For purposes of these by-laws, the following words and phrases have the meanings designated below:

  • "Appointed Member" herein refers to all Voting Members.
  • "Board" herein means the Union Board.
  • "Board Meeting" herein means any Regular or Special Board meeting as defined under Article III of this code.
  • "Ex Officio" herein refers to non-voting membership status.
  • "Member" herein refers to Voting Member.
  • "Non-Voting Member" herein refers to all Administrative and Professional Staff of the Student Union.
  • "Notice" herein means notification of a Board Meeting as defined under Article III of this code.
  • "Officer" herein means any person properly elected to an office designated under Article IV of this code.
  • "Voting Member" herein refers to all appointed students, faculty, and staff of the Union Board.

Section 1. Membership.

Membership to the Board shall be granted according to the provisions as outlined in Article III of the Constitution of the Oberlin College Student Union Board.

Section 2. Voting Rights.

Each Member shall be entitled to one ( 1 ) vote upon each matter properly submitted to the Members for their vote, consideration, or other action.

Unless otherwise specified in these regulations, Members shall act by a vote by those members present at any properly constituted Board and/or Committee meeting.

Section 3. Membership Termination.

A Member's membership shall immediately and automatically terminate upon the Member's resignation, expiration of appointment term, or removal in accordance with Article II. Section 5.

Section 4. Vacancies.

Board vacancies shall occur from the failure of the Members to appoint the authorized number of Members; from the resignation of any Member; or from the removal of a Member from the Board.

At any time a Board Member may resign from the Board by delivering or mailing written notice of the resignation to any Officer (other than the resigning Member). The resignation shall be effective upon actual receipt of the notice, unless the notice specifies a later resignation date.

Vacancies in the student membership on the Board shall be filled by the Board in accordance with Article III of the Student Union Board constitution.

Vacancies in the non-student membership shall be filled by the corresponding appointing officials.

Section 5. Recall.

An Appointed Member of the Board may be relieved of his/her membership for the following:

  • Failure to perform the duties of his/her position.
  • Failure to notify the Chair of intent to be absent from three Board meetings during the academic year (September through May inclusive).
  •  Failure to be present at more than five meetings of the Board during the academic year with or without notification of intent to be absent.
  •  Habitual tardiness. Tardiness shall be determined at Roll Call in the order of business.

All matters of recall shall be brought before the Board before any action is taken.

Section 1. Regular Meetings.

The Board will hold regular bi-weekly meetings during the academic year (September through May inclusive) for the purpose of conducting the official business of the Board.

Section 2. Special Meetings.

Special meetings of the Board may be called by the Chair of the Board, the Associate Dean of Students/Director of the Union, or by any six Members of the Board at such time and place as they may deem expedient. Such meetings will be for the purpose of conducting the official business of the Board.

Section 3. Location of Meetings.

All meetings of the Board shall be held in the Student Union unless otherwise ordered by the Board. Board meetings shall be open to the public.

Section 4. Quorum.

A majority of all appointed Members shall be necessary for the board to begin a business meeting. A meeting, once called to order, may continue doing business with less than a quorum, until such time as there is a challenge to said quorum. A simple majority of voting Members present shall be necessary to approve all motions.

During the summer and winter term, a quorum for meetings shall consist of all Board Members available but in no case less than six voting members. All actions taken under these circumstances shall be reviewed at a regular meeting of the full Board, as soon as possible following such meetings.

Section 5. Notification and Attendance

Every Member (voting and ex-officio) must be duly notified of all regular and special meetings of the Board. Notification must include the date, time, and place of said meetings.

Notification may be done through electronic mail, personal mail, telephone, or personal contact.

Notwithstanding any contrary provision herein, a Member's attendance at any meeting constitutes a waiver of any deficiency in or failure to give notice of such meeting.

If an Appointed Member is unable to attend any regular or special meeting he/she must notify the Chair at least 24 hours in advance of said meeting. Notification must be made through electronic mail, telephone, or personal contact.

Should the Chair be absent, he/she must notify the Vice Chair at least 24 hours in advance of said meeting.

Section 6. Order of Business

The order of business, unless otherwise ordered, shall be as follows:

1) Call to Order, 2) Reading and Approval of Minutes, 3) Officer's Reports, 4) Standing Committee Reports, 5) Special Committee Reports 6) Special Orders, 7) Unfinished Business, 8) New Business, 9) Announcements, 10)Adjournment.

Section 7. Business Before the Board.

Matters for consideration by the Board should be submitted in writing to the Chair of the Board at least two days before the date of the meeting at which action is expected. The Chair may refer these matters to the proper committee in order that the committee may report thereon to the Board.

Section 8. Parliamentary Procedure.

All business coming before the Board shall be conducted by Robert's Rules of Order, edition of 1970, published under title: Robert's Rules of Order Newly Revised.

Meetings of the Board shall be open to the public. However, the Board retains the right to enter into Executive Session with a majority vote of the Board. Action taken during Executive Session must be presented at the next meeting.

If a board member finds it necessary to leave a meeting while a motion is under discussion, he/she forfeits his/her vote on that motion.

Minutes of all proceedings of the Board shall be kept by the Secretary of the Board. As soon as possible after the minutes have been perfected, the secretary shall transmit to each member of the Board a copy of said minutes. The Secretary shall ensure that said copy be either transmitted or delivered to each Board Member at least 24 hours before the next scheduled Board meeting.

All lengthy reports shall be referred to in the minutes, and shall be kept on file as part of the Board's permanent records. Such reports need not be incorporated in the minutes except as when ordered by the Board.

All officers must be full-time students.

