Geneseo Chapter of Hippies for Hope and the public, local, and community organizations on the Geneseo campus.
    4. Creating committees within the larger organization and appointing heads to those committees if necessary or applicable.
    5. Counting of votes when applicable.

ii. Vice President

  1. Duties of the Vice President shall include:
    1. Acting as the official liaison between the State University of New York at Geneseo and the children’s hospital where shirts are donated.
    2. Acting as the official contact person from Hippies for Hope for the local children’s hospital.
    3. Organizing visits to the local children’s hospital for donations of t-shirts to be made.
    4. Fulfilling the duties of the President when the President is unable.
    5. Be willing to accept responsibilities from the President when requested.
    6. Book rooms/spaces for meetings and events.
    7. Assisting the President in the completion of duties.

iii. Secretary

  1. Duties of the Secretary shall include:
    1. Taking and distributing minutes to all members for all general assembly meetings as well as all executive board meetings.
    2. Keeping an accurate file of the minutes throughout the semester.
    3. Keeping an accurate record of attendance at general assembly meetings as well as executive board meetings.
    4. Receiving all nominations for elections, compiling candidates on a paper ballot, and distributing ballots to members during the voting process.

iv. Treasurer:

  1. Duties of the Treasurer shall include:
    1. Coordinating the formulation of the budget.
    2. Being responsible for all monetary actions associated with the SUNY Geneseo chapter of Hippies for Hope, including filing Purchase Orders through the non-funded Student Association account.
    3. Coordinating all fund-raising efforts.
    4. Prepare a brief financial report at the end of each semester.

v. Publicist:

  1. Duties of the Publicist shall include:
    1. Publicly advertising Hippies for Hope and the events that Hippies for Hope sponsors/organizes.
    2. Getting approval to hang up flyers (when applicable).
    3. Hanging up flyers and posters of general meetings and events being held by Hippies for Hope.
    4. Writing emails to the whatsup list serve about general interest meetings and occurring Hippies for Hope events.
    5. Update and maintain the SUNY Geneseo Chapter of the Hippies for Hope website. Information on the website should include but is not limited to upcoming events, fundraising events, minutes of the meetings, pictures, etc.
    6. Taking pictures at all events for use on the SUNY Geneseo chapter of the Hippies for Hope website.
    7. Maintain an accurate and updated catalog of Hippies for Hope merchandise.

vi. Materials Management

  1. Duties of the Tie-Dye Specialist shall include:
    1. Obtaining materials for Hippies for Hope tie-dying, including t-shirts, string, tie-dye, soda ash, rubber gloves, and any other materials required for the tie-dying of shirts.
    2. Organizing and/or providing transportation to stores where materials can be purchased.
    3. Working with the treasurer when purchasing tie-dye materials.
    4. Organizing and coordinating tie-dye events, as well as rinsing/washing/and drying shirts.
    5. Organizing and heading a Hippies for Hope “Logo Committee” responsible for the stamping of logos on all shirts.
  2. Procedures for Removal from Office

i. Any Hippies for Hope executive board member may be removed from office if the organization believes this to be the best way to benefit the group as a whole.

ii. Impeachment of any officer can be suggested by any active member of the organization, including executive board members.

iii. For an officer to be impeached from their position, two thirds (2/3) of those present at the general assembly meeting where the vote to impeach is being held must vote in favor of the motion to impeach.

iv. Basis for being removed from office includes but is not limited to excessive absences from general assembly meetings as well as executive board meetings, failure to perform their duties defined within this constitution, and abuse/manipulation of their power held within the officer position.

  1. Procedures for Filling a Vacancy

i. If an executive board position of the State University of New York College at Geneseo Chapter of Hippies for Hope becomes vacant in the middle of the term, the position shall be filled by an active member of Hippies for Hope with the majority of approval of the members present at the next meeting. The term of office begins immediately, and lasts until the next election.

 

V. Elections

  1. Only full-time, fee-paying students are eligible to serve as officers. Those looking to serve as an officer must be an active member within Hippies for Hope.
  2. Nominations can be made by anyone present at the general assembly meeting prior to the general assembly meeting when elections will be held. Members may also submit their nominations through email to the President and/or Secretary up until twenty four (24) hours before the elections are held.  The candidates who will submit their nomination at least twenty four (24) hours in advance will be placed on the paper ballot distributed during elections.
  3. For those who do not submit their nomination in advance, members may nominate candidates for positions at the meeting elections are to take place, before the elections begin for that position. These candidates, however, will not be placed on the paper ballot. For each candidate that is nominated at the meeting of elections, another active member must second the nomination before the candidate becomes official.
  4. The ballot will be composed of all running candidates who give notice 24 hours in advance, as well as a write-in space for candidates nominated at the meeting. There will also be a box for “no confidence,” which shall only be used if the voting member believes no candidate running to be qualified for the position in question. Another box will be on the ballot for “abstain,” which shall only be used if the voting member feels they have a biased opinion on a candidate or do not have enough information to vote on a candidate.
  5. Elections shall be held before the second to last meeting of the spring semester. Elections shall occur in the spring semester of every year. Positions are held for one whole academic year (two semesters). 
  6. After receiving all the nominations for officer positions, the President shall commence with elections. Elections shall begin with President, then Vice President, Secretary, Treasurer, Publicist, and ending with Tie-Dye Specialist. While one position is being elected, all the nominees for that position shall step out of the room. Nominees shall not be present at the time of discussion and/or voting. Each candidate for each position shall prepare a brief speech on their eligibility, present it to the general assembly, and be prepared to answer questions from the general assembly as well as the executive board. As soon as one nominee is finished, they shall exit the room and another nominee will be called in to give his/her speech and answer questions. This process occurs for all positions mentioned above. The officers of the State University of New York College at Geneseo Chapter of Hippies for Hope shall be selected by active members by majority vote of the organization. Votes shall be collected anonymously via paper ballot.  The term of new elected officers shall begin immediately.
  7. Votes shall be counted by the President and Vice President, unless there is a conflict of interest (i.e. the current President of Vice President is running on the ballot). In which case, the officer with the conflict of interest shall be replaced in the counting of ballots by any other selected member of the executive board. In order to impeach a current officer of Hippies for Hope, please see Article IV, section C.

