Constitution

The Pennsylvania State University Pre-Veterinary Club

Date of Origin: 1928

 

I.Purpose

  1. The purpose of the Pennsylvania State University Pre-Veterinary Club is multi-functional. It serves to inform members of career options within the animal science and veterinary medicine fields, provide further insight into current veterinary issues, supply members with information concerning veterinary school admission procedures, and facilitate interactions between students possessing similar interests and goals. 

II.Membership

A.At all times, the majority (50%+1) of all members shall be full time, officially registered undergraduate students at University Park.

B.All members should be registered students within the Penn State University system. 

C.The membership shall be divided into active members, officer-eligible active members, and associate members.

i.Only currently registered, dues paying students are eligible for active membership.

ii.The executive committee shall annually define an officer-eligible active member based on the amount of meetings, fundraisers, and activities that have occurred during the fall and spring semester.

iii.Only officer-eligible active members may run for an elected position. 

iv.The requirements for officer-eligible active membership must be presented to the general membership prior to officer nominations and elections. 

v.All others interested in furthering the purpose of the Pre-Vet Club shall be associate members. Associate members may not hold office, vote, preside, officiate, or solicit funds on behalf of the organization.

D.At all times there shall be 10 active student members.

E.New Membership and Recruitment

 Any and all new members will be given full disclosure of club documents. 

 All members, including but not limited to new members and recruits, reserve the right to refrain from participating in any activities without consequence, based upon personal/religious beliefs, personal values, or moral reserve as defined by the member. 

Any and all interaction/activity between members and/or new members will be limited to guidelines stated by university policy, as well as local, state, and federal laws.

III.Officers

A.Only full-time, officially registered, officer-eligible active members shall be permitted to serve as appointed or elected officers. Limitations are subject to Office of Student Activities approval.

B.Offices

  1. All elected officers must attend the appropriate training sessions as required by ASA. 
  2. The officers’s attendance at all general and executive meetings is mandatory within reason of extenuating circumstances.  

c Elected officers shall remain in office for approximately one year, until new officers are elected the following spring.

 

  1. President

a.It shall be the duty of the president to preside over all meetings. 

  1. The president is responsible for the appointment and/or removal of the chairmen and membership of all committees. 

c.The president serves as chair of the executive committee. 

d.The president is responsible for the position of the club within the university society and should perform all duties in such a manner as to maintain the club in the highest esteem.

e.This position is elected by the membership.

 

ii.Vice-President

a.The vice-president is charged with the procurement of speakers and other special programming incident to the regular general membership meetings.

  1. Responsible for giving out thank-you cards/gifts to speakers and individuals deemed necessary by the Executive Committee. Thank-you’s may be sent by email when meetings are held in virtual format. 

b.The vice-presidential responsibilities include all the presidential duties during the absence of the president. 

  1. This position is elected by the membership.

 

iii.Secretary 

a.The secretary’s responsibilities include maintaining all the written records of the club, including the minutes of the regular meetings and the executive committee meetings. Minutes may be made available to the general membership through an alternative form of communication. 

b.The secretary’s duties also include designing and updating the club display case, designing and updating the club display board, and organizing the canvas page.

  1. In the absence of the secretary, the president would designate an officer to fill in. 

d.This position is elected by the membership.

 

iv.Treasurer

a.The treasurer’s duties shall include receiving all club funds, keeping full and accurate account of these funds and depositing all money into the account at the Associated Student Activities office, room 240 Hetzel Union Building.  This elected official also corresponds with the Associated Student Activities personnel on the club’s behalf. 

b.Incoming club funds include dues, profits from fundraisers and club activity fees.  Club expenses as approved by the executive board.

c.The treasurer shall be required to present the account balance and all transactions made at each executive meeting.  This individual must disburse allocated funds to the APVMA annually to maintain national membership.  The treasurer must also arrange transportation to club functions that require working with University Fleet Operations.  

d.This position is elected by the membership.

 

v.Membership Chair

a.The membership chair will maintain a record of the names and email addresses of all members.

b.The membership chair shall keep attendance records of all club activities. 

c.It is the duty of the membership chair to determine the eligibility of candidates to run for and hold office.

d.The membership chair shall maintain the list-serv and update the canvas page with new members. 

e.This chair is elected by the membership.

