CONSTITUTION AND BYLAWS OF THE ENGINEERS WITHOUT BORDERS USA ORANGE COUNTY PROFESSIONAL CHAPTER Octber 2014
Table f Cntents DEFINITIONS 3 CONSTITUTION 4 ARTICLE I NAME, LOCATION, AND MISSION 4 ARTICLE II - MEMBERSHIP 4 ARTICLE III - EXECUTIVE BOARD 5 ARTICLE IV BOARD OF DIRECTORS 6 ARTICLE V - PROGRAMS, PROJECTS, PROJECT MANAGEMENT AND PROJECT TEAMS 7 ARTICLE VI - COORDINATORS AND COMMITTEES 8 ARTICLE VII - AMENDMENTS 9 ARTICLE VIII - MISCELLANEOUS PROVISION 9 BYLAWS 10 ARTICLE I - MEETINGS 10 ARTICLE II - ORDER OF BUSINESS 11 ARTICLE III - GUEST 11 ARTICLE IV - DUES 11 ARTICLE V - ELECTION OF EXECUTIVE BOARD MEMBERS 11 ARTICLE VI - RECALLS 12 ARTICLE VII - FINANCIAL MANAGEMENT 12 ARTICLE VIII - SAVINGS CLAUSE 13 ANNEX A: FUNCTION DESCRIPTIONS FOR THE EXECUTIVE BOARD MEMBERS 15 PRESIDENT 15 PRESIDENT ELECT 15 VICE PRESIDENT PROJECTS 16 SECRETARY 16 TREASURER 17 PAST PRESIDENT 17 EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 2
CONSTITUTION AND BYLAWS OF THE ENGINEERS WITHOUT BORDERS USA ORANGE COUNTY PROFESSIONAL CHAPTER The Cnstitutin and Bylaws f the Engineers Withut Brders USA Orange Cunty Prfessinals created n March 5, 2008, and which was amended n June 26, 2010, is hereby restated in its entirety as fllws: DEFINITIONS EWB-USA shall mean the Natinal rganizatin f Engineers Withut Brders-USA. EWB-USA OC shall mean the Orange Cunty Prfessinal Chapter f EWB-USA. Chapter shall mean EWB-USA OC. Executive Bard shall mean the elected grup f fficers that manages the affairs f the Chapter as per this dcument and is recgnized as such by EWB-USA in this capacity. Bard f Directrs shall mean the cllective grup f the Executive Bard, Prject Team Leaders, Cmmittee Crdinatrs and Cnsulting Bard members. Fiscal Year shall mean the twelve-mnth perid January 1 st - December 31 st. Prgram shall mean an engineering related Chapter activity that addresses cmmunity-identified infrastructure needs and lasts at least five years. Prject shall mean a subset f a Prgram. Multiple Prjects can cnstitute a Prgram. Prject Team shall mean the grup f Vting and Nn-Vting members that executes a Prject. Prject Team Leader shall mean the persn that is in charge f managing the affairs f a Prject Team. Operating Handbk : shall mean the apprved Chapter dcument that prvides a detailed descriptin f the Prject prcesses, prcedures, dcuments and reprts required Cmmittee Crdinatr shall mean the persn that manages a specific activity area f the Chapter as defined in this dcument. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 3
CONSTITUTION ARTICLE I Name, Lcatin, and Missin Sectin 1 Sectin 2 Sectin 3 Sectin 4 Sectin 5 The name f this rganizatin shall be Engineers Withut Brders USA - Orange Cunty Prfessinal Chapter. EWB-USA OC Prfessinal Chapter is a Chapter f Engineers Withut Brders-USA (EWB- USA); a nnprfit humanitarian rganizatin based in Denver, Clrad, and shall be referred t as the Chapter thrughut this Cnstitutin and Bylaws. The Chapter bundaries shall be defined as the area including Orange Cunty, Califrnia. The headquarters f the Chapter shall be lcated in Orange Cunty, Califrnia. The missin f the Chapter shall be t supprt cmmunity-driven develpment prgrams wrldwide thrugh partnerships that design and implement sustainable engineering prjects, while creating transfrmative experiences that enrich glbal perspectives and create respnsible leaders. Whilst centered arund internatinal develpment prgrams, the chapter shall als prvide supprt and engineering develpment in the lcal cmmunity thrugh the mentring f lcal engineering students, participatin in STEM awareness and enrichment activities in the Orange Cunty schl systems and supprt f lcal engineering initiatives. In pursuit f the missin, the Chapter and its members shall uphld the signed Chapter Agreement and adhere t all EWB-USA plicies, prcesses, prcedures and style guides. ARTICLE II - MEMBERSHIP Sectin 1 The Membership f the Chapter shall cnsist f: Vting Members: individuals in gd standing with EWB-USA, wh have paid their current fiscal year EWB-USA dues as regulated by EWB-USA, are registered as members f the Orange