Student Association Senate
By-laws

Article I:  Establishment of the Senate

Section A.  Name

Part 1. The name of this organization shall be the Student Association Senate of Dakota Wesleyan University, hereafter referred to as “Senate.”

Section B.   Purpose

Part 1.  This Senate shall be the governing body of the Dakota Wesleyan University Student Association as established and ordained by the Student Association Constitution.

Article II:  Operation of the Senate

Section A. Membership

Part 1.  The voting and non-voting membership of the Senate is defined in the Association Constitution, Article II, Section F.

Section B.  Meetings

Part 1.  Meetings of the Senate shall be every other week as determined by the Senate.

Part 2.  Other meetings may be called by the President as he/she sees fit or at the written request of 20% of the Senators.

Part 3.  Members of Senate can be represented by one alternate only, and that alternate must be appointed by their respective organization and must not be currently holding a position in Senate.  Senate members and alternates must let the Senate secretary know who they are.  Alternates are allowed to vote at Senate meetings although there shall be no voting by proxy.  Representatives at Large are not allowed an alternate.  The SMC Chair, SAB Chair, Homecoming Chair, and other paid positions elected through Senate are also not allowed alternates. (adopted 10/10/95)

Part 4. Penalties (amended, A.-C. 1999 & D.-E. 10/10/95)

A.   A club shall be penalized 30% of their approved budget for the next fiscal year if representatives miss three meetings.

B.    If four or more meetings are missed, the club’s entire budget will be cut for the next fiscal year.

C.   There will be an appeals process for those clubs with extenuating circumstances.

D.    Reps. at Large may miss two Senate meetings.  They will receive a warning on the second absence and face expulsion on their third absence.

E.     Positions will be replaced by re-election or Senate-approved appointment.  Officers will serve as the judicial panel on this issue.

Part 5.  The Senate shall establish a quorum prior to conducting formal business.  A two-thirds majority of the members shall constitute a quorum.

Part 6.  Senators are responsible for representing their constituency by attending all Senate meetings.  Senators are also responsible to explain absences to the Personnel Committee.

Article III:  Officers of the Senate

Section A.  Officers

Part 1. The officers of the Senate are the same as those elected for the Student Association, with the addition of the appointed Parliamentarian:

A.      President

B.       Vice President

C.       Secretary

D.      Treasurer

E.       Parliamentarian

Section B.  Duties of the officers

Part 1.  It shall be the duty of the President:

A.  To call and preside over all Association and Senate meetings in an efficient, parliamentary correct manner in the time allowed.

B.    To call and preside over all meetings of the Executive Council.

C.   To serve as an ex-officio member of all Senate Standing Committees. 

D.   To serve as chair of the Association Property Committee.

E.       To exercise administrative direction over all committees, groups or individuals of the Association.

F.       To appoint committee chairs as needed.

G.       To nominate a Parliamentarian at the first Senate meeting, with Senate’s approval.

H.      To perform any and all other duties needed for the successful operation of the office of the President.

I.         To orient newly appointed Parliamentarian.

J.        To orient the newly elected President.

K.      Refer to President guidelines for further instructions.

L.       To reserve the time/date/meeting room with the Physical Plant Office

Part 2.  It shall be the duty of the Vice President:

A.      To perform the duties of the President in his/her absence or upon the President’s request.

B.       To serve as consultant for clubs and organizations wishing to submit proposals to the Senate.

C.       To oversee all on and off campus fund raising scheduling.

D.      To oversee all on and off campus service projects.

E.       To serve as chair of the Elections Committee.

F.       To perform any and all other duties needed for the successful operation of the office of the Vice President.

G.       To orient the newly elected Vice President.

H.      Refer to Vice President guidelines for further instructions.

Part 3.  It shall be the duty of the Secretary:

A.      To establish whether a quorum has been met at each Senate meeting.

B.       To record the proceedings of all meetings of the Senate and maintain permanent codified records of the proceedings.

C.       To record attendance of Senate meetings.

D.      To bring to each Senate meeting, a list of all members.

E.       To prepare copies of the minutes as the President may direct.

F.       Keep a record of the minutes for the Senate archives.

G.       To post the agenda at least 24 hours before the Senate meeting.

H.      To distribute copies of the Senate minutes to all Senate members, advisors, and faculty.  A copy of the minutes shall be posted in the Campus Center.

