We, the members of the Student Chapter of the American Meteorological Society, subscribing to the regulations and policies of Central Michigan University, establish this Constitution to govern the matters within our organization.
Section A. Name
- This organization shall be known as the Student Chapter of the American Meteorological Society, herein referred to as the Society and as CMU Weather in non-official matters including, but not limited to, our internet presence.
Section B. Affiliations
- The Society will work with members of the American Meteorological Society, CMU’s Earth and Atmospheric Science Department, and NOAA’s NWS offices to promote and encourage the study of meteorology on this campus and in the local area.
Section A. Requirements
- All students of Central Michigan University are eligible and are welcome to become members of the Society.
- In order to maintain
active membership in the Society, the following obligations must be
- Dues must be paid to the Treasurer by the second meeting of the year.
- The active member can be absent from no more than two meetings per semester. The President, with approval from the e-board, may waive this obligation for any member under extenuating circumstances.
- Active members must serve actively on at least one committee, excluding ad hoc committees, every semester. Anyone can serve on ad hoc committees, but these temporary committees raised by e-board do not count toward active membership.
Section B. Classes of Membership
There shall be two types of members.
- Active member: Any person meeting the above requirements shall be considered an active member. If all said criteria are met, membership may not be denied for any reason.
- Honorary member: Any alumnus who was once a member of the Society, and wishes to retain affiliation with the Society even after leaving Central Michigan University.
Section C. Voting Privileges
Only active members, as defined in Article II, Section A, are entitled to vote, except at the first meeting of the academic year.
Section D. Termination of Membership
- If a member desires to terminate his/her membership with the Society, he/she may do so at any time by informing any elected officer.
- The policy of the
Society with regard to dues paid by a member who wishes to terminate
his/her membership shall be as follows:
- Dues paid for the semester are non-refundable.
- If the member has paid dues for the year and is leaving in the fall semester, the amount that is equivalent to the semester rate of dues is non-refundable, while the balance shall be refunded by the Treasurer.
Section A. Elected Officers and Their Duties
The officers of the Society shall be President, Vice-President, Secretary, Treasurer, Student Government Association (SGA) Representative
- The President shall have general executive control of the Society, preside at all general and e-board meetings, and perform such other duties as usually pertain to this office.
- The President, or any member, may be a representative of the Society to any campus organization, and the President, or someone appointed by the President, shall be responsible for all reports to the administrative offices of the University.
- The President, along with the Treasurer, shall be in charge of securing University funds each year for Society projects and trips.
- The President shall be the only officer who does not vote, except in the case of a tie.
- The President has ex-officio membership of all committees of the Society.
- Vice President
- The Vice-President shall be responsible for seeing that proper notices of regular meetings are distributed to the membership, as well as for any public advertisement on behalf of the Society.
- The Vice-President will also be responsible for making certain that these advertisements are cleared through the proper channels of the University.
- In the absence or temporary inability of the President, the Vice-President shall serve as acting President of the Society until the President is again capable of fulfilling his/her duties.
- The Vice-President shall verify membership for the Student Development Record and refer the names of those active members to the Faculty Advisor for Student Development Record approval.
- The Vice-President shall serve as overseer of all committees. He/she shall verify that the committees are achieving their goals and shall provide a link between the committees and the e-board.
- The Vice-President shall attend all e-board meetings unless excused by the President.
- The Secretary shall deliver all outgoing mail and keep notes on all general meetings incident to the workings of the Society.
- The Secretary shall keep accurate minutes of all Society proceedings.
- The Secretary shall keep attendance records of all general Society meetings
- The Secretary will be responsible for keeping on file a list of all members of the Society, as well as files on all correspondence and records. All records should be available to all members upon request.
- The Secretary shall attend all e-board meetings unless excused by the President.
- The Secretary shall send meeting minutes to the AMS at the end of every month.