Cunty Prfessinal Chapter and have accepted the Cnstitutin and Bylaws f the Chapter. Vting Members have the right t vte, participate in Prject Team wrk and Crdinatr Cmmittees, and can travel n behalf f the Chapter. Vting members are eligible t serve as a member f the Executive Bard and Bard f Directrs. Nn-Vting Members: individuals that have nt paid the EWB-USA annual fees but are actively cntributing t the wrk f a Prject Team, a Crdinatr Cmmittee r therwise. The Chapter Cnstitutin and Bylaws, and the Chapter agreement with EWB-USA bind all Nn-Vting Members. Nn-Vting Members cannt vte r participate in travel fr the Chapter. Nn-Vting Members are nt eligible t serve as a member f the Executive Bard r Bard f Directrs. It shall be the gal f the Chapter t encurage Nn-Vting Members t becme Vting members. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 4
Sectin 2 Membership in the Chapter shall nt be denied t any persn based n the basis f race, clr, creed, natinal rigin, plitical affiliatin, religin, sex, sexual rientatin, gender identity, age, marital status, disability r veteran status. The Chapter welcmes nn-engineers and nntechnical prfessinals t participate, particularly thse skilled in prject management, finance, cnstructin, health, medical, administrative, IT, public relatins, legal, educatin and languages. There is n frmal qualificatin requirement t be part f the Chapter. ARTICLE III - Executive Bard Sectin 1 Sectin 2 Sectin 3 The Executive Bard shall cnsist f the fllwing psitins: a) President b) President-Elect c) Vice President f Prjects d) Secretary e) Treasurer f) Past President (ex ffici) The Executive Bard shall manage the affairs f the Chapter in accrdance with this Cnstitutin and Bylaws. The Executive Bard has the principal respnsibilities f develping plicy, authrizing financial expenditures, scheduling meetings, and generally directing the business f the Chapter. The Executive Bard shall serve in the best interest f the Chapter s missin. All Executive Bard members must be registered and active Vting Members and must be affiliated with the Chapter. Actins requiring fficial apprval by the Executive Bard require apprval by the majrity f the Executive Bard members. Vtes may be registered in persn, via phne, via a signed letter r by prxy thrugh a fellw Executive Bard member. These apprvals include, but are nt limited t: - The submittal f new r revised Prgram and Prject Plans t EWB-USA, - Spending f Chapter funds, - Cperatin with ther Prfessinal Organizatins, - Any ther actins by the Chapter, its Prject Teams and its Crdinatrs that substantially impact the best interest f the Chapter and its Members, at the discretin f the Executive Bard. Sectin 4 Meetings f the Executive Bard shall be held in persn, unless therwise apprved by the Executive Bard t be held via ther means. Sectin 5 Each Vting Member f the Chapter shall be eligible fr electin r appintment t the Executive Bard upn meeting the prescribed qualificatins. a) Vting Members shall be eligible t the ffices f President, President-Elect, Vice President Prjects, Secretary, and Treasurer. b) N ne persn may hld mre than ne Executive Bard psitin cncurrently. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 5
c) The mst recent active President f the Chapter, lcated within the jurisdictin f the Chapter, and active in the Chapter, shall be the past President. d) An Executive Bard member may nt serve as a Prject Team Leader in the same term, r vice-versa. Sectin 6 Sectin 7 The term f ffice f the Past President, President, President-Elect, Vice President Prjects, Secretary, and Treasurer shall be ne year r until the end f the current fiscal year, whichever date ccurs first. The term shall begin n the first day f the fiscal year, and shall cntinue fr the perid mentined abve. If n successr is duly elected fr a certain ffice, the term fr this ffice can be extended at the discretin f the Executive Bard r until a successr is duly elected. Vacancies within an ffice f the Executive Bard shall be filled as fllws: a) If there is a midterm vacancy in the ffice f the President, then the President-Elect