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By-Laws of the University of Mississippi's Trent Lott

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By-Laws of the University of Mississippi's Trent Lott BY-LAWS OF THE UNIVERSITY OF MISSISSIPPI’S TRENT LOTT LEADERSHIP INSTITUTE ADVISORY BOARD ADOPTED DURING THE SPRING SEMESTER OF THE 2017-2018 BOARD TERM ON APRIL 22, 2018 BY-LAWS OF THE UNIVERSITY OF MISSISSIPPI’S TRENT LOTT LEADERSHIP INSTITUTE ADVISORY BOARD TABLE OF CONTENTS Table of Contents.............................................................................................................................1 Article I: Name………………………………………………………..…………………….…….3 Section 1: Name Section 2: Description Article II: Purpose…………………………………………………………………………………3 Section 1: Function Section 2: Mission Statement Article III: Application Process………………………………………………….………………..3 Section 1: Qualifications to Apply Section 2: Candidate Application Section 3: Application Section 4: Application Review Process Section 5: Transition Article IV: Officers……………………………………………...…………………………..…….4 Section 1: Chairman Section 2: Vice Chairman Section 3: Treasurer Section 4: Secretary Section 5: Student Affairs Chairman Section 6: Outreach Chairman Section 7: Ambassador Chairman Section 8: Public Relations Chairmen Article V: Meetings…………………………………………………………………………..……7 Section 1: Regularly Scheduled Meetings Section 2: Special Meetings Section 3: Quorum and Proxies Section 4: Open and Closed Meetings Section 5: Organization of Meetings Section 6: Absentee Policy Section 7: Voting Article VI: Ejection………………………………………………………………………………..8 Section 1: Impeachment 1 Section 2: Term Limits Article VIII: Alteration of the By-Laws…………………………………………………………..9 Section 1: Amendments, Abolishment, and Adoption Ratification of the By-Laws…………………………………………………………...……........10 2 ARTICLE I - NAME Section 1. Name The name of the organization shall be the Trent Lott Leadership Institute Advisory Board, herein called “Lott Advisory Board”. Section 2. Description The Lott Advisory Board is a separate, student-led entity under the guidance of the Trent Lott Leadership Institute. ARTICLE II - PURPOSE Section 1. Function The purpose of the Lott Advisory Board is to serve as the student governing body of The Trent Lott Institute, advise the directors and faculty of The Trent Lott Institute through its selected representatives, and organize student activities for educational, social, fundraising, and charitable purposes. The Lott Advisory Board is composed of a Chairman, Vice Chairman, Treasurer, Secretary, Student Affairs Chairman, Outreach Chairman, Ambassador Chairman, two Co-Public Relations Chairmen, and three Open Chairmen. Section 2. Mission Statement The mission of the Lott Advisory Board is to create a welcoming environment that serves the interests of all members of the Lott Institute and to provide the best experience for all participants of the Public Policy Leadership Program. ARTICLE III - APPLICATION PROCESS Section 1. Qualifications to Apply a. Any student in the Trent Lott Leadership Institute who is in good standing with the Institute as well as the University of Mississippi at the time of the applications may apply for the Advisory Board. They must have a cumulative average GPA of 3.0 or higher and be currently considered a full time student at the University of Mississippi-Oxford branch for the duration of their term. Students that have been enrolled at a collegiate institution for four years or more are not eligible to apply for a position on the Lott Institute Advisory Board. 3 Section 2. Candidate Application a. Any student in the Lott Institute who meets the requirements of Section 1 of this Article may have their name considered for the Lott Advisory Board. b. Applicants must turn in their completed application by the deadline to be considered for membership. Section 3. Application a. The application must be blind, in that it does not include references to Greek affiliations or membership in specific student organizations. Applicants may still reference their previous positions. Section 4. Application Review Process a. Applications must not have their applicant’s name attached during the review process. A number will be given to each application and that number will be used when making a final decision. b. The application selection team will consist of the Chairman of the Lott Advisory Board and administrators from the Trent Lott Leadership Institute. c. If the Vice Chairman will hold their position for two years, they will be expected to participate in the selection process. d. After completing the application review process, the selection team will look at the names selected. Section 5. Transition a. An electronic portfolio complete with relevant and helpful records (paperwork, notes, advice, minutes, etc.) will be given to the newly selected members of the Lott