Constitution

ARTICLE I

Section 1.   NAME

The name of this organization is the Indiana Memorial Union, whose principal office is in the Indiana Memorial Union Building in Bloomington, Indiana.

Section 2.   PURPOSES

1. The purposes of the Indiana Memorial Union are:  To promote the interest of Indiana University and its students; to bring about a greater spirit of unity and cooperation among all students; to encourage in students the development of leadership skills through active participation in the Union and its management; to provide Indiana University and the community of Bloomington with the best possible Union facilities and programs and to retain its position as a respected contributor to the establishment and maintenance of a higher educational, recreational, social and cultural standard for the University community.
2. In order that the Indiana Memorial Union shall continue to realize its purposes and to the end that it shall keep pace with its growing opportunities, we, the students of Indiana University, establish this constitution.

ARTICLE II

Section 1.   ACTIVE MEMBERS

• Every student officially enrolled, whether full-time, or part-time, on the Bloomington Campus of Indiana University, is an active member of the Indiana Memorial Union.

Section 2.   LIFE MEMBERS

• All members who have served honorably as members of the Board of Directors (hereinafter referred to as Board), for at least one semester are life members of the Board.

Section 3.   HONORARY LIFE MEMBERS

• The Board may, by unanimous vote, by secret ballot, confer an honorary membership of the Indiana Memorial Union to any person who has rendered distinguished service to the Indiana Memorial Union or to Indiana University.

ARTICLE III

Section 1.   GOVERNMENT

• The government of the Indiana Memorial Union shall be vested in a Board of Directors.

Section 2.   MEMBERSHIP AND MEETING

1. Voting
   1. President
   2. Vice President Programming
   3. Vice President Membership
   4. Thirteen (13) additional student directors
   5. The Director of the Indiana Memorial Union
   6. One representative from the University administration selected by the Board
   7. One representative from the University faculty selected by the Board, and
   8. One Alumni Director selected by the Board from a list of three presented by the Alumni Council
2. Non Voting
   1. The IMU Assistant Director for Activities and Events
   2. The Program Coordinator of the Union Board
   3. A community representative selected by the Bloomington City Council
   4. The President of the University
   5. A member of the Board of Trustees
   6. The Chancellor of the Bloomington Campus
   7. The President of the Indiana University Student Association (IUSA)

Non-voting members #3, #4 and #7 are not precluded from obtaining voting status through the procedure specified in Article V.  Non-voting directors shall have full power to join in deliberation of the Board.

• Meetings
  1. The Board shall hold regular meetings.
  2. Two-thirds (2/3) of the voting directors shall constitute a quorum.
  3. All meetings of the Board shall be open.

Section 3.   TERM

• The full term of each director shall continue until the Union Board installation in January.

Section 4.   POWERS AND DUTIES

1. The legal title to all funds and property of the Indiana Memorial Union shall be vested in and subject to the control of the Trustees of Indiana University.  The IMU Board shall have the power to make appropriations from funds entrusted to said Board by the Trustees of Indiana University and to expend such appropriated funds, subject always to such limitations, restrictions and conditions as may be imposed upon the Indiana Memorial Union by the Trustees of Indiana University.  The Board may recommend to the Director of the Indiana Memorial Union, budget changes and/or additions concerning the budget of the Indiana Memorial Union.  The Board is hereby empowered to direct the policies and activities of the Indiana Memorial Union and shall maintain all records thereof.  The Board shall publish both its proposed budget and the year-end fiscal report in the official campus newspaper.  They shall be clear and informative.
2. The proposed budget and the year-end fiscal report shall appear within two weeks before adoption by the Board and again in the first month of the first semester of the school year.  The Board, in conjunction with the IMU Executive Committee, is hereby empowered to promulgate and administer such bylaws and house rules as may be needed to govern the activities and conduct of members, guests, visitors and organizations in, or about, the premises of the Indiana Memorial Union.

ARTICLE IV

Section 1.   THE DIRECTOR

• The Director of the Indiana Memorial Union subject to his/her employment by the Trustees of Indiana University and his/her responsibility to said Trustees, shall have charge of the business policy and the financial management of the Indiana Memorial Union.  The Director, through the Executive Committee and in conjunction with the Board, shall be responsible for an adequate program of activities for the Indiana Memorial Union.  The Director shall administer the house rules and bylaws as established under the provision of Article III, Section 4.  The Director shall annually submit to the Board financial reports of the Indiana Memorial Union.  The Director shall submit to the Board any financial record at the Board's request.

