2015-2016 RITlug Constitution Update

* Add treasurer position to constitution

* Proper end tag

* Bump updated date

* Fix misspelling of 'Executive'

* Redefine active member, add record-keeping section

* Change 'updated' to 'effective'

* Minor improvements

Makefile

@@ -11,4 +11,5 @@ governance.zip: ${PDF}
 	zip governance.zip ${PDF}
 
 clean:
-	rm -f *.log *.aux *.pdf *.zip
+	find . -name "*.log" -o -name "*.aux" -o -name "*.pdf" | xargs rm
+	rm governance.zip

policy/constitution.tex

@@ -1,7 +1,7 @@
 \input{../head.tex}
 \begin{document}
 
-\pagetitle{RIT Linux Users Group Constitution}{Updated May 06, 2014}
+\pagetitle{RIT Linux Users Group Constitution}{Effective May 06, 2016}
 
 \section{Name}
 The name of this organization shall be the RIT Linux Users Group (RITlug).
@@ -25,17 +25,17 @@ The purpose of the organization is to advocate, educate and provide a venue for
 \item Membership is open to regularly enrolled undergraduates, post graduates, faculty, staff and night students, in good standing with the Institute.
 \item Active members shall be defined as those in good standing who have met the qualifications set forth in the Student Government Club Guidelines. Only active members are eligible to vote in elections.
 \item A member may resign by submitting the intention in writing to an officer of the Executive Board. It becomes effective upon submission.
-\item A member shall be declared inactive if he/she attends fewer than two official club activities within a given academic term. Exception is made for members on co-op, the summer term, and intersession.
+\item A member shall be declared inactive if he/she attends fewer than four official club activities within a given academic term. Exception is made for members on co-op, the summer term, and intersession.
 \end{subroutines}
 
 \section{Officers}
 \begin{subroutines}
-\item The duties of the officers in this organization shall be in order of rank: President, Vice-President, Secretary, and Executive Board (Eboard) Member(s). RITlug (and Executive Board) may choose to rename these positions.
-\item Qualifications for office shall be to maintain good academic standing as defined by R.I.T. (not on academic probation). In order to be nominated for office, member must have been active in the club during the previous academic term (not including the summer term and intersession).
+\item The duties of the officers in this organization shall be in order of rank: President, Vice-President, Secretary, Treasurer, and Executive Board (Eboard) Member(s). RITlug (and Executive Board) may choose to rename these positions.
+\item Qualifications for office shall be to maintain good academic standing as defined by R.I.T. (not on academic probation). In order to be nominated for office, member must have been active in the club during the previous academic term (not including the summer term and intersession), as defined in Membership.
 \item Officers shall be elected in the manner provided in the constitution and shall serve one calendar year beginning after elections. Officers are eligible for re-election.
 \item No officer may hold more than one office simultaneously, although they may take on the responsibilities of another office if the need is present either during the year or at election time.
 \item An officer may resign from office by submitting the intention in writing to the Executive Board. The resignation becomes effective upon submission to the Executive Board. Upon resignation, the Coordinator of club affairs must be informed.
-\item The Execuitive Board may appoint new officers and create new positions as they see fit, by unanimous vote.
+\item The Executive Board may appoint new officers and create new positions as they see fit, by unanimous vote.
 \end{subroutines}
 
 \section{Advisors}
@@ -70,14 +70,22 @@ The purpose of the organization is to advocate, educate and provide a venue for
 	\item Be responsible for maintaining and updating all paperwork with Student Government.
 	\item Maintain all internal club policies and documentation.
 \end{subroutines}
+\subsection{Treasurer}
+\begin{subroutines}
+        \item Handle incoming donations of any form to the club.
+        \item Manage the club budget including budget requests and club payments.
+        \item Be responsible for the financial upkeep of club property (such as recurring payments on services).
+        \item Advise the RITlug Eboard on financial matters, proactively where appropriate and on request of Eboard officers.
+\end{subroutines}
 
 \section{Executive Board}
 \begin{subroutines}
 \item The management of this organization shall be vested in the Executive board.
-\item The Executive Board shall be composed of the President, Vice-President, Secretary, Advisors, and Executive Board members, or equivalent titles if appropriate.
+\item The Executive Board shall be composed of the President, Vice-President, Secretary, Advisors, Treasurer, and Executive Board members, or equivalent titles if appropriate.
 \item The Executive Board shall meet as needed and report to the members at the following business meetings.
 \item The Executive Board shall fill any permanent vacancy of office by appointment, excepting the Presidency.
 \item In the case of a permanent vacancy in the office of the Presidency, a special election shall be held in the manner of annual elections as set forth in the constitution.
+\item The Executive Board may appoint active club members as additional Executive Board Members under the rank "Eboard Member", temporarily or permamently on an as-needed basis, following with the rules set in the preceeding subroutines.
 \end{subroutines}
 
 \section{Meetings}
@@ -88,13 +96,22 @@ The purpose of the organization is to advocate, educate and provide a venue for
 \item In order for any business to take place at a meeting, a quorum shall be presumed unless challenged from the floor by a member in good standing.
 \end{subroutines}
 
+\section{Record Keeping}
+\begin{subroutines}
+\item The Executive Board shall maintain and keep updated a record of club history, including Eboard members and notable club happenings.
+\item The Executive Board shall maintain meeting notes on Executive Board proceedings. If the Executive Board is not fully staffed, this subroutine may be waived at the discretion of the active board.
+\item The Executive Board shall make available on request club history and past records, excluding information deemed confidential, to RIT and active club members.
+\item The Executive Board shall maintain and keep updated records on how the club operates and how to manage club property and proceedings.
+\end{subroutines}
+
 \section{Elections}
 \begin{subroutines}
 \item Elections shall take place as needed.
 \item Nominations for office shall be made from the floor at the meeting prior to the annual meeting by any member in good standing. A person may be nominated for more than one office.
-\item The order of election shall be President, Vice-President, Secretary, and Executive Board Members.
+\item The order of election shall be President, Vice-President, Secretary, Treasurer, and Executive Board Members.
 \item Votes shall be cast by secret ballot, with an exception made for write-ins.
-\item Elections will be scheduled no less than one week in advance, during a regularly scheduled club meeting.
+\item Elections shall be scheduled no less than one week in advance, during a regularly scheduled club meeting.
+\item Elections shall take place no less than three weeks prior to the end of the semester to allow for a transitional period.
 \item Should students who are interested but technically not considered active voting members decide to vote, they may cast a write-in vote due by the time of vote. The Executive Board shall reach a consensus on the validity of each write-in on a case-by-case basis.
 \item Induction of new officers shall take place at the meeting after elections.
 \end{subroutines}