NEW MEXICO INSTITUTE OF MINING & TECHNOLOGY

BILLY AARDD'S CLUB CONSTITUTION

Prepared 12 February 1992.
Ratified 26 February 1992.


TYPE OF ORGANIZATION

A society of people interested in keeping alive the traditions of billiards, pocket-billiards, snooker, and other similar forms of recreation.

A nonprofit organization.

PURPOSE OF THE BILLY AARDD'S CLUB (BAC)

To maintain among its members a working knowledge of the various games, and skills, associated with the varied forms of billiards in order to provide the Tech community more diversity in its available recreation.

To assist anyone interested in any form of billiards to learn what they wish of the game.

ORGANIZATION OF THE BAC

General Membership

The general membership is open to any person regardless of race, sex, creed, or ethnic origin who is accepted by a majority of the general membership. Members are expected to pay dues and any other charges that may be incurred. Compensation to the BAC for charges incurred may take the form of donation in time and talent.

Officers

The officers of the BAC shall be elected from the general membership. Any member in good standing (i.e. dues are paid, and there are no other debts to the society) is eligible for office.

There shall exist the following elected offices: President, Vice President, Secretary, and Treasurer. No member may hold more than one elected office unless the combined offices are those of Secretary and Treasurer.

In addition there shall be the following full-time appointed offices:

These appointments shall be made by the Executive Council.

The tenure of any office shall be until resignation or recall.

All officers shall see that the constitution is upheld.

All officers shall keep a written record of the current operating procedures of their office. This record will be in the general files as well as in the files of the office it refers to.

All officers are individually accountable only to the President. The President shall be accountable to the general membership and/or the Executive Council.

Duties of the President

The President shall run the BAC according to his own judgement and the decisions of the Executive Council. He alone shall be responsible for the BAC's actions.

It shall be the duty of the President to preside at all general membership meetings. He has the option of selecting a person from the general membership to act as chairperson at the general membership meetings. This selection must be approved by the general membership.

It shall be the duty of the President to preside at all Executive Council meetings.

The President will appoint such committees as he feels are necessary to maintain the smooth operation of the BAC. The chairperson and secretary of such committees will be appointed by the President.

The President will make appointments to fill offices open by resignation. These appointments will not last past the second regularly scheduled meeting following the appointment. An election shall be held as soon as possible following the appointment. The membership shall be given notice of the coming election at least one week before the scheduled meeting at which the election will be held.

The President will instruct the vice President in the duties of the President.

Duties of the Vice President

The Vice President will assist the President in his duties when requested. He shall also assume the duties and powers of the President upon the President's absence.

The Vice President will assume the duties and powers of the Secretary upon his absence.

The Vice President will assume the duties and powers of the Treasurer upon his absence.

The Vice President shall act as an advisor to the President on matters concerning the BAC.

The Vice President has the authority to call a meeting of the Executive Council to review the actions of the President. The Vice President will preside at a meeting so called.

Duties of the Secretary

The Secretary of the BAC will handle all the clerical work of the BAC. The Secretary will also assume the duties and powers of the Vice President upon his absence.

The Secretary will keep minutes of all general membership meetings.

The Secretary will keep minutes of all Executive Council meetings.

The Secretary will maintain records pertinent to the day-to-day operation of the BAC. Note that it is not intended that the efforts of the TD or LD be duplicated by the Secretary.

The Secretary will keep a record of the current membership.

The Secretary will maintain a chronological record of terms of office separate from the minutes.

Duties of the Treasurer

The Treasurer will be responsible for the monies of the BAC.

The Treasurer will keep records of all financial transactions of the BAC.

The Treasurer will see that all membership dues are paid.

The Treasurer will see that all expenditures have the approval of the President.

The Treasurer will keep the President up to date on the financial status of the BAC.

The Treasurer will give a monthly report to the general membership at the monthly general meetings.

Executive Council

The Executive Council shall consist of all the officers and advisors of the BAC. The Executive Council is empowered with making decisions on the future course and programs of the BAC. The Executive Council will also work on business brought to it by the President regarding the operation of the BAC.

It is the duty of the Executive Council to appoint both the Tournament Director, and the Ladder Director. Each appointment shall require a 2/3 majority approval of those members of the Executive Council present. Presidential veto powers are not in effect for this issue. (The appointee may refuse the appointment).

The Executive Council has the power to allocate monies not in excess of a figure to be set in the Operating Procedures of the BAC. These allocations are subject to review by the general membership.

It is the duty of the Executive Council to review all BAC budgets, adjust them as it sees fit, and approve (or disapprove) them.

Committees

The President shall be the only person empowered to create committees. Committees shall have a definite and finite term of existence specified upon their creation. All committees shall consist of either three or five people chosen from the general membership and approved as committee members by the President. Each committee shall choose from among its members a chairperson and a secretary. Unless stated otherwise at the time of their creation all committees are strictly advisory and have no decision making powers.

Elections and Voting

Voting

Any member in good standing may vote.

Election of officers

The election of officers will be done at the general membership meetings when an election is necessary. Nominations will be in accordance with Robert's Rules of Order. A 2/3 majority of the ballots cast is required to win the election to an office.

Recalling of officers from office

If the membership is dissatisfied with an officer they may have him recalled from office. Before a vote for recall can be had there will be a discussion on the reason for the proposed recall. A 3/4 majority of the members present will be required for the recall to carry. Any meeting taking-up a recall vote must be made know to all members, as much as is reasonably possible, at least one week prior to such a meeting.

Actions requiring membership approval

Matters requiring membership approval will be passed by simple majority.

Revision of the Constitution and Bylaws

Revision of the BAC's constitution and bylaws requires a written copy of the proposed revision be given to the membership two weeks prior to any vote on the issue. A 3/4 majority of the total membership is required for such revisions to be accepted.

Resources

Money for the BAC's operations will come from several sources, some of which are described below.

Records of membership dues will be kept by the Treasurer. Dues will be collected at the first meeting of the fall and spring semesters. Dues are currently based on a figure of $5.00 dollars per year. Any change in the amount of dues must be approved by the general membership.

Copies of budget requests to the Student Association (and the amount actually received) will be kept in the general files and in the Treasurer's files. Money coming in from other sources will be handled in the same manner.

Records will be kept by the Treasurer, and copies put in the general files by the Secretary, of equipment bought with other than dues monies. The source of the money which bought the equipment will be recorded next to a description of the equipment.

Allocation of funds

All allocation of funds must be approved by the general membership before hand; except where noted in the section on the Executive Council.

Dissolution

In the event that the BAC dies the following procedures shall be used to distribute its resources. The move for dissolution must be approved by the Executive Committee and the general membership.

Any resources still under BAC control which originated from the Student Association shall be returned to the Student Association.

Equipment bought with dues money will be auctioned to the remaining members of the BAC and any of the previous members who can be contacted. The auction will take place no sooner than 3-months after the move for dissolution has been approved.

Any equipment donated to the BAC will first be offered to the people who donated it. If it is not taken back by the donator it will be grouped with the equipment bought with dues money.

Any monies in cash or accounts will be added to those collected from the above mentioned auction and used for the same purpose as the money collected from the auction.

All remaining resources will be equally distributed to any members of the BAC who were able to be contacted regarding the auction. Failing that possibility (e.g. the cost of disbursement would eat up half the money to be disbursed) then it will be used for a dissolution party for the remaining members.

Billy Aardd.