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Constitution of the Student Organization for University Programming (SOUP)


written: 2 October, 2001
last amended: 6 November, 2004

DOWNLOADABLE VERSION

  1. Mission Statement
    1. To plan a wide range of activities and events for the campus and coordinate major traditional events such as Fall Festival and Mardi Gras.
    2. To bring together individuals on campus concerned with campus-wide programming.
    3. To share resources in an effort to present programs.
    4. To develop a balanced calendar of activities which complements the academic calendar and enriches the Lawrence experience for all students.
    5. To administer the Alyssa Paul Maria Fund for Campus Entertainment, an endowed fund designed to stimulate and support creative campus programming initiatives.

  2. Officers
    1. Structure
      1. 1 or 2 (Co-)chair(s)
      2. 1 Publicity Officer
      3. 1 Finance Officer
      4. 1 Correspondence Officer
    2. General responsibilities
      1. Hold one executive meeting per week with staff advisor(s) as necessary.
      2. Make decisions as necessary for items not outlined in constitution.
    3. (Co-)chair responsibilities
      1. Act as a liaison between the members and the advisor(s).
      2. Oversee SOUP operations.
      3. Oversee committees and committee heads.
      4. Ensure organization guidelines (as outlined in the constitution) are met.
      5. Ensure LUCC guidelines are met.
      6. Prepare agenda for meetings.
      7. Ensures development of a programming plan for the following school year, to be completed prior to NACA.
      8. Be responsible for organization's participation in NACA.
      9. Serve as SOUP’s contact to other organizations.
      10. Other responsibilities as they arise.
    4. Publicity Officer responsibilities
      1. Ensures creation and distribution of all publicity for upcoming events, delegates as necessary.
      2. Make sure a publicity outline is constructed at the beginning of each term.
      3. Other responsibilities as they arise.
    5. Finance Officer responsibilities
      1. Responsible for knowledge of the SOUP budget and acts as a liason for finance issues.
      2. Oversee and coordinate all interactions with LUCC finance committee.
      3. Act as chair of the Alyssa Paul Maria Fund committee.
        1. Keep accurate and current records of the Alyssa Paul Maria Fund budget.
        2. Keep records of all applications, with recommendations attached.
        3. Keep records of event evaluations.
        4. Serve as contact person for Alyssa Paul Maria Fund applicants.
        5. Contact committee members when a meeting must be held, and attends all Alyssa Paul Maria Fund committee meetings.
        6. Notify applicants of acceptance or denial, and inform them of amount awarded.
          1. All advertising must say the event is sponsored by the Alyssa Paul Maria Fund.
          2. The committee must be provided with copies of advertising materials.
          3. The committee must be provided with an evaluation of the events.
        7. Remind all funded groups prior to the event that:
      4. Other responsibilities as they arise
    6. Correspondence Officer responsibilities

  3. Committees
    1. Campus Activities-funded committees (Fall Festival and Mardi Gras)
      1. Committee chairs will be elected following the procedures and schedule described under "Voting".
      2. Elected chairs will assume responsibility immediately following the election, or the previous event run by the committee, whichever comes last.
      3. In addition to setting procedures for the committee, the chair is resonsible for organizing all aspects of the event run by said committee.
    2. Ad Hoc Event Committees
      1. Ad hoc event committees may be established to coordinate SOUP-funded events that require planning outside of general SOUP meetings.
      2. Committee chairs will be selected by a majority vote at the meeting in which the committee is created.
      3. The committee chair is responsible for proposing a budget for the event at a general SOUP meeting.
      4. The chair is responsible for organizing all aspects of the event.
    3. Alyssa Paul Maria Fund Committee
      1. The SOUP Finance and Correspondence officer will be the chair of the Alyssa Paul Maria Fund Committee.
      2. The committee will include five other members drawn from SOUP.
      3. The five members are to be chosen on voluntary nomination basis. If the number of interested candidates exceeds five, the five committee members will be chosen by lottery.
      4. The nominations will start at the second SOUP meeting of the fall, and close at the third meeting, at which time the lottery will be held. Members must serve fall, winter, and spring terms for the year they are on the committee.
      5. If a member is absent from two committee meetings, or quits, their position will be filled from the members of SOUP. If the number of interested candidates exceeds the number of open positions, the position(s) will be filled by lottery.
      6. Quorum, consisting of the committee chair and three other members, must be met for the committee to make a recommendation.
      7. The committee will make recommendations based on the mission of the Alyssa Paul Maria Fund.
      8. The committee will present a written recommendation for consideration to SOUP at the general meeting following the committee meeting.

  4. Meetings
    1. Meetings shall be held on a weekly basis.
    2. Meetings will include, but not be limited to: brief committee and advisor reports, planning for all upcoming non-Campus Activities programs, reviews of recently executed programs, ideas for new programs, including examination of professional promotional materials.

  5. Voting
    1. Elections
      1. Elections will take place during seventh week of second term.
      2. Nominations will begin at the fifth week meeting and will end twenty-four hours before voting is to take place.
      3. Members must be present at the meeting in order to vote unless they have requested a ballot prior to the meeting.
      4. The nominee with the most votes will be declared the officer-elect.
      5. Results of the election will be announced only after all votes have been tallied by the advisor(s).
      6. In the event of a tie, a tie-breaker vote will be held at the following meeting.
      7. Those elected will take office at the end of term two.
      8. A transition period will occur in third term with the former officers offering guidance to current officers until no longer needed.
    2. Meetings
      1. All decisions that require a vote may be done either by show of hands or ballot as determined by the chair(s).
      2. The option that receives the most votes will be considered the decision of the organization. In the event of a majority abstention, no decision will be made. A further discussion must take place.

  6. Membership
    1. SOUP is open to all Lawrence students.
    2. Anyone who regularly attends meetings and/or participates in the committees and activities of the organization shall be considered a member of SOUP.

  7. Revision of the Constitution
    1. Amendments to the constitution may be brought up and discussed at any meeting.
    2. For an amendment to be official, it must pass by a 2/3 vote of members present at the following meeting, without discussion.