shall prematurely assume the ffice f President fr the remainder f the term and a new President- Elect shall be appinted with a majrity vte f the Bard f Directrs fr the remainder f the term. At the next annual electin, the President shall serve ne mre term. b) If there is a midterm vacancy in the ffice f President-Elect a new President-Elect shall be appinted with a majrity vte f the Bard f Directrs fr the remainder f the term. The appinted President-Elect shall serve as the President in the successive year. If an eligible candidate is nt fund befre the end f the term, bth the President and the President-Elect may be simultaneusly elected at the next electin. c) If there is a midterm vacancy in the ffice f Past President, then the ffice shall remain vacant until the next annual electin. d) Any ther vacancies n the Executive Bard will be filled by the President, by making a selectin frm amng the Vting Members with the apprval f the Bard f Directrs. All vacancies filled shall be fr the remainder f the term. Sectin 8 Sectin 9 Sectin 10 Resignatins shall ccur in writing and be given t the Executive Bard a minimum f tw weeks prir t the fficial resignatin date. The duties f the regularly elected fficers shall be as defined in Annex A t this dcument and as mdified and directed by the Bard f Directrs frm time t time. In case f deadlck in vtes f the Executive Bard, the President shall cast a secnd vte. ARTICLE IV Bard f Directrs Sectin 1 The Bard f Directrs shall cnsist f the fllwing persns: a) The Executive Bard members b) The Prject Team Leaders as defined in Article V c) The Cmmittee Crdinatrs as defined in EWB-USA OC Cmmittee Crdinatrs dcument d) Cnsulting Bard members as defined in sectin 2 f this Article. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 6
Sectin 2 At the discretin f the Executive Bard, the Bard f Directrs may be extended frm time t time, t include members frm utside the Chapter (the Cnsulting Bard Members). These Cnsulting Bard Members culd be representatives frm Chapter dnrs, related industry senir management, r ther cmmunity representatives. The Cnsulting Bard Members shall be selected n basis f their willingness and ability t assist the Chapter in executing the Chapter s business and achieving the Chapter s Missin. Sectin 3 Sectin 4 All Bard f Directrs members must be registered and active Vting Members and must be affiliated with the Chapter. Actins requiring fficial apprval by the Bard f Directrs require apprval by the majrity f the Bard f Directrs members. Vtes must be registered in persn r via phne during a Bard f Directrs meeting. These apprvals include, but are nt limited t: - Appintment f Prject Team Leaders and Cmmittee Crdinatrs, - Fundraising Events, Membership drives, Public Relatin activities, Student Liaisn initiatives and any ther prpsal brught frward by the respective Cmmittee Crdinatrs. - The electin f Executive Bard Members as per Article III, sectin 7 and Article V, sectin 1 f the Bylaws. - The cntent f the Prject Handbk. Sectin 5 In case f deadlck in vtes f the Bard f Directrs, the President shall cast a secnd vte. ARTICLE V - Prgrams, Prjects, Prject Management and Prject Teams Sectin 1 Prgrams undertaken by the Chapter shall adhere t the fllwing guidelines: a) Applicatins fr a new Prgram shuld fllw the EWB-USA plicy fr a Cmmunity Driven Apprach, Cmmunity Ownership and Lng Term Sustainability. b) All Prgrams undertaken r assisted by the Chapter must be cnsistent with the Missin f EWB-USA. Sectin 2 Sectin 3 Sectin 4 Sectin 5 A Prgram can be cmprised f ne r mre Prjects. Each Prject shall be led by a Prject Team Leader appinted as needed by majrity vte f the Bard f Directrs. The Prject Leader is respnsible fr the executin f the prject and as such must understand prject management cncepts, have acceptable Prject Management experience, and have a clear understanding f prject management cncepts such as: Prject Scpe, Wrk Breakdwn Structures (WBS), Prject Schedules, and Prject Budgets. The Prject Team Leader must quickly develp a clear understanding f EWB-USA Prject Prcess and requirements as the prject mves frm: Prject Identificatin, Assessment, Design, Implementatin (Cnstructin), and int Sustainability (Mnitring and Evaluatin) EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 7