I.         To assume responsibility of publicity for Association and Senate activities.

J.        To serve as chair of the Personnel Committee.

K.      To perform any and all duties needed for the successful operation of the office of Secretary.

L.       To orient the newly elected Secretary.

Part 4.  It shall be the duty of the Treasurer:

A.      To have available at each Senate meeting a current balance sheet for each account.

B.       To keep all financial books and communicate with the Business Office on current financial positions.

C.       To present a verbal report of the current financial status at every regular Senate Meeting.

D.      To present a report on the previous semester’s financial transactions at the first meeting of each semester and at the spring transitional meeting.

E.       To present a written report at the President’s request on current financial positions.

F.       To inform the officers and members of all clubs and organizations receiving funds of proper budget procedures.

G.       To act as Chair of the Finance Committee. 

H.      To authorize all Purchase orders pertaining to Student Association and Senate funds.

I.         To be Treasurer of the Homecoming Committee.

J.        To perform any and all other duties as needed for the successful operation of the office of Treasurer.

K.      To orient the newly elected Treasurer.

Part 5.  It shall be the duty of the Parliamentarian:

A.     To have knowledge of the current Constitution and By-laws.

B.      To determine the members for a quorum prior to each Senate meeting.

C.      To understand Robert’s Rules of Order and traditional parliamentary procedure of the Senate.

D.      To bring to each meeting: a copy of the Association Constitution, By-laws, and Standing rules of the Senate.

E.       To serve as chair of the By-law Committee.

F.       To perform any and all other duties as needed for the successful operation of the office of the Parliamentarian.

  Section C.   Executive Council

Part 1.  The Executive Council Consists of the Officers and shall perform the following Duties:

A.      To review and evaluate current Senate activities and committees and to serve as a planning committee providing vision for the future of Senate.

B.       To take any action needing immediate attention when the Senate does not meet.  Such actions may be decided by a simple majority of the Senate officers.

C.       To formulate the agenda for Senate meetings.

D.      To recommend to the Senate a chair for each committee or task force of Senate, excluding the By-law Committee, Finance Committee, Elections Committee, Association Property Committee, Personnel Committee, Rec-Sports Committee, Student Ministries Council, Student Activities Board, and Homecoming Committee.

E.       The Executive Council shall select two students with the approval of Senate to serve on the Who’s Who Selection Committee.

F.       The Senate Officers shall serve as the student representatives to the Board of Trustees meetings.

 Article IV:  Committees of the Senate

Section A.   Membership and Duties

Part 1.  Chairs are recommended by the Executive Council and approved by the Senate with the exception of those for By-law Committee, Finance Committee, Elections Committee, Association Property Committee, Personnel Committee, Rec-Sports Committee, Student Ministries Council, the Student Activities Board, and Homecoming Committee.

Part 2.  Each committee shall have at least one senator as a member.               

Part 3.  Chairs of each committee, in consultation with the executive board, shall choose the membership of the standing committees.

Part 4.  Each committee is required to have at least one faculty or staff advisor.  The committee chair is responsible for contacting their advisor.

Part 5.  Each standing committee, except the Homecoming Committee and Elections Committee, is responsible at each meeting for oral and written reports as needed.  The Homecoming and Election Committees will not be required to report after committee business has been completed.

Part 6.  Any committee Chair may be removed by a two-thirds majority vote of the Senate. Such action may be initiated though the Personnel Committee, the Executive Board, or by a petition signed by at least 10% of the Senate.  When so petitioned, it is mandatory that the Senate call for and conduct a vote of confidence within seven to ten school days.

Article V:  Standing Committees of the Senate

Section A.   Association Property Committee

Part 1.  Membership

A.      The President of Student Senate shall serve as the chair of this committee.

B.       Other committee members shall consist of two Senators as appointed by the Executive Council and approved by Senate.

Part 2.  Duties

A.      Locate and list all Association, Senate, committee, and organization property.

B.       Keep an accurate list of all property and who is responsible for it.

C.       Operate under guidelines approved by the Senate.

Section B.   By-laws Committee

Part 1.  The By-laws Committee shall be established as a standing committee in the Senate.

A.      The By-laws Committee shall be chaired by the Parliamentarian.

B.       Other committee members shall consist of two Senators as appointed by the Executive Council and approved by Senate.

