Constitution

**Please note we this is outdated and have proposed a new constitution pending approval**

Bentley Speech and Debate Society Constitution

Established 2007

ARTICLE I:                   NAME

The name of this organization shall be the Bentley Speech and Debate Society, hereinafter referred to as the “Society.”

ARTICLE II:                  PURPOSE

The purpose of the Society is to provide an opportunity for students to engage in academic, political, social, and policy debate in order to improve their communication skills. The Society also strives to introduce and improve the speaking skills of the Bentley community. Speaking is an integral part of the corporate and business world, and although there are already limited opportunities for this campus, we provide a forum that emphasizes a persuasive and competitive manner of expressing opinions based on informed research. We constantly strive to maintain a level of integrity and excellence becoming of Bentley students, and continually work towards becoming more engaged speakers, thinkers, and ultimately, business professionals.

ARTICLE III:                 MEMBERSHIP

Section A:        Eligibility

            Membership on the Society will be available to all students, faculty, and staff at Bentley University.

Section B:        Restrictions

            No individual shall be denied membership to the Society on the basis of race, gender, sexual orientation, age, religion, national or ethnic origin, handicap, disability, occupation, or academic major.

Section C:        Permission to Vote

            Only members who have displayed a dedicated pattern of attendance shall be permitted to vote.

ARTICLE IV:                 EXECUTIVE BOARD

Section A:        Purpose and Authority

            The Executive Board shall be the governing body of the Society. The Executive Board shall be responsible for establishing and carrying out the policies and activities of the Society, and for the allocation of all Society funds. The Executive Board shall also be responsible for selecting an advisor to the Society in the event of the vacancy in that office.

Section B:        Composition

            There shall be six (8) Executive Board positions: President, Vice President, Communications Director, Treasurer, Marketing Director, Debate Coordinator, Events Coordinator, and Senior Advisors. The advisor shall serve as an ex-officio (nonvoting) member of the Executive Board.

Under certain circumstances the Executive Board positions can be dually held, by up to two members, after proper voting procedure has been taken, to address a greater workload on the position. The President and Treasurer shall be the exceptions to ensure more effective communication with the Association of Bentley Activities (ABA) and the Allocation and Internal Audit (AIA) committee.

Section C:        Qualifications

            Executive Board members must have the interests of the Society in mind at all times when dealing with the organization. Officers must meet all qualifications set forth by Bentley University for status as a student organization office.

Section D:        Meetings of the Executive Board

            The quorum for meetings of the Executive Board shall be no less than three-quarters (3/4) of the Executive, exclusive of the advisor. Meetings of the Executive Board shall ordinarily be open to participation by all members and friends of the Society. When discussing sensitive or confidential matters, however, the Executive Board reserves the right to call executive meetings and limit attendance to itself and individuals, which it chooses to invite.

Section E:        Duties

1.      The President shall:

a.      Create agendas and oversees all Executive Board meetings.

b.      Act on behalf of the Society when matters require urgent and/or immediate attention

c.       Have the power to interpret and carry out provisions of the Constitution

d.      Work with all members, both executives and Society-members, to ensure a produce and honest forum for debate

e.      Develops initiatives for the organization and is proactive achieving them.

f.        Make sure the advisor is fully aware of all club on goings and utilizes the advisor’s knowledge and resources.

g.      Delegate tasks to the appropriate Executive Board member and oversees the execution of said tasks.

h.      Assist in the planning and execution of events.

i.        Serve as initial contact to bridge divide between Executive Board responsibilities and departments.

j.        Represent the organization at Bentley by giving speeches in classes and other campus wide events.

2.      The Vice-President Shall:

a.      Assume the role of president in all cases whereby the President cannot be reached or is delegated the authority by the current President.

b.      Preside over meetings in the absence of the President or at discretion of the President

c.       Act on behalf of the Society when matters require urgent and/or immediate attention and the President is unable to be reached.

d.      Assist the rest of the Executive Board whenever needed with their responsibilities.

e.      Play a key role in working with the President to develop and maintain relationships with faculty and staff in academic, student life, alumni and advising offices.

f.        Be delegated specific projects to oversee and initiate while President focuses attention elsewhere.

                                                                          i.      Maintain all the expectations of the President on that specific project.

g.      Complete tasks outside of direct role as Executive member of the Executive Board.

3.      The Communications Director Shall:

a.      Organize a list of contact information for all Executive Board members (Name, email, mobile phone numbers)

b.      Contact members prior to all meetings and events via most convenient means possible (social media, GA, etc).

c.       Take attendance at all meetings

d.      Record and disperse the minutes of all meetings

e.      Keep a record of events, conferences, and debate scores

f.        Write and maintain detailed notes for every meeting.

g.      Collaborate and clarify all disagreements on initiatives decided on.

h.      Serve as assistant to the President and Vice President whenever necessary and possible.

i.        Maintain the BSDS social media accounts, utilizing it as a way to promote events and spark interest in the organization and its events.

j.        Complete tasks outside of direct role as general member of the Executive Board.

4.      The Treasurer shall:

a.      Have authority to conduct and execute financial matters with the approval of the Executive Board

b.      Perform and record all transactions

c.       Abide by all regulations set forth by AIA

d.      Clarify the opportunities and limitations of the organization by informing members of AIA regulations

e.      Make regular reports to the Executive Board regarding finances used, needed, and available.

f.        Create the semester budget and ensures it is being followed.

g.      Work with the Executive Board members to determine the best resources to use in the process of debating and research.

