Constitution

Preamble

We, of the Duke University community, desire to secure the benefits of outdoor recreation. We want to provide a forum for and to promote outdoor activities within the Duke community. We endeavor to increase our knowledge of outdoor activities and to teach others who show interest, the skills necessary to participate. We desire to promote the appreciation of the wilderness and a conservationist mindset. We wish to aid in the protection of all wilderness areas and to demostrate by our actions, the proper use of such areas. For these reasons, we do hereby establish ourselves as the Duke Outing Club and establish this constitution as our governing law.

Article I. Organization:

Section 1: As a club sport under the direction of the Club Sports Office, the Duke Outing Club will conduct itself in accordance with the rules set forth by the Club Sport Council.

Section 2: Officers of the club shall be President, Vice President, Secretary, Treasurer, Activities Chairmen, Webmaster, Quartermaster and Administrative Liaison - these officers forming the Executive Council of the Outing Club. THey shall be elected in November for a term from December of that year to December of the following year.

Section 3: The overall organization shall meet at least monthly during the Fall and Spring semesters.

a. The first meeting of the Fall semester shall introduce new and prospective members of the Duke University community to the club and its activities.

b. The meeting in the month of November shall include the election of officers.

c. The meeting in the month of March shall include an outline of the club's agenda for the following year.

d. The program for all other meetings during the academic year should deal with topics of specific interest to Outing Club members. These topics should fulfill the goals expressed in the preamble.

e. All meetings and the program to be presented shall be publicized prior to the meeting.

Article II: Membership

Section 1: To be eligible for membership in the club one must be associated with Duke University either as a student, a faculty member or staff member.

Section 2: Persons wishing to be members of the club shall notify a club officer.

Section 3: A person shall become a member in the club for that academic year (Sept. 1 - Aug. 31 ) or for a single semester (either Sept. 1 - Dec. 31 or Jan. 1 - Aug. 31), upon payment of dues and agreement to abide by the constitution.

Section 4: A person may be removed from membership for the academic year by a majority vote of the Executive Council. Any member subject to expulsion may demand and will be granted a personal hearing before the Executive Council prior to expulsion.

a. Grounds for the removal of a person from membership shall be:

1) Failure to abide by the constitution or club rules;
2) Extreme negligence while participating in an Outing Club activity;
3) Negligence concerning or abuse of Outing Club property;
4) Disaffiliation from the University community.

b. When removed from membership in the organization a person forfeits the annual dues and is not eligible to obtain equipment from the club or to participate in its activities in any way.

c. A person who has been expelled from membership may be reinstated by a majority vote of the entire club membership.

Article III: Officers

Section 1: Qualifications

a. The President and Vice President shall be elected from the undergraduate membership of the club. All other officers shall be elected from the membership.

b. The President and Vice President must be familiar with all activities of the club.

c. All other officers should be familiar with their administrative duties and worthy of the trust to be placed in them.

Section 2: Elections

a. Nominations for officers will be made prior to the November general meeting. Three weeks before the November meeting a list of the club officers shall be posted on the Outing Club bulletin board and distributed to the email list. Nominations shall be made by writing the candidate's named under the appropriate office or by emailing a designated officer. A person may be nominated for more than one office.

b. The Executive Council shall, at its meeting one week prior to the annual elections, decide whether those nominated for election are qualified for the offices to which they were nominated.

c. Rejection of a nomination by the Executive Council is subject to review by the general membership. A nominee can be reinstated by a majority of the members present at the annual election.

d. Officers shall be elected by a majority of the members present at the general meeting. If three or more candidates seek the same office and none obtains a   majority, then there shall be another vote. The two candidates who received the greatest number of votes in the previous round remain eligible for election in the    second vote. The candidate obtaining a majority in the second vote is elected.

e. Once elected, the new slate of officers shall take office as of Dec. 1.

f. Only the members who have paid their dues are eligible to vote, and proper precautions shall be taken to insure that this requirement is met.

Section 3: Officers serve for one year, the year beginning on Dec. 1. Any officer may be re-elected for any number of terms.

Section 4: Vacancies due to resignations or removals among the officers shall be filled by appointment by the Executive Council, with the exception of the President. This office if vacant, shall be succeeded to by the Vice President.   The Executive Council shall then appoint another Vice President for the duration of the year.

