Section 1:

The name of the organization shall be the Associated Student Body of Kern River Valley (ASBKRV).

Section 1:

The purpose of this organization is to promote and support the academic and social welfare of Cerro Coso students attending the Kern River Valley Campus and to promote the college in its community.

Section 1:

General Membership

A.     General membership is open to any student enrolled in credit courses at the Kern River Valley Campus.

B.     General members must be in good academic standing, possess a current ASCC Coyote Card, and attend open forum meetings on a regular basis.

C.     Students who are on academic or progress probation or who have been disqualified are ineligible for active general membership.

Section 2:

Associate Membership

A.     Associate membership is open to students attending the Kern River Valley Campus who are currently enrolled in community education courses, non-credit programs, and/or courses on an audit basis.

B.     Like general members, associate members must be in good academic standing, possess a current ASCC Coyote Card, and attend open forum meetings on a regular basis.

C.     Students who are on academic or progress probation or who have been disqualified are ineligible for active associate membership.

Section 3:

Loss of Membership

Membership may be revoked if a member misses more than four (4) meetings per semester with or without notification.

Section 1:

Positions of Officership

Positions of officership shall include the following: president, vice-president, secretary, and financial manager.

Section 2:

Officer Eligibility

A.     To be eligible for officership, a student must be enrolled in a minimum of six (6) units at the Kern River Valley Campus.

B.     To be eligible for officership, a student must also have maintained a grade point average of at least 2.0 for the previous semester.

Section 3:

Terms of Office

A.     New officers shall be elected in a campus-wide student election run by the club in the spring semester preceding the year of office. Election voters are limited to Cerro Coso students who are currently enrolled at the Kern River Valley Campus, who are in good academic standing, and who possess a current ASCC Coyote Card.

B.     Terms of office generally coincide with the academic year running from July 1 though June 30.

C.     Officers who miss four (4) meetings per semester with or without notification are subject to be replaced by appointment of the remaining executive committee with the approval of the club advisor.

Section 4:

Duties of the President

A.     To preside over the club and club meetings.

B.     To understand and follow the club’s constitution and by-laws. Know college policies and regulations.

C.     To break voting ties. The president has no vote, except to break ties.

D.     To consult with the local administration and club advisor regarding all club business and activities.

E.      To consult regularly with the club advisor and to schedule meetings in keeping with his/her scheduled priorities.

F.      To appoint committees and chairpersons to assist in getting things done. Spread the burden of work among all club members and give others an opportunity to participate. Total participation by all members makes a strong organization.

G.     To call regular club and executive meetings.

H.     To oversee the preparation of a group master plan for the semester’s activities.

I.        To be an effective presiding officer,

1.      Know how to conduct a meeting according to the basic parliamentary procedures outlined in Robert’s Rules of Order.

2.      Be impartial, fair, and courteous. Carry out the group’s decisions and wishes.

3.      Prepare an agenda for each meeting.

4.      Check the minutes of the preceding meeting to include business that should be readdressed or concluded.

5.      Assign responsibilities to others.

Section 5:

Duties of the Vice-President

A.     To take over the president’s responsibilities when the president is unable to carry out his/her duties.

B.     To assist the president in any way possible.

C.     To assume the office of the secretary or financial manager when those officers are unable to carry out their duties.

D.     To assume and carry out special duties that may be assigned by the constitution by-laws, the president, executive committee, or members.

E.      To attend all executive committee meetings and meetings of the organization.

F.      To know and understand your organization’s constitution and by-laws.

Section 6:

Duties of the Secretary

A.     To record and keep accurate permanent records (minutes, documents, etc.).

B.     To keep an accurate, up-to-date list of members, their addresses, telephone numbers, and currency of ASB Card.

C.     To keep in the secretary’s book a copy of the constitution and by-laws and have it available for easy reference during meetings.

D.     To forward a copy of the minutes on a monthly basis to the student affairs office for review by the ASCC chairperson.

E.      To take motions down accurately and be prepared to read them back almost immediately. Suggested outline for writing of the minutes:

1.      Give hour, day, month, place of meeting, and the name of the presiding officer.

2.      State whether the minutes are approved as read or approved as corrected. (If there were corrections, list them).

3.      Give a statement concerning all reports read and actions taken on them.

4.      Record items discussed under old business.

5.      Record items discussed under new business.

6.      Every motion, lost or carried, should be included under the appropriate item of business.

7.      State the time of adjournment of the meeting.

8.      Sign the minutes.

F.      To provide a copy of minutes on a monthly basis to the club president and local administrator.

G.     To provide an updated list of membership each semester after having verified possession of current ASCC Coyote Cards.

For more information on the duties of the secretary, see by-laws Article II.