- The Treasurer shall
keep accurate records of all financial dealings pertaining to the
Society. These records shall include the following items and shall be
kept in a single binder, with necessary copies in the Society files:
- Original bank statements;
- Photocopies of all checks and the corresponding deposit receipts deposited by the Treasurer for Society purposes;
- Original deposit receipts;
- All receipts given to the Treasurer by Society members for which any member was reimbursed with Society funds;
- Professional ledger of all transactions, updated biweekly.
- Along with the President, the Treasurer shall attempt to secure University funds for Society projects and trips.
- The Treasurer shall carry a receipt book to all Society meetings. For every money received by the Treasurer for Society purposes, the Treasurer shall immediately write a receipt to the member that states the amount received and the purpose of the money (i.e. dues, T-shirt, etc.).
- The Treasurer shall attend all e-board meetings unless excused by the President.
- The Treasurer shall keep accurate records of all financial dealings pertaining to the Society. These records shall include the following items and shall be kept in a single binder, with necessary copies in the Society files:
- Student Government Association (SGA)
- The SGA Representative shall fulfill all duties as outlined by the Student Government Association, including SGA meeting attendance, office hours, and committee obligations.
- The SGA Representative shall serve as liaison between SGA and the Society, carrying relevant information and announcements to the Society from SGA and representing the interests of the Society with his/her vote in SGA matters.
- The SGA Representative shall attend all e-board meetings unless excused by the President.
- The webmaster shall
be responsible for all dealings with the following website: https://cmuweather.com
- All information on the website shall be updated in a timely manner and the website shall be maintained at all times.
- It is the webmaster’s
responsibility to keep the social media accounts associated with the CMU
- Current social media accounts include Twitter and Facebook.
- Posts onto social media accounts shall include: posts about significant weather that will affect or has affected the area, all NWS issued warnings for Mount Pleasant, forecasting for the CMU Campus, and advertisement of club activities/events (when appropriate).
- The webmaster shall be responsible for all dealings with the following website: https://cmuweather.com
6. Section B. Office Vacancies
- If for any reason an
officer is unable to continue to fulfill his/her duties (resignation,
incapacitation, etc.), a special election shall be held to fill the office
through the end of the current term. The proceedings of this election are
- Nominations and election shall be held at the next general meeting of the Society.
- The newly elected officer shall take office immediately upon election at that regular meeting.
- Any duties normally fulfilled by an office which is vacant shall be fulfilled or delegated by the President until a new officer is elected.
- Should the President be unable to continue to fulfill his/her duties, the Vice-President will assume the office of the President for the remainder of the term, and shall appoint a new Vice-President, who must be approved by a majority of the active members. The new Vice-President will also serve the remainder of the current term.
Section C. Impeachment of Officers
- If at any time the membership feels that an officer is violating the stipulations of this Constitution and/or is not adequately performing the duties of the office, a vote may be called to attempt to remove the said officer from his/her office.
- A majority vote is necessary to begin an impeachment process. This vote may be called by any active member of the Society.
- Once an impeachment process is approved to begin, the members will have the opportunity to voice their charges against the said officer, at which point the officer must be given the opportunity to answer the charges in front of the membership.
- The general membership of the Society may impeach any officer by a three-quarters affirmative vote.
- In the event that the President is the officer in question, the Vice-President shall preside over the meeting until a vote is taken.
- Vacancies created by an impeachment shall be filled during the meeting at which the impeachment takes place.
- Should the President be the impeached officer, the Vice-President shall continue to preside over the meeting. The new Vice-President shall be selected within one week, and approved by the general membership at the following general Society meeting.
Section D. Elections
- All members of e-board (President, Vice-President, Secretary, Treasurer, SGA Representative, and Webmaster) shall be elected at the last meeting in November. Nominations will open in the previous general Society meeting.
- Procedure :
- Any active member may nominate any active member for any office.
- Voting shall be by secret ballot, with winner determined by plurality vote.
- Voting shall be confirmed by one non-running officer and one non-running active member.
