Association of Environmental and Engineering Geologists

Constitution 

PREAMBLE

We, the members of the student chapter of the Association of Environmental and Engineering Geologists at The University of Houston, Department of Earth and Atmospheric Sciences, in order to stimulate personal interest in the aforesaid subject by providing an organization to foster their interests, do hereby ordain and establish this constitution.

ARTICLE I – NAME

Section 1 – The name of this organization shall be the “Association of Environmental and Engineering Geologists Student Chapter at the University of Houston” (AEG-UH).

ARTICLE II – PURPOSE

Section 1 – It shall be the primary purposes of AEG-UH:

  1. To provide for the discussion of subjects and problems coming within the field of interest of the environmental and engineering  geology professions.
  2. To establish and maintain high ethical and professional standards.
  3. To promote public safety, welfare and sustainability of the earth as a system.
  4. To promote public understanding and acceptance of the responsibility of environmental and engineering geologists, and otherwise promote the welfare of the profession.
  5. To provide an opportunity for students in environmental and engineering geology to meet with individuals in their profession.

ARTICLE III – MEMBERSHIP

Section 1 - Membership shall be open to all students, faculty, and staff regardless of race, color, religion, national origin, sex, age, disability, veteran status, gender identity, or sexual orientation.

Section 2 - Requirements for Regular Members

  1. All members must join the National Association for Environmental and Engineering Geologists;
  2. Regular membership shall consist of those students of the University of Houston who have agreed to uphold this Constitution and to participate fully in the activities of AEG-UH;
  3. Regular members shall have the right to vote.

Section 3 – Special membership shall consist of those persons who have not fulfilled the requirements of Article III, Section 1 or 2.  

  1. Special members shall not have the right to vote, except where otherwise specified in this Constitution.
  2. Special members shall consist of Associate members and Honorary Members
  1. Associate Members shall be defined as staff, alumni, and faculty at the University of Houston, Department of Earth and Atmospheric Sciences.
  2. Honorary Members shall be defined as anyone who has attained marked distinction in the field of Geological Engineering as voted on by three quarters vote by secret ballot of all Regular members present.

ARTICLE IV – OFFICERS

Section 1 – The officers of AEG-UH shall consist of:

  1. A President, Vice President, Director of Internal Affairs, Director of Communications, and the Director of Development and any other position needed and shall be collectively referred to as the Executive Board;
  2. A Secretary, Chief Financial Officer, Webmaster, Meeting Coordinator, Graduate Representative, Marketing Coordinator, Liaison Officers, Socials Coordinator, Professional Coordinator, Outreach Officer or any other positions as deemed necessary and shall be collectively referred to as Executive Managers.
  3. A Director of Alumni Relations shall be an Associate Member and will have the right to vote;
  4. Executive Board members shall be the leaders of a Team, which shall be comprised of the Executive Managers as outlined in the following Sections.

Section 2 – The responsibilities of the President shall be as follows:

  1. To preside at meetings of AEG-UH;
  2. To serve as the representative of AEG-UH to University Administration, and the Student Government Association;
  3. To execute the orders of AEG-UH, subject to the approval of the membership;
  4. To appoint chairpersons and members of all committees, subject to the approval of the membership;
  5. To delegate Presidential responsibilities when deemed appropriate, subject to the approval of the membership;
  6. To have signature authority on all checks issued by AEG-UH;
  7. To inform succeeding officers of their responsibilities to AEG-UH, University Administration, the Student Government Association, and other organizations;
  8. To advise all officers when needed;
  9. To complete any job or duty which has not been completed by the Executive Board;
  10. To assist The Internal Affairs Team with the creation of meeting agendas;
  11. To write a weekly “Presidential Newsletter” with updates from officers;
  12. To perform other such duties as the membership or Constitution may specify.

Section 3 – The responsibilities of the Vice-President shall be as follows:

  1. To assist the President in his/her duties;
  2. To preside at meetings of AEG-UH in the absence of the President;
  3. To establish, administer, and enforce an attendance policy, subject to the approval of the membership;
  4. To assume the office of President in his/her absence, vacancy, resignation, dismissal, or removal;
  5. To have signature authority on all checks issued by AEG-UH;
  6. To finalize monthly and yearly summary reports containing AEG-UH activities and events, including preparing and editing articles;
  7. To advise officers and chairpersons using historical precedents and any other knowledge applicable to the situation;
  8. To serve as liaison between the President and the Director of Internal Affairs, Director of Communications, and the Director of Development;
  9. To initiate officer or member meetings as necessary;
  10. To assist The Internal Affairs Team with the creation of meeting agendas;
  11. To perform other such duties as the membership or Constitution may specify.

