Harvard Republican Club

This old version of the HRC Constitution was in effect from March 2003 to December 2003. Click here for the current HRC Constitution.

Note: The punctuation of the original draft has been preserved here, including bullet points. Font/coloring have NOT been preserved.

CONSTITUTION OF THE HARVARD REPUBLICAN CLUB

ARTICLE I - NAME

The name of this organization shall be the Harvard Republican Club, hereinafter referred to as the HRC.

ARTICLE II - PURPOSE

The objectives of the HRC shall be: to promote rational political discourse and to foster academic freedom on the Harvard University campus; to provide a forum for students to become involved as Americans and as Republicans; and to further the ideals of Republicanism at Harvard and in the community at large.

ARTICLE III - MEMBERSHIP

Any student of Harvard College shall be eligible to become a voting member of the HRC upon payment of annual dues, regardless of race, creed, color, sexual orientation, or physical disability. These students will be known as "members in good standing." The duration of this membership coincides with the academic year. Students defined above declining to pay dues or any student of a Harvard affiliated graduate school may become "associate members." Associate members are eligible to participate in all HRC activities and events. Only members in good standing shall be granted a voice in the HRC. Endorsement of official club policies shall not be prerequisite for membership in the HRC.

ARTICLE IV - POLICIES

The official policies of the HRC shall be based on the platform of the National Republican Party; deviation from these policies must be subject to a majority approval of the board. Policy positions not addressed by the national platform, i.e. campus or purely local issues, will be decided by a majority of the Executive Board.

ARTICLE V – EXECUTIVE BOARD AND OFFICERS

The Executive Board shall consist of the elected officers of the HRC. These officers shall be the President, Vice-President, Secretary, Treasurer, Membership Director, one Member-at-Large and one Freshman Member-at-Large, in descending order of rank. The Executive Board shall, subject to the provisions of this constitution, direct club activities, and appoint committees and/or temporary officers to assist it. It may also appropriate and spend money from the Treasury to meet the expenses of the HRC. The President shall call meetings of the Executive Board. Should the President receive a petition signed by three (3) members of the Executive Board, he must call a meeting within five (5) days. Reasonable effort must be made to notify all board members at least 24 hours in advance or the meeting is declared null and void. A majority of the executive board must be present to constitute a quorum. Correspondingly, 1/5 of the members in good standing constitute a quorum of the general membership. Board meetings shall be open to the rest of the HRC, unless there exists a majority vote to close the meeting to non-board members.
The main duties and powers of the officers of the HRC shall be as follows:

The President shall:

Direct and coordinate all activities of the HRC
Preside at all meetings of the HRC, both General and Executive with the exception of the annual General Election Meeting
Serve as chief spokesman for the HRC and its Executive Board or appoint someone in his place.
Represent the HRC in negotiations with other organizations and the College Republican National Committee, subject to approval of the Executive Board. The president may also appoint someone in his place.
Have check signing privileges along with the Treasurer.
Maintain the right to appoint non-voting Board members to fulfill any necessary roles or duties and have the discretion to reorganize the tasks of members of the Board with the majority consent of the Board.

The Vice-President shall:

Preside at meetings in absence of the President
Head projects at the direction of the President
The Vice-President shall become President in the event that the presidency is vacated.

The Secretary shall:

Record the minutes of all Executive Board meetings and general meetings
Distribute minutes of the Executive Board meetings to all officers within 1 week of the board meeting.
Make available minutes of the general meeting at the next meeting
Be responsible for filing minutes
Maintain all HRC files
Be responsible for club mail, email lists, and all other available information
Record the attendance record of Executive Board members at Executive Board meetings, general membership meetings, and/or any activities that replace the above meetings.

The Treasurer shall:

Maintain all HRC funds, including dues.
Keep accurate financial records and prepare statements upon the request of the majority of the Executive Board.
Prepare any grant applications
Be responsible for all alumni mailings, including fundraising letters
Have check signing authority
Prepare an end-of-semester summary of all expenses and assets

The Membership Director shall:

Be responsible for planning and conducting all membership drives, including recruitment at registration, pre-frosh weekend, and the freshman activities fair.
Publish a comprehensive and up-to-date membership list for the current year.
Maintain a file of membership lists from previous years.
Be responsible for the collection of all membership dues and transfer these dues to the Treasurer

The Member-at-Large shall:

Be assigned duties by the President with the consent of the Executive Board

The Freshman Member-at-Large shall:

Communicate freshman concerns to the Board
Be assigned duties by the President with the consent of the Executive Board

In addition, the Executive Board shall designate a member in good standing, not currently on the Executive Board, as Parliamentarian. The Parliamentarian shall:

Sit as an authority on questions of Constitutionality
Serve as an authority on questions of Parliamentary procedure at board meetings
Be familiar with Robert’s Rules of Order
Have final say in questions of Parliamentary procedure, subject to reversal by a 2/3 vote of the Executive Board
Oversee the annual General Election meeting as the election committee chair. In the event that the Parliamentarian is seeking elected office in the organization, the highest-ranking office named to the committee shall serve as chair of the committee. In the absence of an officer, the President shall appoint an election chair.