Sectin 6 Sectin 7 Sectin 8 Sectin 9 Sectin 10 The Prject Team Leader will assemble a prject team frm where he/she wuld select a Technical Lead and an Administrative Lead t assist with the management and the delegatin f duties and respnsibilities assciated with the prject. A review with the Executive Bard will be cnducted prir the appintment f such individuals. Vting and Nn-Vting Members f the Chapter in gd standing are free t participate in the Prject Teams. The Prject team shall cnduct regular prject status meetings (recmmended twice mnthly) All Prject Team Leaders shall reprt their Prject s activities t the Bard f Directrs at each bard meeting r as necessary. A detailed descriptin f duties and functins f the prject team leaders (Prject Lead, Technical Lead, and Administrative Lead) are included in a separate dcument called the Prject Handbk. Als included in the Prject Handbk shall be guidelines related t the Prject Team prcedures, staffing, dcumentatin, reprting schedules and chapter guidelines fr cnducting the Prject wrk, The Vice President Prjects is respnsible fr keeping the prject management related sectins f the Prject Handbk updated. Any changes heret require the apprval f the Bard f Directrs. ARTICLE VI - Crdinatrs and Cmmittees Sectin 1 Crdinatrs shall be appinted as needed by majrity vte f the Bard f Directrs. The Crdinatr psitins are fr the fllwing areas: Fundraising Membership ASCE Liaisn Student Chapter Liaisn Public Relatins/Marketing Webmaster The Bard f Directrs, n an as required basis, may define ther psitins. Sectin 2 Sectin 3 Sectin 4 The Functin Descriptins detailing the respnsibilities f the Crdinatr psitins are defined by the Bard f Directrs and shall be recrded in the applicable meeting minutes. All Crdinatrs shall reprt activities t the Bard f Directrs at each bard meeting r as necessary. It shall be the crdinatrs respnsibility t execute assigned task(s) in a timely manner and within the apprved budget, where applicable. The Crdinatrs may, at their discretin, create Cmmittees t assist with perfrming the respnsibilities f the psitin. Vting and Nn-Vting Members f the Chapter and vlunteers in gd standing are free t participate in these Cmmittees. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 8
ARTICLE VII - AMENDMENTS The Cnstitutin and Bylaws may be amended nly by the fllwing prcedure: a) A prpsed amendment shall have a minimum f ne-third f the signatures f the Executive Bard members. b) Within furteen days f apprval by the Executive Bard, the Secretary shall set the amendment as an agenda item fr the next Bard f Directrs Meeting. c) During the next Bard f Directrs meeting, if a prpsed amendment receives apprval by nt less than tw-thirds f the vtes, then it will be deemed apprved. d) If apprved by the Chapter, the Secretary shall immediately amend the Cnstitutin and/r the Bylaws. ARTICLE VIII - Miscellaneus Prvisin Shuld disslutin f the Chapter ccur, the assets and petty cash remaining shall be cnveyed t EWB-USA, accrding t EWB-USA regulatins. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 9
BYLAWS ARTICLE I - MEETINGS Sectin 1 Sectin 2 The Secretary shall publish ntice f regular meetings t the membership. The meetings shall be annunced via electrnic mail, pstal mail, r telephne and shall be psted n the Chapter website calendar. The Bard f Directrs Meeting and General Meeting are pen t all members f the Chapter as well as t persns frm utside the Chapter. Types a) Bard f Directrs Meeting (1) The purpse is t cnduct the fficial business f the Chapter. (2) Schedule: n a mnthly basis, r at the discretin f the Executive Bard. (3) Members/participants shuld receive a minimum f tw weeks ntice prir t meeting. (4) Run in accrdance with the mst current Rbert s Rules f Order. (5) The meeting shall be presided ver by the President r in his/her absence by anther member f the Executive Bard in the fllwing rder: President-Elect, VP Prjects, Treasurer, Secretary. (6) A