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Revised September 3, 2009

CONSTITUTION
OF THE
COOPER/DUNN HALL COUNCIL
OF
TENNESSEE TECHNOLOGICAL UNIVERSITY

ARTICLE I – NAME

This organization shall be known as the Cooper/Dunn Hall Council, hereinafter referred to as the C/D HC.  The C/D HC shall operate under the powers and limitations of this constitution, the Policies and Procedures Manual, and the policies of Tennessee Technological University.

ARTICLE II – MISSION

The C/D HC of Tennessee Technological University is a resident advocacy body representing the diverse students within the Cooper/Dunn community.  We constantly strive to enhance the quality of residence hall life at Tennessee Tech.  C/D HC acts as a community builder and information source through educational and social programs.  Henceforth, we actively respond to the concerns of the residents and have an open mind in every decision that is made.

ARTICLE III – PURPOSE

The duties of C/D HC shall be:

  1. To inform the residents of activities and services pertaining to the residence hall; moreover, to serve as a channel for the expression of the opinions of all students living in Cooper/Dunn.
    1. To have a newsletter out to the residents by the 25th of each month.
    2. To conduct bi-weekly meetings and advertisements through various forms of campus media.
  2. Encourage the development of responsibility, character, leadership, scholarship, and citizenship in the students living in Cooper/Dunn.
    1. To provide leadership roles and training with the organization.
    2. To support the Residential Life Staff by collaborating their student development efforts.
  3. Further a spirit of unity and service within the residence hall system.
    1. To sponsor hall-wide events.   Such events shall include programs of a social, academic, and instructional nature.
    2. Insure that all of the students living in Cooper/Dunn are aware of their responsibilities as covered in those rules and regulations set up by Hall Council and approved by the administration.
  4. Work primarily for the welfare of all Cooper/Dunn students at Tennessee Technological University.

ARTICLE IV – MEMBERSHIP

Section 1 – Membership

All students living in Cooper/Dunn, upon becoming regularly enrolled students at Tennessee Technological University, shall automatically become members of this organization.

ARTICLE V – THE HALL COUNCIL OFFICERS

The Executive Council of C/D HC shall consist of a President, Vice-President, Secretary/Treasurer, Events Coordinator, and Advisor (ex-officio).

ARTICLE VI – THE GENERAL ASSEMBLY

The General Assembly shall consist of all students who wish to address the Hall Council Officers.

ARTICLE VII – PROCEDURAL PROCESS

Section 1 – Motions

Motions may be passed by a simple majority of two-thirds votes by the members present.

Section 2 – Amendments

  1. Amendments will be submitted in writing to C/D HC at a regularly scheduled meeting.
  2. If an amendment receives two-thirds of those members of the General Assembly present and voting, it shall be presented to the Hall Council Advisor.
  3. If the Hall Council Advisor approves the amendment(s), then it shall be turned over to the Quad Advisor.
  4. If the Quad Advisor approves the amendment(s), then it shall be turned over the Director of Residential Life.
  5. If the Director of Residential Life approves the amendment(s), it shall be passed.

 
Section 3 – Policy and Procedures Manual

C/D HC shall abide by the guidelines set forth in the Policy and Procedure Manual.

Section 4 – Equal Rights

The C/D HC shall not discriminate on the basis of race, color, religion, sex, natural origin, or disability status.


POLICY AND PROCEDURE MANUAL

ADVISOR
  1. The Area Coordinator shall appoint a Residential Life Administrator to serve as Advisor to the Hall Council.
  2. The Advisor shall be considered the final approving/interpreting authority for matters of policy, finances, or actions of Hall Council.  In matters not pertaining to Residential Life or University policy violations, legal liability, an advisor veto may be overridden by a two-thirds majority of the Hall Council.  The Director of Residential Life shall have absolute veto power.
  3. The Hall Council will communicate with the University Administration through the Advisor.
  4. The Advisor shall not vote in Hall Council meetings.
  5. The Director of Residential Life and the Advisor(s) reserve the right to require Hall Council to engage in activities to further the mission of Hall Council or Residential Life.

ATTENDANCE TO HALL COUNCIL

  1. Attendance is required at Hall Council meetings and events.
  2. An excuse must be presented to the Executive Council 48 hours after the absence/tardy; however, if the Representative knew of the conflict before the meeting, then the Executive Council must be notified before the meeting/event.
  3. Representatives will be considered tardy if they arrive more than 10 minutes late for the General Assembly meetings.  After 2 unexcused tardies, they will have 1 unexcused absence.
  4. The Advisor has full authority in determining what is deemed as a valid absence/tardy.
    1. Absences and tardies for the Hall Council meetings will only be excused for the following reasons:
      1. Academic Conflict (an academic conflict does not include a study session).
      2. Illness
      3. Other emergencies approved by the Advisor
      4. Athletic events/practices (if a TTU athlete)
    2. Absences due to obligations to other organizations or employment conflict will be handled on a case-by-case basis.
  5. Upon acquiring two non-valid absences within a semester, the member must go before the Executive Council.
  6. After 2 unexcused absences in a semester, the Hall Council board member will be removed from office and the Hall Council members will elect the new member.
  7. All of the above apply for any and all official meetings of the Hall Council.