Section 5: Removal from office;

a. An officer can be removed from office by a two-thirds majority of members present at a general meeting.  It is mandatory that announcement of the   impending vote for an officer's removal be posted at least one week prior to the meeting.

b. An officer can be removed from office by a unanimous vote of the other officers.

Section 6: A special election may be called for by unanimous vote of the Executive Council. Such a special election shall occur only in situations obvious and compelling in nature. The Executive Council shall determine procedures for such special elections.

Article IV: Duties of the Officers:

Section 1: The President shall:

a. Preside at all general meetings of the club and over meetings of the Executive Council.

b. Sign all official documents.

c. Be sole spokesman for the organization; no other person shall obligate or represent the club unless authorized to do so by the president.

d. Be responsible for maintaining the highest possible safety standards in all activities of the club.

e. At all times strive to guide the Outing Club according to the dictates of the Preamble and Constitution by ensuring the organization of appropriate meetings and activities.

Section 2: The Vice President shall:

a. Act as aide to the President and assist the President by performing such duties as the President may delegate to the Vice President.

b. Be responsible for planning and organizing the program presented at each general meeting.

c. Conduct the duties of the absent President.

d. Be responsible for club publicity through flyers, postings, logo merchandise and other means.

e. Nominate, with the Executive's Council's assistance and approval, a committee and chairman to oversee the planning and execution of extended trips, such as winter or spring break trips or Dream trips.

Section 3: The Secretary shall:

a. Keep the minutes of all meetings of the organization.

b. Conduct all correspondence for the club and keep duplicates of correspondence on file.

c. Have a copy of the Constitution available at all meetings.

d. Make approved changes and additions to the Constitution.

e. Have a complete list of the membership available at all meetings.

f. Record the annual inventory and retain a printed copy of it to be kept in the club files.

g. Conduct the duties of the absent Vice President.

Section 4: The Treasurer shall:

a. Be responsible for club funds.

b. Be in charge of disbursements for operating expenses after obtaining prior written approval of the President for each expense to be paid.  Allocations for equipment and all other major expenses must be approved by the Executive Council.

c. Make and keep systematic records of all receipts and disbursements of the club.

d. Issue financial statements to keep the membership informed and be able to state the amount of funds on hand and bills yet to be paid at each club meeting.

e. Conduct the duties of the absent Secretary.

Section 5: Activities Chairmen shall:

a. Oversee the organization of their activities and ensure that at least one trip in their activity category is taken each semester.

b. Take proper precautions for the safety of all members participating in the activities of which they are chairmen.

c. Be responsible for the proper instruction of novices in their activities, and give written certification to those qualified to check out restricted access equipment.

d. Be responsible for seeing that all equipment used in their activities is in good condition and that all equipment in unacceptable condition is plainly marked as needing repair or retirement when returned to the care of the Quartermaster.

e. Chairmen will not be financially liable for equipment lost or damaged during scheduled activities directed by the chairmen.  The exception to this directive is equipment personally lost or damaged by a chairman, or as a result of a chairman's specific negligent direction.

f. Determine and nominate to the Executive Council those members who are qualified to be trip leaders in the specific Chairman's field.

g. Organize clinics for instruction in skills relevant to their activity areas. These may be part of monthly meetings or separate events.

h. Assist in the planning of all extended trips, regardless of activity, such as spring or winter break trips and Dream Trips.

Section 6: The Quartermaster shall:

a. Be in charge of all equipment owned by the club, and shall oversee its care and use.

b. Be the sole person, excepting the President, able to gain access to equipment storage facilities. No other person in the club is to be permitted access either by key or permission, to these areas unless accompanied by the Quartermaster or President.

c. Direct the annual equipment inventory to be held in Sept. and Jan. of each year. These inventories are to be carried out with the assistance of the Secretary and the Activities Chairmen.

d. Draw up and post the procedures for checking out and returning equipment.

e. Keep accurate records of equipment usage according to the Equipment Policy prescribed by the Executive Council.

f. If absent, relinquish his duties to the President, until the Quartermaster returns.

g. Retire and secure away from active service immediately any equipment where there is reasonable doubt, in the sole opinion of the Quartermaster, concerning its safety or fitness for use.

Article V: The Executive Council shall:

Section 1: Meet weekly and prior to each meeting specified in Article I, Section 3 for the entire membership. The purpose of such meetings shall be to conduct club business and plan programs and activities.