qurum shall cnsist f the majrity f the Bard members. b) Executive Bard Meeting (1) The purpse is t have clsed meetings t discuss issues as they relate t the Chapter. (2) The frequency will be n an as needed basis as required by the President. (3) The meeting shall be presided ver by the President r in his/her absence by anther member f the Executive Bard in the fllwing rder: President-Elect, VP Prjects, Treasurer, Secretary. (4) A qurum shall cnsist f the majrity f the Executive Bard members. c) General Meeting (1) Purpse - T prmte active participatin f the General Membership in Chapter activities, t encurage new vlunteers t jin the chapter, interactin and netwrking amng Chapter members, fr scial functin, and t cnduct fficial business as it relates t the General Membership. The Membership Crdinatr shall determine the date and lcatin f the General Meeting, in clse EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 10
cmmunicatin with the Bard f Directrs. (2) General meetings shall ccur a minimum f tw (2) times per year. (3) The meeting shall be presided ver by the President r in his/her absence by anther member f the Executive Bard in the fllwing rder: President-Elect, VP Prjects, Treasurer, Secretary. (4) A qurum shall cnsist f the majrity f the Bard f Directrs members. (5) Members/participants shuld receive a minimum f tw weeks ntice prir t meeting. ARTICLE II - Order f Business The rder f business shall be that prescribed by the presiding fficer. ARTICLE III - GUEST Any member f EWB-USA r its affiliates, wh is nt a Member f the Chapter, may invite interested guests t attend meetings, except the Executive Meetings. ARTICLE IV - DUES Annual dues shall be as directed by EWB-USA. ARTICLE V - Electin Of Executive Bard Members Sectin 1 Sectin 2 Sectin 3 Sectin 4 Executive Bard members shall be elected in a Bard f Directrs Meeting by Vting Members. Electins shall be held nt later than the last day f Nvember f an electin year. Early Octber, The Secretary, shall ntify all Vting Members f the upcming electins. The Secretary shall prvide a list f Executive Bard psitins and qualificatin criteria, plus a deadline fr candidate s applicatins t be submitted t the Secretary. Vting Members f the Chapter shall nminate ne r mre members f the Chapter (themselves included) in gd standing fr the ffices f the Executive Bard. All nminees must be Vting Members f the Chapter and members f EWB-USA. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 11
Sectin 5 Sectin 6 Sectin 7 Nminatins shall be submitted t the Secretary f the Chapter at least fur weeks prir t the electin perid. The candidate receiving the highest number f vtes fr each ffice shall be declared elected. Officers shall assume ffice n the first day f the fiscal year. In case f deadlck in vtes the President shall cast a secnd vte. In case f deadlck in the President psitin vte, the Past President shall cast a secnd vte. N Member may serve mre than six full cnsecutive terms as an fficer f the Executive Bard. A Member wh has served six full cnsecutive terms may run again after ne year ut f ffice. ARTICLE VI - RECALLS Sectin 1 Sectin 2 Sectin 3 Sectin 4 Sectin 5 Sectin 6 A recall may be initiated by either a member f the Executive Bard r any Vting Member prvided that each has additinal c-signers frm the majrity f the Executive Bard, r that the Vting Member has supprting signatures frm the lesser f twenty five (25) Vting Members r 25 percent (25%) f the General Vting Membership, which cnsists f all Vting Members f the Chapter. T initiate a recall, a petitin explicitly stating the reasn(s) fr recall with supprting signatures shall be presented t the Secretary, wh will in turn, present the petitin t the Bard f Directrs. The Executive Bard shall in gd faith verify the validity f the petitin by verifying that the recall is based n a vilatin f the cnstitutin, r f the bylaws, f prgrammatic plicies. The Bard f Directrs shall apprve by majrity the validity f the petitin. The fficer shall be recalled by referendum with a qurum f fur f the remaining Executive Bard Members r 33% f the Vting Members. The