- All officers will enter their elected offices on January 1 following the election, and will serve a one-year term.
Section A. List of Committees
- Fundraising committee – This committee shall be responsible for all fundraising events of the Society. The chairperson(s) shall work closely with the Treasurer.
- Growth and Development committee – This committee is responsible for the posting important information about jobs and internships as well as Graduated schools on the bulletin boards located outside of the Meteorology Lab.
- Activities committee – This committee will plan and organize all club events.
- Outreach committee – This committee is to promote the activities and membership of the Society with Conferences committee as a sub-committee
- Other committees, including ad hoc committees, may be raised as deemed necessary by the e-board.
Section B. Committee Membership
- Committees must meet at least once a week.
- Committee chairpersons shall turn in to the Vice President attendance for each committee meeting or activity at the following general Society meeting.
- Committee chairpersons shall serve one-semester terms and may serve an unlimited number of times.
Section A. Frequency of Meetings
- Meeting frequency, day, and time shall be determined at the first meeting of the academic year, with consideration given to inactive members.
- In the event of University wide cancellation of classes, the society will cancel ALL meetings (e-board, general society, and committee meetings) on the day of cancellation of classes and will resume the following week unless otherwise notified by officers or committee chairs.
Section B. Quorum
- Quorum shall be set at a majority, or one-half plus one, of active members.
- Quorum will be required to vote on any official business of the Society.
Section C. Parliamentary Authority
- The President shall preside over the meetings in the format established by Robert’s Rules of Order, Newly Revised.
- The President may vary from Robert’s Rules of Order, Newly Revised if he/she deems it to be in the best interest of the Society.
Section A. Membership Fees and Assessments
- The membership fee shall be fifteen dollars per semester or twenty dollars per year.
- There shall be no further assessments except those deemed necessary by a vote of the active membership.
Section B. Banking
- The treasury of the Society shall be placed at Independent Bank of Mount Pleasant.
- The Treasurer and the President shall be named on this account.
- The Treasurer shall notify the e-board before any funds belonging to the Society are dispersed. The membership must be informed of the general purpose for which funds are being disbursed.
Section C. Allocations of Funds
- In order to obtain money from the Society account for Society purposes, an active member must present an allocation at a general meeting. This allocation must be approved by a majority vote of present active members. No funds shall be disbursed without Society approval.
- In urgent matters, the e-board may allocate money by a majority vote. The general membership must be notified of this allocation at the next Society meeting.
At the final Society meeting of the calendar year, the Society shall elect a Member of the Year from the active membership. This award will honor the member who has contributed the most toward society promotions, fundraisers, and activities. The Member of the Year shall receive a certificate of recognition from the society.
Amendment of Constitution
Any member, at any regular meeting, may propose a written amendment. The amendment shall be discussed during the meeting at which it was proposed, and then voted upon at the next regular meeting. An affirmative vote of three-quarters of the active members present will be required for the adoption of the amendment.
Central Michigan University CMU, an AA/EO institution, is strongly and actively committed to increasing diversity and providing equal opportunity within its community. CMU and SCAMS do not discriminate against persons based on age, color, race, ethnicity, national origin, disability, gender, familial status, marital status, veteran status, political beliefs, religion, height, weight, or sexual orientation (http://www.cmich.edu/aaeo/).
SCAMS as an organization exists to further the success of its members through an inclusive and supportive environment that strives to be as equitable as possible. Accommodations for those who need it are readily available for any member new or old. As a chapter of the AMS, the same level of professionalism is expected of all members and officers, and the values stated above should be upheld by members and officers alike. Behaviors that are not in accordance with these values will be reported. Members who witness racial slurs, offensive remarks, hate speech, or any form of discrimination are expected to report this to the executive board or the advisor of the club. Every member should advocate for equal treatment among their peers to ensure an environment built for everyone to succeed.
the event of inactivation of the Society, all funds shall be donated to the
American Red Cross for the purposes of natural disaster relief.
