PRISM Constitution
Preamble
We believe that college students possess the values, ideas, will power, and motivation to build a community safe for everyone, regardless of sexual orientation, race, ethnic origin, gender, religion, creed, disability, or socio-economic status. We have become activists for this cause, supporting those of the sexual minority through events and meetings, educating our fellow students on issues of equality, and functioning as proponents for and defenders of respect, understanding and acceptance of those who are a part of and affiliated with the sexual minority.
Upon these principles and to these ends we hereby adopt this document as the official Constitution for People Representing the Sexual Minority.
Article I: Name, Purpose, Affiliation, and Principal Office
Section I: Name
The full name of this organization shall be People Representing the Sexual Minority, herein after being referred to as PRiSM.
Section II: Purpose
It shall be the purpose of this club to provide a resource center for any student of the College of St. Benedict and St. John’s University who wishes to know more about non-majority sexual orientations. Our function is tri-fold in nature: educational, informational, and social.
The educational function shall be fulfilled by making available numerous books and articles representing different aspects of sexual orientation. By creating a forum for discussion of these aspects, PRiSM will offer an opportunity for students to become further informed about and comfortable with accepting all sexual orientations.
The informational function shall be fulfilled by making the College of St. Benedict/St. John’s University community members aware of the presence of those with a sexual orientation that is not in the majority. This will be done mainly through the publicizing of meetings and certain special events such as National Coming Out Day, Freedom to Marry Day, Day of Silence, Coming Out Week in the Fall, PROUD week in the Spring, Involvement, Festival of Cultures, and World AIDS Day, as well as other days deemed important at the discretion of the executive board.
The social function shall be fulfilled by the social nature of PRiSM club meetings, Men’s Group, Women’s Group, and other gatherings, during which various issues relating to life as a member of the sexual minority will be discussed.
Section III: Affiliation
PRiSM is affiliated with the College of St. Benedict and St. John’s University, and therefore shall cooperate fully with both institutions and abide by all policies and procedures outlined for club organization status.
Section IV: Principal Office and Postal Address
The principal office of PRiSM and it’s chief work shall be located in Murray Hall on the Campus of the College of St. Benedict. The postal address shall be:
CSB/SJU PRiSM
College of St. Benedict
St. Joseph, Minnesota
56374
Article III: Membership and Responsibility
Section I: Membership
Any individual who meets the following requirements shall be eligible for membership in PRiSM
1.1 Enrolled as an undergraduate student, full or part time, at either the College of St. Benedict or St. John’s University.
1.2 The individual must support the principles of PRiSM
1.3 Graduate students, faculty/staff, and administrators of the College of St. Benedict and St. John’s University are eligible for membership, but are not able to serve on the Executive Board and have no voting rights in the decision of this Executive Board.
Section II: Responsibility
It is each member’s responsibility to attend meetings and be active in the support for and empowerment of those in the sexual minority, regardless of their personal sexual orientation.
Article IV: Executive Board Authority and Responsibility
Section I: Composition
The powers, business, and property of the club shall be exercised, conducted, and controlled by the Executive Board. The Executive Board shall be composed of four individuals holding elected positions. These four positions shall be broken down in the following manner: two Co-Coordinators, Secretary, and Treasurer. There will also be positions such as PR, Education Liaison, and Web Designer, for those who wish to have less commitment, but still want to work for Justice. The four individuals holding elected positions are not to be paid in any form. There will be no other form of honorariums allowed with regard to any club officers. In addition, no members of PRiSM, including any member with any function, shall have the capacity or opportunity to receive an honorarium.
Section II: Meetings
The Executive Board shall meet on a regular basis as determined by the Co-Coordinators at a minimum of twice per month. Meetings of the PRiSM Executive Board shall be conducted first by the rules set forth in this constitution, second by any by-laws established by the College of St. Benedict or St. John’s University, and third according to Robert’s Rules of Order. In the case of any contradiction among these guidelines, the first of the guidelines shall take precedence.
Section III: Quorum
Quorum of the Executive Board shall be noted when a minimum of half of the Executive Board members are present. Quorum can be declared only when all Executive Board members have been notified of the meeting date and time at least one week prior to the meeting date. There shall be no proxies.
Section IV: Attendance and Removal for Cause
The following reasons and processes shall remove an Executive Board member
4.1 Two unexcused absences: Upon the first unexcused absence, the Secretary will inform member that the absence was recorded as such. Upon the second unexcused absence, the Co-Coordinators will contact the member in writing. Upon the third unexcused absence, the member will be removed from the Executive Board. Upon removal of an Executive Board member, the Co-Coordinators will take over the work until a special election can be held, within a period of no more than two weeks. Exceptions to this rule with only be made by the entire executive board and will require a majority vote.
4.2 Officer fails to uphold the integrity of the club constitution: Upon discovery of the debauchery, member will be given the chance to defend himself/herself at the next regularly scheduled meeting. Member shall be removed by a majority vote of active members in attendance at the same meeting.
4.3 Apathy for Club’s activities or failure to complete responsibilities accepted when the Club is depending on the person getting the work done, especially when the failure results in cancellation of an event, which may harm the Club’s public standing or reputation.