 

vi.Ag Student Council Representatives[EVS1] 

a.The Agricultural Student Council representatives (2) are elected to ensure that the Pre-Vet Club is represented at all Student Council meetings.  

b.The duties include presenting regular updates of Ag Student Council meetings at general Pre-Vet Club meetings in order to inform members about upcoming activities and issues affecting the College of Agricultural Sciences.

c.In the event that this person cannot attend a meeting, an alternate member may be selected to attend.  

d.One chair is elected by the membership, and the other is selected by the officers. 

vii.Fundraising Chair

a.This chair is selected by the officers and responsible for organizing all events that generate revenue for the club or for charitable donations. These include any clothing orders] , calendar sales, or university-related fundraising opportunities.

 b.This chair is selected by the officers.

viii.Merchandise Chair

a.This chair is responsible for selling and distributing merchandise for the club as deemed necessary.

b.This chair is elected by the membership.

 

ii.American Pre-Veterinary Medical Association Symposium Chair

a.An APVMA Symposium chair will be elected by the membership to coordinate club participation in the annual APVMA symposium held every spring. 

  1. The responsibilities include arranging transportation to the symposium site, completing the registration form, and fulfilling any additional details surrounding the trip.  

c.The chair shall assist participants in organizing a presentation for the general membership detailing the trip. 

iii.THON

a.The responsibilities include coordinating the club involvement with THON, communicating with our Four Diamonds family(s), and forming a committee. 

b.The (2) THON chairs are elected by the membership.

 iv.Pre-Vet Symposium (Position dependent upon if the Symposium is held in the corresponding year)

a.The responsibilities include planning the day-long event for high school and college students to learn more about the field of veterinary medicine. 

b.The duties include contacting speakers, planning labs, and organizing food/event space. 

c.The (2) Pre-Vet Symposium chairs are selected by the officers.

 

v.Volunteer

a.The responsibilities include planning volunteer opportunities for members of the club. 

b.There are two chairs. One chair is elected by the membership, and the other is selected by the officers. 

 

vi.Social 

a.The responsibilities include planning activities to improve club membership and cohesion. 

b.The (2) Social chairs are selected by the officers.

vii.Homecoming 

a.The duties include registering the club for the homecoming parade and planning the club’s representation in the parade, which may include organizing a committee, submitting required dues and paperwork to ASA, and more. 

b.The position is elected by the membership in the spring. 

 

viii.Additional Chairs 

a.The President, with the permission of the executive committee, may create additional chair positions as he/she sees fit. 

b.The purpose of these additional chairs will reflect the demands and activities of the current school year. 

c.These positions may be elected at the beginning of the fall semester.

d.These chairs serve for a length of time as determined by the executive board or transitioned into permanent positions. 

  1. Committees

i.Executive Committee

a.The executive committee will consist of all elected officers and the faculty advisor(s). 

b.The president shall act as head of the executive committee.  

c.This committee’s responsibilities include organizing club activities and presiding over all club business.  

d.It shall also set the general meeting schedule at the beginning of each semester.

ii.Special Committees

  1. The executive board may appoint special committees at its discretion.  These committees will be responsible for assigned tasks and presenting needed information at general meetings. 

D.Filling unexpired vacancies:  

i.Any vacancy occurring in an elective office due to resignation, removal or any other cause shall be filled by election for the remainder of the term if deemed necessary by the officer board. 

ii.In the case of removal or resignation of the president, the vice-president will assume the office of the president and an election shall be held to replace the vice-president.

iii.Nominations are taken at the first meeting following the vacancy. Elections occur at the following meeting.

iv.The quorum is fifty percent of the active membership.

v.The majority required to elect a new officer is fifty percent plus one of the active membership present at a meeting. If 50%+1 is not obtained by one of the candidates, the candidate receiving the lowest number of votes is eliminated, and the active members will vote again. In the event that 50%+1 of the active membership cannot be obtained by anyone, the voting will be postponed until the next meeting. 

vi.When nominations are being taken to fill unexpired terms, any member of the organization may nominate another member of the organization, by simply raising his/her hand and indicating such when recognized.

