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

Section 2: Term Limits Article VIII: Alteration of the By-Laws…………………………………………………………..9 Section 1: Amendments, Abolishment, and Adoption Ratification of the By-Laws…………………………………………………………...……...... 10

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.

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

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.

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 responsibilities of the Ambassador Chairman include providing tours to any prospective students or persons of interest, distributing information about the Trent Lott Leadership Institute to high schools or prospective students, fostering relationships with prospective students through respective forms of communication, and being available to answer any questions concerning the Trent Lott Leadership Institute. Respective forms of communication are defined as communication via telephone, email, and postal services. c. The Ambassador Chairman has the ability to organize a committee to assist him or her with day to day operations. The Ambassador Committee shall be selected through an application process conducted by the Ambassador Chairmen and then approved by the Advisory Board Chairman. The committee shall not exceed fifteen members, excluding the Ambassador Chairman.

Section 8. Public Relations Chairmen a. Two co-Public Relations Chairmen shall be nominated and approved by the Lott Advisory Board with a majority vote. Each chairman’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. Public Relations is divided into two chairs: print media and social media. b. The responsibilities of the Print Media Public Relations Chairman include creating and sending a monthly newsletter to current Lott students and a yearly newsletter to alumni of the Trent Lott Leadership Institute. He or she also designs flyers and other print materials for recruiting. c. The responsibilities of the Social Media Public Relations Chairman include maintaining social media accounts across a variety of platforms, posting regularly and for each event sponsored by the Trent Lott Leadership Institute, and upholding the values of the Lott Advisory Board online. d. The Print Media Public Relations Chairman has the ability to organize an appointed committee to assist him or her with newsletters and flyers. The committee shall not exceed three members, excluding the Print Media Public Relations Chairman.

ARTICLE V - MEETINGS

Section 1. Regularly Scheduled Meetings a. Regular meetings will be held monthly with the time and location, decided upon by the Chairman and Vice Chairman.

Section 2. Special Meetings a. A special meeting may be called by the Chairman. These special meetings may be called for urgent matters and extenuating circumstances. The Chairman must notify all members of the Lott Advisory Board. b. If not all members of the Lott Advisory Board are notified, all decisions reached shall be ineffective until they may be affirmed in another meeting. All members must be notified of the meeting at least three days prior. If a special meeting is called within fewer than three days prior, the absentee policy does not apply.

Section 3. Quorum and Proxies a. Attendance of two-thirds of the total number of Board members shall constitute a quorum. If quorum is not reached, no votes should be cast, but Lott Advisory Board business may be presented and discussed. b. There shall be no proxies or proxy voting. c. The Chairman will only vote in the case of a tie or to reach quorum.

Section 4. Open and Closed Meetings a. All meetings shall be open unless otherwise voted upon by a simple majority. b. Any Board member may call for a motion to close a meeting.

Section 5. Organization of Meetings a. Meetings will be led by the Chairman. In the the case of the Chairman's absence, the Vice Chairman holds responsibility. b. The standard organization for the meeting should be as follows: call to order, officer updates, final call for updates, voting (should there be any), conclusion, and dismissal.

Section 6. Absentee Policy a. As soon as a board member realizes he or she will not be able to attend a scheduled board meeting, the board member must inform the Chairman of his or her inability to attend in writing via email or text message. The Chairman is responsible for determining the validity of an excused absence. b. If a board member fails to attend two-thirds of the announced meetings per semester, the Chairman and Vice Chairman will determine if the member is in violation of their position. The board member in question shall have the opportunity to defend themselves before the Chairman and Vice Chairman. If the board member in question fails to attend this meeting, he or she shall also forfeit the right to a defense and the Chairman and Vice Chairman may make a recommendation of dismissal to the Lott Advisory Board in his or her absence.

Section 6. Voting a. All voting shall be done by hand, counted by the Chairman, and recorded by the Secretary. b. Voting by secret ballot can be taken if one member of the board requests it.

ARTICLE VI – EJECTION

Section 1. Impeachment a. If any Lott Advisory Board member or Trent Lott Leadership Institute administrator wishes to impeach a member of the Lott Advisory Board, they must present a formal, signed complaint to the Chairman. b. Any impeachment of a member of the Lott Advisory Board must be agreed upon by at least four-fifths of the Lott Advisory Board. Voting on impeachment shall be silent.

c. If any member of the Advisory Board is called up for impeachment, they will have the opportunity to defend themself before the Board. The Board will then pass on their decision to the Lott Administration. Section 2. Term Limits a. After four years of college enrollment or after graduation from the University of Mississippi, chairman will no longer be able to serve in their position.

ARTICLE VII – ALTERATION OF THE BY-LAWS

Section 1. Amendments, Abolishment, and Adoption a. These By-Laws may be amended or repealed, or new By-Laws may be adopted by the affirmative vote of four-fifths of the members present at any regular meeting at which a quorum is present, provided that notice of any action affecting these By-Laws, or any amendments or proposed new By-Laws shall have been made available to all members of the Lott Advisory Board. b. Before they can become effective, all amendments to the By-Laws must meet the approval of the Trent Lott Leadership Institute Administration.

RATIFICATION OF THE BY-LAWS

Adopted by the Trent Lott Leadership Advisory Board on ___

These By-Laws and their amendments have been approved by a vote of _____ Charimen of the _____ Chairmen present from a roster of _____ Chairmen on the ______day of ______in the year ______.

Also approved by:

______Executive Director – ______Date Trent Lott Leadership Institute

______Chair of Public Policy and Leadership – ______Date Trent Lott Leadership Institute

We, the undersigned, hereby certify that, to the best of our knowledge, any and all alterations of the By-Laws during our term were carried out in accordance with the By-Laws as they stood prior to amendments approved during our term.

______Chairman ______Date Lott Advisory Board

______Vice Chairman ______Date Lott Advisory Board