Section 4 – The responsibilities of the Director of Internal Affairs shall be as follows:

  1. To coordinate with the Secretary, Meeting Coordinator, and Chief Financial Officer and shall be collectively referred to as The Internal Affairs Team;
  2. To create a meeting agenda, at least one week prior to the meeting, with the Internal Affairs Team to be finalized by the President or Vice-President;
  3. To coordinate with The Internal Affairs Team to host at least one fundraising event by the end of the second full month of each semester, and one fundraising event before the last full month of each semester and shall not interfere with the week before and during finals;
  4. To initiate officer or member meetings as necessary;
  5. To complete any job not finished by any member of The Internal Affairs Team;
  6. To notify the Executive Board of any Executive Manager who is neglecting their responsibilities;
  7. To perform other such duties as the membership or Constitution may specify.

Section 5 – The responsibilities of the Secretary shall be as follows:

  1. To supply a copy of the meeting agenda to every member present for each meeting;
  2. To record the meeting minutes of all AEG-UH meetings and provide the Webmaster with a copy to be put on the website, and provide a copy for the Vice-President for the monthly and annual reports;
  3. To handle all correspondence of AEG-UH not under the purview of the Webmaster;
  4. To pick up all mail received at the Center for Student Involvement at least once a week, in addition to any other location at which mail for AEG-UH may be delivered;
  5. To maintain an accurate list of the membership of AEG-UH;
  6. To update and maintain all files pertaining to the membership of AEG-UH;
  7. To perform other such duties as the membership or Constitution may specify.

Section 6 – The responsibilities of the Chief Financial Officer shall be as follows:

  1. To keep accurate records of the financial status and transactions of AEG-UH;
  2. To receive and disburse all monies of AEG-UH;
  3. To have signature authority on all checks issued by AEG-UH;
  4. To hold personal responsibility for all organization funds in his/her possession;
  5. To represent AEG-UH when requesting funds from the Activities Funding Board;
  6. To provide a monthly budget to all officers and the Faculty Advisor for approval;
  7. In order to withdraw/spend monies from the AEG-UH bank account, at least two members of the Executive Board and the Faculty Advisor must be notified via email and approve each expenditure,
  8. To perform other such duties as the membership or Constitution may specify.

Section 7 – The responsibilities of the Meeting Coordinator shall be as follows:

  1. To coordinate the logistics of meetings and special events, as decided by the membership, including, but not limited to, reserving a room and bringing the provided food and/or drinks;
  2. To ensure all appropriate, required or necessary materials requested by the Executive Board, Executive Managers, or the membership are supplied for meetings;
  3. To compile a list and a brief description of all meetings held each month for the Vice-President by the end of each month for the monthly and annual reports;
  4. To perform other such duties as the membership or Constitution may specify.

Section 8 – The responsibilities of the Director of Communications shall be as follows:

  1. To coordinate with the Marketing Coordinator, Webmaster, Graduate Representatives, Liaison Officers, and Socials Coordinator and shall be collectively referred to as The Communications Team;
  2. To inform the membership of updates to the calendar of events;
  3. To approve new campaign and marketing ideas or strategies provided by The Communications Team;
  4. To initiate officer or member meetings as necessary;
  5. To ensure members of The Communications Team are performing their duties and responsibilities;
  6. To notify the Executive Board of any Executive Manager who is neglecting their responsibilities;
  7. To complete any job not finished by any member of The Communications Team;
  8. To perform other such duties as the membership or Constitution may specify.

Section 9 – The responsibilities of the Webmaster shall be as follows:

  1. To maintain the website and all associated materials;
  2. To keep an up-to-date email list and send electronic correspondence to all members;
  3. To inform the membership of all events via email, the website, or the AEG-UH Facebook page by the Sunday before the event, if possible;
  4. To coordinate and inform the Director of Communications about activities or events with other clubs through liaison officers;
  5. To assist the Vice-President in the publication and electronic distribution of monthly and annual reports;
  6. To perform other such duties as the membership or Constitution may specify.

