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Constitution

Linux Users Group of Notre Dame Constitution

Sam Neisewander, Evan Waelde, Will Griffin, Aynaz Namik, Henry Jochaniewicz, Kathryn Fine 6 min read

The Constitution of the Linux Users Group of Notre Dame

Article I. NAME

The name of this organization shall be the Linux Users Group of Notre Dame (NDLUG).

Article II. PURPOSE

The goal of the Linux Users Group of Notre Dame (NDLUG) is to promote the use and awareness of free, open source software (FOSS) projects such as Linux, and to provide useful open source related resources and services to the Notre Dame community, whilst fostering a welcoming community environment. We wish to stimulate an interest in FOSS all throughout campus and to provide fellowship for all Linux enthusiasts.

Article III. MEMBERSHIP

  • Section 1. The members of NDLUG are to be any students of the University of Notre Dame, Saint Mary’s College, and Holy Cross College.
  • Section 2. The members of the organization are interested in or interested in learning more about FOSS.
  • Section 3. Active members are those students who have stated an interest in the Linux Users Group of Notre Dame and have paid their current dues (if any) whilst actively making an effort to attend club meetings and/or activities.

Article IV. MEMBERSHIP FEES

  • Section 1. All members must pay an annual membership fee of $5.00 due to the Treasurer no later than September 30.
  • Section 2. Members joining between September 30 and the end of the fall semester must pay the $5.00 membership fee to the Treasurer by the second meeting they attend.
  • Section 3. Members joining in the spring semester must pay a $3.00 membership fee by the second meeting they attend.
  • Section 4. Members who are up-to-date on their dues payment shall be classified as “active” members.

Article V. OFFICERS

  • Section 1. The Club Officers of NDLUG shall be the President(s), Vice President, Treasurer, and Secretary. The creation of additional officer positions (e.g. Web Master, etc.) must be agreed upon by the officers and club advisor.
  • Section 2. Only students may serve as officers, and at least half of the officers must be Notre Dame undergraduate students.
  • Section 3. The duties of the President(s) shall include:
    • Coordinating meetings of the club.
    • Providing leadership to the club.
    • Working directly with the Advisor to ensure the club is operating within the expectations of the University.
    • Establishing an effective relationship with the Club Coordination Council, Student Activities Office, and other University administrative departments.
  • Section 4. The duties of the Vice President shall include:
    • Assisting the President with the fulfillment of his/her duties.
  • Section 5. The duties of the Treasurer shall include:
    • Keeping a record of all financial transactions.
    • Meeting with the Advisor on a regular basis to review account balances and financial transactions.
    • Preparing any and all budgets, financial budget requests/appeals, etc.
    • Recording the amount of dues collected from each member.
  • Section 6. The duties of the Secretary shall include:
    • Keeping detailed minutes of all officer meetings.
    • Coordinating the press relations of the club, including, but not limited to: relations with The Observer, Scholastic Magazine, flyer/poster approval.
    • Ensuring that all changes of officers are reported to the appropriate University officials.

Article VI. OFFICER ELECTION/IMPEACHMENT

  • Section 1. All Club Officers shall be appointed at the end of the Spring semester before their term begins.
  • Section 2. Officer appointments will consist of the following process: 1. applications, 2. appointments
    • Application - Applications shall be submitted prior to the scheduled date of appointments. Any active club member may apply for any officer position.
    • Appointments - Appointments will be decided by the advisor and sitting president on the scheduled date. The order of appointments shall be as follows: President, Vice President, Treasurer, Secretary.
  • Section 3. In the event that an officer is judged to be deficient in his/her duties (as decided by a unanimous agreement of the other club officers and advisor), he/she may be removed by a two-thirds vote of the club’s membership. The Advisor shall oversee the impeachment process to ensure a fair and democratic process.
  • Section 4. The filling of an office vacated by impeachment shall be conducted by a special appointment held in the manner of elections as defined in Article VI, Section 2. In the case of a vacancy for the President, the Vice President shall be appointed President, and a replacement for the Vice President shall be elected.

Article VII. ADVISOR

  • Section 1. The Club Officers shall unanimously agree upon and appoint an advisor no later than April 1 to serve a term for the following academic year.
  • Section 2. The Advisor must be a full-time Notre Dame faculty member or administrator.
  • Section 3. The Advisor’s duties shall include:
    • Meeting with the club officers on a regular basis.
    • Attending club meetings and club activities.
    • Keeping abreast of club issues and intentions.
    • Meeting with the Treasurer on a monthly basis to review account balances and financial transactions.
    • Assisting with the implementation of an officer transition program.
  • Section 4. The Advisor shall have veto power over any decision made by the club which is in direct violation of University policy. This authority shall be used only in circumstances where the club officers knowingly intend to violate University policy.

Article VIII. MEETINGS

  • Section 1. The club shall meet as at least three times per semester, unless canceled by a majority of the officers.
  • Section 2. Only active student members may vote at meetings. Quorum to conduct business shall be 50% of dues paying members.
  • Section 3. In the event that an emergency meeting of the club needs to be held, the President of the club shall have the authority to call such meetings. All officers must agree in advance to the emergency meeting and at least 24 hours notice must be provided to all active members by sending out an e-mail. Communication of emergency meetings will be the responsibility of the Secretary.

Article IX. DISBURSEMENT OF FUNDS

  • Section 1. All disbursements of funds must be approved by the Treasurer and Advisor.
  • Section 2. Reimbursement for expenditures will only be accepted for members who have retained an original, itemized receipt and a description of the expense incurred.
  • Section 3. Any expenditure in excess of $100 must be approved by a majority of the Club Officers.
  • Section 4. Any expenditure in excess of $1,000 must be approved in advance by the Financial Management Board.
  • Section 5. All financial transactions of NDLUG will be managed through the University of Notre Dame’s accounting system, as stipulated by the Student Union Treasurer’s Office.
  • Section 6. Only the Club Officers and the Advisor shall have the ability to charge expenses to the club via the University’s account charge system.

Article X. AMENDMENTS

  • Section 1. Amendments may be made to this constitution at any time by a two-thirds vote of the active club membership.
  • Section 2. Members interested in proposing amendments to the constitution must submit the proposed amendment to the President no later than ten days before the club’s next meeting.
  • Section 3. The proposed amendment shall be presented via e-mail to the active club membership no later than seven days before the meeting where the amendment will be debated.
  • Section 4. Upon receiving a two-thirds affirmative vote in favor on a constitutional amendment/revision, the President shall submit the amendment/revision in writing to the Student Activities Office for review/approval.