Constitution - SUNY New Paltz

Organization name: Deyo Hall Government Hall Colors: Green and Purple Hall Mascot: Dragon  Purpose: To represent all residents of Deyo Hall in RHSA and the Student Association. The Deyo Hall Government is an organization founded first and foremost to address the concerns of the residents of Deyo Hall, plan activities and programs to inform and entertain all residents.  Qualifications/Requirements for E-board members:  Must be a resident of Deyo Hall; in good academic standard as defined by SUNY New Paltz; and not a staff member.  Each e-board member is required to serve and participate in Hall Government for a minimum of one semester. At the end of this semester they will be given a choice to return in their designated position or to resign from their position. Each position will be given this option two weeks prior to the end of the semester.  Each position that is vacant is up for election or replacement with executive board discretion.  Voting Procedures for E-board members:  Each person who is running for a position must, but is not limited to, create a personal biography which must not exceed one page to be displayed in the Hall Government case a week prior to elections. This biography does not limit campaigning throughout the Hall.  Advisor/RA liaisons take vote but do not vote  If occurring during the semester, President presides but does not vote  All residents present who were present for speech, Q&A and discussion may vote  Each candidate will have 2 minute for a speech  Any other candidates for the same office will remain in study lounge/RA Office down the hall while speech/Q&A/discussion occurs  Each candidate will have 5 minutes for Question and Answer  5 minute discussion on all candidates  Vote by secret ballot  In the event of a tie another 5 minute discussion will occur. Residents will then revote. If this results in another tie the procedure will be repeated.  If after 3 votes there is still a tie advisor/RA liaison will vote.  Documented Deyo Floor Representatives have first access to any vacant e-board positions that occur during the semester. If there are no candidates, than the position becomes available to other Deyo Hall Residents  Hall Government E-board Members Shared Responsibilities:  Every member is a representative of the Hall and should act and behave as such.

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All members are required to attend mandatory Hall Government E-board meetings once a week unless a validate excuse is brought to the attention of at least one e-board member. Each member is allowed one unexcused absence in which the member is put on probation. If more than one unexcused absence occurs then the member in question is subject to the disciplinary discretion of the e-board. Each Hall Government E-board member has to hold one office hour per week. Hours are at the discretion of each e-board member. Each members office hours should be consistent every week. If changes of office hours need to occur they are to be displayed on the Hall Government door. During office hours each member is expected to adhere to the list of duties agreed by the entire Hall Government. Each E-board member is required to hold a one-on-one meeting with the Complex Director. The President will meet with the Complex Director on a more frequent basis as needed throughout the semester. At the end of the semester, each E-board member who is remaining in a position on Hall Government is required to hold a personal evaluation meeting with the Complex Director. Each member is expected to attempt to the best of their ability to help in whatever way they can with the programs held by the Hall Government.

 Requirements of Each E-board Members: President: Must have a prepared agenda to be brought to each Hall Government meeting. They should be the figure-head, overlook all positions, and be easily accessible to help all members in every aspect of the Hall. Vice-President: Take over presidents responsibilities when needed. Help the president carry-out all of their responsibilities. Secretary: Taking minutes at every meeting Writing down all major points within every meeting Noting the attendance at every e-board meeting. Distribute all notes on each meeting to the Resident Assistant Liaison and the Resident Director Treasurer: Must go to Campus Auxiliary Service and meet with the Computer Operator/ Accounts Manager. Keeping an account of all the money that is distributed to the Hall Government. Filling out and filing all Dispersing Orders to Campus Auxiliary Services. Picking up and distributing all checks to the designated person. Create a Budget for Hall Government RHSA Representatives: There are to be two RHSA Representatives. Must attend RHSA weekly meetings; if one representative is unable to attend they must provide a replacement.