 

VI. Advisor

  1. There shall be one Advisor elected to the position for the SUNY Geneseo chapter of Hippies for Hope.
  2. If the position for Advisor is open, then nominations for Advisor shall be received one meeting prior to elections from the Hippies for Hope executive board as well as the general assembly. During the meeting of Advisor elections, votes will be taken anonymously. The advisor must have received majority vote from the general assembly and executive board members in order to gain the position.
  3. Advisor candidates must be full-time staff/faculty members on the SUNY Geneseo campus.  Advisor candidates must have an interest in the cause of Hippies for Hope and be willing to help spread the message.
  4. It is expected of the Advisor to act as a resource for all members of Hippies for Hope. It is not required for the Advisor to attend general assembly meetings, but it is strongly encouraged. While the Advisor has no voting rights, he/she does have the power to veto events or activities that directly violate College policy.
  5. Changing of Advisor may occur for two reasons:

i.Resignation

  1. If the Advisor chooses to resign, Hippies for Hope requests a written letter of resignation.
  2. After the resignation of the Advisor, nominations will be accepted for a new Advisor from the general assembly as well as the executive board. Voting for a new Advisor will occur at the following meeting after nominations are received. The new Advisor must receive majority vote from the general assembly.

ii. Impeachment

  1. In order for an Advisor to be impeached, there must be a motion to do so at one of the general assembly meetings. If this motion is seconded, then a vote will occur to impeach the Advisor. Votes will consist of ‘yes’ or ‘no’ whether or not to impeach the Advisor. Votes will be collected anonymously.
  2. In order for the Advisor to become impeached, two-thirds (2/3) of all Hippies for Hope members (general assembly including executive board) must vote in favor of the impeachment.
  3. After the impeachment of the Advisor, nominations will be accepted for a new Advisor from the general assembly as well as the executive board. Voting for a new Advisor will occur at the following meeting after nominations are received. The new Advisor must receive majority vote from the general assembly.

 

VII. Meetings

  1. Hippies for Hope general assembly meetings shall occur throughout the entire semester. Meetings will occur when necessary as deemed by the President. Meetings are to be held on campus. Meetings will be held every other Monday, with additional meetings added as needed for the dying, rinsing, or stamping of shirts.
  2. Notification of Meetings:

i. Members

  1. Members will be informed of meetings via email. Hippies for Hope shall maintain an email list of all members. The students on this shall receive email reminders about meetings, events, and any other related issues.
  2. Members will also be informed via the Geneseo Hippies for Hope facebook page, emails, and Twitter page, which shall all be monitored and updated by the Publicist.

ii. Non-Members

  1. Non-members of Hippies for Hope shall be notified of general assembly meetings via whatsup emails, the Hippies for Hope facebook page,and posters/flyers around campus. Specifically when events are being held, whatsup emails shall be sent to the campus community through Hippies for Hope. Posters shall also be seen in the main areas of campus including but not limited to the library, dining halls, and residence halls.
  2. There is no specific number of people required to keep this organization functioning. Tie-dying shirts is not necessarily a difficult task, but it can be time consuming. Therefore, the more people that become involved in the organization, the easier it will be to supply the demand of tie-dyed shirt sales. The more members there are to help tie-dye shirts, the shorter the meetings will be, and the amount of work is alleviated from all members within the organization.

 

  1. Finances
    1. The Hippies for Hope budget shall be handled by the Treasurer under the supervision of the President and/or Advisor.
    2. All funds earned by this organization will be deposited in a non-funded Student Association account through SUNY Geneseo.
    3. The financial account shall be entitled to the President/Advisor of Hippies for Hope. However, the treasurer shall also have access to the funds. Proceeds from tie-dyed shirt sales shall be collected before the shirts are distributed to the purchaser or at the time of purchase. No shirts are to be distributed before proceeds are collected.

 

IX. Committees

  1. If necessary, the Hippies for Hope Executive Board members shall have the power to create committees within the organization. The Executive Board members shall also have the power to appoint chairs of each committee.

 

X. Liability

  1. Before each event requiring student transportation:

i.

ii.

  1. These forms must be submitted to the Department of Student Life prior to travel.

XI. Amendments

  1. In order for this constitution to be amended, amendments must first be submitted in writing to the Hippies for Hope President. A brief explanation must also be provided in writing as to how the organization will benefit from this change.
  2. The President, along with the current executive board, will take suggestions of amending the constitution and temporarily add the amendment to be voted upon by the general assembly of Hippies for Hope.
  3. Amendments to this constitution may be adopted or amended by a two-thirds vote of the active membership currently present at the Hippies for Hope meeting. By-laws may be adopted by a simple majority vote.

 

XII. Ratification

  1. This constitution shall go into effect immediately upon acceptance by two-thirds of the voting membership of the Geneseo Chapter of Hippies for Hope.
  2. This constitution shall be reviewed biannually by a committee chosen by the general assembly (including the executive board members) and submitted to the Department of College Union & Activities.

Last revised and voted on by Hippies for Hope members on August 27, 2016

Effective as of the day prior to elections held on April 18, 2016