Section 2.   ELECTION PROCEDURES

1. The Election
2. The Board shall conduct a general Indiana Memorial Union Board Election within the last four weeks of class of the first semester.  In the election the members of the Indiana Memorial Union shall elect from a ballot eight student directors at large.  The candidates who receive the highest number of votes shall be declared elected except in the case of a tie for the eighth position (where there would be more than eight highest vote recipients).  In the case where there is a tie for the eighth highest vote total, all of those candidates tying for the eighth position will compete for the remaining available at-large directorships in a runoff election.  The runoff election will occur prior to the selection process and the losing candidates will remain eligible for the selection process.
3. Election Publicity
   1. The purpose of the sub-section shall be to assure that the elections will be fair and open both as to campaigning and full participation by the members of the Indiana Memorial Union.  In furtherance of this purpose the following procedures shall not be exclusive and the Board may provide for additional procedures that they deem necessary.
   2. Prior to the election the Board shall publicize the election.  They shall publish platforms provided by the candidates in the official campus newspaper and have them available at the polls.  They shall sponsor a public forum with the candidates.
4. Lack of Nominees
   1. If less than nine candidates apply for election, the election will still be held.  All of the candidates appearing on the ballot (all non write-in candidates) shall be declared elected.  The Selections Committee shall then proceed to select the remaining eight at large student directors.  After the Board takes office they shall fill any remaining positions through the interim process.

Section 3.   ELECTION/SELECTION PROCESS

1. The Election/Selection Director(s) shall assist in organizing the annual Union Board Elections and Selections.
2. The Chairman of the Election/Selection Director(s) shall call a meeting of the Selection Committee within two weeks after elections to select eight students meeting the qualifications of Section 1 in Article II.  The committee must have a quorum of two-thirds (2/3) of its members present before selections may be made.
3. The Board shall formally confirm the following members of the Election/Selection Committee within two weeks prior to the appointed election date:
   1. Director of Union - who will serve as chairperson with no vote
   2. Highest non-returning officer of the Board
   3. President of Residence Hall Association
   4. President of Indiana University Student Association
   5. Non-returning Union Board Director chosen by the Board
   6. Representative of the Interfraternity Council or Panhellenic Association to be decided amongst themselves
   7. One representative from the Graduate and Professional Students Organization
   8. One representative each from two additional student organizations, both representatives are to be appointed by the Dean of Students

Section 4.   REMOVAL OF DIRECTORS

• Any voting director may be removed from office in an open meeting by a three-fourths (3/4) vote of the entire voting body.  (See Article III, Section 2, A.).  Review of the removal decision shall be with the Election/Selection Committee.

Section 5.   FILLING VACANCIES

1. Student Directors
• In the event of any vacancy of a student director, the Board shall determine by a majority vote whether the vacancy shall be filled.  Vacancies shall be filled by nomination of a screening committee of the Board, subject to a majority vote of approval by the Board.
2. Non-Student Directors
• Vacancy in the office of any other director shall be filled in accordance with the standard procedure of appointment as set out in Article IV, Section 6 (A) and (B).

Section 6.   OTHER DIRECTORS

• Within the first week of the new Board's term the Board shall formally confirm the following directors to serve for the ensuing year:
  1. The President of the University
  2. One member of the Board of Trustees
  3. The Chancellor of the Bloomington Campus
  4. The Assistant Director for Activities and Events or designated representative of the Activities and Events Department
  5. The President of the Indiana University Student Association (IUSA)
  6. One director selected by the Bloomington City Council
• The Board of Directors shall formally appoint during their term:    
  1. One director from the Indiana University faculty
  2. One director from the Indiana University administration
  3. One director from the Indiana University Alumni Association from a list of three nominees presented to the Board by the Alumni Council.

Each director so elected shall be promptly notified of his/her election by the Vice President Membership of the Board.

ARTICLE V

Section 1.   APPLICATION FORMS

• The Board shall provide a standard application form requesting such information as it deems pertinent, concerning qualifications for members of the Board.  The Election/Selection Director(s) shall make these applications available to all persons interested in qualifying for the Board, either by selection or election.  Application forms shall be available for a period of not less than ten full days.  The Election/Selection Director(s) shall cause to be published in the official campus newspaper an announcement of the dates when application forms are available and when they are to be turned in.  A completed application form must be submitted by an active member of the Indiana Memorial Union in order to be eligible for either election or selection to the Board of Directors.  Completed application forms for election shall be delivered to the office of the Union Board at least ten days prior to the date of election, and completed application forms for selection shall be delivered to the office of the Union Board at least ten days prior to the date of selections.

