NEW MEXICO INSTITUTE OF MINING & TECHNOLOGY

BILLY AARDD'S CLUB OPERATIONAL PROCEDURES

Prepared 12 February 1992.
Ratified 26 February 1992.
Amended 10 September 1992.

MEETINGS

All meetings shall be run according to Robert's Rules of Order except where herein explicitly stated otherwise.

All meetings are open to the public unless stated otherwise below.

General Membership Meetings

When a simple majority of the current active members in good standing are in attendance a quorum shalled be declared.

These meetings will be held at least once a month. The general membership meetings will be held at a time and place designated by the President.

On issues requiring a vote, each member in good standing has one vote.

A meeting in which there is an election for an office can not be closed until someone has been elected to the office.

Executive Council Meetings

The quorum for an Executive Council meeting shall be a minimum of five Executive Council members.

There will be at least one Executive Council meeting each month. Before the end of the meeting the date, time, and location for the next meeting will be set by the President.

Any meeting which is called at other than the preset time will be termed an extraordinary meeting. The call for such a meeting must reach all council members at least 24 hours before the meeting begins.

Each member of the council shall have one vote on all issues requiring a vote. All decisions of the Executive Council shall be made by a majority vote. The advisors of the BAC have group veto power (i.e. the majority of the advisors present must agree on the veto) on all issues not regarding office positions (e.g. appointments, recalls and the like).

On matters regarding the conduct of the President, the Vice President is empowered to call an Executive Council meeting. The Vice President will preside at this type of meeting. The President must be at this meeting, but he will not have any voting rights. Any such meeting will be run as a closed meeting.

COMMITTEES

The quorum for a committee meeting is the entire committee.

As the life of a committee is finite and was created to serve some purpose, committees will meet as often as the chairperson deems necessary (this being at least once a week while school is in session).

The committee chairperson will turn a weekly report in to the body which requested the committee's creation.

RECORDS

Records of correspondence and reports will be maintained by the secretary. They will be filed under appropriate headings. Two files are to be kept; an active file and a inactive file.

The treasurer will keep financial records on a semester basis (from the start of one semester to the start of the next semester).

All correspondence will be in the main files and in the files of the office they pertain to. Interoffice memos will be filed only in the main files. The people receiving these memos are required to initial the file copy next to their name, thereby showing that they have seen it.

The Executive Council shall maintain its own files. Included in these files will be a separate record of the terms of office of its members.

Committee reports will be treated as correspondence.

OTHER ITEMS

The Executive Council shall be limited to spending not more than $250.00 on any one purchase without first receiving approval from the general membership. (The intent here is to allow for reasonable conduction of day-to-day business without having to call meetings for every little thing). If upon review of these allocations by the general membership the general membership decides the Executive Council acted unwisely then the members of the Executive Council in favor of the expenditure shall reimburse the BAC in the amount of the unwise expense and take possesion of the items obtained through that expenditure.

It has been suggested that an established format be used for: minutes, treasurer's reports, committee reports, interoffice memos, etc. Also suggested is that the Secretary be the only one to have any letterhead stationary. Thus all letters must go through the Secretary, thereby ensuring a copy in the files.]

NEW MEXICO INSTITUTE OF MINING & TECHNOLOGY BILLY AARDD'S CLUB OPERATIONAL PROCEDURES Prepared 12 February 1992. Ratified 26 February 1992. Amended 10 September 1992.