AWARDS

The following plaques/certificates will/may be given at the spring get together, sponsored by the Office of Residential Life, based on participation.

  1. Mr. or Miss. Hall Council – one award given to the most outstanding member that was chosen by secret ballot vote of the General Assembly.  Award should be based on the following criteria:
    1. Service
    2. Leadership
    3. Commitment
  2. Most Creative – one award given to the Representative or Executive Council member who has demonstrated the most creative talent for the semester.
  3. Special Recognition – as many awards given as deemed by the Executive Council to Representatives or Council members who have gone above and beyond the call of duty.
  4. Hall Council Awards – an award given to each officer at the spring banquet in appreciation for their service.
  5. Special Commendation – awards given as needed to advisors, faculty, and staff of Tennessee Technological University that have in some way benefited or assisted the Hall Council.
  6. Award of Appreciation – an award given by an Executive Council member to a Representative, housing staff member, advisor, or another individual that has been of great service to them personally.  Each officer may give out one award each semester unless an exception is granted by the Executive Council.

All of the above awards and any others deemed necessary are at the discretion of the Hall Council.

BUDGET

  1. Budget is determined each year by the Office of Residential Life.
  2. A budget shall be presented to the Advisor at the beginning of the Fall Semester for the Academic Year.
  3. After approval and consultation with the Area Coordinator, the budget shall be strictly adhered to unless changes are approved by the Advisor.
  4. Copies of the budget shall be provided to all Hall Council members.
  5. The Treasurer shall give an oral report on the budget at each General Assembly meeting.

DUTIES
Hall Council President

  1. Act as the official representative of the Hall Council.
  2. Shall arrange and preside over all meetings of the Executive Council.
  3. Shall be responsible for the administration and enforcement of the HALL COUNCIL Constitution and Policy and Procedure Manual.
  4. Shall serve as the final interpretive authority of all governing documents of the HALL COUNCIL.
  5. Shall delegate to the HALL COUNCIL duties concurrent with the function of HALL COUNCIL and may delegate appointments as agreed to by a simple majority of the HALL COUNCIL.
  6. Shall only vote in matters of a tie.
  7. Shall be directly responsible for all efforts and activities of the HALL COUNCIL, including but not limited to, programs, retreats, workshops, and fund-raisers.
  8. Shall learn and know Robert’s Rules of Order Newly Revised and help to insure  orderly meetings.
  9. Shall attend scheduled weekly meetings of the HALL COUNCIL General Assembly, all HALL COUNCIL sponsored activities, Executive Council, and any special called meetings.
  10. All other duties as assigned.

Hall Council Vice-President

  1. Shall serve as the Intramural Coordinator for their hall.
  2. Shall be jointly responsible with the Treasurer for the monthly newsletter.
  3. Shall in the absence of the President become the Chief Executive Officer for the Hall Council.
  4. Shall learn and know Robert’s Rules of Order Newly Revised and help to insure orderly meetings.
  5. Shall attend scheduled weekly meetings of the Hall Council General Assembly, all Hall Council sponsored activities, Executive Council, and any special called meetings.
  6. All other duties as assigned.

Hall Council Secretary/Treasurer

  1.  Shall keep minutes of the meetings, an attendance roll, a report of excessive absences, and all correspondence of the Hall Council.
  2. Shall provide a copy of the minutes of each Hall Council meeting to all Executive Officers, Representatives, the Advisor, and the Director of Residential Life within three working days from the meeting.
  3. Shall learn and know Robert’s Rules of Order Newly Revised and help to insure orderly meetings.
  4. Shall attend scheduled weekly meetings of the Hall Council General Assembly, all Hall Council sponsored activities, Executive Council, and any special called meetings.
  5. Shall be responsible for all financial matters of Hall Council.
  6. Shall give an oral treasurer’s report at each meeting.
  7. Shall submit a typed itemized expense statement within one week of all events and fund-raisers as well as an overall statement at the end of the semester.
  8. Shall be jointly responsible with the Vice-President for the monthly newsletter.
  9. Shall learn and know Robert’s Rules of Order Newly Revised and help to insure orderly meetings.
  10. Shall attend scheduled weekly meetings of the Hall Council General Assembly, all Hall Council sponsored activities, Executive Council, and any special called meetings
  11. All other duties as assigned.

