Constitution
Pacific University
Residence Housing Association
Constitution
This constitution was ratified by the members of the Residence Housing Association (RHA), on the 11th day of February 2003.
Mission Statement
We, the members of the Pacific University Residence Housing Association, are
dedicated to the enhancement of the students' experience within the residential
community. We will achieve our objectives by serving as a voice to promote
unity among residents of the university, encourage self-governance, and increase
active residential participation.
ARTICLE 1: NAME
The name of this organization will be Residence Housing Association and hereafter will be referred to as RHA.
ARTICLE II: PURPOSE
The purpose of RHA will be:
1. to provide a representative voice for all residents
2. to organize events and activities to enhance the lives of residents
3. to make decisions on policies and/or issues to on campus living
4. to act as liaisons between the residents and the administration
5. to encourage communication between organizations on campus.
6. to provide services, including birthday packages and fundraising baskets
to
the parents of on-campus students.
ARTICLE III: EXECUTIVE OFFICERS
A. The RHA Executive Board will consist of:
1. Seven Executive Board members
a. President
b. Program Coordinator
c. Hall Council Coordinator
d. Financial/Administrative Coordinator
e. Publicity Coordinator
f. National Communications Coordinator
g. Fundraising Coordinator
2. On or more Advisor(s)
B. Qualifications and expectations of the Executive Board members will be:
Live on-campus, preferably representing each hall.- Hold position over all other activities except for required academics.
- Full time Pacific University student
- Maintain a minimum 2.25 GPA
- Obtain prior approval from board before committing to any other activities that would interfere with RHA commitment.
- Attend weekly RHA Executive Board Meetings, 2 hours.
- Attend weekly RHA/HC Open Forum Meetings, 1 hour.
- As a Board, coordinate 1 campus program a month.
- Support and attend Hall Council meetings and programs.
- Practice good organization and time management skills.
- As a Board, select a representative to ACE Board.
- During office hours, check voice mail and take care of business.
- Participate in all RHA and Hall Council training sessions and retreats.
- Read and communicate by e-mail daily.
- Be aware of personal limitations and challenge yourself to grow.
- Appropriately address student needs, issues, and concerns.
- Schedule 2-3 office hours per week in the RHA office.
- Meet with the RHA Advisor, as needed.
- Perform all duties promptly and efficiently.
- Be on campus fall and spring terms; Winter III to be decided by the board.
- Adhere to university and Residence Hall policies.
- Participate in selection/transitioning process of new RHA Executive Board members.
- Complete responsibilities as assigned by RHA Advisor.
C. Removal/Replacement of Executive Officers
1. Any member of RHA Executive Board who misses more than two (2) meetings or programs unexcused without notifying the RHA Advisor or any other Executive Officer will be asked to meet with the RHA Advisor and remaining officer. During this consultation, reasons for absence will be discussed and a decision will be made as to whether the member may continue in his/her office or withdraw membership from the Board and forfeit his/her office.
2. Any member who does not maintain the qualifications set forth in Article V, Section B, may be removed from the Board.
3. To replace an Executive Officer, a search will be handled by a group consisting of the remaining Executive Officers, the Advisor and one RHA Rep.
ARTICLE IV: JOB DESCRIPTIONS
A. Executive Board
President
- Provide the leadership, drive, and direction to enable RHA to achieve the goals stated in the RHA constitution.
- Organize and preside over all RHA meetings, including agenda preparation.
- Work closely with each RHA Executive Board member, and schedule individual meetings as necessary.
- Build rapport with staff and faculty, including Resident Directors, Assistant Dean of Students, and Dean of Students.
- Represent RHA at all meetings of the pacific Undergraduate Community Council (PUCC) and report information to the Board.
- Be familiar with parliamentary procedure and introduce it when passing legislation.
- Implement and coordinate all RHA standing committees.
- Share responsibility of going to Hall Council meetings.
- Meet with the RHA Advisor once a week.
- Attend monthly PUCC Core Group Meetings.
- Appoints, in consultation with the Executive Board, all liaisons deemed necessary for efficient communication between RHA and other organizations
National Communications Coordinator
- Build and maintain communications with regional and national organizations.
- Serve as the chair in absence of the President.
- Present Resource File Index (RFI) and encourage an active use of it.
- Create and submit to the region a report of RHA activities, as necessary.
- Create and distribute a report of regional and national activities and resources to Pacific University as necessary.
- Coordinate delegation selection, registration, and travel arrangements for conferences.
- Communicate with the campus chapter of the National Residence Hall Honorary (NRHH)
Secretary
- Record detailed minutes from Exec Board and General meetings, then distribute to Exec Board via e-mail and post them outside the RHA office.
- Be responsible for the acquisition and maintenance of all RHA office supplies and equipment.
- Maintain office bulletin board (monthly events, minutes, etc).
- Make all posted lists for the RHA office (office hours, phone list, etc)
- *Work with webmaster to maintain updated RHA website.
Treasurer
- Manage RHA general ledger.
- Keep accurate records of all RHA financial transactions and report to board weekly.
- Develop good working relationship with Business Office.
- Manage check requests and petty cash fund.
Fundraising Coordinator
- Coordinate Welcome Basket program at beginning of Fall semester.
- Coordinate the Fall and Spring Finals Basket program.
- Coordinate the Birthday program: delivery schedule, ordering cakes and acquisitions of supplies.
- Develop relations with All Wrapped Up and other fundraising businesses
- Help Advisor coordinate Fall Linens program with OCM.
Hall Council Coordinator
- Coordinate and organize RHA/Hall Council Retreat and Spring Hall Council Training Day.
- Coordinate with Hall Council Advisors the Hall Council election process and procedures.
- Be in constant communication with Hall Councils and be able to update RHA on activities of the hall Councils at each Executive Board Meeting.
- Attend Hall Council Meetings on a regular basis, rotating through each of the halls each week.
- Organize and preside over all meetings, including agenda preparation.
Programs Coordinator
- Supervise one program a month, including community service events, and delegate program responsibilities to other members.
- Work closely with RD and Hall Council advisors to organize programs and resources.
- Coordinate publicity for all RHA programs and events (at least one kind of publicity per program- once a month) to be distributed throughout campus.
- Create and distribute monthly newsletter to the residential community.
- Promote RHA by organizing an active campaign to communicate RHA’s mission.
ARTICLE V: ADVISOR
A. A Residence Life staff member will serve as the Advisor to RHA.
B. The Advisor, as an ex-officio member, will have speaking rights but no voting
privileges.
C. The Advisor shall meet once every two weeks with each Executive Officer
(with the exception of the President, who will meet weekly) at a time both
can agree on.
ARTICLE V: MEETINGS
RHA will have:
A. Weekly Open Forum meetings with all members.
B. Weekly Executive Board meetings
C. Meetings between Advisor and each member, as needed.
ARTICLE VI: VOTING
A. Policy Revision
1. Procedure
a. Select subcommittee to research issue
b. Survey opinions of residential students
c. Discuss issue at RHA General Meeting
d. Discuss subcommittee proposal and vote on issue.
e. Present to appropriate personnel.
ARTICLE VII; RATIFICATION
A. The Constitution shall be ratified by a two-thirds (2/3) majority
of the residents of the Residence Hall System, who vote.
B. The Constitution shall become effective immediately upon ratification.
C. Changes to the Constitution shall be ratified by a two-thirds (2/3) majority
of the residents of the Residence Hall System, who vote.
D. Changes to the Constitution shall be effective immediately upon ratification.
Constitution ratified:
17 September 2002
11 February 2003