Williams Language Club
In service of the Williams College Language CommunityBylaws
Williams College
Language Club Bylaws
Created October 14, 2009
ARTICLE I – GENERAL
Section A. Name: Williams College Language Club
Section B. Purpose of Club:
- Provide the students of Williams College a platform to implement institutional change should the need ever arise.
- Create/strengthen a/the general language community on the Williams College campus.
Section C. These Bylaws willfully comply with the Williams College Council and the rules and regulations for all college organizations. In the event of a conflict between these Bylaws, the governing documents of the College Council shall prevail.
Section D. This Club shall be operated primarily as a student run organization working in conjunction with the Center for Foreign Languages Literatures and Cultures (CFLLC), and with the support of willing faculty members and departments.
ARTICLE II – MEMBERSHIP
Section A. Membership shall be open to all students, faculty, and staff affiliated with Williams College.
Section B. Preconditions: There shall be no preconditions for membership.
Section D. Dues: Recommended annual dues in an amount recommended by the Executive Board and approved by membership vote are payable in advance.
ARTICLE III – OFFICERS
Section A. Executive Board: There shall be two Co-Presidents, a Vice President, Secretary, and Treasurer. The Executive Board shall have overall governing authority over the language club consistent with the provisions of these Bylaws, and shall authorize all committees necessary to carry out the purposes and objectives of the Club. The Executive Board may be assisted by the chairperson(s) of such committees to carry out the club’s function and purpose.
Section B. Election: All officers and directors shall be elected by a majority vote of those present at an annual membership meeting once a quorum has been established.
Section C. Term of Office: All Officers are elected for one year terms and are limited to two consecutive terms in office. The term of office shall begin on the first day after the official termination of the current academic year and end on last day of the next academic year, unless otherwise directed by the Executive Board.
Section D. Duties and Responsibilities:
Co-Presidents: Shall preside over all general language club meetings and be accountable for the administration of language club business. The Co-Presidents shall carry out the direction and policies established by the Executive Board. The Co-Presidents shall act as principle liaison between the language club and the Williams College Council. All committees, including standing committees, and the Chairpersons thereof, shall be appointed by the Co-Presidents with Executive Board approval. In the event of vacancies on the Executive Board, the Co-Presidents shall appoint, with Executive Board approval, interim replacement Executive Board Members until official elections can be held. The Co-Presidents shall insure that all Club Officers read and understand the Williams College Activities Resource Manual.
Secretary: Shall keep the language club records, issue notices of all meetings of the Board and General Membership, shall keep minutes thereof, conduct correspondence relating to the Club’s business, and furnish whatever reports to the Williams College Council or other persons or organizations as may be required.
Treasurer: Shall receive and deposit all moneys due to the Club and pay all obligations that may be incurred by the Club in the regular course of its business, shall keep a current roster of all members; shall keep an up-to-date ledger of all financial transactions and provide financial reports as may be required at all meetings of the Executive Board or General Membership. Prepare and submit budget reports and proposals as instructed by Williams College Council.
Section F. Election of Officers and Board Members
Quorum – A minimum of 20 members in good standing excluding the Executive Board must be present and eligible to vote at any election specified in these Bylaws. If more than one member is nominated for any elective position voting shall be by secret written ballot. The particular procedures for nominations and elections to be followed at such meetings shall be determined by the Executive Board. If these vacancies are not filled at the General Meeting, the Executive Board shall fill the vacancies as it sees fit.
ARTICLE IV – MEETINGS
Section A. Meetings of the Members: Membership meetings shall be held not less than twice monthly, the time and place of such meetings to be determined by the Executive Board. The Co-Presidents shall preside at all such meetings. A minimum of 5 members eligible to vote excluding the Officers and Directors shall be necessary to conduct any Business of the Club at the General Membership meetings, and except as otherwise specified in these Bylaws, a simple majority vote of the membership present shall be sufficient to conduct any business requiring the vote of the membership.
Section B. Meetings of the Officers and the Board: The Co-Presidents may call meetings, apart from the general membership meetings, of the Executive Board and committee chairs at any time by giving notice orally, in writing, or by email. The times and places of such meetings shall be determined by the Co-Presidents. A majority of the Executive Board Members shall constitute a quorum of the Executive Board and therefore, may conduct any business brought before the Executive Board at such meetings.
ARTICLE V – FINANCIAL
Section A. Maintenance of Financial Records: Financial records must be kept for the previous years and the current year, and shall be maintained by the Treasurer.
Section B. Expenditures: All expenditures made on behalf of the language club must be approved by the Executive Board. Each committee shall present the Treasurer with a list of expenditures for approval by the Executive Board prior to the use of language club funds.
Section C. Reimbursements: Signators are encouraged to request reimbursement for their own out of pocket expenses according to the Williams College Council reimbursement policy.
Section D. Financial Records: The Club’s financial records may be audited by qualified persons or organizations at the discretion of the Executive Board, Club Members, or the Activities Director.
Section E. Annual Budget, Cash, and Inventory of Club Assets: The Executive Board shall prepare an annual budget to be presented to the General Membership at a regularly scheduled membership meeting towards the beginning of the academic year. The Club shall maintain such checking and/or savings bank accounts approved by the Williams College Council as may be necessary in the opinion of the Executive Board to conduct properly the Club’s business. All cash receipts shall be deposited in one or more of said accounts. All expenditures by the Club, or any member on behalf of the Club, must be accompanied by appropriate receipts and invoices covering all such transactions and shall be kept by the Treasurer as part of the Club’s financial records. The Executive Board shall designate not less than two Executive Board Members as persons authorized to sign checks drawn of the Club’s bank account(s) preferably the Treasurer and the Co-President(s). All assets of the Club shall be physically inventoried at least once annually and a written record thereof shall be maintained by the Treasurer.
ARTICLE VI – COMMITTEES
Section A. Appointment: All committees, including standing committees, and the chairperson thereof, shall be appointed by the Club Co-Presidents with the Club Executive Board approval. All committees shall have written mission statements assigned prior the committee appointments.
ARTICLE VII – AMENDMENTS
Section A. Any member of the Club in good-standing may propose an amendment to these Bylaws. The proposed amendment shall be delivered to the Co-Presidents in writing with a statement setting forth the reasons for the proposed amendment. The proposed amendment must be approved by the Executive Board at an officer and board meeting before presenting it to the membership. The proposed amendment may then be presented to the general membership for approval at any regularly scheduled membership meeting. A two-thirds majority vote of the membership present shall be required to adopt any amendment to the Bylaws, and shall become effective immediately. Amendment changes must use strike through for deletions, and italicize for additions, to the original Bylaws before reaching the Co-Presidents.
