UBAnime Constitution
Last Updated: February 27, 2004

Article I. Title

UBAnime

Article II. Objectives for UBAnime

A. To introduce Japanese Culture though Japanese Anime.
B. To bring together people with our common interest in Anime.
C. To provide and maintain a source of anime, through a library, to donators.

Article III. Qualification for Membership

A. Regular Members

1. Any undergraduate that attends the University at Buffalo, and has enthusiasm for Japanese animation may become a member of the club. Attendance at three meetings or club functions is required for full membership.
2. Any person not who is not an undergraduate student at the University at Buffalo but still wishes to attend General Meetings is considered a non-voting member of the club. Non-voting members have all the rights and privileges as voting members with exception of the right to vote; in elections and major club functions.

B. Library Members

1. For those who donate an amount toward the club library, the privilege of borrowing tapes from the library is given. The Executive Officers, by the start of each fall semester, shall decide the amount of the donation as well as the fees that may incur.
2. In accordance with current SA regulations, membership to the UB Anime Library is available only to current UB students. (those possessing a valid student ID and person number)
3. The UB Anime officer administration reserves the right to refuse/nullify membership in the UB Anime Library. All such action may only be taken with good cause and must be agreed upon through a vote of the current officer core. (greater than 50% majority)
C. Members in Good Standing

1. A member of UB Anime shall be considered to be in good standing if they have attended 50% of meetings for the current year, and has no outstanding late fees
a. Transfer students are considered to be in good standing if they have attended 50% of all meetings in the current semester, with no outstanding late fees.

Article IV. Government

A. Qualifications for All Officers

1. Only Full Time Undergraduates may be Executive Board Members.
2. Must attend at least 50% of all General Meetings.
3. All Executive Officers must have an email address, a phone number, or other form of contact to maintain their obligations.

B. Offices Available at Each Election

1. President
2. Vice President
3. Treasurer
4. Secretary
5. External Affairs
6. Director of Advertising

C. Duties of Officers

1. President

a. Presides over General Meetings.
b. Presides over Executive Officer Meetings.
c. Approves major club functions.
d. President, as executive, must have knowledge of the duties of all other officers and be prepared to take up/ delegate responsibility should an officer not be able to fulfill their function.

2. Vice President

a. Assumes the responsibilities of the President, in the event that the President is incapacitated.
b. Ensures that the meetings are prepared (i.e. making sure the room is reserved).
c. To aid the President in his/her duties
d. Enforces UB Anime Library fees/ recovers tapes when deemed necessary.
e. Plans for club outings (e.g. Toronto Chinatown Trip)

3. Treasurer

a. Manages UBAnime’s budget.
b. In charge of planning Fundraising.
c. Works with Student Association on the matters of money, finance and the budget.
d. Informs the other Executive Officers of UBAnime’s Financial status.
e. Treasurer will be responsible for contacting suppliers of fundraising materials via email and phone when necessary.

4. Secretary

a. Takes minutes for Executive Officer meetings.
b. Maintains the Library.
1. Maintains Library tapes, making sure they are returned, checking for damage, and updating the Library Tape list.
2. Maintain (either electronic or print) an updated copy of the Library member records in case the server fails.
3. Checks the UBAnime SA mailbox at least once a week.
c. Looks for external (outside University) community service.
d. Maintains the UBAnime Mailing List and the UBAnime Executive Officer Mailing List.
1. In charge of sending messages and announcements to the members of the club through the Mailing List.
e. Creates and provides surveys to ascertain member interests.
f. Works with Director of Advertising concerning advertising.
g. Responsible for taking attendance at each week (or finding someone to do so should he/she not be present)
h. Checks the UB Anime Yahoo mailbox

5. External Affairs Officer

a. Communicates with Anime vendors in conjunction with the Treasurer. Communicates with Treasurer to obtain funds for purchases.
b. If UB Anime is invited to participate in UB Con, External Affairs will be UB Anime’s representative in Con planning and will be responsible for communicating between con staff and the UB Anime officer core.
c. Maintain contacts with outside organizations including, but not limited to: other SA clubs, Anime companies, any other non-fundraiser supplying parties
d. External Affairs will function as contact person for any corporate Anime company programs that UB Anime chooses to participate in. External Affairs will be responsible for keeping a log of these programs and the information required by each. External Affairs will also be responsible for updating contact information when a new officer is elected to the position.
e. Communicates with external community service opportunities

6. Director of Advertising

a. Maintain the UBAnime Homepage
1. A basic knowledge of html code as well as art design is highly recommended
b. Create Flyers, Posters, Signs, etc. for each General Meeting and/or major UBAnime events.
c. Organize tables for recruiting new members.

