Marketing Club

Marketing Club

Marketing Club Constitution

Article 1. NAME

The name of this club will be the UMW College of Business – Marketing Club (COB Marketing Club)

Article II. PURPOSE

The purpose of the UMW College of Business – Marketing Club shall be to augment students’ abilities and knowledge of the field of marketing.  The COB Marketing Club will work toward its goals by:

1. providing members with information on marketing related internships and job opportunities,
2. discuss research in the area of marketing and work to create student research which would provide students with the possibility of conference exposure,
3. augment a student’s resume through exposure to marketing events thereby giving them a competitive advantage on the job market and in their graduate school applications,
4. organize and implement events that promote the field of marketing, this includes the usage of guest speakers, and visits to marketing agencies, and
5. bring together students who have an interest in marketing and/ or wish to pursue this field of study academically and/ or professionally.

Article III. MEMBERSHIP

Membership in campus organizations shall be open to all undergraduate UMW students unless an exception to that policy is provided by state law.  Section 23-9.2:12(1) of the Code of Virginia provides that “[a] religious or political student organization may determine that ordering the organization’s internal affairs, selecting the organization’s leaders and members, defining the organization’s doctrines and resolving the organization’s disputes are in furtherance of the organization’s religious or political mission and that only persons committed to that mission should conduct such activities.”  A recognized student organization shall not be discriminated against for exercising its rights pursuant to §23-9.2:12(1).

Section 1. Membership in the COB Marketing Club shall be open to any interested undergraduate students at the University of Mary Washington.  Members will be listed as either Active or Inactive. Active members are those undergraduate students that have paid their membership fee and are attending meetings on a regular basis.  Inactive members are those undergraduate students that have paid their membership fee but are unable to attend meetings and have requested in writing to maintain their membership.

Section 2. (Optional)  UMW graduate students and UMW faculty/administrators may join the club as “Associate Members.” Associate members may not run for office and do not have voting rights. 

Article IV. MEMBERSHIP FEES

Section 1. All members must pay an annual membership fee of $5.00 due to the Club Treasurer no later than September 15.

Section 2. Members joining between September 15 and the end of the fall semester must pay the $5.00 membership fee to the Club Treasurer by the second meeting they attend.

Section 3. Members joining in the spring semester must pay a $5.00 membership fee by the second meeting they attend.

Section 4. Members who are current on their dues payment shall be classified as “active” members.

Section 5. Only active members may participate in club activities.

Article V. OFFICERS

Section 1. The officers of XYZ shall be the President, Vice President, Treasurer, and Secretary. The creation of additional officer positions (e.g. Co-President, Web Master, etc.) must be approved by a two-thirds vote of the active membership and with the support of the advisor.

Section 2. Only UMW undergraduate students may serve as officers.

Section 3. The duties of the President shall include:

1. Coordinating monthly meetings of the club.
2. Chairing all meetings of the club.
3. Calling emergency meetings, pursuant to Article IX. Section 3.
4. Providing leadership to the club.
5. Working directly with the Club Advisor to ensure the club is operating within the expectations of the University.
6. Acting as the chief spokesperson of the club.
7. Establishing an effective relationship with ICA, SAE, and other University administrative departments.

Section 4. The duties of the Vice-president shall include:

1. Assisting the President with the fulfillment of his/her duties.
2. Appointing all committee chairs, pursuant to Article VII.
3. Providing support for the development of club activities planned by the committees.
4. Working with the Treasurer to establish budgets for committees which are created.

Section 5. The duties of the Treasurer shall include:

1. Keeping a record of all financial transactions
2. Meeting with the Advisor on a regular basis to review account balances and financial transactions.
3. Preparing any and all budgets, financial budget requests/appeals, etc, and present these to the Finance Committee.  
4. Working with the Vice-president to establish budgets for committees which are created.
5. Maintaining detailed membership records, including the amount of dues collected from each member.                                                                 
6. Respond to the audit requests of the Finance Committee, meeting the deadlines of the Finance Committee.

Section 6. The duties of the Secretary shall include:

1. Keeping detailed minutes of all meetings.
2. Coordinating the press relations of the club, including, but not limited to: relations with The Bullet, flyer/poster approval, and maintaining the Club’s web page.
3. Ensuring that all changes of officers are reported to the appropriate University officials.
4. Working with the Vice-president to establish budgets for committees which are created.

Article VI. OFFICER ELECTION/IMPEACHMENT

Section 1. All Club Officers shall be elected before April 10 and will serve a term of May 1 – April 30. The time between elections and April 30 shall serve as a transition period for new officers.

