Constitution

Contents:

Preamble
Article I. Organization
Article II. Executive Board
Article III. Elections
Article IV. Adoptions and Amendments

Preamble

Williams Outing Club (WOC), through the efforts of its volunteer student leadership and a faculty advisor, stimulates participation in and appreciation for outdoor activities. In so doing, the WOC will further an ideal of college education, develop personal initiative and leadership, promote skills in outdoor recreation, educate itself and the college community about environmental conservation, seek new opportunities for outreach, and encourage the meeting of people of common interests. These principles guide the WOC in ensuring the availability of outdoor recreation, the inspiration and stewardship of the outdoors, and the continuing enthusiasm for these activities for the present and future college community.

Article I. Organization

Section 1. Participation:

Activities and events of WOC shall be open to all people in the Williams College community

Section 2. Membership:

Annual membership shall be open to all persons in the Williams College community upon payment of dues to be determined by the Executive Board. Membership permits access to and use of equipment, WOC/PE instruction, etc. Dues provide and important source of funding for WOC operations and help defray maintenance costs.

Section 3. Executive Board

The Board shall have general charge and entire control of the affairs, funds, and property of the Club. IT shall be chosen in accordance with the provisions of this Constitution and shall consist of the offices of President, Vice President, Secretary, and Treasurer as well as the various Department Directors. the Board shall perpetuate the purposes for which the Club was formed and has since existed. IT shall meet weekly and in additional sessions as called by the President. Such meetings shall be open to club members unless otherwise stipulated.

Section 4. Director/Faculty Advisor

The primary responsibilities of the Outing Club Director are to oversee and help coordinate the various activities of the Club.

1. The Director shall be a liaison between the Club and the athletic department. He or she shall assign student PE instructors for the ClubÕs credit courses, and fill out time cards for payment.
2. The director is expected to help maintain the quality of leadership and high standards of safety in all program areas. He or she shall also help to maintain the integrity of the Club’s equipment and make appropriate purchases when necessary.
3. The Director will work closely with the Club’s President to help uphold the Club’s Constitution and mission. He or she shall work with the Club’s treasurer to report all business transactions, and keep accurate record of all the Club’s finances.
4. The Director will prepare an end of the year summary to be given to all Executive Board members and the Director of Athletics. This summary will include a report on the Club’s activities, special events/projects, PE courses, and memberships. It will also include a detailed financial report complete with the club’s treasurer.

In keeping with the spirit of the position, the Director shall be accountable to the Executive Board and Williams College for all actions taken on behalf of the Williams Outing Club.

Article II. Executive Board

Section 1. Collective Responsibilities:

The WOC Executive Board is the adminstration of the Williams Outing Club.
1. WOC Executive Board shall at the start of a new academic year discuss and articulate a philosophy or mission for the year, and specify reasons for carrying out those goals.
2. The Board shall work together on organizing large events and campaigns of publicity or education.
3. The Board shall be responsible for the election of the Officers of the Club in accordance with the provisions of this Constitution.
4. The Board shall have the power to remove from office any of its own members or members of the Club by a four-fifths vote of the entire Board.
5. The Board shall have the power by a two-thirds vote of the entire Board to establish new departments within its own body or to disband any of the various departments. In the case of disbandment of a department while the respective Director is holding office, he or she shall remain on the Executive Board as a Director-At-Large.
6. The Board shall have the power by a two-thirds vote of the entire Board to add an Assistant Dept. Director to any of the various departments. Such an Executive Board member shall have only the voting privilege in the absence of the respective Dept. Director.
7. The Board shall draw up a budget, under the treasurer’s guidance and for submittal to College Council, to cover the course of its administration. Said budget shall include allotments for departments and for other areas of Club expenses.
8. In the spring, the Board shall be responsible for maintaining continuity between incoming an outgoing boards by producing an annual report, by the Secretary’s keeping folders of annual reports by each department director, and by recording the policy changes and minutes that have occurred during the year.

