ISU Mountaineering and Climbing Club
Operational Bylaws
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ISU Mountaineering and Climbing Club: Operational Bylaws
  1. STRUCTURE
    1. Cabinet positions and duties
      1. President
        1. Sets agenda for cabinet and general meeting
        2. Runs cabinet and general meeting
        3. Oversees functions of all cabinet members and committees
        4. Chairs External Promotions committee
      2. Vice-President
        1. Completes duties as delegated by president
        2. Fulfills duties of president in his/her absent
        3. Chairs Seminars and Workshops committee
      3. Legislative Representative
        1. Ensures club representation at Sports Club Council meetings
        2. Brings feedback to cabinet on current campus and SCC issues
      4. Treasurer
        1. Collects and deposits dues and trip fees
        2. Monitors budget and use of funds in accordance with GSB criteria
        3. Accepts financial responsibility for monetary transactions
        4. Maintains current balance of accounts
        5. Provides approval signature for all expenditures
        6. Updates and maintains current membership list
        7. Heads Budget preparation
      5. Secretary
        1. Records, posts, and archives all cabinet and general meeting minutes, club records, club bylaws, and operational calendar.
        2. Chairs Internal Communications committee
      6. Trip Coordinator
        1. Logistics and planning of all trips
        2. Determination of trip calendar
        3. Organization of trip leaders
        4. Chairs Trips committee
      7. Gear Chair
        1. Purchases
        2. Inventory
        3. Maintenance
        4. Checkout Procedure
      8. Social Chair (non-voting member)
        1. organizes and facilitates social events
        2. advertising and recruiting new members
      9. Adviser (non-voting cabinet member)
        1. Advises and oversees operations of club and cabinet
        2. Ensures adherence to IUS requirements and club bylaws
        3. Provides approval signature for all expenditures
    2. Standing committees and responsibilities
      1. External Promotions Committee
        1. Advertising
        2. Fundraising
        3. Recruitment
        4. Public relations
        5. VEISHEA
        6. T-shirts
      2. Seminars and Workshops Committee
        1. Club meeting seminars
        2. Skills workshops
        3. Leadership training
      3. Internal Communication Committee
        1. Web site
        2. Membership card
        3. Email
        4. New member programming
  2. ELECTIONS
    1. Club elections for all cabinet positions shall be held every April and are open to all paid members at the time of the elections.
    2. If a seat becomes vacant during the rest of the year, the following shall be carried out:
      1. The vacancy shall be announced at the next general meeting.
      2. The vacancy shall be announced via the club email list.
      3. A new officer shall be elected at the following general meeting.
    3. Temporary committees may be created or removed at any time by 2/3 vote of seated voting cabinet members, with term lasting no later than the next general election.
    4. 2/3 of all seated voting cabinet members must be present to have an official cabinet meeting.
    5. All cabinet positions shall have one vote, except Adviser, who shall be present as a non-voting member only.
    6. Club policies and bylaw amendments must be approved by 2/3 vote of all seated voting cabinet members, and ratified by a majority vote of the members present at a general meeting.
    7. All votes, in both cabinet and general meetings, shall be numerically recorded in the appropriate minutes.
  3. Trips
    1. Schedule
      1. The trip schedule and locations for a given semester shall be determined by the end of the previous semester, or two months in advance, whichever is greater.
      2. Leaders for the scheduled trips shall be determined at least one month in advance for weekend trips and six weeks in advance for extended trips.
      3. Camping and transportation arrangements shall be made one month prior to trip departure.
      4. Camping costs, park entrance fees, transportation costs (mileage calculated using mapquest.com + 10%), and incidental fees shall be computed at least one month in advance.
    2. All trips for each semester shall be advertised and publicized at the beginning of each semester via ads in the ISU Daily, fliers on campus, and email list.
    3. List of trip participants, with emergency contact numbers, shall be left with an Ames contact, as well as carried with the leaders.
    4. Trip participants shall sign and submit a waiver of liability before each trip, as well as insurance and emergency contact information.
    5. Extended trips shall be open for sign-up the fourth general meeting before trip departure, with spot guaranteed only with $25 deposit on first-come, first-served basis.
      1. Participants must be current paid club members
    6. Cancellation of trip leaders shall result in a fine equal to the amount of club subsidization, but may be waived under the following circumstances:
      1. A replacement leader is found prior to the beginning of participant registration.
      2. Canceling leader has found a replacement leader by the time of his/her cancellation.
      3. Documented, unforeseen conflict or serious injury.
    7. Registration for weekend trips shall be open two general meetings immediately prior to departure only by full payment of trip costs.
      1. Full payment/registration must be completed by general meeting immediately prior to departure.
      2. Announcement of trip shall be made at meeting prior to the opening of registration, and email to the club members during the week prior to the opening of registration.
    8. All costs associated with a change in plans during a trip shall be the responsibility of the participants and leaders.
    9. Trip leaders must abide by trip guidelines.
    10. In the event of injury, illness, death, or a major change in trip objectives during the trip, all participants shall write a personal, individual account of the entire trip, and submit it to the cabinet no later than one week after their return.
  4. Gear
    1. A full gear inventory shall be conducted at the beginning and end of every semester.
    2. All gear procedures shall be updated each year.
    3. Private use of any club gear is subject to availability, with priority given to organized club trips.
    4. All gear policies shall be followed as documented in club guidelines.
    5. Gear policies may be reviewed and updated as necessary by the cabinet.

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