Constitution of EqualityW&M
Article I. Name
The name of this organization shall be EqualityW&M of William & Mary (hereinafter referred to as EqualityW&M).
Article II. Purpose
The purpose of EqualityW&M is to improve the learning and working environment at the university for lesbian, gay, bisexual, and transgender faculty, staff, and students through representation, action, and community.
Article III. Membership
Membership in EqualityW&M shall be open to all employees of the university who subscribe to the purposes of the organization. Other non-employees (including partners, spouses, and alumni) may join as nonvoting affiliates.
Article IV. Officers and Elections
The officers of EqualityW&M shall be two Co-chairs and one Secretary, ideally reflecting the group's gender diversity and representing both faculty and staff. The duties of the officers shall include, but are not limited to, the following:
- Co-chairs shall direct the affairs of EqualityW&M and prepare meeting agendas. They shall preside over meetings of EqualityW&M and shall ensure that EqualityW&M is represented at other pertinent meetings and events.
- The Secretary shall assist the Co-chairs in carrying out the work of EqualityW&M, record and distribute minutes of all meetings to the membership, maintain records of all committee reports, keep a roll of the membership, keep a copy of the constitution, give notice of meetings and other activities, and preside over meetings in the absence of Co-Chairs.
Terms of Office. Each officer shall serve a two-year term, from May 1 of the election year until April 30 two years later. The terms of Co-chairs shall be staggered, with one Co-chair elected annually. Any vacancy among the officers may be filled by a vote of the members for the remainder of the term that has become vacant.
Elections. In January of each year, the Co-chairs shall solicit candidates for officers from among the members. An election shall then be held in February or March.
Article V. Meetings
Regular meetings of the members shall be held at times and places designated by the Co-chairs. Special meetings may be called at the request of three voting members.
Quorum. A quorum shall consist of five voting members at any regular or special meeting.
Voting. Each member shall have one vote. A majority of the votes properly cast shall decide any question(s), including elections, except that a two-thirds vote is necessary to approve or amend this document. Votes may be cast electronically or at a meeting. If votes are cast at a meeting, proxy votes must be submitted to the secretary at least one hour prior to the meeting.
Article VI. Standing Committees
EqualityW&M shall have the following standing committees.
- The Programming Committee coordinates all events for the organization and engages in outreach to other organizations.
The officers may appoint other special committees as needed to carry out the work of EqualityW&M.
Article VII. Delegated Roles
The Co-chairs may delegate responsibilities or ask for volunteers for key tasks, including:
- Director of Communications - responsible for using communications to meet the needs and advance the purposes of EqualityW&M.
Article VIII. Parliamentary Authority
The rules contained in the current edition of Robert's Rules of Orders shall govern EqualityW&M in all cases to which they are applicable and in which they are not inconsistent with this document and any special rules of order EqualityW&M may adopt.
Article IX. Amendments
This document may be amended at any regular meetings of EqualityW&M by a two-thirds vote, providing that the amendment has been submitted in writing to the membership at least seven days prior to the vote.
Adopted: April 9, 2010