- In Article III Section C, subsection 1a it states that “All members of e-board Shall be elected at the last meeting in November”
- Article III Section C, subsection 1b is contradictory to Article III Section C, subsection 1a.
- In the past the Student Government Association Representative has been elected at the last meeting in November at the same time as the other members of the e-board, be it.
- Article III Section C, subsection 1b be stricken from the SCAMS Constitution.
- In Article III currently both the third and fourth sections are labeled “Section C”
- This is a minor grammatical change, be it
- That the fourth section in Article II be be labeled Section D. Elections
- In Article II Section A subsection 2c it states that “Active members must serve actively on at least one committee, excluding ad hoc committees, every semester.”
- In Article IV Section A the three active committees listed are the Fundraising committee, the Jobs and Internships committee, and the Activities committee.
- The Public Relations committee that currently exists is a valuable asset to fostering the public image of the Society, and said committee has worked hard to achieve its goals, be it
- The Conference committee that also exists to inform the other members of further development and knowledge events that arrive to further expand the networking to others. This committee also exists to organize the planned conferences in which larger groups of members are going to be in attendance.
- The Public Relations committee become a constitutional committee, and be added to Article IV Section A.
- The Conferences committee become a sub-committee of Activities committee and not an ad hoc committee.
- In Article IV Section B, subsection 2 states that “Committee chairpersons shall turn in to the Secretary attendance for each committee meeting or activity at the following general Society meeting”.
- Article III Section A, subsection 2e in the duties of the Vice President states “The Vice President shall serve as an overseer of all committees”
- Currently the Vice President collects the attendance from the committee chairpersons in accordance with serving as an overseer of all committees, be it.
- That IV Section B, subsection 2 be changed to: Committee chairpersons shall turn in to the Vice President attendance for each committee or activity at the following general Society meeting.”
- Article VI Section A subsection 1 states that membership fees be assessed at eight dollars per semester or twelve dollars per year.
- The Society voted this year to raise dues, be it
- That Article VI Section A, subsection 1 be changed to reflect this by stating that “The membership fee shall be ten dollars per semester or fifteen dollars per year.”
- Article IV Section A lists that the Jobs and Internships committee and the Public Relations committee are two separate committees.
- Current attendance and participation in the Jobs and Internships committee is disappointing.
- It is thought that combining the two would be beneficial and increase attendance and participation into the Jobs and Internships committee.
- The workload of the Jobs and Internships committee could be easily shared amongst the combined members of the two committees. Resolved, That the two committees shall be combined into one committee, henceforth called the Jobs and Internships/Public Relations committee. This committee shall oversee all responsibilities of the former parent committees outlined in their original creation, found in Article IV Section A of the SCAMS Constitution.
- We often create an ad hoc committee for conferences
- The number of conferences attended by members is increasing
- The work required to research, plan, and enable members to attend all desired conferences is also increasing
- The committee is also responsible for any miscellaneous duties deemed necessary by SCAMS and approved by the E-Board. Resolved,
- A new standing committee specifically for conferences be created.
- This committee shall be responsible for researching conferences that the committee thinks are of interest to all members of the Organization, as well as conferences unknown to the committee but proposed by members of the Organization. This committee shall also oversee the planning of conferences that members decide to attend. This shall include transportation, accommodations, and other necessary fees and requirements to attend said conference. This committee shall also work closely with the SGA Representative to secure funding for conferences through SBAC and with the Treasurer to secure other sources of funding, be they CST, GEL, or others.
- All decisions and plans made by the conferences
committee must be approved by conference attendees before being finalized.
- Conference attendees do not have to be a part of the conference committee in order to attend a conference.
- Article IV Section A states that the role of the Public Relations committee is “to promote the activities and membership of the Society.”
- The Public Relations committee in the past has lacked in attendance and participation.
- The fulfillment of duties in the Public Relations committee is disappointing.
