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Constitution

Officers

President: Raymond Smith

Vice President: Lucas Needel

Quartermaster: Raymond Smith

Treasurer: Raymond Smith

Gold Key: Lucas Needel

Arts and Sciences: Kara Pemberton

Web Minister: Alex Medina

The Constitution for the Medieval and Renaissance Society

Last Amended: January 19th, 2011

Last reviewed: January 10th, 2015

By-Laws of the Medieval and Renaissance Society

The Constitution for the Medieval and Renaissance Society at the University of Georgia

ARTICLE I: Name

  • Section 1. This organization shall be recognized as Medieval and Renaissance Society' for all intents and purposes.
  • Section 2. This organization's name shall be officially abbreviated as 'MARS' and is represented by this acronym throughout this constitution.

ARTICLE II: Purpose

  • Section 1. The purpose of MARS is to promote interest in, to research, to recreate through sponsored events, and to enjoy association with others interested in the Medieval and Renaissance time periods around the world.

ARTICLE III: Membership

  • Section 1. Limits
    1. Membership shall normally be limited to regularly enrolled University of Georgia students, faculty, and/or staff members.
    2. Non-University individuals currently accepted to MARS may attend as Associate Members, but may not make up more than one-quarter (25%) of the roster at any time.
    3. There may never be a limit to the number of members.
    4. Membership comes into effect when an interested party meets eligibility requirements, signs up on the club roster.
  • Section 2. Non-discrimination
    1. Membership shall not be denied to any person because of age, race, sex, religion, handicap, natural origin, or sexual orientation.
  • Section 3. Membership Types and Voting Rights
    1. A Member is a student at the University of Georgia, whether part or full time, at any degree level. A Member has full voice and voting Rights
    2. An Associate Member is anyone else and as such will have a voice in club matters, but no vote.

ARTICLE IV: Dues and Payment

  • Section 1: Willing individuals may donate freely to a club fund. No exceptions or special arrangements will be made for donating members, including election, membership, or voting privileges.