Section 7:

Duties of the Financial Manager

A.     To monitor all fluids of the organization.

1.      Collect all money. A receipt must be given for all money collected.

2.      Deposit all funds with the Kern Valley Business office to be recorded and sent to club’s trust account. (All clubs and organizations are required to keep all money in an account in the Ridgecrest Business Office.) No off-campus accounts may be kept.

3.      Sign all campus trust fund requisitions along with the advisor, the local administrator, the student activities director, and the ASCC business manager for withdrawal of funds from the business office. Receipts must be presented to the business office for the full amount spent.

B.     To facilitate the preparation of a budget and have it approved by the executive committee and membership.

C.     To make certain the organization expends money in keeping with the approved budget/or account balance and within school policy and regulations.

D.     To make a financial report at each business meeting of the organization listing receipts, expenditures, and balance on hand.

E.      To see that all the bills are paid promptly by requesting the preparation of a check through the Kern Valley Accounting Office.

F.      To keep a record of all money handled, note incoming and outgoing, and indicate purpose for which money was disbursed.

G.     To have records available and in condition for examination at any time.

For more information on the duties of the financial manager, see by-laws Article III.

Section 1:

Positions of Representatives

Three students shall serve as student body representatives on the executive committee.

Section 2:

Representative Eligibility

A.     To be eligible for the position of representative, a student must be enrolled in a minimum of six (6) units at the Kern River Valley Campus.

B.     To be eligible for the position of representative, a student must have maintained a grade point average of at least 2.0 for the previous semester.

Section 3:

Terms of Office

A.     Runners-up for officers’ positions who are willing to do so will serve as representatives. In the event that runners-up decline to serve, the positions will be filled by individuals appointed by the executive committee from a pool of volunteers. In the event that all four runners-up wish to serve, a decision will be made amongst the newly elected officers by majority vote.

B.     Terms of office for representatives generally coincide with the academic year running from July 1 though June 30.

C.     Representatives who miss four (4) meetings per semester with or without notification are subject to be replaced by appointment of the remaining executive committee with the approval of the club advisor.

Section 4:

Duties of the Representatives

A.     To be involved in club activities and meetings.

B.     To work closely with the officers on club projects.

C.     To serve on the executive committee (see Article VII).

D.     To chair committees and sub-committees.

E.      To fill officer vacancies.

Section 1:

Position of ASCC Senate Representative

As a student club, ASBKRV is granted senatorial representation on the ASCC Senate. The number of senators for the club is dependent upon membership numbers as outlined in the ASCC constitution. The duties of a senator include attending the ASCC meetings in Ridgecrest, speaking and acting on behalf of the ASBKRV club at these meetings, and reporting back to the club senate information. Senators for ASBKRV shall be appointed from a pool of volunteers by the club executive committee. Refer to the current ASCC constitution for specific guidelines.

Section 1:

The executive committee shall consist of the four elected officers, the three student representatives, the faculty advisor, and the local administrator.

Section 2:

In order to pass official club business, a quorum of the executive committee must be present (see article IIX). When a quorum is present, a simple majority vote of the officers and representatives of the executive committee, with the approval of the advisor and/or local administrator, shall be necessary to make and pass any motions.

Section 1:

Open forum meetings (meetings open to general club members and the student body) will be held bi-monthly.

Section 2:

Executive committee meetings may be held at the discretion of the club president. Holding an executive committee meeting before each open forum meeting is recommended.

Section 3:

Special open forum meetings may be called with the approval of the Executive Committee.

Section 1:

A minimum of three officers plus the faculty advisor must be present at a meeting in order to transact business legally.

Section 1:

With a quorum present, a simple majority consensus will constitute a legal vote.

Section 1:

Amendments must be approved by the executive committee and then must pass a majority vote of the general membership before they can be submitted to the ASCC senate for ratification.

Section 2:

The general club membership shall be given notice of any proposed amendments at least one meeting prior to the actual vote.

Section 3:

A quorum must be present at the meeting in which amendments are voted upon (see Article IX).

Section 1:

This constitution and its by-laws shall become effective upon approval of the ASCC senate.

Section 1:

A.     To ensure the preservation of the club’s history and the accuracy of its documents, keep a complete digital archive of important documents—in particular the minutes. Give digital copies of important documents to the club advisor for archiving in the ASB Club folder found on the G Drive of the KRV Campus.

B.     Minutes and other important documents (such as a recently revised club constitution, a club member list, etc.) should be archived shortly after their approval.

Section 1:

Handling Minutes

A.    The minutes are accurate written recordings of all club meetings. Every discussion, every motion lost or carried, every action should be included under the appropriate item of business. In the minutes it should be clear who the speakers are. The secretary will record accurate minutes of meetings in a standardized template, file hard and digital copies, and send copies to all required parties. A good MS Word minutes template can be found and copied from the KRV Club Templates folder on the KRV G Drive. Here is a suggested approach to the minutes:

1.      Take the minutes, making sure to include the following:

1. Club name and date.
2. The word “Minutes.”
3. Start and end times.
4. Place of meeting.
5. Name of presiding officer.
6. Name of recorder. The secretary will provide his or her own name. If a designee takes the minutes, then the name of the designee appears here.
7. Name of attending club advisor.
8. Names of all members present.
9. “Approved as read” or “Approved as corrected.” If there were corrections, list them here.
10. A list of topics discussed under old business.
11. A list of topics discussed under new business.