Section 2.   ELIGIBILITY FOR ELECTION, SELECTION AND SERVICE ON THE BOARD

• Student Directors must be an active member as defined in Article II, Section 1 and shall be in good academic standing as defined by the University.  Should the director be placed on academic probation by the University the Director shall be asked to step down from his/her responsibilities on the Board.

Section 3.   STATEMENTS/PLATFORMS

• The names of the applicants who go through elections/selections shall be published in the official campus newspaper along with the names of the Election/Selections Committee.  Notice shall be given that signed reference letters concerning applicants going through elections/selections shall be sent to the Union Board Office and that these letters will be forwarded to the Elections/Selections Committee.

ARTICLE VI

Amendments to the Constitution are made in the following way:

A petition for amendment must be presented to the President of the Indiana Memorial Union.  It shall originate either from within the Board or from other active members of the Indiana Memorial Union.  Such petitions shall be considered a priority motion by the Board and shall be discussed at the first Board meeting following presentation to the President.  If the proposed amendment is approved by three fourth (3/4) vote of the Board of Directors, or without such approval, if the petition is signed by at least 1,000 active members of the Indiana Memorial Union, the Board shall provide for an initiative.

1. The Vice President Membership shall cause to be published in the official campus newspaper the proposed amendment(s) in their entirety at least three (3) days prior to the initiative.
2. The initiative shall be held no later than three (3) academic weeks after the Board has approved the amendment(s) or after a petition signed by 1,000 active members of the Indiana Memorial Union has been submitted to the Board.
3. The initiative shall be held and controlled by the Board in accordance with rules of procedure set up by the Board, subject to the existing policy governing all elections involving students.
4. Voting shall be by secret ballot and all active members of the Indiana Memorial Union in good standing shall be eligible to vote.
5. In case there be more than one amendment for adoption, voting shall be done separately for each proposed amendment and shall be placed on one ballot in the event of a constitutional revision or rewriting, the entire constitution as revised or rewritten shall be placed before the entire active membership for ratification.
6. A majority vote in the affirmative of these voting shall be necessary for the adoption of the amendment
7. The amendment shall be effective from the date of its adoption unless provided otherwise in the amendment itself.

By-Laws

ARTICLE  I

Section 1.  THE PRESIDENT

• The President shall convene and preside over the meetings of the Indiana Memorial Union Board.  The President shall serve as chairperson of the Policy Affairs Committee.  The President shall attend all Indiana Memorial Union Executive meetings and make necessary reports to the Board.  The President shall have the power of calling for and disbanding ad-hoc committees of the Union Board.  The President shall have the power to speak for the Union Board in an official capacity.  The President shall have the option to serve as an ex-officio member of any committee of the Indiana Memorial Union.

Section 2.  THE VICE PRESIDENT PROGRAMMING    

• The Vice President Programming shall assume the duties and responsibilities of the President in the event of the President’s absence.  The Vice President Programming shall succeed to the office of President in the event of a vacancy in that office.  The Vice President Programming shall chair the Budgetary Affairs Committee.  The Vice President Programming shall be responsible for evaluating the performance of each programming committee and shall report this assessment to the President on a regular basis.  The Vice President Programming shall serve as the chief financial officer for Union Board.   The Vice President Programming shall also be responsible for regular evaluation of the Board’s programming to ensure consistency with its mission statement and fiscal budget.

Section 3.  THE VICE PRESIDENT MEMBERSHIP

• The Vice President Membership shall preside at the Indiana Memorial Union Board meeting in the absence of the President and Vice President Programming.  The Vice President Membership shall chair the Membership Committee of Union Board.  The Vice President Membership shall be responsible for evaluating the recruitment and retention efforts of each programming committee and shall report this assessment to the President on a regular basis.  The Vice President Membership shall be responsible for the recording and distribution of the minutes of the Union Board meetings.  The Vice President Membership shall be responsible for activities pertaining to alumni relations.

Section 4.  ELECTION OF OFFICERS

• The newly elected/selected members of the Board of Directors shall meet to elect officers.  At this meeting the out-going President shall chair the election until the new President is selected.  The Board of Directors shall then select a Vice President Programming and Vice President Membership, and finally elect themselves to the program areas.

Section 5.  REMOVAL OF DIRECTORS FROM OFFICE

Removal of Union Board Directors from office will follow as outlined in the Indiana Memorial Union Constitution, Article IV, Section 4.