They must establish a connection between RHSA and Deyo Hall Government. Report on all RHSA news to the Hall Government within every meeting. Public Relations Liaisons: Responsible for making sure each program is efficiently publicized. Must establish a general connection between all residents of the Hall with the Hall Government. Historian: Document all Deyo Hall Events Attend all programs Take photos at all events including Deyo Hall Government events, RHSA events, and others deemed necessary Create a photo album/yearbook for Deyo Hall Government. Voting on General Issues  President takes vote but does not vote except in case of a tie  All others residents present may vote  Secretary records votes  Majority vote prevails, unless otherwise called for  Possible ways to take vote o Secret ballot o Raised hands o Call role o Verbal: “yea” vs. “nay”  Procedure o Discussion on matter to be voted on o Collect Vote  Yes/No/Abstain o Vote is either passed or denied o Recall can be ordered if there is a significant number of abstentions  Quorum for voting is twice the membership of Hall Government. 

Money Procedures: Only a member of Hall Government can directly take money out of the account in collaboration for any Deyo Hall event or for anything that the Deyo Hall Government sees fit. All requests for any money must be brought in front of the E-board and approved by the E-board. Any money that is allocated must be used for the benefit of Deyo Hall, not for any personal use. A. Purpose of budget 1. Finance hall government programming 2. Support hall government expenses B. Breakdown therefore 1. Programming a. Social b. Educational c. RA Programming 2. Supplies 3. Other

C. Ways to use money 1. Treasurer fills out a D.O. two weeks in advance of money being needed 2. Buy what is needed and give treasurer receipt for reimbursement     

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Meetings: Closed Meetings held weekly All Hall Government members must attend. Advisor and/or RA liaison must also be present. Presidential and Vice-Presidential Meetings The President and Vice President are to have their own weekly meetings, in which both discuss the state of the Hall Government, plan the Deyo Program calendar, and brainstorm upcoming activities. The President (and Vice President, at his/her discretion) will meet with the Deyo Residence Director biweekly, to discuss Hall Government Program Evaluations, the state of the Hall Government, and confirm the possibility of Program dates. Meeting Agenda o Hall Government meetings are weekly, at a time set by the executive board. These meetings are open to all members of Deyo Hall. o At all meetings it is mandatory that there is attendance by all Deyo Hall Government elected members. o Each meeting if pertinent reports are to be given by:  Executive Board  RHSA Representatives o Recommended order of meetings A) Old Business B) Reports C) New Business D) Open Floor E) Announcements F) Adjournment

 Impeachment:  Any member of the E-board is impeachable by a 2/3’s majority vote if and only if they have neglected their duties strictly outlined in this constitution. Resident Director and Resident Assistant Liaison must preside over the vote for impeachment but do not have a vote in the matter.  Person up for impeachment is informed through a formal letter that they are going to be up for impeachment a week before a vote is to be held. They are allowed to come to the meeting and either plead their case or resign, but may not be present for the vote. Evidence must be provided to the entire E-board against the member to be impeached. Entire E-board must be present for the proceedings.  Reasons for replacement 1. Resignation of officer 2. Unsatisfactory completion of duties o Reasons deemed unsatisfactory

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 Unexcused absences reaches 1/5 of meetings and/or events  Skips office hours  General lack of enthusiasm or interest  Not participating as a member of the team Procedure for removing an officer  Notify the person of the inquiry taking place  Meet with the person to discuss matters  Reach a resolution  If advisor/RA liaison deems that unsatisfactory behavior persists, officer will be removed

 Programming:  Two programs must be held for every full month that classes are in session. Any month with more than two weeks’ vacation, only one program is required.  Programs are to be opened to all residents of Deyo Hall and the students of SUNY New Paltz.  They must adhere to the budget set by the Treasurer and the Hall Government Eboard. VII. Constitution  This constitution does not supersede the Residence Hall Student Association Constitution 

Procedure for amending the constitution a. Hold a meeting to discuss amendments b. Have amendments approved by RD c. Have a meeting to vote on amendments, following the guidelines for general voting outlined in Section V.