Bard f Directrs shall determine and annunce the date and lcatin f the referendum n later than ten (10) days after a valid petitin is received. The referendum shall be held n mre than thirty (30) days after the date has been annunced and shall be annunced n less than ten (10) days prir the date the referendum is held. A minimum f vte f tw-thirds (2/3) f ttal vtes cast by the General Vting Membership vting the referendum is required fr any fficer t be recalled. ARTICLE VII - Financial Management Sectin 1 Sectin 2 Prjects requesting funding frm the Chapter must submit a written prpsal with budget estimate and detailed schedule t the Executive Bard (the Prject Budget). Submitted prpsals will be discussed at the next meeting f the Bard f Directrs. All Prject Budgets, and any mdificatins, shall require the apprval f the Executive Bard. N expenses shall be made until the Executive Bard has given its apprval. Activities initiated by a Crdinatr that require funding frm the Chapter require a prpsal t EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 12
the Executive Bard (the Crdinatr Budget). The Executive Bard shall review these prpsals at the next meeting f the Bard f Directrs. All Crdinatr Budgets shall require the apprval f the Executive Bard. N expenses shall be made until the Executive Bard has given this apprval. Sectin 3 Sectin 4 All expenditures must be submitted t EWB-USA fr reimbursement. The expense reprts must be apprved by tw Executive Bard Members and, in case f a Prject Team expense, the Prject Team Lead. The Payee is respnsible fr drafting the expense reprt and shall submit the expense reprt and receipts t the Treasurer fr prcessing with EWB-USA. An Audit Cmmittee shall be appinted by the President at the January meeting f the Executive Bard. The Treasurer shall clse the accunts at the end f December and prepare them fr audit. The audit shall be cmpleted and a reprt submitted t the Executive Bard members at the February Bard meeting. ARTICLE VIII - SAVINGS CLAUSE Shuld any sectin f the Cnstitutin r Bylaws be fund t be illegal, the remaining sectins shall remain intact and in frce. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 13
Signed and Agreed, President Name: Date President Elect Name: Date Vice President Prjects Name: Date Treasurer Name: Date Secretary Name: Date EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 14
Annex A: Functin Descriptins fr the Executive Bard Members President The President shall: Be the chief executive fficer f the Chapter. As such, represent, crdinate and apprve all Chapter matters related t r cmmunicated with EWB-USA, Crdinate between the Chapter, the West Chapter Regin, and EWB-USA, Ensure that all rders and reslutins f the Chapter are carried int effect, Be the central pint f cntact with all Prfessinal Organizatins and all ther rganizatins assciated r supprtive f the Chapter, Have csignatry pwer ver the Chapter s accunt with the Treasurer, Prepare agendas fr bth the Executive and Bard f Directrs meetings, Ensure that all Bard s cnference ntes, rders, reslutins and resulting meeting actin items are crrect and carried int effect, Initiate ad hc cmmittees as seen fit, with the apprval f the Executive Bard, Ensure that n psitins assciated with Chapter and Prject Leadership are vacant, Initiate ad hc cmmittees as seen fit, with the apprval f the Executive Bard, Preside ver all the Executive Bard and Bard Directrs meetings f the Chapter, Assist with fundraising, Lead annual electins f members t the varius Chapter Bards, Assist with membership recruitment, Represent the Chapter at public engagements, Be the last persn t review and apprve reprts t EWB-USA. President Elect The duty f the President-Elect shall be t familiarize neself with Chapter affairs and functins and t help cnduct the business f the Chapter as deemed apprpriate by the President. The President-Elect will serve as President in the successive term. The President-Elect shall: Assist the President in the Chapter s internal and external peratins, In the absence r disability f the President, perfrm the duties and exercise the pwers f the President, Assist the ther Executive Officers with chapter management tasks as needed, Participate in all Executive and Bard f Directrs meetings. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 15