ARTICLE V: Officers

  • Section 1: Officers of MARS must be full time students at the University of Georgia.
    1. President and Vice President must be full time members according to UGA policy.
  • Section 2: The officers shall be as follows: President, Vice President, Quartermaster, Treasurer, Gold Key Arts and Sciences Officer, and Web minister.
    1. Officers will be elected for one year terms. Elections will be held in late April or early May before finals. Terms run, according to UGA calendar, Fall through Summer.
    2. Ballots may be cast by any member and may be handwritten or in email format. No member may vote more than once. The Officer with the most votes will assume the office. In the case of the votes being within one vote of each other, a run off will be held between the candidates. Announcement of a run-off election will be conveyed via email by the current officers as soon as the original votes have been tallied by the officers. If there is no majority of votes after the run-off election, the current Officers will hold a special meeting to choose the winner. Please see Art. VI, Sect. 4 regarding suspension of a member s voting ability.
    3. It is recommended that officers hold only one position. If man power is not sufficient, officers are permitted to hold more than one position.
    4. Officers of the prior term may be reelected to the following term.
  • Section 3: The President shall assume the following responsibilities:
    1. To call and abide over all meetings and practices
    2. To reserve and ensure availability of facilities for all meetings
    3. To ensure safe, proper, and historical instruction
    4. To coordinate the actions of officers or members involved in any official events or planning
    5. To cooperate with the advisors of MARS as best suits the needs of the group
    6. To report monthly to the group a report of the coordinated efforts and plans for the group's future
    7. To encourage and recognize the hard work of the other members of MARS
  • Section 4: The Vice President or Co-President shall assume the following responsibilities:
    1. To call and abide over all meetings and practices in the case of the absence of the President
    2. To assist the President in ensuring safe, proper, and historical instruction
    3. To keep minutes of all Business and Officer Meetings and to collect in a timely fashion and maintain in a safe and organized location the written or emailed copies of the reports of the other Officers.
    4. To keep minutes of all Business and Officer Meetings and to collect in a timely fashion and maintain in a safe and organized location the written or emailed copies of the reports of the other Officers.
    5. To assist in the coordination of the actions of officers or members involved in any official events or planning
  • Section 5: The Treasurer shall assume the following responsibilities:
    1. To maintain a current and accurate account of all club assets
    2. To collect all donation moneys
    3. To pay any debts owed by the club from the club fund
    4. To write and submit an officer approved budget request to the University of Georgia.
    5. To work with the University of Georgia in establishing and maintaining an organizational account.
    6. To coordinate with the Quartermaster and Gold Key about equipment or event fees and to bring this up for discussion at the next business meeting.
    7. To report monthly to the group and submit to the President or Co-President either a written or online version of the status of funds, income, and expenses incurred by the activities of MARS.
  • Section 6: The Quartermaster shall assume the following responsibilities:
    1. To maintain a current and accurate inventory of all club equipment
    2. To request to other officers the ordering and procurement of new equipment
    3. To ensure that equipment is properly maintained and in a safe place.
    4. To ensure that equipment is properly packed and protected should transportation be necessary.
    5. To ensure the safe use of said equipment until the need for an Officer of Martial Activities is required. If the Quartermaster deems the Office of Martial Activities is required, he/she will bring this up for a vote at the next business meeting.
    6. To provide and maintain a system in which members may borrow equipment for a short period of time in cooperation with the Gold Key.
    7. To report monthly to the group and submit to the Vice President or Co-President either a written or online version of the status of the inventory of organization-owned items
  • Section 7: The Gold Key shall assume the following responsibilities:
    1. To keep a current and accurate membership roster
    2. To promote MARS on campus and elsewhere in a seemly and respectable manner.
    3. To coordinate classes, events, and entertainment in coordination with the Vice President / Co President and other members of MARS.
    4. To coordinate with the UGA Office of Student Organizations on reserving meeting space and event space in a timely manner.
    5. To coordinate with the Treasurer in the payment of any reserved spaces, advertising, and event costs incurred in the normal activities of MARS.
    6. To regularly inform and receive the go ahead from the officers for any advertising on campus or off campus. This includes: flyering, design of flyers, displays, and other associated actions).
    7. To report monthly to the group and submit to the Vice President or Co-President either a written or online version of the progress made in recruiting new members.
  • Section 8: The Web Minister shall assume the following responsibilities:
    1. To admin over the Google Group listserv including but not limited to screening approval of members and submitted electronic documents.
    2. To maintain the Facebook page by keeping updated events listed and monitor & reply on the comments page.
    3. To maintain the MARS main website by updating textual and graphical content periodically. To upgrade the structure/code of the webpage as necessary.
    4. To report monthly to the group and submit to the Vice President or Co-President either a written or online version of the status of electronic media under his jurisdiction.
  • Section 9: The Arts & Sciences Officer shall assume the following responsibilities:
    1. To assist the President & Vice President in ensuring historical accuracy in the realm of A&S projects.
    2. To organize and implement A&S educational programs, workshops, and field trips.
    3. To garner support for and attendance to the local SCA s A&S officer s educational programs, workshops, and field trips.
    4. To work in conjunction with the local SCA s A&S officer.
    5. To report monthly to the group and submit to the Vice President or Co-President either a written or online version of the current and completed A&S projects of members of MARS.
  • Section 10: All officers shall share the following responsibilities:
    1. To correspond and coordinate with other University of Georgia clubs and organizations and any UGA officials to the best of their ability
    2. To ensure proper etiquette and right actions of club members
    3. In the continuing absence of a member (more than twice) at an announced Business or Officer Meeting, vote another Officer to overtake his duties as best as possible for the duration of his absence with approval of two-thirds of whatever quorum present.
  • Section 11: If an Officer is unable to participate in MARS due to severe illness, scheduling conflicts, or other reasons, the individual may submit a written or emailed notice of resignation of the termination of his/her officer standing and present a plan of recovering all MARS property. Resignation is final after a hand written or email confirmation is sent. During the next good available time, a special election will be held in which a new officer will be elected according to standard voting procedures as mentioned in Art. V, Sec. 2, Part B. The officer will remain a member of MARS as long as they wish to be according to their status as a student or other type of affiliation.
    1. If an Officer is not performing their duties as outlined in this constitution, any member of MARS may call for a vote to revoke their Office and call for a special election of a replacement Officer. Voting procedures will be held in accordance to the prior outline for voting mentioned in Art. V, Sec. 2, Part B. Regardless of the date of the special election, the replacement Officer s term expires at the next yearly election in the spring.
  • Section 12: Each officer is strongly suggested, in the case of the President it is mandatory, to choose a deputy for their office to train in the duties of their office. This deputy can be an existing member of the Officer Board or a Full Student Member of MARS. This deputy is not guaranteed the position of the Officer they served upon that Officer's resignation or retirement.
  • Section 13: If the need for a new Officer is required, the members of MARS shall vote for the creation of the office, amendment to the constitution, and person nominated to fill the new Office. The voting procedures shall follow the procedure outlined in Art. V, Sec. 2, Part B.
    1. There is no limit to the number of Officers.
    2. If an Office has become obsolete or the duties of said office absorbed completely by other officers, the members of MARS may vote to dissolve said office.