7. All Officers

a. Office Hours
1. All officers are required to devote time to filling office hours.
b. Procedure log
1. All officers will be responsible for updating their section of the procedure log in order to remain concurrent with current SA policies.
c. SA Relations
1. All officers are responsible for rapport with SA. All officers are representatives of this club, regardless of position. As such, interaction with the SA will determined due to situation (i.e. which position is most relevant due to the situation).
2. A number of officers (complying with SA regulations) must attend SA meetings when they are held. No officer position is exempt from this duty if he/she is needed to go when no one else is able.
d. Other Responsibilities
1. Officers are expected to accept the anime preferences of the members/ other officers, even though it may not appeal to personal taste.

D. Elections

1. Process
a. Will be held in March after Spring Break.
b. Candidates must notify any Executive Officer of their intent at least one week prior to the election, and must review the UBAnime Constitution to review the office duties for which they plan to run.
c. If there are no nominations for a certain office, the previous officer may retain that position, or, the current President may appoint a member to fill the vacancy.
d. Candidates are nominated during the election night, with at least a second to the nomination.
e. Voting members cast their vote for each office.

2. Candidate Requirements
a. Candidates will be elected directly by voting members.
b. Candidates must have participated in at least two community service events during the school year of the election.
c. Candidates must be members in good standing
d. The nominee for President must be a former officer of UBAnime. This is to ensure that the President has the experience necessary to fulfill the duties of his position.
1. If the requirements for Section d above cannot be met, the current officers may allow him/her to proceed if he or she is a member in good standing, has attended 75% of regular meetings, and at least two major club functions.

E. New Officers

1. After the election has been decided, the officers-elect will meet with the presiding officers during the Executive Officers meetings for the rest of the Spring semester.
2. By the final Executive Officer Meeting, the officers-elect will become the new officers, and the old officers will step down.
F. Legislation

1. All matters that are considered important to the function of the club are to be voted upon.
2. A decision will be considered important when at least one Officer decides that a vote is necessary.
3. All important decisions require a majority vote to be ratified. In the event of a tie vote, the final decision will go to the President.

G. Resignation

1. In the event of a resignation, the resigning officer must give at least two weeks advanced notice.
2. When an officer resigns, a notice must go out to the UBAnime members, so that a new officer can be appointed.
3. The new officer will be appointed by the current officers.
4. In the event of a presidential resignation, a new vote by the Members will be held.

H. Impeachment

1. Impeachment can only be considered for two reasons
a. The Officer has failed to do his duty more than 3 times.
b. The Officer has acted in such a way that is detrimental to UBAnime.
2. Any officer may call for an impeachment, provided the accused officer has done one or both of the above.
3. After Impeachment, a vote to remove the officer must be unanimous among the other officers.
4. If the removal is successful, the appointment of a new officer will be held in the same manner as that of a resigned officer.

Article V. Meetings

A. Officer Meetings
1. Officers must attend at least a majority of the meetings.
2. Meetings must be held at least once a week, barring vacations and holidays.
3. Every officer shall have a chance to speak.
4. Presiding officers decide the day and time.
B. General Meetings
1. To be held every week, barring vacation and holidays.
2. At least two officers must be present for General Meetings to announce news and information for members

Article VI. Amendments

A. All officers must abide by the Constitution, and support it fully.
B. Alteration to the UB Anime Constitution must be decided by a majority vote of the officers.

Other Executive Guidelines

Policies for Student Government Organizations
SA Policies for Clubs