Hall Council – Event Coordinator

  1. Shall, with the assistance of the Advisor and with approval of the President, be responsible for all publicity needs of the Hall Council on or off campus and for the Oracle.
  2. Shall serve as the Historian and be responsible for all photographic needs.
  3. Shall keep track of involvement in Tech Wars (building competitions).
  4. Responsible for recruiting for building competitions
  5. Shall help coordinate building activities for homecoming.

ELECTIONS

Hall Council Officers:

  1. Elections for the Hall Council will be held no later than the third week of school.
  2. Materials and locations used for campaigning is at the discretion of the Advisor.

EVENTS

GENERAL:

  1. Events will be decided and planned on during the Hall Council meetings.
  2. At all events solely sponsored by Hall Council, when more than 100 people are expected to attend, an officer must be obtained to work the event from Campus Police.

MONTHLY PROGRAMS:

  1. Planning for the program should begin in a timely manner before the event.
  2. The General Assembly should vote on a time, date, place, theme and activities.
  3. Committees should be setup as outlined under the respective section.

HOMECOMING

  1. Hall Council is expected to participate in homecoming activities unless approval is given by the Advisor.
  2. All activities that Hall Council will be involved with must be approved by the General Assembly.
  3. Sponsoring a King and Queen Candidate
    1. Nominees must be present at the meeting in which the candidate will be chosen.
    2. Hall Council may not sponsor the candidate monetarily unless written approval is given by the Advisor or Director of Residential Life.
    3. Candidates must be made aware in writing of the type of support Hall Council will provide for them.  Such as but not limited to:
      1. Advertisement
      2. Voting support
      3. SGA pictures
    4. Under NO circumstances will Hall Council provide the candidates with clothing or personal items to be kept by the candidate with the exception of a plaque or other award types.
  4. All other policies and procedures apply.

EXPENSE REPORTS

AUDIT PROCEDURE

  1. An audit of the accounts of Hall Council shall be conducted every semester.
  2. The audit shall occur at least one week before the end of the semester.

MEETINGS

COMMITTEE:

  1. These meetings should be outside any other official Hall Council meetings unless time is allocated on the bi-weekly meeting agendas.
  2. The meetings are open to all of the residents; however, only committee members can vote.
  3. These meetings are held as often as the committee deems necessary or the Hall Council has specified.

HALL COUNCIL:

  1. The meetings of the Executive Council should be held bi-weekly at the same time and place unless exception is approved by the Advisor.
  2. All Executive Council members are required to attend.
  3. The meeting should be used to plan for the next General Assembly meeting; therefore, the meeting day and time should be set so that adequate time is allotted before the next General Assembly meeting.
  4. An agenda should be composed for the next General Assembly meeting.
  5. These meetings and minutes are closed to the General Assembly unless approval is given for a member to address the council during the meeting.
  6. The President shall officiate this meeting.
  7. The President shall prepare an agenda for this meeting using the following outline:
    1. Minutes
    2. Advisor Report
    3. Officer Reports
    4. Old Business
    5. New Business
    6. Agenda for next General Assembly meeting
    7. Open Floor

MINUTES

  1. The Secretary should take minutes at all Hall Council meetings.
  2. Two copies of the minutes shall be turned in to the Advisor within 48 hours of the meeting. 

OATH

  1. The following oath shall be made by all Representatives and Executive Council members at the time they are installed:

We, the newly elected members of the Residence Hall Association of Tennessee Technological University, in order to promote personal wellness within the residence halls, and to promote better relations, greater communications, and increased awareness of residence hall life, do hereby swear to uphold the mission and goals and embody the spirit of the Residence Hall Association of Tennessee Technological University.

  1. After taking the oath they shall be given all the rights and duties of their title.

QUALIFICATIONS

HALL COUNCIL:

  1. Must have and maintain a cumulative GPA of 2.0.
  2. Must be a current TTU student in good disciplinary standing with the University (no formal discipline record).
  3. Must be a current TTU student in good financial standing with the University (no outstanding/past due accounts).
  4. Must live in the residence halls throughout his/her term of office.
  5. Must not serve as a member of the Residential Life Staff.

REMOVAL OF POSITION

HALL COUNCIL:

  1. Impeachment of any Hall Council officer for conduct unbecoming of that office shall be enacted by a petition containing the signatures of two-thirds (2/3) of the Hall Council with approval of the Advisor.
  2. This petition shall be submitted to the Advisor.  This is done only after charges have been presented and the accused has been given a chance to answer those charges.
  3. Any Hall Council officer who is found to be responsible of a Residential Life formal policy violation shall be dismissed from his/her position.

ROBERT’S RULE OF ORDER

  • Robert’s Rules of Order Newly Revised shall be used as the Parliamentary Procedure tool.
  • These rules shall be enforced by the President.
  • The Vice-President shall serve as the Parliamentarian for all meetings.

Questions, comments, and suggestions should be emailed to rha@tntech.edu.

Site Updated: 10/8/09