Section 10 – The responsibilities of the Graduate Representative shall be as follows:

  1. To coordinate the activities of AEG-UH with the interests of graduate students;
  2. To provide insight to Undergraduates about the Graduate programs and research;
  3. To promote graduate student representation within AEG-UH;
  4. To provide advice to Undergraduates concerning the continuation of their education;
  5. To perform other such duties as the membership or Constitution may specify.

Section 11 – The responsibilities of the Marketing Coordinator shall be as follows:

  1. To advertise events and meetings around campus via flyers, posters and other informational tools or materials;
  2. To coordinate with the Webmaster on Social Media activities;
  3. To help maintain the AEG-UH Facebook page, Twitter feed or any other social media accounts;
  4. To contact the Graduate Academic Advisor and the Executive Director of Communications from the College of Natural Science and Mathematics and the Department of Atmospheric Sciences, or any other pertinent individuals, to inform students and faculty of upcoming AEG-UH events;
  5. To seek out new members;
  6. To perform other such duties as the membership or Constitution may specify.

Section 12 – The responsibilities of the Socials Coordinator shall be as follows:

  1. To organize two meet-and-greet events to be held within the first month of each semester;
  2. To inform members via Facebook about social events for AEG-UH or events coordinated by other Registered Student Organizations at least once per week;
  3. To coordinate with various organizations which focus on geology or environmental science for joint social events such as tailgating, informal dinners etc.;
  4. To coordinate with the Department of Earth and Atmospheric Sciences  and organizations, including the GeoSociety, the AAPG Wildcatters, the SEG Wavelets, and the American Meteorological Society, for the Annual Christmas Party;
  5. To post to Facebook and notify the Webmaster of any events by Sunday every week;
  6. To perform other such duties as the membership or Constitution may specify.

Section 13 – The responsibilities of the Liaison Officers shall be as follows:

  1. To inform the Webmaster and/or The Director of Communications of when events, socials, and workshops, etc. are held by other organizations by the Sunday before the event;
  2. To represent AEG-UH at various Registered Student Organizations events or meetings;
  3. To represent the organization for which you are a Liaison Officer for at any AEG-UH event or meeting in order to promote a larger networking system;
  4. To perform other such duties as the membership or Constitution may specify.

Section 14 – The responsibilities of the Director of Development shall be as follows:

  1. To coordinate with the Outreach Officer, Professional Coordinator, and the Director of Alumni and shall be collectively referred to as The Development Team;
  2. To provide assistance with coordinating events when needed;
  3. To identify new career development opportunities;
  4. To initiate officer or member meetings as necessary;
  5. To ensure that members of The Development Team are performing their duties and responsibilities;
  6. To notify the Executive Board of any Executive Manager who is neglecting their responsibilities;
  7. To complete any job not finished by any member of The Development Team;
  8. To perform other such duties as the membership or Constitution may specify.

Section 15 – The responsibilities of the Outreach Officer shall be as follows:

  1. To coordinate at least one community outreach event per semester;
  2. To coordinate with University Officials who are involved in Community Outreach programs;
  3. To expand the general public knowledge about AEG-UH and various different majors offered at the University of Houston;
  4. To perform other such duties as the membership or Constitution may specify.

Section 16 – The responsibilities of the Professional Coordinator shall be as follows:

  1. To notify the Director of Communications by Sunday of each week, if possible, of events related to professional development, including, but not limited to, events such as career fairs, resume workshops, and mock interview sessions, at least once per week by Sunday;
  2. To advise and arrange events that further member’s networking potential;
  3. To coordinate transportation for events which are off campus;
  4. To perform other such duties as the membership or Constitution may specify.

Section 17 – The responsibilities of the Director of Alumni Relations shall be as follows:

  1. To share with AEG-UH prospective jobs or internships;
  2. To build networking opportunities for future alumni;
  3. To actively be involved with professional organizations;
  4. To coordinate with the Director of Development or Vice-President on current activities;
  5. To perform other such duties as the membership or Constitution may specify.

ARTICLE V – ELECTIONS

Section 1 – Candidates for any office of AEG-UH must be Regular Members, thus being students of the University of Houston.