Upon the election of a new board, the outgoing President may elect to maintain the position of ‘President Emeritus’ and attend all general board meetings.

The position may include acting as a committee chair at the discretion of the current president. A past president may keep this title and status for as long as he or she desires, until graduation from the college at which point he or she becomes ineligible.
Under extreme circumstances, a 2/3 vote of presently sitting elected board can choose to deny a specific past President the Emeritus privilege.

ARTICLE VI - TREASURY

The treasury shall keep all club monies in an accredited savings institution in an account allowing unlimited check writing privileges.

Appropriations greater than $50 must be approved by a majority of the Executive Board.
Appropriations less than $50 may be made by the President or the Treasurer

ARTICLE VII – OPERATING PROCEDURES

The most current edition of Robert’s Rules of Order shall serve as the final parliamentary authority for the HRC, except where it conflicts with a provision of the Constitution or its by-laws.
HRC letterhead is to be used solely for official HRC business.
Should any Board member disclose private or proprietary information to someone not already privy to said information, he may be removed from the Board by a majority vote of the Executive Board.

ARTICLE VIII - ELECTIONS

By November 5, the President shall appoint five (5) club members to serve as an election committee, subject to approval of the Board. The President shall not be a member of this committee. Either the Parliamentarian or the highest-ranking officer named to the committee shall serve as chair of the committee, or if no officer sits on the committee, the President shall name one of five to the position of chair. This committee shall conduct the club elections. No member of this committee shall run for office.
The election committee shall, by November 25, call for the election of club officers at a general meeting. Such a meeting must be held before winter recess. The time and place of this meeting shall be set by the committee and notice given to the Executive Board. The Board shall then inform all members in good standing who are eligible to vote as described below of the time and place at least seven (7) days prior to the date of elections.
Eligibility: only club members in good standing as of 11:59 p.m. three (3) weeks prior to the date of elections shall be eligible to vote or run for office at said election.
Declaration of Intent: Eligible members intending to run for the offices of President, Vice-President, Secretary, or Treasurer shall declare their intention to do so to the elections committee no later than 11:59 p.m. three (3) weeks before the election date. Presidential candidates may, at that time, submit a policy statement to be distributed to the eligible members.
The election committee chair and the secretary shall prepare a list of members eligible to vote and distribute this list to all declared candidates by 5:00 p.m. five (5) days after the close of membership eligibility.
The election shall be conducted by secret ballot. These ballots shall be pre-made and official – no other ballots will be accepted or tallied. Should a member in good standing be unable to attend the election due to extenuating circumstances, he may contact the election committee chair with a request for an absentee ballot. Absentee ballots will only be accepted starting a half-hour prior to elections. No votes by proxy are allowed and write-in candidates shall be disregarded. Nominations for Membership Director and Member-at-Large shall be taken from the floor at the meeting. Beyond these regulations, the election committee shall determine the format of the election procedures.
Newly elected officers shall take office the first Monday following the election.
Nullification: (A) If any member present, eligible and voting at the meeting shall contest the results of the election upon reasonable grounds, he must present his grievance in writing to the chair of the election committee within 24 hours. The committee shall then have five (5) days to investigate that member’s claim and reach a decision regarding the validity of the election. (B) If any race or races are determined to be null and void, a new election shall be held within 10 school days. Eligibility of voters and candidates will remain unchanged as described above. The current officers in the affected positions shall remain in their positions until that election.

ARTICLE IX – GENERAL MEETINGS

General meetings may be called and the agenda determined by the Executive Board. A petition signed by one-fifth (1/5) of the general membership shall oblige the Executive Board to hold a general meeting within ten (10) school days of the receipt of such a position.
Reasonable effort must be made to notify all members in good standing of the time, place, and agenda of the meeting.

ARTICLE X – SUCCESSION AND EXPULSION

Should any seat on the Executive Board become vacant, the next most senior officer shall ascend to the vacated position.
Should vacancies remain or a junior officer choose to remain in his/her elected office, the President shall, with the advice and consent of the Executive Board, appoint a club member in good standing to fill the vacated position.
A 2/3 vote of one Executive Board meeting shall be required to remove an officer. Additionally, should a member of the Board accumulate two (2) unexcused absences in the course of a single semester, the President may upon the consent of the Executive Board , declare the office vacant. Arriving either more than 15 minutes late to a Board meeting or leaving over 15 minutes early is equal to one-half of an unexcused absence. The Executive Board shall determine excused and unexcused absences.

ARTICLE XI - AMENDMENT

This constitution shall be amended by a 2/3 vote of one Board meeting. A petition by a quorum of the general membership or a majority vote of the Executive Board shall introduce such an amendment. Absentee ballots shall be accepted.