MTU STUDENT ENTERTAINMENT BOARD BY-LAWS
February 2001
ARTICLE 1: DUTIES AND QUALIFICATIONS REQUIRED OF OFFICERS
Section 1: President
A. Duties
The President is responsible for:
calling and presiding over the meetings of the Board;
appointing representatives to various groups as necessary; and
make decisions in emergencies and make decisions when
- there has been a general consensus of approval from Board members
- a quorum (two thirds of appointments filled) cannot be present
and his/her decision has been approved by the advisor.
make an agenda before the meeting
B. Qualifications
The President must:
demonstrate an ability to be organized and efficient while performing
the duties of this office;
be impartial in his/her dealings with Board members;
be objective in decision making; and
have enough free time to perform the duties of this office properly
without sacrifice to grades.
Section 2: Vice President
A. Duties
The Vice President is responsible for:
carrying out the duties of the President in the President's absence;
organizing and supervising membership recruiting campaigns (creating
newspaper advertisements, distributing flyers, etc.) as necessary;
organizing and supervising membership drives when membership drops
below 20;
organizing and supervising the interview and evaluation process of
new applicants;
orient new members;
update and distribute the membership list as needed;
B. Qualifications
The Vice President must have the same qualifications as the President.
Section 3: Secretary
A. Duties
The Secretary is responsible for:
recording and preserving in good form the minutes of all meetings
of the Board;
keeping an accurate record of attendance for all Board meetings and
events;
informing members of canceled meetings;
file minutes and other Board correspondence; and
providing Board members with the minutes.
B. Qualifications
The Secretary must:
demonstrate the ability to accurately record discussion and decisions
at meetings (known as the minutes);
type the minutes in an orderly and presentable fashion; and
have enough free time to properly perform the duties of this office
without sacrifice to grades.
Section 4: Treasurer
A. Duties
The Treasurer is responsible for:
managing the receipt and disbursement of all funds of the Board;
ensuring that suitable records and financial statements are presented
to the Board as necessary;
meeting with the Advisor of the Board as necessary to establish an
annual budget for presentation to the Board, the Special Budget Groups
Meeting, and the Undergraduate Student Government; and
maintaining and updating as necessary a working budget of the Board's
finances.
B. Qualifications
The Treasurer must:
demonstrate adequate knowledge of bookkeeping;
demonstrate the ability to handle the budget properly; and
have enough free time to properly perform the duties of this office
without sacrifice to grades.
ARTICLE III: COMMITTEE CHAIRS
Section 1: General Information
A. Standing Management Positions
The following are committee chairs positions of the Student Entertainment
Board:
Hospitality
House Manager
Programming
Promotions
Alumni Relations
Web Design Special committees (for example applicant interview committee,
special events committee, etc.) may be set as necessitates.
B. Duties of Members Who Hold Management Positions
All Managers and Coordinators must:
be able to delegate various tasks to Board members;
present a verbal comprehensive progress report to the Board on demand;
take attendance at mandatory events and other mandatory activities
and inform the Secretary of unexcused absences;
read contracts and technical riders in order to be aware of any contractual
requirements that pertain to their specific areas.
Section 2: Duties of the Hospitality Coordinator
He/she shall be responsible for:
fulfilling all contractual specifications pertaining to meals, lodging,
transportation, and any other related items for each of the Board's
events
fulfilling all requirements pertaining to food, location, transportation,
and other related items for the Board's socials.
fulfill the task to have one social event per semester for the board.
Section 3: Duties of the House Manager
He/she shall be responsible for:
setting up seating when necessary;
recruiting, training, and briefing ushers;
fulfilling requirements for beginning of show and late seating, in
accordance with the event director's needs;
attending to the audience comfort
coordinating assignments with the Stage Manager when necessary.
Section 4: Duties of the Programming Committee Chair
He/she shall be responsible for:
looking through all informational material received about various
performers and events;
updating the Board's programming binders and files;
researching events, calling agents, and presenting resulting information
to the Board;
keeping an accurate record of all programmed events of the Board;
and
motivating the Board for further programming
Section 5: Duties of the Promotions Coordinator
He/she shall be responsible for:
determining and motivating the Board to fulfill all publicity requirements
for promoting all of the Board's events including design of
- posters
- newspaper
- advertisements
- table tents
- flyers
- radio advertisements, etc.)
encouraging and supporting good business relations between the Board
and the community (including
- the solicitation of sponsor ads to be printed in event programs
- the layout design and printing of materials promoting the Board
as an organization, such as the yearly calendar and freshman flier,
etc.
- other public relations activities).
Distributing all promotional materials around campus and the community.
Section 6: Duties of Alumni Relations
Write letters to Alumni
maintaining accurate records about alumni and good communications
with alumni
guiding and assisting the Promotions Coordinator when necessary; maintaining
good public relations with area and campus media persons.
Section 7: Web Design Coordinator
Maintain the MTU Student Entertainment Board Web Side.
ARTICLE III: DUTIES REQUIRED OF ADVISOR
He/she shall:
attend all meetings and events;
supervise and guide all of the Board's financial matters and activities
(for example, the whole process of programming, promoting, and presenting
events)
provide the necessary continuity between one Board's administration
and the next;
act as a liaison between the Board, agents, other programming boards,
and the University Administration.
ARTICLE IV: FISCAL POLICY
Section 1: Fiscal Year
The fiscal year shall run concurrently with the University fiscal
year.
Section 2: Sources of Funds
The following items are annual sources of revenue for the Board:
an approved allocation from the Student Activities Fee of Michigan
Technological University through the Undergraduate Student Government;
an approved cost sharing amount from the Committee for Campus Enrichment
occasional sponsorship from local businesses;
occasional grants from regional funding agencies; and
the sale of tickets.
Section 3: Budgeting
All budgets and financial statements required shall be prepared by
the Treasurer in conjunction with the President and the Advisor.
After approval by the USG, a preliminary budget for allocation for
the next school year shall be submitted to Undergraduate Student Government
for review during spring semester, in accordance with the Undergraduate
Student Government Calendar.
A final budget will be prepared at the beginning of the school year,
no later than the third week of fall semester, and updated every month
thereafter
Section 4: Liability of Members
No member of the Board shall be held personally liable for any financial
losses incurred by the Board during the good faith performance of
his/her appointed duties on behalf of the Student Entertainment Board,
except in the case of selling tickets when the member has been proven
to be the cause of the loss.
ARTICLE V: GOVERNMENT
Robert's Rules of Order Newly Revised shall govern all meetings
of the Board, except when in conflict with the constitution or its
by-laws.
ARTICLE VI: AMENDMENTS AND RATIFICATION
Section 1: Voting
Amendments to these by-laws may be proposed in writing by any member
at any regular Board meeting. Unless any member opposes, the amendment(s)
shall be discussed, and voting shall take place at the same meeting.
If any member opposes this process, the amendment(s) will be tabled,
and further discussion and voting shall transpire at the next regularly
scheduled meeting. A two thirds (2/3) vote of the entire Board is
needed to pass each amendment.
Section 2: Ratification
Amendments passed by the Board shall become effective upon ratification
by the Dean of Students.