Part 2. Duties

A.     To meet and formalize items sent as amendments or revisions for the By-laws or Constitution.

B.      To meet following a Senate meeting in which items were sent to the By-laws Committee.

C.      To operate under guidelines approved by the Senate.

Section C. Election Committee

Part 1.    This committee shall consist of the Vice President as chair and at least six Senators.

Part 2.  Duties

A.      To conduct all general and special elections.

B.       To establish dates for special elections.

C.       To arrange for nominations.

D.      To manage the election polls by appointing election officials.

E.       To count the ballots for all Student Senate elections.

F.       To be responsible for Homecoming King and Queen and Scotchman and Miss Wesleyan elections (See Election Guidelines, Scotchman & Miss Wesleyan Guidelines, Royalty Guidelines).

G.       To verify academic standing of the candidates prior to elections.

H.      To operate under guidelines approved by the Senate.

I.         Refer to Election Committee Guidelines for further instruction.

Section D.   Finance Committee

Part 1.  Membership

A.      The Treasurer of the Senate shall be the chair of the Finance Committee.

B.       Other members shall include Senate Officers and two Senators appointed by the Executive Council and approved by the Senate, and officers-elect for the following year.

Part 2.  Duties

A.      It shall be the duties of the Finance Committee to prepare a budget for the fiscal year.

B.       The committee may from time to time submit supplements to the budget.

C.       Operate under guidelines approved by the Senate.

Part 3.  Fiscal Year

A.      The fiscal year will coincide with the Business Office; stipulations that are pre-approved with the treasurer are the exception.

Part 4.  Senate Budget

A.       The yearly Senate budget is proposed to the University Budget Committee, and then proposed to and approved by the Board of Trustees.

Section E.  Homecoming Committee

Part 1.  Membership

A.      This committee shall consist of the Homecoming Chair, the Treasurer of the Senate, and subcommittee chairs and members as it sees fit with guidelines approved by Senate.

Part 2.  Duties

A.      To coordinate all Homecoming activities and maintain communication with the administration and Senate.

B.       To operate under guidelines approved by the Senate.

Section F.   Personnel Committee

Part 1.  Membership

A.      The Secretary of Senate shall serve a chair.

B.       Other committee members shall consist of two Senators who shall be appointed by the Executive Council and approved by the Senate.

Part 2.  Duties

A.      To inform the Executive Board of un-excused absences by Senate members.

B.       To evaluate the performance levels of the officers and senators.

C.       To recommend payment of Leadership Scholarships.

D.      To operate under guidelines approved by the Senate.

Section G.   Recreational Sports Committee

Part 1.  Membership

A.      The committee shall consist of a Rec-Sports Director and volunteer or workstudy members.

B.       The Rec-Sports Director shall be a paid workship position funded through the workstudy program.  (Amended on 3/29/94)

Part 2.  Duties

A.      To organize all student recreational activities on campus.

B.       To organize and supervise the Intramural program.

C.       To operate under guidelines approved by the Senate.

Section H.   Student Ministries Council

Part 1.  Membership

A.      The membership of the committee shall consist of the SMC chair, Campus Pastor,  Secretary, Treasurer, community chair, devotion chair, worship chair, compassion chair, and justice chair.

B.       The chair of the Council must have served on the SMC Executive Council for one year prior to election.

Part 2.  Duties

A.      Provide opportunities for religious life among all members of the DWU community.

B.       Operate under guidelines approved by the Senate.

Section I.   Student Activities Board

Part 1.  Membership

A.      The membership of the committee shall consist of the Student Activities Board Chair, Director of Student Activities, Secretary, sub-chairs and members as it sees fit.

B.       The chair of SAB must have served on the SAB Executive Council for one year prior to election.

Part 2.  Duties

A.      Provide opportunities for social interaction among all members of the DWU community.

B.       Provide the necessary assistance for the Director of Student Activities.

C.       Operate under guidelines approved by the Senate.

Article VI: Recognized Organizations

Section A. New Club Membership

Part 1.  Refer to the Association Constitution,  Article II., Section G., Part 2.

Part 2.  Probationary Status (amended 2/28/95)

A.      All new clubs shall be placed on probationary funding status for one semester.

B.       Probationary status for new clubs shall be reviewed at the end of each semester, and funds may be granted to satisfactory clubs, if the funding is available.