Vice President Prjects The Vice President f Prjects shall: Crdinate with the Prject Team Leaders t ensure that the Chapter and EWB-USA prject management practices are fllwed in the executin f prjects, Oversee the status f EWB-USA apprved prjects assciated with the Chapter, Ensure that all prjects meet EWB-USA prcedures Assist in establishing prject teams, schedules, gals and budgets, Oversee that prjects are fllwing established timeline and budget, Review and apprve reprts t be send t EWB-USA Maintain the Chapter Prject Handbk (fluid dcument) that includes prject prcess steps, lessns learned, list f Chapter resurces and any ther material that may be relevant t prject teams, Pertaining t cmmunicatin, hlder f psitin shall: - Participate in all Executive Bard and Bard f Directrs meetings, - Relay needs and reprt n prgress f Prject teams t the Executive Bard, - Reprt infrmatin frm Executive Bard and EWB-USA back t Prject leads, - Cnduct mnthly phne cnference r persnal meetings with all Prject leads (recmmended). Des nt necessarily attend all team meetings, but attend them at wn discretin. Other members such as President, Treasurer, and Fundraising Crdinatr etc. may be included n a need-be basis, - Ensure that Prject teams have sme frum f cmmunicating and learning frm each ther s they d nt feel islated frm the Chapter. Prvide a platfrm fr leads t build a relatinship mnthly meeting r a mre infrmal gathering based n yur discretin, Hlder f psitin shall have Prject Management experience and direct experience n EWB prjects and have a thrugh understanding f EWB-USA prcedures, r experience, which is deemed relevant by the Bard. Secretary The Secretary shall: Handles secretarial tasks such as: Arranging and recrding meeting events, Keeping the Drpbx flder rganized, Getting new members access t the data strage media (Drpbx), Sending ut meeting reminders, Keeping the team's Ggle calendar up-t-date, Preparing facility and equipment fr team meetings. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 16
Recrd and distribute minutes f the Bard f Directrs and Executive Team Meetings. In clse cperatin with the Crdinatrs and Officers f the chapter, assist in maintaining cnsistent and nging cmmunicatin between the Chapter, its members, spnsrs and EWB-USA Maintain and update recrds f the membership status f all chapter members in clse cperatin with the Membership Crdinatr. Maintain recrds f electins. Be available t prvide dcuments as requested and field questins frm prject leads and vting members regarding bard member activities, Chapter functins, Bylaws and such. Participate in all Executive and Bard f Directrs meetings. Maintain and update fficial cpies f the Cnstitutin and Bylaws. Treasurer The Treasurer shall: Receive, accunt and reprt t EWB-USA, all incme and accunt and reprt t EWB-USA all apprved expenditures f the Chapter as per the EWB-USA Financial Plicies and Guidelines, Prepare the financial sectin f the Annual Reprt f the Chapter fr the use by the Past President, Be respnsible fr the accunts f the Chapter and be subject t audit as prescribed in the Bylaws f the Chapter, Have csignatry pwer with the President ver the Chapter s accunt, Prepare a recrd f transactin and financial frecast n a mnthly basis t be reviewed and accepted at the mnthly Bard f Directrs meetings, Assist the Prject Teams and Crdinatrs in the preparatin and presentatin f their Budgets and financial frecasts, Participate in all Executive and Bard f Directrs Meetings. Assist with fundraising. Past President The Past President shall: Prepare and submit the Annual Reprt t West Cast Regin f EWB-USA. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 17
Prmte the Chapter. The Past-President is nt a vting member f the Executive Bard, yet may be called upn t cast a deciding vte in the instance f a Presidential vte tie. EWB-USA OC Prfessinal Chapter: Cnstitutin and Bylaws, Octber 2014 18