Advisory Board. b. The compilation and presentation of records to the newly selected board members shall be the joint responsibility of the Chairman and the Secretary. ARTICLE IV - OFFICERS Section 1. Chairman a. The Chairman shall have served as Co-Chairman for at least one year and be approved by the former Chairman. The Chairman is required to reside in Oxford throughout the academic year they serve as Chairman. The Chairman’s term is continuous until graduation, resignation, termination, or impeachment. b. The responsibilities of the Chairman include presiding over the Lott Advisory Board, organizing conferences for members of the Lott Advisory Board to attend, selecting 4 board members from a pool of applicants, proposing board members for chairmen positions, and overseeing the day to day operations of each board member. Section 2. Vice Chairman a. The Vice Chairman shall be nominated and approved by the Lott Advisory Board with a majority vote. The Vice Chairman’s term is continuous until graduation, resignation, termination, or appointment to Chairman by the outgoing Chairman. b. The responsibilities of the Vice Chairman include presiding over the Advisory Board in situations where the Chairman is absent, serving as an aide to the Chairman with tasks he or she needs assistance with, and upholding the members of the Lott Advisory Board to the standards and expectations consistent with the Creed of the University of Mississippi. c. If need be, the Vice Chairman will oversee the impeachment of board members. Section 3. Treasurer a. The Treasurer shall be nominated and approved by the Lott Advisory Board with a majority vote. The Treasurer’s term is one academic school year. He or she shall annually apply at the conclusion of their term if he or she desires to remain on the Lott Advisory Board. b. The responsibilities of the Treasurer include collaborating with designated faculty members to manage the operating account, proposing an annual budget, monitoring the budget of the Lott Advisory Board, supplying board members with the necessary funds they need to excel at their positions, and submitting the annual request to the Associated Student Body for monetary assistance. Section 4. Secretary a. The Secretary shall be nominated and approved by the Lott Advisory Board with a majority vote. The Secretary’s term is one academic school year. He or she shall annually apply at the conclusion of their term if he or she desires to remain on the Lott Advisory Board. b. The responsibilities of the Secretary include attending Lott Advisory Board meetings and taking notes on the proceedings, maintaining a record of Lott Advisory Board activities, dispersing pertinent information to the board members, and helping to set the agenda for each meeting. Section 5. Student Affairs Chairman a. The Student Affairs Chairman shall be nominated and approved by the Lott Advisory Board with a majority vote. The Student Affairs Chairman’s term is continuous until graduation, resignation, termination, or impeachment. 5 b. The responsibilities of the Student Affairs Chairman include annually creating and distributing an experiential survey to all students who are graduating at the completion of the semester, a questionnaire to current students about internships, employment, and post-graduate plans, and a survey to alumni of the Trent Lott Leadership Institute about their profession, residency, and contact information. He or she also organizes the gathered information, condenses the data into an informational piece of literature for distribution to prospective and current students, and acts as a co-editor of the “Alumni and Student Affairs” section in the Public Policy and Leadership newsletter. Section 6. Outreach Chairman a. The Outreach Chairman shall be nominated and approved by the Lott Advisory Board with a majority vote. The Outreach Chairman’s term is continuous until graduation, resignation, termination, or impeachment. b. The responsibilities of the Outreach Chairman include creating and ordering merchandise for the the Trent Lott Leadership Institute, connecting with graduate programs and related companies or organizations to build relationships with the Trent Lott Leadership Institute, and planning community events to publicize the Trent Lott Leadership Institute. c. The Outreach Chairman has the ability to appoint members of the Trent Lott Leadership Institute to form a committee to assist him or her with day to day operations. The committee shall not exceed three members, excluding the Outreach Chairman. Section 7. Ambassador Chairman a. The Ambassador Chairman shall be nominated and approved by the Advisory Board with a majority vote.The Ambassador’s term is one academic school year. He or she shall annually apply at the conclusion of their term if he or she desires to remain on the Advisory Board. b. The
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