E.Any officer who willfully obstructs the work of the organization can be impeached by a two-thirds vote of the active membership.

IV.Meetings

B.Regular meetings of the club membership will be held regularly at a time chosen by the president and approved by the rest of the executive committee.

C.The specific dates and meeting place will be determined by the executive committee. The President, with consent of the Vice President, may alter meetings should he/she see fit. 

D.Adequate advanced notice must be given to all active members. The tentative meeting schedule shall be announced at the beginning of each semester and posted in the club display case.

E.The executive committee shall meet bi-monthly, at a time chosen by the president and approved by the rest of the executive committee.  The president is responsible for planning, scheduling and notifying involved parties about such meetings.

F.Special meetings, such as preparatory meetings for large events or certain guest lecturers, may be scheduled at the executive committee’s discretion. It falls within the executive committee’s responsibility to notify the general membership of such meetings.

V.Voting

A.Only active members are eligible to vote on business matters presented to the club and in each election.

  1. A simple majority (50%+1) of all active members present in a meeting shall be necessary for all voting in general body meetings. 

C.Voting may occur either verbally or through private, electronic or written ballot.  In the case of a tie, a presidential vote shall decide the issue. 

  1. For officer decisions, a ⅔ majority of present officers to pass a decision. 
  2. A quorum of 50% +1 must be at present at officer meetings. 

VI.Finances

A.All funds are to be deposited and handled through the Associated Student Activities (ASA) in 240 HUB.

B.The organization will not have an off-campus account(s).

C.Fund disbursement may not be made except by approval of the president, the treasurer, or by a majority vote (50%+1) of the bona fide membership.  

  1. Account shall be current at all-times and a full financial report shall be available upon demand of any club member. 

E.This organization shall collect dues that will not be excessive.

F.The Treasurer, with consent of the Executive Committee, will determine dues prior to the fall semester.

G.Dues are a condition of membership. Nonpayment of dues shall not prohibit attendance at the regular meetings. Nonpayment of dues shall prohibit voting privileges.

H.Dues shall be collected during the first three meetings of each semester or by arranging an appointment with the treasurer.

VII.Elections

A.Member Eligibility to Hold Office

i.Any member who has achieved officer-eligible active member status for two consecutive semesters is eligible to run for and hold an office within the organization.  

ii.Members must be enrolled as a full time student (at least 12 credits per semester) at Penn State University.  

iii.The membership chair must determine eligibility and distribute a list of eligible members at least one meeting prior to nominations. 

  1. Students who are in their first semester at University Park, are eligible for committee chair positions. 

B.Nominations

i.Nominations will be taken from the floor at the meeting prior to the election meeting, the night of elections and electronic correspondence leading up to the election night.  

ii.Individuals may decline the nomination.  

iii.All nominations must be seconded by another member prior to the time of voting.

D.Voting Process 

i.Elections will be held at the second to last general business meeting of the spring semester.  

ii.Nominations will be held at the general business meeting and previous to elections.  

iii.Special committee chairs may be elected at the beginning of the fall semester.

iv.Nominated individuals will talk about their qualifications and plans for the desired office. 

E.Secret Ballot 

i.Election voting shall be conducted by secret ballot.  

ii.A member of the executive committee not running for office shall be responsible for tallying the votes and announcing the decisions. 

F.The retiring officers will preside at the election and continue in their duties until the new officers are installed into office at the following meeting. The retiring officers shall assist the new officers for the remainder of the academic year. 

VIII.Amendments to the Constitution  

A.Any member may introduce a constitutional amendment at the conclusion of a meeting.  At the following meeting, the active members shall vote on the amendments as outlined in the article of voting.

B.Amendments require a quorum of 50 percent and a majority vote (50%+1).

C.All amendments are subject to the approval of the Office of Student Activities.

IX.Parliamentary Authority

A.Robert’s Rules of Order, Newly Revised, by Sarah Corbin Roberts shall be used in all cases not covered by this constitution.

X.Accessibility of this Constitution

B.Copies of this constitution shall be made available to anyone upon request.

XI.Advisor(s)

B.This organization will retain an advisor(s). 

C.The advisor(s) will be appointed by the Head of the Veterinary and Biomedical Sciences Department.