Animation Society of the University of Oklahoma Constitution

 

We the members of the Animation Society, recognizing the need for a well-run Animation Society at the University of Oklahoma hereby enact this constitution of the Animation Society of the University of Oklahoma.

 

 

Article I

Name of the Organization

 

The official name of the organization shall be the > Animation Society of the University of Oklahoma <.

 

Section 1: Changing the Organizations Name

1.        The name of the organization shall stand until such a time as a name change is deemed necessary by the members of Animation Society;

2.        A name change may be instituted only after a 2/3 majority of the Animation Society members present at the time of the vote approve of such a change.

 

 

Article II

Purpose of the Organization

 

The purpose of the Society is to provide a venue for the community to view, appreciate and discuss the art form that is animation.

 

 

Article III

Animation Society Membership

 

Membership in the Animation Society shall be open to any OU student. Associate membership will be available to any member of the OU community. Both types of membership shall be available to any member of the OU community regardless of gender, race, religion, national origin, age sexual orientation, disability, veteran status, marital status or political belief.

 

Section 1: Dues

1.        Dues of $5 per semester must be paid to the organizations Treasurer by both student and associate members. Additionally, for the purposes of maintaining a record of membership, a registration form must be filed with the organizations Secretary.

2.        Membership in the Animation Society must be renewed every semester.

 

Section 2: Benefits of membership:

1.     Voting rights;

2.     Attendance to all official organization functions.

 

 

Article IV

Animation Society Officer Positions

 

Section 1: Names of the Officers

The organization officers shall be as follows:

1.     Office of the President

2.     Office of the Vice-President

3.     Office of the Secretary

4.     Office of the Treasurer

5.     Office of the Librarian

All of the above officers shall be elected accordance with the rules set forth in Article IV Section 2 of this constitution. No member may hold more than one office at a time. Any officer may appoint assistants as they deem necessary in enabling them to carry out their duties effectively.

 

Section 2: Elections

Animation Society elections shall be held at the first meeting held in March. The newly elected officers will take up their posts immediately following the final meeting of the spring semester.

1.     The outgoing President shall be responsible for organizing and overseeing that these elections are conducted in a fair manner.

1.     The voting system shall be a secret ballot system.

2.     In order to be able to cast their vote, members must be present at the time of the election.

3.     All members present will be allowed to cast one vote each for each of the officer positions listed in Article IV.

4.     The winner of the election will be decided by a simple majority of the votes.

5.     Any candidate running un-opposed will still be required to be confirmed in their desired position by a simple majority of the votes cast.

6.     In the event of a tie between two candidates, an immediate run off will take place with a secret ballot system.

7.     The Animation Society outgoing President and two randomly selected members of the Animation Society shall count the votes and announce the outcomes of all elections as soon as all votes are tallied.

All Animation Society officers will be elected using the system described above.

 

Section 3: Eligibility to Hold Office

In order to hold an office within the Animation Society, a member must meet the following requirements:

1.     Have been a member of the organization for one (1) semester prior to being elected;

2.     Have paid all dues and or other fees owed to the organization;

 

Section 4: Terms in Office

1.     No officer shall hold the same position for more than two (2) terms.

2.     No member during their tenure with the organization shall hold more than three (3) officer positions.

 

 

Section 5: Resignation from Office

Any officer can resign from their position at any time provided they follow the procedures outlined in the section.

1.     Should the Animation Society President decide to resign they must submit a written resignation to the organization sponsor(s) and to the organization officers. This resignation will contain all of the following or be considered void:

a.     Name;

b.     Date resignation is presented;

c.     A detailed explanation of the reasons for wishing to resign;

d.     The signature of the resigning President.

2.     Should one of the Animation Society officers decide to resign from their position they must present to the Animation Society President a written statement of resignation containing all the information designated as necessary for a resignation in Article IV, Section 6, Paragraph 1.

 

Section 6: Succession of Power/Office Vacancies

In order to facilitate a smooth transition of power, all resignations shall become effective one week following the resignation presentation date. The succession of power shall go as follows:

1.        If the resigning officer is the Animation Society President then the Vice-President shall assume the position of President.

2.        If the resigning officer is the Vice-President then the Secretary shall assume the position of Vice-President

If any other officer should resign then the Animation Society President shall appoint a member of the organization to assume the position vacated for the remainder of the term.

 

 

Article V

Duties of the Officers

 

The duties of the Animation Society officers shall be but are not limited to the following:

 

Section 1: Office of the President

The President represents the Animation Society. The President shall serve as the liaison between the Animation Society and the organizations academic sponsor. The President is the leading authority in the Animation Society. The duties and responsibilities of the President are as follows:

1.        Preside over all meetings of the Animation Society.

2.        Preside over all Animation Society officer meetings.

3.        Oversee the coordination of all Animation Society sponsored events.

4.        Maintain contact with UOSA offices to ensure that the organization meets all required deadlines.

5.        Work to establish and maintain a good rapour with all other groups as is deemed suitable and or necessary.

6.        Maintain contact with all necessary animation companies to ensure that all Animation Society showings are compliant with federal and international copyright laws.