- Poor involvement and interactions between our chapter, the university, and community has led to little or no recognition of our organization.
- A new standing committee called Outreach be established in place of the Public Relations Committee.
- The committee will assume prior responsibilities from the Public Relations, outlined in Article IV Section A, with additional emphasis on community involvement both with the university and the general public. New duties will include establishing involvement in community/university-sponsored events and volunteer opportunities. Ultimately it is hoped that this will encourage members to actively participate in the committee as well as increase university and community awareness of our contributions as an organization.
- Amendment F10-02 created a new standing committee specifically for conferences, which is also responsible for miscellaneous duties.
- Amendment F10-02 states that this committee shall “oversee the planning of conferences” including “transportation, accommodations and other necessary fees and requirements to attend said conference.”
- Much planning of conferences have been primarily done by E-board, including securing funding and setting-up accommodations, with other planning done by the committee chair.
- There is not enough information to discuss in regards to conferences during the Fall semester.
- It is thought to be beneficial for a committee dedicated entirely to the presentation of meteorological resources, information, and research be formed.
- A new standing committee called Growth and Development be established.
- This committee will be responsible for presenting meteorological resources, information, and research that can enhance the learning experience in the meteorology program outside of class. This will help members to further develop their meteorological skills and knowledge and to grow into more informed students of the meteorological field.
- This committee will assume the responsibility of posting information about jobs, internships, and graduate schools in the meteorology lab, and discuss such information during meetings, as such information can help foster career growth and development.
- The conference committee become an ad-hoc committee. This committee will assume the same rules and responsibilities as outlined in Amendment F10-02, except for securing funding and setting-up accommodations, as these responsibilities will be handled by E-board.
- Article V Section A states that “meeting frequency, day, and time shall be determined at the first meeting of the academic year…”
- Whereas it is though that a newly elected E-board may also want to change meeting frequency, day, and time during the first meeting of the spring semester.
- The word “year be stricken and replaced with “semester”.
- This amendment shall also allow E-board to set meeting frequency for the rest of the current semester, during the meeting upon which it is passed.
- Article II Section A requires that in order to maintain active membership in the Society, “the active member can be absent from no more than two meetings per semester.”
- Article V Section A states that meeting frequency shall be set at the first meeting of the academic year.
- A change in meeting frequency may require a change to the number of allowed absences per semester.
- The number of allowed absences per semester shall be set at the first meeting of the academic semester, in consideration of the meeting frequency.
- Article IV Section B states that “committees must meet at least once a week.”
- Article V Section A states that meeting frequency shall be set at the first meeting of the academic year.
- A change in the frequency of general meetings may require a change to the frequency of committee meetings.
- The frequency of committee meetings shall correspond to the frequency of the general meetings.
WHEREAS, Article III Section D. Subsection 1. Currently states that all members of e-board shall be elected at the last meeting in November.
RESOLVED, change “last meeting in November” to “first meeting in April.” Allowing executive board terms to cover the next academic year.
RESOLVED, allow the current terms of the executive board to expire after the new board has been elected. Allowing the election of a new e-board to set precedence for an academic year term. Nominations will open immediately after the passage of this amendment and the election being held the week after the Constitution has been amended.
WHEREAS, Article III Section D. Subsection 3. Currently states that all officers will enter their elected office on January 1 following the election, and will serve a one-year term.
RESOLVED, all officers will enter their elected offices immediately after the conclusion of the spring academic semester, and will serve one academic year term.
- Article VI Section A. Subsection 1 states “The membership fee shall be ten dollars per semester or fifteen dollars per year.”
- With an increase of Society members and price of conferences on the increase, the Society must raise dues to adapt to these changes.
- To better represent the standards set forth by American Meteorological Society Chapters in the area, a student chapter should mirror their procedure on issues such as membership dues.
- The Southwest Michigan Chapter of the American Meteorological Society and National Weather Association follows to procedure whereas the society’s executive board sets the amount for the dues at the first general meeting of the calendar year.