Section 2. Officer elections will consist of the following three step process: 

1. Nominations, 2. Elections, 3. Run-off elections (if needed).

1. Nominations – Nominations will be held the meeting prior to the scheduled date of elections. Any active club member may nominate a fellow club member to any of the club officer positions, with the exception of the President position. Only members holding a current office or committee chair position shall be eligible to run for the presidency of XYZ– the President position must be nominated from a current officer or chairperson. Nominations will only be accepted during the meeting prior to elections. Candidates can be nominated for more than one position and they may nominate themselves for a position if they are not nominated by another member.
2. Elections – Elections will consist of each candidate speaking for up to five minutes, followed by up to three minutes of questions and answers from the club membership. Only active members present at the meeting shall cast a vote, and only these votes shall count toward the computation of the 50%+1 required margin for election to office. The order of elections shall be as follows: President, Vice President, Treasurer, Secretary.
3. Run-Off Elections – In the event that no candidate receives at least 50%+1 of the vote of the currently active club members, a run-off election shall be held between the two candidates receiving the most votes.

Section 3. In the event that an officer is judged to be deficient in his/her duties (as decided by a unanimous agreement of the three other club officers and advisor), he/she may be removed by a two-thirds vote of the club’s membership. The Advisor shall oversee the impeachment process to ensure a fair and speedy process.

Article VII. COMMITTEE CHAIRS

Section 1. The Club Officers shall decide on an annual basis which committees need to be established in order to advance the club’s position on campus.

Section 2. All committee chairs will be appointed no later than April 30 by the Vice-president. All appointments must be approved by a majority of the Club Officers.

Section 3. Only students may serve as committee chairs.

Section 4. The duties of all Committee Chairs shall include:

1. Selecting members to serve on their respective committee.
2. Coordinating and chairing committee meetings, as needed.
3. Keeping the Club Officers and Club Advisor abreast of the plans and intentions of the committee.
4. Becoming familiar with pertinent University policies and procedures.

Article VIII. ADVISOR

Section 1. The Club Officers shall unanimously agree upon and appoint an advisor no later than April 1 to serve a term from May 1 – April 30.

Section 2. The Club Advisor must be a full-time UMW faculty member or administrator.

Section 3. The Club Advisor’s duties shall include:

1. Meeting with the club officers on a regular basis.
2. Attending club meetings and club activities.
3. Keeping abreast of club issues and intentions.
4. Meeting with the Treasurer on a monthly basis to review account balances and financial transactions.
5. Assisting with the implementation of an officer transition program.

Section 4. The Advisor shall be an ex-officio member of the club, and as such, shall not have voting rights.

Section 5. The Advisor shall have veto power over any decision made by the club which is in direct violation of University policy. This authority shall be used only in circumstances where the club officers knowingly intend to violate University policy.

Article IX. MEETINGS

Section 1. The club shall meet at least once per month. A listing of meeting dates shall be established by the Club Officers and shall be emailed to all members of the club no later than two weeks before the intended meeting. 

Section 2. Only active student members may vote at meetings.

Section 3. In the event that an emergency meeting of the club needs to be held, the President of the club shall have the authority to call such meetings. All officers must agree in advance to the emergency meeting and at least 24 hours notice must be provided to all active members by sending out both a voicemail and e-mail. Communication of emergency meetings will be the responsibility of the Club Secretary.

Article X. DISBURSEMENT OF FUNDS

Section 1. All disbursements of funds must be approved by the club.  The processing of disbursements will require the signature of two of the three students listed on the Annual Club Registration Form on file in SAE.

Section 2. Members should use the current SAE purchasing process to buy anything with club funds.  All expenditures require an original, itemized receipt and a description of the expense incurred.

Section 3. Any expenditure in excess of $100 must be approved by a majority of the Club Officers.

Section 4. All financial transactions of the Club will be managed through the University of Mary Washington’s accounting system.

Section 5. Only the authorized signatories listed on the Annual Club Registration Form shall have the ability to charge expenses to the Club via the University’s account charge system.

Section 6.  If the club is dissolved all of the financial resources of the club shall be maintained by the College of Business indefinitely until the club is reinstated.

Section 7. Dues are to be paid in cash and collected by the club treasurer.

Article XI. AMENDMENTS

Section 1. Amendments may be made to this constitution at any time by a two-thirds vote of the active club membership.

Section 2. Members interested in proposing amendments to the constitution must submit the proposed amendment to the President no later than ten days before the Club’s next meeting.

Section 3. The proposed amendment shall be presented via e-mail to the active club membership no later than five days before the meeting where the amendment will be debated.

Section 4. Upon receiving a two-thirds affirmative vote in favor on a constitutional amendment/revision, the President shall submit the amendment/revision in writing to the Executive President of ICA for review/approval by the ICA Constitution Review Committee.