| A R T I C L E I |
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Duties of the Officers
A. President
The President shall oversee the operations and activities of the Club
(including, but not limited to, the budget and schedules) and its ad hoc
committees, and represent MITBDC in all official matters with the MIT
administration and other entitites (except as listed in the officer
duties here). The President shall call and preside at meetings of the Club
and its executive committee (the President may designate a member of the
executive committee to serve as parlimentarian and/or preside at any meeting).
The conduct of meetings shall be the responsibility of the presiding officer.
Robert's Rules of Order shall prevail unless they are in conflict with the
Constitution or Bylaws. The President of MITBDC shall be a student at MIT.
B. Vice President
The Vice President shall perform the duties of the President in the
President's absence and shall handle all matters pertaining to the scheduling
of workshops, parties and other Club activities (in consultation with the
president). He/She shall also be the point of contact between the Club and any
teachers and performers needed for its activities and shall be responsible for
finding, recruiting and scheduling them as neceesary.
C. Treasurer
The Treasurer shall receive, disburse, and account for all funds of the Club
and its activities, present a written report of finances at least once per
semester, coordinate all budget and financial decisions and prepare budgets for
each Club activity (in consultation with the President). The Treasurer of MITBDC
shall be a student at MIT.
D. Membership Secretary
The Membership Secretary shall be responsible for creating and maintaining
all documentation pertaining to the membership of the Club. This shall include
the processing of membership applications, informing applicants of their status,
creating membership mailing and e-mail lists,
maintaining records of membership, generating labels for Club mailings and
producing the annual membership directory. The Membership Secretary shall be also
responsible for the availability of membership applications and member ID cards.
E. Workshop Manager
The Workshop Manager shall be responsible for obtaining space and authorization
for Club events, including reserving rooms and advertising space, arranging for set-up and clean-up of
these rooms (through the Campus Activities Complex or other relevant organization),
registering events, and obtaining any licenses and/or police details as necessary.
He/She shall arrange for all necessary Club equipment to be brought from storage,
set up, removed and re-stored. The workshop manager is also responsible for purchasing and
maintaining all necessary equipment and stores for the smooth operation of Club
activities (in coordination with the Desk Captain).
F. Desk Captain
The Desk Captain shall oversee all operations of the admission desk at all
Club activities. He/She shall work the desk and/or recruit and train volunteers
to do so, and shall be responsible for purchasing, organizing, maintaining and
displaying all necessary desk supplies (nametags, markers, pens, schedules,
etc.). The Desk Captain shall also be responsible for maintaining the comment
sheet records, and collecting and forwarding (to the Membership Secretary) all
membership applications.
G. Publicity Chair
The Publicity Chair shall provide visibility for the Club and its activities
in the MIT and greater Boston community, by writing and submitting all necessary articles
and advertisements to the MIT and Boston newspapers, maintaining the Club bulletin
board (in the Infinite Corridor), designing, producing and distributing all posters,
panels and drop posters and keeping the membership of the Club informed of MITBDC
events through mail and e-mail.
H. Social Director
The Social Director shall organize and oversee all matters pertaining to parties,
dances, outings to dance and non-dance events, and any other social event organized
by the Club. This will include developing ideas and planning events, executing them
through purchasing, preparing, distributing, installing and arranging all necessary
items (tickets, transportation, decorations, refreshments, etc.), and if necessary
recruiting and training volunteers to help in these tasks.
I. Music Director
The Music Director is responsible for providing appropriate music (pre-recorded,
DJ, live band, etc.) resources for all Club activities. He/She shall create, expand,
inventory and maintain the music library and equipment (stereo, microphone, etc.)
of MITBDC in order to best serve the interests of the club.
J. Newsletter Editor
The Newsletter Editor shall produce and distribute the monthly (and/or special)
MITBDC member newsletter.
K. Webmaster
The Webmaster shall create, expand, and maintain the Club presence on the
internet such that the community can access information about the Club and its
activities in an efficient and a timely manner. He/She shall also be responsible
for updating and maintaining the Club's electronic resources and information.
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| A R T I C L E III |
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Elections of Officers
A. All members of the Club are eligible to run for office (except as
required by MIT rules and/or cited here in the Bylaws).
B. Nominations for officer positions shall open at least a month before the
election meeting and shall remain open until the elections. In order
to be considered for election, a candidate must be nominated by a member
of the Club and be seconded by another. Both the nomination and the second may
be carried out orally at a general meeting or as signed statements at
any other time the nominations are open. Nominations may also be made
over e-mail, but they need to be seconded orally at a general meeting
or with a signed statement at any other time. Self nominations are
acceptable and are encouraged.
C. An up-to-date list of the nominees shall be publicized a day
prior to the elections. The Club shall allow nominees
to withdraw at any time without negative implications.
D. Election procedures shall be as follows:
- The elections shall be held for the positions of President,
Vice President, Treasurer, Membership Secretary, Workshop Manager,
Desk Captain, Publicity Chair, Music Director, Social Director,
Newsletter Editor and Webmaster, in that order.
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All candidates for a contested position (with more than one nominee) shall
give a speech of no more than five minutes. Any canditate may choose to
forego this privilage.
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The members of the Club will have the chance to ask questions of
the candidates. All questions shall be addressed to all the candidates and
shall be answered in the following order: the first question shall be answered
first by the first candidate, second by the second candidate, etc.; the
second question shall be answered first by the second candidate, second
by the third candidate, etc., and the first candidate shall answer this
question last.
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The election shall be by closed-ballot. Voters shall be asked to list the
candidates in order of preference and the votes shall be counted using the
full preferential method. If no one receives a majority of first choice
votes, the candidate with the fewest first place votes shall be eliminated
and his/her votes shall go to the candidate that was listed as a second
choice. This process shall continue until a candidate receives a majority
of the votes.
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For an uncontested election (only one nominee for a position) the election
shall consist of a voice vote of confidence.
E. After officer elections there shall be a transition period in which the
officers-elect will be instructed in the responsibilities of their office
by the out-going officers. There shall be one transition meeting of the
executive committee presided over by the outgoing president before the
new officers take office on May 15.
F. If any officer positions remain open at the end of the election, or
becomes open during the term of office, the executive committee shall be
empowered to recruit and appoint members for
those positions with a simple majority vote in the executive committee.
In the case of an officer position remaining, or becoming open after an
election, but before the elected officers take office, this authority
shall be given to the newly elected executive committee.
These appointments must be ratified by a voice vote at the first
general meeting following the appointment. Until ratified these officers
shall not have the rights of elected office.
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