• Default of duties shall be defined as:
  1. Failure to comply with Article III, Section 1 and 2 of these by-laws.
  2. Failure to adhere to established Union Board of Indiana University guidelines.
  3. Failure of officers to follow guidelines established to Article I, Section 1, 2, and 3 of this document.
  4. Failure to fulfill programming responsibilities.  Determination of failure to comply with this stipulation will rest with the Policy Committee.
  5. Failure to fulfill membership responsibilities, as defined in Article II, Section 3 of the bylaws.  Determination of failure to comply with this stipulation will rest with the Membership Committee.

Section 6.  INTERIM SELECTION PROCESS

• In the event of a vacancy on the Union Board, the President should select a volunteer ad hoc committee consisting of six Union Board Directors, one of whom must be a non-student director. A Union Board Director may not sit on more than two selection committees in one term.  The six-committee members, once appointed, elect their own chair.  All members, including the chair, will have voting rights.
• Applications will be available no fewer than seven days.
• The proposed candidate for replacement is approved by a 2/3 vote decision based on interviews with applicants.  This recommendation is then forwarded to the Board for approval.  The Union Board will approve a single selection committee’s nomination by a majority vote.

Section 7.  APPRENTICESHIP OF NEWLY SELECTED MEMBERS

• Any new member of the Board shall be required to attend at least one Board meeting prior to his/her induction and shall have the privilege of speaking on matters before the Board, but will not have the power to vote.

ARTICLE II

Section 1.  THE UNION BOARD PROGRAM COMMITTEE

• Directors are responsible for up to thirteen program areas.  The directors shall develop and maintain a program committee during the duration of their term.
• Contingent upon adequate interest, each committee shall have at least one Assistant Director, to be selected by the Director.  Any Committee Member can apply for an Assistant Directorship by completing an application that shall be made available at the first Committee Meeting of each semester.  Responsibilities of the Assistant Director shall be determined by the Director.  Assistant Directors shall be inducted at a meeting of the Indiana Memorial Union Board of Directors, and shall attend at least one additional meeting.

Section 2.  QUALIFICATIONS FOR SERVICE TO PROGRAM COMMITTEE

• Any member of the Indiana Memorial Union as defined in the Indiana Memorial Union Constitution, Article II, Section 1, is eligible for service on the Union Board Program Committee.

Section 3.  HOLDING COMMITTEE MEETINGS

• Each director is required to hold regular committee meetings.  In order to effectively program, each director must have active committee members serving on their committee.  If a director does not have active members, is not meeting with the Membership Committee to generate recruitment ideas, and is not actively recruiting it will be considered a default of duties as defined in Article I, Section 5 of the bylaws

ARTICLE III

Section 1. 

• The Board shall meet once a week during the Fall and Spring semesters and at such special meetings as the President may call.

Section 2.  ABSENCES

• The accumulation of three (3) unexcused absences from Board meetings shall be considered default of duties.  The accumulation of two (2) unexcused absences from official Board functions shall be considered default of duties.  The President of the Board, subject to appeal by the Board, shall determine the validity of the excuse.  A majority vote of the Directors may overturn the President’s decision.

Section 3.  PROXY

• If a Director can not attend Board meetings on a regular basis, then that Director may designate, with Board approval, one upstanding Union Board member to serve as a proxy for a predetermined amount of time.  All eligibility requirements for Directorship as stated in Article V, Section 2 of the Indiana Memorial Union Constitution will apply to the designated proxy.  Three (3) unexcused absences by the proxy will result in default of duties for the director as stated in Article IV, Section 4 of the IMU Constitution.

ARTICLE IV

Section 1.

• Adoption of these by-laws shall be by a 2/3 vote of the Board.  These by-laws and appendices shall govern this Board in all cases where applicable and consistent with the Rules of Order.

Section 2.  AMENDMENT TO BY-LAWS

• Amendment of these Union Board By-Laws and all subsequent appendices shall be by a 2/3 vote of the Board.  The proposed amendments shall be received at the schedule meeting prior to the meeting when amendments are to be voted upon.  The amendments will be approved by a simple majority of the Policy Affairs Committee prior to being received by the Board.

Section 3. 

• The previous Article IV, Section 1-6, shall hereafter be designated Appendices A-D of appendices to follow these by-laws.

ARTICLE V

Section 1.  ELECTION/SELECTION DIRECTOR(S)

• The Board shall elect an Election/Selection Director(s).  The Election/Selection Director(s) shall be non-returning directors to the Board.  They will be responsible for overseeing the election/selection process and enforcing the election rules listed below.