- Due to the set-up of our Society, a similar system would have to be set where the same procedure is framed around the academic year.
- For a reasonable and accurate cost of membership, the executive board shall evaluate the Society’s membership numbers and retention rate at the first general meeting of the academic year.
- That Article VI Section A. Subsection 1 be changed to “The membership fee shall be decided and declared by the executive board by the second general meeting of the academic year.”
- That Article II Section A. Subsection 2a be changed to “Dues must be paid to the Treasurer by the date decided and declared by the Treasurer. Date of which dues must be paid shall be declared at the meeting of which due amounts are announced.”
- Article IV, Section A states that the Society consists of four (4) committees; 1. Fundraising Committee, 2. Growth and Development Committee, 3. Activities Committee, and 4. Outreach Committee.
- Article IV, Section A, Subsection 5 allows for the creation of ad hoc committees when deemed necessary by the e-board.
- The current involvement in and effectiveness of the aforementioned committees place the Society in a state of inefficiency.
- A restructuring of Article IV, Section A would improve the issues that have become apparent to the e-board and membership of the Society
- The Fundraising Committee and the Activities Committee be combined into one committee, henceforth called the Activities and Fundraising Committee.
- The Activities and Fundraising Committee shall complete the tasks of planning and leading activities for members of the Society in addition to the planning and leading of fundraising events and activities of the Society,
- Article IV, Section A, Subsection 1 will be amended to recognize the Activities and Fundraising Committee along with its associated duties.
- The Growth and Development Committee and the Outreach Committees be combined into one committee, henceforth called the Growth, Development, and Outreach Committee.
- The Growth, Development, and Outreach Committee shall complete the tasks of hosting or coordinate the hosting of professional development events for members of the Society, along with the hosting and leading of public outreach events related to the mission of the Society.
- Article IV, Section A, Subsection 1 will be amended to recognize the Growth, Development, and Outreach Committee along with its associated duties.
- Article IV, Section A, Subsection 5 be amended to read as Article IV, Section A, Subsection 3.
- Article IV, Section A, Subsections 4 and 5 be removed from the constitution.
- Amendment F18-01 take effect at the first official meeting of the Society for the Spring 2019 Semester of the academic year.
- The funding for conferences is a privilege allotted to members of the society if and when funding is available.
- Without official rule of the society, it was and is expected that members allocate personal funds towards conference expenses, regardless of expected or requested funding from external sources.
- Subsequently, in the event of insufficient funding or other unforeseen issues, the costs that were covered by the society shall be covered by the requesting member.
- The precedent that previously governed this has lapsed and a written addition will correct further issues.
- Article II, Section A, Subsection 2, Subsubsection d be added to state “For any funding requested from the society to support conference costs by a member, one half of the requested amount must be placed as a down payment by the requesting member prior to registration for said conference. In the event that full funding is received from the external source(s), then the one half down payment is returned to the requesting member. If no funding is received from the external source(s), then the society will keep the one half down payment from the member and will cover the other half of the total costs. In the event that partial funding is received from the external source(s), then a portion of the down payment equal to the percentage received from the external source(s) will be returned to the member (e.g. if 50% of the requested funding is approved, then 50% of the down payment is returned to the member). ”
- Rename Article II, Section C Voting Privileges to Membership Privileges.
- Article II, Section C be added to state “Those deemed an active member by Article II, Section A, are entitled to:”
- Restructure the current content of Article II, Section C to be Subsection 1 and revised to state “Voting rights in any official election or motioned vote of the society, except at the first meeting of the academic year.”
- Article II, Section C, Subsection 2 be added to state “Funding for society-sponsored conferences when funding has been made available to the society by external sources, such as but not limited to; The Department of Earth and Atmospheric Sciences (EAS), The College of Science and Engineering (CSE), and the Student Budget Allocation Committee (SBAC).”