Section 2. Procedure:

These procedures shall govern WOC Executive Board Meetings.
1. Each Executive Board member shall have one vote.
2. All issues shall be passed or rejected by a majority of the voting members of the Executive Board, provided a quorum is present. Quorum shall be 2/3 of voting Board members.

Section 3. Officers:

The following officers shall be elected by the WOC Executive Board.
1. President. The duties of the President shall be to act as general director to the Club policies and affairs and to coordinate the work of various Departments. The President shall call and preside at meetings of the Executive Board. This officer shall oversee the accomplishment of responsibilities by the Board. The President shall be empowered to act in the absence of the Executive Board as the official representative of the Club, but shall report all such actions to the Executive Board at the next meeting. Presidents shall, in consultation with the faculty advisor and subject to the approval by the Executive Board, sign all contracts, deeds, or other documents in the name of the Club.
2. Vice President shall assist other officers in the fulfillment of their responsibilities, preside in their absence, giving particular assistance to the Secretary, and organize the Mountain Day festivities.
3. Secretary shall record minutes of all Executive Board meetings, organize publicity, and consult with Director and Archivist about files and recording Club policy.
4. Treasurer will be responsible for drawing up a new budget in the fall for submittal to college council, collection, care and disbursement of all Club funds in consultation with the faculty advisor. The treasurer shall report to the Board, keeping them informed as to the clubÕs finances, and shall produce a complete financial summary in the annual report of the Executive Board.

Section 4. Department Directors:

There shall be directors in each of two categories of department, one that is charged with activities (organizing PE classes, arranging trips, and generating wider enthusiasm and participation in those activities), and another that responds to the ClubÕs maintenance needs. Positions will overlap and be interchangeable, with directors able to lead and organize for a variety of activities depending on competence, experience, and interest. A tentative listing of the Board positions for the next year shall be produced at the time of elections each year.

Each new Board shall print and distribute a listing of its positions, personnel, and addresses to facilitate communication and cooperation between Board members. A master list of positions shall be appended to the Constitution each year.

Article III. Elections

Section 1. Executive Board:

This Policy concerns the election of board members.
1. All departments shall be elected in the same manner
2. A nominating committee shall consist of the retiring members of the existing Executive Board.
3. Applications shall be open to the whole student body, excepting seniors and exchanges. Applications shall be turned in to the nominating committee.
4. The nominating committee shall review all applications and submit to the Executive Board a list of recommenced Directors along with the names and applications of all those who applied for the positions.
5. The Executive Board shall elect the new members by a majority vote of the entire Board in secret ballot.
6. The elections must be complete in a timely fashion so as to allow continuity between outgoing and incoming boards. Proceedings shall begin before Spring Break.
7. Previous Board members shall be equal to and apply along with members not previously on the Board. Those previous Board members who wish to re-apply shall turn in a statement of accomplishments f rot he year instead of filling out the same form as new applicants.

Section 2. Officers:

This procedures pertain to the election of WOC Executive Board Officers.
1. The Club’s Officers shall be elected form among the members of the Executive Board. The officers shall be Department Directors in addition to holding the position of Officer.
2. Candidates shall be nominated by any member of the Executive Board.
3. The Officers shall be elected by a majority vote of the entire new Board by secret ballot in late spring of that same year.
4. The Officers may serve only a one year term.
5. The official election shall take place as soon as possible after the new board has been elected.

Section 3. Mid-year Elections:

When it becomes necessary to replace the position of a resigning or removed Executive Board member, the Board shall do so through an election procedure which they deem appropriate to be determined by a two-thirds vote of the entire Board.

Article IV. Adoptions and Amendments

Section 1.

This Constitution shall be adopted by a two-thirds vote of all voting members of the Executive Board.

Section 2.

This Constitution may be amended by a two-thirds vote of all the voting members of the Executive Board

founded 1915, reorganized 1932, 1950, 1952, 1957, 1973, 1994
This revised Constitution adopted 4/25/94 by unanimous vote of the 1993-94 Executive Board.