Section 1. Chair.

The Chair shall:

  • Plan and preside over Union Board meetings.
  • Establish the agenda of the meetings.
  • Represent the concerns of the Board to members of the faculty and administration.
  • Coordinate the selection of the Union Board Interview Committee.
  • Recommend to the Board all standing committee chairs.
  • Refer items of policy development to the standing committees as appropriate.
  • Call for reports and recommendations from committees in a fashion which aids the effective functioning of the Board.
  • Coordinate the training process of new and returning members.
  • In the event that the chair is unable to attend a meeting, he/she will designate the Vice-Chair to act in her/his behalf.
  • Undertake such other duties as the Board may from time to time deem necessary.
  • Coordinate and participate in the writing and submittal of an annual report delineating the business of the Board and all relevant Committees for the academic year. Said report shall be submitted to the Board by the last regularly scheduled meeting.

Section 2. Vice-Chair.

The Vice-Chair shall:

  • Preside over all Board meetings, and assume all Chair responsibilities and duties in the absence of the Chair.
  • Serve as Parliamentarian.
  • Perform other duties as directed by the Board.

Section 3. Secretary.

The Secretary shall:

  • Take minutes at all Board meetings and circulate them to the appropriate Members, offices, departments, and public areas as directed.
  • Keep, maintain, and archive records of all Board minutes, correspondences, reports and attendance records.
  • Perform other duties as directed by the Board.

Section 4. Program Coordinator.

The Program Coordinator shall:

  • Plan and preside over all Program Council meetings.
  • Coordinate the training of all members of the Program Council.
  • Perform other duties as directed by the Board.

Section 5. Housing and Dining Representatives

The Housing and Dining Representatives shall:

  • Attend all meetings of the Housing and Dining Committee.
  • Represent the concerns of the Board to the members of the Committee.
  • Perform other duties as directed by the Board.

Section 6. Message Board Coordinator

The Message Board Coordinator shall

  • Solicit comments, recommendations, and/or criticism of the operations of the Student Union.
  • Individually respond to all such comments.
  • Post all comments and responses in a designated space in the Student Union.
  • Maintain the Message Board.
  • Perform other duties as directed by the Board.

Section 7. Mode of Election and Term.

The officers of the Board will be selected by the membership elect. Prior to the first of May, an interim Chair will be elected by the incoming Board elect, who shall preside over the Board from July 1 until the first regular meeting of the next academic year. All officers will be elected at the first regular meeting of the academic year. The term of office will be for one year, July 1 through June 30.

Section 1. Standing Committees

There shall be the following standing committees:

  • Interview Committee
  • Program Council
  • Such other committees as the Board may from time to time deem necessary.

Section 2. Manner of Appointment.

Subject to approval of the Board, the Chair shall nominate all standing committee members at the first regular meeting and fill any vacancies arising from any cause whatsoever. The Chair of the Board may serve as an ex-officio officer with non-voting privileges on all committees except where it violates the constitution (i.e., Interview Committee).

Section 3. Special Committees.

Special committees shall be appointed at the discretion of the Board to plan and execute the program activities and consider special problems. Chairpersons and Members of special committees may be chosen from the College community at large.

Section 4. Membership.

The Interview Committee shall consist of 4 Union Board Members and 3 Student Senators.

The Program Board shall consist of at least one member of the Union Board, who shall serve as Chair, and ten additional members of the student body at large. One of the Assistant Directors of the Student Union shall serve as the advisor to the Board. Any additional Union Board members may serve on the Program Board as additional members. Membership on Program Broad will be determined by application through the Program

Board to ensure a group of diverse tastes and interests. The Program Board will provide programs an entertainment of a diverse nature to serve as many needs and interests of the student population as possible.

Chairpersons of all standing committees shall be selected from the membership of the Union Board. Additional membership on such committees will be determined by each committee.

Section 5. Meetings.

Meetings of the standing committees of the Board shall be called by the Committee Chair. Meetings shall also be called by the Committee Chair upon request of two members of the respective committee, or upon request of the Union Board Chair. Business brought before the committee will be decided by majority vote of the voting members present. All meetings shall be open to the public with the exception of the Interview Committee.

Section 6. Duties.

The duties of the standing committees shall be as indicated below and all actions and recommendations of these committees shall be reported to, and be subject to approval of the Board, except as otherwise directed by the Board.

The Interview Committee shall:

  • Recruit applicants for Student Union Board positions.
  • Design and monitor the application process.
  • Schedule interviews of prospective Union Board members.
  • Recommend to the Union Board and the Student Senate the Committee's selection of new members.
  • Undertake such other duties as the Board may from time to time direct.

The Program Council shall:

  • Develop and implement a series of events and programs to meet the diverse needs of the College population.
  • Survey students to ascertain preferences and ideas.
  • Promote and advertise a series of events and programs.
  • Recommend to the Board a schedule of events for each semester.
  • Evaluate the events and programs, both individually and as part of a written annual report compiled by the Board Chair.
  • Conduct training programs as needed to make the Committee and its membership more effective.
  • Work closely with the appropriate members of the Student Union staff.
  • Design a realistic budget and monitor its progress.
  • Undertake such other duties as the Board may from time to time direct.

Amendments may be made to the by-laws by a two-thirds vote of the board voting membership at any meeting. Notice of any proposed changes must be given at least two working days in advance of the meeting scheduled to consider such change.

The Student Union is committed to providing equal opportunity and access to its organization, programs and facilities. Such opportunity and access shall apply equally to membership on the Board and any of its committees, planning groups, or work groups. The Board shall abide with the current equal opportunity policy in effect at Oberlin College.