Section 2.  THE ELECTION BALLOT

• All candidates will be randomly assigned numbers for the election.  The name of each candidate will be listed on the ballot according to his/her assigned number.

Section 3.  POLLS

1. The Board shall determine whether online voting will be available.
2. If online voting is available, polls shall also be located in one location in the IMU.  If online voting is not available, polls shall be located in one location in the IMU and at least two other locations, anywhere on campus.  Locations and online interface will be approved by the Board.
3. At least two poll workers must be present at all times.
4. Polls will open Election Day for eight consecutive hours.  The start time will vary by location.  Online voting will open for not less than twelve consecutive hours.
5. Each student wishing to vote must present to the poll workers a valid student I.D., unless computer terminals are used at physical poll locations.
6. No posted campaign materials will be allowed within 100 feet of the polls, or within any public computer lab.  No individuals campaigning or candidates will be allowed within 100 feet of the polls, except when casting their own ballot.

Section 4.  VOTE TABULATION

1. Ballots from all polls will be brought to the Union Board Office to tabulate.  No candidates will be allowed in the vicinity of the Union Board Office at this time.
2. The votes shall be tabulated by computer.  In the event of computer malfunction, the following persons will count votes, provided that they are not running for Directorship.
   1. Election/Selection Director(s)
   2. President of Union Board
   3. Vice President Programming of Union Board
   4. Vice President Membership of Union Board
   5. IMU Assistant Director for Activities and Events
   6. A representative from the Dean of Students Office
   7. Union Board Staff
3. Candidates will be notified of the results the evening of the election.
4. Results will be posted the following morning on the door of the Union Board Office.

Section 5.  VOTING IRREGULARITIES

1. Any person who feels that there has been a violation of the election rules must submit his/her claim to the Election/Selection Director(s) in writing between 8 a.m. and 10 a.m. the morning following the Election in IMU, Room 270.
   1. The Election/Selection Director(s) must act on these claims within 24 hours after he/she has received them in writing.
   2. The Election/Selection Director(s) must submit the report to the Election Review Board Chair within the above stated 24 hours, and inform all candidates that a complaint has been filed and submitted to the Review Board.
   3. The Election Review Board shall be composed of five (5) members of the Indiana Memorial Union Board.  They are appointed by the President of the Union Board subject to ratification by a 2/3 vote of the Union Board.
   4. Vacancies in the Election Review Board will be filled by appointment by the President of the Union Board subject to ratification by a 2/3 vote by the Union Board.
   5. The Election Review Board must convene within 24 hours after the Chair has received the report.
2. The Election Review Board has the power to decide if there is enough evidence to investigate the complaint.  The Board must have a 2/3 vote to act upon the submitted report.
   1. The Election Review Board must decide if the Election process was severely altered, affected or not affected by the individual’s actions.
   2. If the Election Review Board decides by a 2/3 vote that the Election process was severely altered:
      1. The student will be denied the opportunity to hold a position on the Indiana Memorial Union Board and will be denied the opportunity to serve on a Union Board Committee.
      2. The Election Review Board may order a new election or take any other action to correct irregularities.
   3. If the Election Review Board decides by a 2/3 vote that the Election process was affected:
      1. The student’s Union Board Directorship will be suspended for that election year.
      2. The student may retain committee status on the Board.
      3. The student may run again for Union Board Director the following year.
3. The individual (the accused) who the complaint was filed against has the right to be present at all Review Board hearings.
   1. The individual may have access to the original complaint.
   2. The hearing process will proceed as follows:
      1. The individual will speak on their behalf.
   3. There will be testimony from those persons the Review Board deems necessary.
   4. The individual may then speak concerning the testimony heard.
   5. The individual may not comment or question during the testimony given.

Section 6.  ADVERTISING REGULATIONS

1. The official campaign week shall be one week and one day prior to elections.
2. It is vitally important that candidates for election show good judgment in the placement and distribution of flyers and other campaign materials.  Candidates must follow the University and IMU advertising policies.  The Elections/Selections Director and Program Coordinator(s) shall monitor candidates’ practices.
3. It is the responsibility of every candidate to remove all posters, flyers and other campaign materials within 24 hours after the election.
4. The Union Board logo is not to appear on any advertising for candidates.
5. Union Board resources may not be used by any applicant.  This includes IDS rates and computers.

Bylaws Revised 10/3/02