C.       New clubs shall receive $50 to start the year unless previously on probation.

Article VII:  Amendment Procedures

Section A.    Amendments

Part 1.  Items proposed as a by-law amendment before Senate shall be sent to the By-laws Committee though a majority vote of the Senate.

A.      The By-laws Committee will then formally write the item as a proposed amendment to the Senate By-laws based on the information provided in the Senate meeting minutes.

Part 2.  At the following Senate meeting, the formalized proposed amendment shall be read.

A.      Following the reading of the proposed amendment, there will be further discussion of the proposed amendment.

B.       After further discussion, the proposed amendment shall be voted on by Senate passing with a two-thirds vote.

C.       If amendment is voted down, it may be sent back to the by-laws committee for revision.

Part 3.  Final Reading

A.      If after the first reading a proposed amendment is sent back to the By-laws Committee for revising, it shall be read and second and final time at the next Senate meeting.

B.       Following the second reading, there will be further discussion of the proposed amendment.  The proposed amendment can either be adopted by a two-thirds vote of Senate or killed by a vote less than two-thirds in favor of the proposed amendment.

  AMENDMENTS

                  Amendment 1.  Establishment of Conference Fund (4/18/95)

 Part 1.  Student Senate members wishing to attend a conference on leadership, etc, with the aid of Senate funds must fulfill the following requirements:

a.  A request must be made in the presence of Senate stating the itinerary and budget proposal.

b.  A presentation of the highlights of the conference must be made to the Senate.

c.  Funding shall be allotted to individuals per case by a vote of Senate.

             Amendment 2.  Club Service Project Requirement (Repealed 9/96)

Part 1.  Requirements

 a.  All clubs that receive funding from Student Senate, except classes, are required to perform a minimum of one service project per year.

b.  Organizations must file proposals for projects with the Senate and receive Senate’s approval.

c.  When an organization’s project is complete, they must give a summary report to the Senate.

Part 2.  Penalties

a.  An organization shall be penalized 30% of their approved budget for the next fiscal year if their community service project is not completed by budget time.

              Amendment 3.  Establishment of Conference Fund Amendment (10/22/96)

Part 1.  Any Dakota Wesleyan University student wishing to attend a conference on leadership etc., with the aid of Senate funds must fulfill the following requirements:

a.  A request must be made in the presence of Senate stating the itinerary and budget proposal.

b.  A presentation of the highlights of the conference must be made to the Senate.

c.  Funding will be allotted separately in each individual case as decided by Senate members.

Amendment 4: Fundraising policy  (4/4/00)

 Part 1: Only one Student Senate Organization or Club may hold a fund-raiser at any given time with the following stipulations:

a.     No two clubs may fund-raise at the same place at the same time. (example: only one club may be soliciting funds in the campus center at any given time however during that same period a different club may be fund-raising at the Corn Palace) At football games, an exception is as follows: two clubs will be allowed to fund-raise.

b.    In order to hold a fund-raiser the club must turn in the fundraising approval form at least 2 weeks prior to the event. Exceptions can be made on a case-by-case basis per the discretion of the Executive Council.

c.     All fund-raisers must be approved and scheduled on the master calendar by the executive committee of the Student Senate.

d.    In cases of athletic events, any club wishing to fund-raise at home games, of that sports season, needs to submit a fundraising form at the beginning of the season to reserve dates. 

Part 2: Penalties   

a.  If a club or organization holds an unauthorized fund-raiser, $50 dollars will be taken from their budget for each infraction. 

b.  The penalty money will be placed in the campus projects fund.

Amendment 5: Funds Request policy  (10/3/06)

1.  A club must hold at least one fundraiser each time funds are requested from pooled accounts in order to receive additional funding from the Student Senate.

2.  A club must follow all established fundraising rules.

3.  Should a club not hold a fundraiser, the Student Senate has the right to withhold requested funds from that club.

Amendment 6: Club Service Project Requirement  (10/3/06)

Part 1: Requirements

a.  All clubs that receive funding from Student Senate, except classes, are required to perform a minimum of two service projects per year.

b.  Once an organization's project is complete, they must give a summary report to the Senate Vice President.

Part 2: Penalties

a.  An organization shall be penalized 10% of their approved budget for the next fiscal year if ONE service project and the respective service project report are not completed by the time of the Budget Meeting.

b.  An organization shall be penalized 30% of their approved budget of the next fiscal year if BOTH service projects and service project reports are not completed by the time of the Budget Meeting.