Section 2 – The Director of Alumni shall be either appointed by the Faculty Advisor or through an authorized special vote to be conducted among Alumni Members and confirmed by the current Executive Board.

Section 3 – Candidates for any office of AEG-UH shall be nominated by the voting membership or shall nominate themselves.

Section 4 – Election of officers shall take place at a meeting of AEG-UH called for that purpose to occur within the last thirty days of the Spring or within the first fourteen days of the Fall semester, with term of office lasting one year.

Section 5 – Election of officers shall be by a majority vote.

Section 6 – In case of a tie, the Faculty Advisor shall cast the deciding vote.

Section 7 – Faculty Advisor

  1. The Faculty Advisor shall have final approval over who is President of AEG-UH.
  2. If there is only one candidate applying for an office, that candidate shall take office by default with consent from the Faculty Advisor.

Section 8 – Officers may be re-elected without limitation.

Section 9 – Special Elections

  1. In the event of the vacancy, resignation, dismissal, or removal of any officer other than the President, a special election shall be called at the next member meeting, and shall be conducted via secret ballot with no proxy votes allowed.
  2. In the event of the vacancy, resignation, dismissal, or removal of the President, the Vice-President shall assume his/her duties as President, and a special election shall be called to fill the vacancy of the Office of the Vice-President.

ARTICLE VI – REMOVAL FROM OFFICE

Section 1 – Any officer may be removed for gross neglect and/or any just cause by a three-fourths vote of the membership present.

Section 2 – In case of a tie, the Faculty/Staff Advisor shall cast the deciding vote.

Section 3 – A vacancy of any office shall be filled by a special election at a time determined by the President or Faculty Advisor, with said time being subject to the approval of the membership.

Section 4 – Prior to any removal, all efforts shall be made to ensure all members are notified in a timely manner of the Vote of Removal.

Section 5 – All votes shall be cast by closed ballot, no proxy votes may be cast.

ARTICLE VII – MEETINGS

Section 1 – Number of Meetings

  1. Meetings of AEG-UH shall be no less than once a month during the Fall and Spring semesters, the general day and hour to be set by the voting membership at the first meeting of the each semester.
  2. There shall be at least four (4) meetings per school year as mandated by the National Association of Environmental and Engineering Geologists Bylaws (Article 8 section 2 – Student Chapters, subsection 3 - Operation)
  3. There shall be at least one (1) officer meeting held during or before the third week of each month.

Section 2 – Special meetings shall be called at the discretion of the President upon the request of any five voting members of AEG-UH.

Section 3 – The President, Vice-President or Faculty Advisor shall have the authority to modify the meeting calendar as benefits majority of the schedules of voting members of AEG-UH.

ARTICLE VIII – RULES OF PROCEDURE

Section 1 – AEG-UH shall use Robert’s Rules of Order, current edition, as its authority on parliamentary procedure.

Section 2 – Quorum

  1. One more than half of present voting membership shall constitute a quorum.
  2. No business shall be conducted without the presence of a quorum.

Section 3 – Business shall be decided by majority vote.

Section 4 – All references to voting or approval of the membership of AEG-UH refers to voting membership except where specified.

ARTICLE IX – AMENDMENTS

Section 1 – One or more voting members of AEG-UH may author an amendment to this Constitution.

Section 2 – The amendment shall be submitted in writing to the Executive Board for review and recommendation concerning legality, punctuation, placement, and word order.

Section 3 – The Executive Board shall present the amendment at the next meeting of AEG-UH. A copy of the amendment shall be given to each voting member. This shall constitute a first reading.

Section 4 – At the next meeting following the acceptance of an amendment, updated copies of this Constitution shall be given to each voting member.

Non-discrimination clause:

We do not discriminate on the basis of race, ethnicity, religion, color, national origin, age, sex, familial status, sexual orientation, disability, veteran status, or gender identity. If any person is found discriminating against anyone, they shall be reprimanded and must meet with the Faculty Advisor.

Anti-hazing clause:

AEG-UH will not initiate, participate in, or be witness to any act that inflicts or intends to inflict physical or mental harm or discomfort or which may demean, disgrace, or degrade any person, regardless of location, intent, or consent of participant(s). If any person is found hazing another person, they shall be immediately expelled from the organization.

REVISED EFFECTIVE DATE: October 1st 2015

ORIGINAL EFFECTIVE DATE: August 2015