5.      The Events Coordinator shall:

a.      Coordinate and plan the various events that BSDS hosts or coordinates.

b.      Keep the Executive Board as well as the general membership up to date with the current status of event planning and execution.

c.       Seek new opportunities for the club to have events either individually or with other organizations.

d.      Work with necessary Executive Board members, staff, faculty and departments on or off campus to make sure all the necessary materials and locations are available for events (via EMS).

e.      Complete tasks outside of direct role as general member of the Executive Board.

6.      The Marketing Director shall:

a.      Work closely with the appropriate Executive Board members to ensure that all events have various forms of advertisements.

b.      Create flyers, larger promotional signs, design promotional e-mails and advertisements.

c.       Utilize the Vanguard for promotion through club updates and by notifying them when large scale events are going to occur, so relevant articles can be written.

d.      Seek new ways to advertise online and on campus.

e.      Complete tasks outside of direct role as general member of the Executive Board.

7.      The Speech & Debate Coordinator shall:

a.      Help coordinate all events big and small related to formal debate.

b.      Research, organize and reach out to external debate competitions for Bentley to compete in.

c.       Complete tasks outside of direct role as general member of the Executive Board.

8.      The Senior Advisers shall:

a.      Become advisers to the Executive Board upon the Spring Semester of their senior year at Bentley if they volunteer to do so. (This is a non-elected position).

b.      Advise the Executive Board on all of its duties.

c.       Not be considered voting members of the Executive board since they passed on official duties to the new Executive Board.

d.      Complete tasks outside of direct role as general member of the Executive Board.

9.      The Executive Board may delegate authority, upon consensus, to voting members.

ARTICLE V:                  ELECTION OF EXECUTIVE BOARD MEMBERS

Section A:        Time of Election

            Elections shall take place in the November of each year, by the thirtieth (30^st). After the elections, newly voted-in officers are considered officer-elect, and will be instructed for a period of no less than fourteen (14) days by the previous Executive Board in their respective positions. In the absence of the previous Executive Board member, the President shall assume responsibility for instructing the new officer-elect.

Section B:        Advertisement of Elections

            Elections shall be announced and advertised to all members of the Society, no less than five (5) days prior to the time of election.          

Section C: Voting Body

            The voting body shall consist of all eligible members (those displaying dedicated levels of attendance) with the Society, which are present in person at the time of election.

Section D:        Voting Procedures

1.      Nominations: All Executive Board offices shall be up for election. Nominations may be made by those qualified to vote as dedicated members for themselves or others deserving of the position. Nominations to each office shall be taken one meeting prior to election of the respective office.

2.      Candidacy: Nominations will be evaluated by the current Executive Board to ensure only those eligible will be allowed to run for office. The final candidate list will be publicized prior to election. Prior to official vote, candidates will be expected to speak to the general body on their qualifications and vision for the Executive Board position.

3.      Ballot: Ballots may be comprised of candidates for all, some, or only one of the officer positions.

4.      Voting: Voting shall be by secret or open ballot depending on majority consensus of the Executive Board and dedicated members. The advisor and a non-running member at large will count the votes.

Section E:        Vacancy of Office

            The Executive Board may authorize special elections to fill vacancies of the Executive Board. At this time, special election rules shall be enforced, to be determined at the time by the Executive Board and dispersed to all members accordingly. In the interim, the Board reserves the right to place a temporary officer in place to manage necessary affairs for that office, at its own discretion. Officers studying abroad in a semester will automatically vacate their office.

Section G:        Duration of Term

            The duration of office shall extend to the next regular election (held yearly), resignation, or removal from office. Any other situation is at the direct discretion of the Executive Board.

Section H:        Forced Removal from Office

            The Executive Board may, with three-quarters (3/4) majority, elect to discontinue a Board Member’s Office only in circumstances where said removal is necessary to the success of the Society, as determined by the Board. An Officer can be put to vote after three unexcused absences of the Society’s meetings. Advisor approval is required for a forced removal of office in excess of 14 days prior to the next election.

ARTICLE VI:                 SOCIETY FINANCES

Section A:        Financial Records

            The financial records of the Society shall be available to any individual or organization upon request.

Section B:        Allocations and Internal Audit (AIA)

            All expenditures shall be in accordance with the policies set forth by the Allocations and Internal Audit Board.

ARTICLE VII:                MEETINGS

Section A:        Frequency

            Meetings for the Society shall be held weekly unless otherwise deemed appropriate by the President or Executive Board.

Section B:        Announcement

            The Secretary shall announce meeting times, dates, and locations no later than forty-eight (48) hours prior to a meeting. In addition, on-day reminders are appropriate. They shall also provide upcoming meeting information (including agendas) upon request to any member.

Section C:        Logistics Voting

            All decisions shall be made by a majority vote for general proceedings. Votes are restricted to dedicated members present at the time of the vote.

ARTICLE VIII:   CONSTITUTION AMENDMENT PROCEDURE

The Constitution of the Society may be amended, repealed, or replaced in part or in whole by two-thirds (2/3) vote at a Society meeting with typical restrictions on voting privileges prevailing.

Section A:        Provisions

            Amendment must be presented no less than seven (7) days prior to the vote in a manner such that all members may receive notice.

Section B:        Enactment of Changes

            Changes to this Constitution shall come into effect upon approval of the amended constitution by the Bentley University Association of Bentley Activities.

Section C:        Documentation of Changes

            The President of the Society shall attach to this Constitution a statement that reads, “I, President of the Bentley Speech and Debate Society, certify that the attached Constitution is a valid and correct copy of the Constitution approved by both the membership of this body and the Association of Bentley Activities.” The President shall affix his or her signature and date to this statement, and will provide a copy of the Constitution and statement to the Association of Bentley Activities.

ARTICLE X:      AGENCY CLAUSE

The Society is not an agent of the Bentley University Association of Bentley Activities and its views and actions do not necessarily represent those of the Bentley University Association of Bentley Activities.