Section 2: Be responsible for the expenditure of all club funds. No expenditures, except miscellaneous small operating expenses, may be made without the approval of the majority of the Executive Council.

Section 3: Appoint a Chairman for any activity which develops sufficiently over the course of a year to warrant the formation of another office.

Section 4: Formulate the Equipment Policy and Rules and Regulations for outings.

Section 5: Set the rates to be charged for membership dues. The rates are subject to approval by a majority of the club membership during the final meeting of the year or a special election.

Section 6: Approve by majority vote all Trip Leaders nominated by an Activities Chairman.

Article VI: Equipment

Section 1: The Outing Club shall maintain a gear locker with equipment and resources pertaining to those outdoor activities in which there is sustained member interest and participation. This equipment shall be lent, free of charge, to dues paying members on a trip by trip basis. Gear shall be lent in a first-come first-serve manner. Gear not returned in clean working order is subject to a fine as determined by the Quartermaster. Fines may be appealed to the Executive Council.

Section 2: An annual inventory of the locker shall be taken under the direction of the Quartermaster. The purchase of new gear for the locker requires the consent of the Quartermaster, the Activities Director(s) of the appropriate activity(s), the Treasurer and the President.

Section 3: A Trip Leader's liability for equipment is the same as that for Activities Chairman described in Article IV, Section 5c.

Section 4: All other members of the Outing Club are financially liable (under the directives of the Equipment Policy) for equipment checked out in their names.

Section 5: The Duke Outing Club may, with approval of the Quartermaster and by vote of a majority of the Executive Council, rent equipment to other Duke organizations who post in advance a security deposit and pay a rental fee. The rental fee amount may be set by the Executive Council, or waived entirely for worthy charitable organizations, but in no case will the security deposit be waived, or set less than the then current replacement value of the equipment rented.

Section 6: Trip leaders may rent supplemental gear from another organization for a trip. The method of payment, either through individual trip fees, subsidy or some combination, must be approved by the Treasurer, Quartermaster and a majority of the Executive Council.

Article VII: Activity Trips

Section 1: The Executive Council shall ensure a minimum of 3 trips per semester, including at least one in each category for which there is an Activity Chairman.

Section 2: The particular nature of the trips shall be determined by the trip leaders, with the interests of the club membership in mind.

Section 3: All trips are open to the entire dues paying membership of the club unless the majority of the Executive Council rules to restrict access on the basis of skill level or, in the case of extended trips, prior level of participation. If trip size must be limited, participation shall be determined on a first come, first serve basis or based upon prior level of interest and participation in the club.

Section 4: Any member of the club who has paid dues may propose a trip along with a trip leader, subject to the approval of the Activity Chairman overseeing the particular activity category and of the Executive Council

Section 5: All trips shall be conducted with the highest regard for the safety of all of the members and in accordance with trip protocol which shall include, but not be limited to:

a. Trip leader must provide trip and destination plans, in accordance with Club Sport Office protocol

b. Trip leaders must ensure that all participants have proper equipment and are in appropriate condition before departure. The trip leader has ultimate discretion as to whether a participant may go on a trip.

c. If seen as necessary, the trip leader shall hold a shakedown meeting at a specified time prior to the trip which may be compulsory for trip attendance.

d. A first aid kit shall accompany all crews, and on all trips there should be someone trained in first-aid, typically of Wilderness First Aid certification or higher.

Article VIII: Quorum

Section 1: A quorum of the overall organization shall be that portion of the membership which attends a general meeting when a notice of said meeting has been posted for a minimum of one week.

Article IX: Amendments

Section 1: Proposed amendments to this constitution shall be submitted to the club in an oral reading by the Secretary of the amendment's exact wording, during a general monthly meeting of the club, at least one month prior to the club meeting at which a vote on the amendment will be taken, and shall become effective upon an affirmative vote totaling not less than that of two-thirds of the total number of club members who have paid dues in that year.

Section 2: Any member of the club may propose an amendment to the constitution.

Article X: Ratification of the Constitution

Section 1: Ratification of this constitution shall be by two-thirds majority of the members eligible to vote.

Section 2: The requirement above for ratification is in accord with Section 1 of Article VII of the present constitution.

Section 3: Upon ratification, this constitution shall be the official Constitution of the Duke Outing Club.

Article XI: Membership Review

Section 1: All actions of the Executive Council are subject to review by the membership.

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