 

Section 2: Office of the Vice-President

The Vice-President shall be responsible for organizing the animation convention. The Vice-President will be directly responsible to the President and shall be assisted in organizing the animation convention by all f the officers below him. The Vice-Presidentπs duties are as follows:

1.     The Vice-President is responsible for coordinating every aspect of the animation convention;

2.     Preside over all meetings of the Animation Society that the President cannot attend.

 

Section 3: Office of the Secretary

The Animation Society Secretary shall be responsible for maintaining organizational records and coordinating all of the clubs recruitment and public relations efforts. The Secretaries duties and responsibilities are as follows:

1.        Maintain a record of all organization members past and present;

2.        Maintain a record of the minutes of all officer meetings and distribute a copy of these minutes to any member requesting them;

3.        Maintain a copy of all paperwork submitted to the UOSA.

4.        Organize all club recruitment efforts. This includes but is not limited to: flyers, sidewalk chalkings, and booths.

 

Section 4: Office of the Treasurer

The Treasurer represents the organization in all financial matters. The duties and responsibilities of the Treasurer shall be as follows:

1.        With the assistance of the other officers prepare and submit the UOSA budget.

2.        Ensure that the Animation Society budget is defended the Ways and Means committee budgetary meeting.

3.        Collect membership dues from all members.

4.        Maintains all organizational financial records and sees that a copy of the financial records is submitted to the organizations Secretary.

5.        Coordinate all organizational fund-raising efforts.

 

Section 5: Office of the Librarian

The organization Librarian maintains the organizations viewing and reading library. The duties and responsibilities of the Librarian shall be as follows:

1.        Maintain a written record of all organization viewing and reading material.

2.        Maintain a written record of which Animation Society materials are where, e.g. who has checked out what.

3.        Inspect all returned material to ensure that said material is still in satisfactory condition.

a.     If an item is returned in an unsatisfactory condition it is the librarians responsibility to inform the President and the Treasurer so that appropriate measures can be taken.

4.        Keep in good repair or working order all organizational viewing and reading material.

5.        Procure replacement material for any item that is no longer suitable for use.

6.        Advise the organization officers on materials on which the procurement of said materials will enhance and expand the organizations library.

 

 

Article VI

Meetings

 

The organization has two kinds of meetings: general meetings/showings and officer meetings.

 

Section 1: General meetings/showings

1.     General meetings/showings shall be held weekly on Wednesday nights.

2.     All general meetings/showings will be open to anyone interested in attending.

 

Section 2: Officer meetings

1.     Officer meetings shall be held at least once a month. The meeting will take place one hour before the first general meeting/showing of the month unless decided otherwise by the officers.

2.     Officer meetings are open to any member of the organization unless the officers specify that it is a closed meeting, in which case the only members allowed to attend shall be the officers and one of their assistants.

3.     The President can call additional officer meetings if they deem necessary.

4.     The President must give all officers at least 24 hours notice of any additional officer meetings called.

5.     Quorum for discussion at an officer meeting shall consist of at least three officers.

6.     Quorum for voting requires five officers to be present.

 

 

Article VII

Ad Hoc Committees

 

If a simple majority of the officers deem it necessary, an ad hoc committee can be formed. This committee will have itπs duties outlined to it by the officers and will be dissolved upon completing itπs assigned task(s).

 

 

Article VIII

Amendments

 

Amendments to this constitution may be presented by any member of the organization as outlined in Article III, Section 1 of this constitution. Amendments must be submitted and dealt with in the following manner:

1.     The proposed amendment must be submitted to the Animation Society Secretary.

2.     The Secretary will present the proposed amendment to the Animation Society officers who will vote on presenting the amendment to the members. A simple majority will be the required vote.

3.     If the officers do not approve the amendment the Secretary will file the amendment.

4.     Upon approving of a proposed amendment the officers will provide the members with previous notice one week prior to the members vote on the proposed amendment.

5.     In order for an amendment to become a part of this constitution it must receive a 2/3-majority vote in the affirmative from the members present.

6.     The amendment will take effect immediately upon receiving a 2/3-majority vote unless otherwise noted.

 

 

Article IX

Dissolution

 

The Animation Society can be dissolved with one weeks previous notice given to all members and a 2/3-majority vote. This Constitution can be dissolved provided that one weeks previous notice is given and after a 2/3 majority of the members present approve such action.

 

 

This document shall go into effect immediately upon UOSA approval.