ARTICLE VI: Meetings

  • Section 1: Arrangements
    1. The Gold Key will arrange in a timely fashion a meeting space for all Business Meetings, events, demonstrations, practices, and other gatherings of the group. The Vice President / Co President will assist if needed.
  • Section 2: Business Meeting
    1. Business Meetings shall be attended by all club members and shall be for discussing official club matter and for the election of club officers. Business Meetings shall consist of at least one meeting per month while school is in session.
  • Section 3: Officer Meetings
    1. Officer Meetings shall be attended by all officers. Other members of MARS are excluded from these meetings except for special circumstances which will be announced to them in advance. If any member demands in writing a reason for requesting admission to or the notes from the Officer's meetings, the member will be allowed admission or documentation as long as the request does not jeopardize the emotional or physical safety or respect of any member of MARS and does not interfere with events which require the element of surprise to provide entertainment to the group. Officer meetings shall consist of at least one meeting per two week period while school is in session.
  • Section 4: If any member of MARS is absent from said meetings more than four times a semester without notifying an Officer, their voting ability is revoked until they have attended at least three consecutive meetings.

ARTICLE VII: Quorum

  • Section 1: Two-thirds of the total membership shall form a quorum and therefore shall be able to transact business and conduct voting and the passing of said votes.

ARTICLE VIII: Amendments

  • Section 1: The constitution for MARS shall be amended only if:
    1. Two-thirds of the officers during an Officers Meeting vote for the amendment AND
    2. Two-thirds of the total membership vote for the amendment during a Business Meeting.
    3. Absentee ballots via email or online will be accepted. The member must confirm they sent this vote at the next Business Meeting.

ARTICLE IX: Ratification

  • Section 1: The constitution for MARS shall be ratified if two-thirds of the current members agree to its ratification.

By Laws of the Medieval and Renaissance Society

  1. Discrimination by virtue of knowledge is disallowed. MARS exists to foster a welcoming atmosphere for learners and learned alike.
  2. Personal equipment may be stored with club equipment, however, MARS accepts no responsibility for personal equipment.
  3. Any member breaking, damaging, or destroying any property of MARS through negligence or on purpose shall pay in full to replace the damaged property. The location of the breakage does not release the member from this requirement. In the case of accidental damage of the property, a payment plan may be worked out with the agreement of the Officers. Property broken or damaged through normal use is expected, and no reimbursement is required, but repair by the current possessor is welcomed. Under question, state of negligence shall be determined by a majority vote by the Officers.
  4. All members shall read, complete, and sign a University of Georgia form entitled "Release, Waiver of Liability, and Covenant Not to Sue for Club Sports ".
  5. All members shall read, complete, and sign a MARS form entitled " Membership Application ".
  6. If necessary, all members intent on participating in any fighting activities must read and fill out a " Fighter's Release Form."

Amendments Made to this Constitution

  • First Amendment
    1. There will be no individual borrowing of MARS loaner armor. The gear may be borrowed for MARS officer sanctioned events. Any disputes will be discussed and voted on by the MARS officers.

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