2.      Attain approval of the minutes. At the beginning of each meeting, hand out copies of the previous meeting’s draft minutes and ask for approval or changes. Make changes as necessary. Then have the club vote for approval.

3.      File and send the minutes. After approval of minutes, make sure to do the following:

a.     Make two hard copies—one for the secretary’s book for quick reference at meetings, and one for the club file cabinet.

b.     Give a digital copy to the club advisor to place in the ASB Club folder on the G Drive.

c.     Email digital copies to the club president, the club advisor, the campus director, and the student activities director.

Section 1:

Managing Petty Cash

A.     The club can keep $60 petty cash on hand for small expenses. With the executive council’s discretion, money can be issued out to responsible persons as needed with the expressed condition that receipts be collected for all expenses. Keep recent receipts in the cash box. When the petty cash falls below $60, a reimbursement request can be filed for replenishment of the petty cash.

B.     Money collected from the soda machines, candy bar sales, recycling, or any other form of revenue can be placed in the cash box; however, when the funds in the cash box exceed $60, the extra money must be deposited into the club’s trust account. These deposits can be made on a monthly or bi-monthly basis if needed.

C.     Depositing Petty Cash

1.      Fill out a bank deposit slip (a booklet of slips is kept in the petty cash box). Make two photocopies of the slip. Then deposit money into bank.

2.      Fill out a deposit memo (a digital template can be copied from the Financial Management folder in the ASB Club folder found on the KRV G Drive). Print two hard copies of the memo. Then email the deposit memo to the club president, the club advisor, the ASCC business manager, and the student activities director.

3.      Make one copy of the expense receipts.

4.      Staple the deposit slips, the receipts, and the deposit memos into two pairs. File one in the club file cabinet and send the other to the ASCC business manager.

D.     Replenishing Petty Cash

5.      Fill out a reimbursement memo (a digital template can be copied from the Financial Management folder on the KRV G Drive). Email the memo to the club president, the club advisor the ASCC business manager, and the student activities director.

6.      Print a hard copy of the reimbursement memo for the club file cabinet.

Section 2:

Club Expenditure Request Forms

A.     For larger expenditures, it will be necessary to fill out an expenditure request form. Requests are best submitted before spending; however, if under time constraints, and if an individual is willing to front his/her personal money, an expenditure request can be filled out after the spending has occurred. A digital copy of the form can be copied or printed from the Financial Management folder on the KRV G Drive.

1.      Fill out an expenditure request form. The club account number asked for is the same as the club bank account number.

2.      Sign the form and obtain the club advisor’s signature.

3.      Make a photocopy of the form.

4.      If requesting after spending has occurred, make copies of all receipts to be included with the form.

5.      Staple the receipts and the form into two pairs. File one in the club file cabinet and send the other to the ASCC business manager.

Section 3:

Creating the Financial Manager’s Report

A.     The financial manager gives the financial report at the beginning of each club meeting. In the financial report, disclose the following:

1.      Current trust fund holdings: to find out the current holdings, contact the ASCC business manager.

2.      Recent receipts and expenditures: these are expenditures which have not yet been reported, the receipts of which should be in the petty cash box.

3.      Current petty cash box holdings.

4.      Total club holdings.

Section 1:

The club must have an advisor who is a full-time faculty member of the college. The advisor carries veto power over all club decisions.

Section 2:

Basic Functions of the Advisor

A.     To attend meetings or appoint a replacement faculty member when meetings must be missed.

B.     To oversee the business of the club to ensure that all actions are in compliance with college regulations.

C.     To ensure that all minutes and other important documents are placed in the ASB Club file found on the KRV G Drive (see by-laws Article 1, Section 1).

Section 1:

The membership list will be addressed according to the ASCC constitution at least once per semester.

Section 1:

A club website currently exists at http://www.cerrocoso.edu/krv/asbkrv/. You can post events and news updates, officer and contact information, the club calendar, constitution, minutes, and any other items of club interest. Update the site through your advisor or the Cerro Coso webmaster.

Donald Trautman, Club President

Date: (signed and dated 2004)

Gary Enns, Club Advisor

Date: (signed and dated 2004)

Ronald Green, KRV Campus Director

Date: (signed and dated 2004)

Rachelle Lewis, President of the ASCC

Date: (signed and dated 2004)

Robert Weisenthal, Director of Student Activities

Date: (signed and dated 2004)

Sharon Dyer, President of Cerro Coso Community College

Date: (signed and dated 2004)