Section V: Transition
Outgoing Executive Members may be required to help train the new Exec Member at the request of the new individual. Transition binders should be kept neat and organized to assist in the process.
Article V: Duties of the Executive Board
Section I: Co-Coordinators
There shall be two Co-Coordinators, one at each institution. The Co-Coordinators shall chair all club meetings, serve as the heads of the Executive Board, and shall be responsible for the day-to-day operations of the club, and the Executive Board. It shall be the duty of the Co-Coordinators to call the members together whenever they deem it necessary (with appropriate notice, as noted in Article IV, Section III), and to have, subject to the advice of the Board Members, direction of the affairs of the club and discharge all other such duties as may be required for efficient operation of the club.
Section II: Secretary
The Secretary shall maintain all club records and membership information, turning in a new list of officers to the Joint Club Board at the beginning of spring semester. It shall be the duty of the Secretary to maintain communication of all club and Board activities to all members and discharge such other activities as they pertain to said office or as prescribed by the Board Members—this includes checking the club’s mailbox and distributing the mail as appropriate. The Secretary is also responsible for keeping minutes at each Board meeting and reporting these minutes to fellow members following each meeting. In addition, the Secretary shall be responsible for publicizing all PRiSM events and activities.
Section III: Treasurer
The Treasurer of the club shall receive and deposit all funds of the club and account for all receipts, disbursements, and balance on hand. It shall be the duty of the Treasurer to install a system of bookkeeping and auditing such that each member may be advised from time-to-time concerning the receipts and disbursements of the club. In addition, the Treasurer shall create a budget each semester, with the input of the Executive Board, for the following semester. The Treasurer shall serve as Co-Chair of the fund-raising committee and working preparing monthly audits and financial reports. The Treasurer of the club shall also serve as the primary representative to the Co-Funding Board, representing the club’s financial interests.
Section IV: Men and Women’s Group Coordinators
The Men and Women Groups will be organized by those students who wish to participate in them, with the purpose being the creation of a safe space for members of the gay, lesbian, bisexual, transgender, and allied community at the College of St. Benedict and St. John’s University. These groups shall also serve as a welcoming atmosphere for incoming queer and questioning students. In addition, the Coordinators shall be in charge of all outreach activities involving the Prep School, discharging duties as necessary.
Section V: Exceptions
These positions are at the discretion of the Co-Coordinators and may be eliminated in the event of lack of volunteering members. In this case, the Co-Coordinators will assume the work of the position eliminated.
Section VI: Election
At the last meeting of the spring semester, there shall be elected, a Board composed of six persons to act as the governing body of the Club for a term of one academic year—or before the required date set by Student Activities guidelines. If extenuating circumstances arise (ie. studying abroad, transferring), a member may still run for election for the one semester that they will be here. In addition, those members abroad may still run for a position on the Board for the semester in which he/she will be returning by submitting a platform via email to the Board. In the case of special elections, the club will hold a vote, in the manner outlined in Article V, Sections 6.1 and 6.2. The outgoing Board member will count the votes for his/her position in the special election.
All regular elections shall be conducted in the following manner:
6.1 Near the end of Spring semester a notice shall be sent to all members via emaildescribing the duties of the Board Members and explaining election procedures. Those members showing interest in running for position should speak to thepersons holding such positions in which they are interested in. One week before the first meeting of spring semester or when Student Activities guidelines dictate, each candidate shall turn in a written platform to the current Co-Coordinators.
The platform should include why he/she is running for the position and qualifications for the position. The platforms will be presented at the Board meeting prior to the vote.
6.2 Each member present shall cast one written vote per office. The Co-Coordinators shall tally the votes and declare the candidate with the simple majority winner. Any ties shall be re-voted immediately.
Article VI: Email and Electronic Account Policy
PRiSM’s electronic account will be for official PRiSM business only. All Executive Board members should have access to the account. However, if the privilege of access is abused, the Board reserves the right to revoke access to any Board member (decided by a majority Board vote). Outgoing emails must comply with Joint Club Board email policy in addition to being for official Club business. The email account will be managed by one Executive Board member on a two-week rotating schedule. This member is the only person allowed to send emails and answer those sent to the account during his/her two week rotation.
Article VII: Amendments
These by-laws may be amended by any member in good standing provided the amendment is passed by the majority of the Board Members. It shall then be presented to the Joint Club Board, as provided by the Joint Club Board rules. Upon their approval, it shall be adopted as the new constitution. This constitution and all amendments shall become effective immediately following their adoption.
Article VIII: Revision
This constitution shall be reconsidered for revision at the beginning of each academic year and submitted for approval as specified by the Joint Club Board.
Article IX: Adoption of this Constitution
This constitution shall become effective after review and unanimous vote by the Board Members. A unanimous vote from the Board Members will dissolve this constitution provided an acceptable constitution has been prepared and can become effective immediately.
Article X: Non-Discrimination Policy
PRiSM admits students without regard to their race, religion, color, sex, age, sexual orientation, gender identity, or national or ethnic origin to all the rights, privileges, programs, and other activities, generally accorded or made available to members of the organization.
Article XI: Anti-Hazing Policy
PRiSM considers hazing to be a degrading and destructive activity which is inconsistent with the standards of this student organization. PRiSM recognizes the dignity of every person and opposes all forms of hazing.