ASB Bylaws
[The following Bylaws were approved by ASB Planning Board 2010-2011 on 24 April, 2011]
ARTICLE I: RESPONSIBILITIES
Section 1: General Responsibilities of the Planning Board.
1. Attendance at all Planning Board meetings. If more than two meetings are missed, the absence must be formally addressed by the Co-Directors
2. Participation in the general fundraising efforts for the organization;
3. Attendance at the Trip Facilitator retreat, orientation, and reorientation;
4. Participation in recruitment efforts such as quad day and info nights;
5. Holding one cube hour per week for each semester.
6. All board members must read participant applications. No board member may grade their own application.
Section 2: Specific Planning Board Position Responsibilities.
It is the responsibility of all ASB board members to contribute meaningfully to the organizational mission through recruitment, leadership development, fundraising, and educational activities. As much as each planning board member holds specific responsibilities, each member additionally makes a larger commitment to support the board and fellow board members.
Co-Directors (2): Lead Planning Board as a whole, including running weekly board meetings and serving as liaisons between ASB and the YMCA. The Co-Directors are responsible for developing and sharing an overall vision for the organization and ensuring that ASB accomplishes its objectives in a manner consistent with the overall values of the organization. The Co-Directors are also responsible for ensuring that all positions are meeting their responsibilities, for facilitating organizational communication, and for producing and disseminating an annual report in conjunction with the YMCA’s program report.
External Relations Chairs (2): The primary responsibility of this position is to develop relationships with the diverse student body and university. External is responsible for planning quad day, organizing all recruitment activities, orientation, and for publicity for all ASB functions.
Multimedia Chair (1): Main responsibilities include maintaining the ASB website, online application system, designing and ordering ASB T-shirts, and managing ASB technologies. The Multimedia Chair will also work closely with External, Educational Outreach, and Organizational Fundraising Chairs to design publicity for all ASB functions. Experience with graphic and web design is required.
Organizational Fundraising Chairs (2): Organizes and oversees fundraisers year-round for the Planning Board and the organization as a whole. The money raised in these efforts goes towards all ASB functions. Organizational Chairs are also responsible for grant writing.
Internal Development Chair (1): Responsible for facilitating communication within ASB. The Internal Chair updates Alumni information and maintains any other pertinent ASB history. For trip send-off, the Internal position contacts participants to provide any missing emergency contact and health insurance information. Internal Chair will also review Maria Somma Scholarship applications with the Treasurer. Lastly, Internal Chair acts as secretary by keeping up the ASB office, sending out mass emails, preparing and recording paperwork, and taking minutes at board meetings for documentation.
Site Development Chairs (3): Responsible for selection of locations, issues, and housing for fall, winter, spring and summer break trips, and coordinating the Curriculum-Based Alternative Break (CBAB). They also will work to build closer relationships with other Alternative Break Programs across the country and possibly coordinate joint trips. Site Development acts as a liaison between the host agencies and ASB. Additionally, this position works with the Trip Facilitators before break to orient them with the site and after the trips to do detailed site evaluations as well as update the online ASB Trip Database. Site development coordinators are responsible for addressing any pre-break site emergencies. Much of this position’s work is accomplished over the summer, in particular for the Fall and Winter trip seasons.
Trip Facilitator Trainers (3): Manage the process of interviewing, selecting and training the Trip Facilitators for all ASB trips. Specifically, this includes training sessions with all Trip Facilitators for all ASB trips during which policies issues, group dynamics, education and reflection are discussed. Trip Facilitator Trainers are also responsible for organizing the Trip Facilitator retreat and facilitating communication between the Planning Board and Trip Facilitators. Trainers must have prior experience as a Trip Facilitator.
Educational Outreach Chairs (2): The main goals are to foster educational motivations in participants, as well as to build and maintain close relationships with Urbana-Champaign agencies. Educational Outreach Chairs will work with all trips in developing and implementing issue-oriented fundraisers to donate money to each trip’s corresponding host organization. They will also serve in the development of pre- and post-break projects, planning of Coffee Talks and Reorientations, and arrangement of local volunteer days. In order to achieve this, the chairs will work closely with the Trip Facilitator Trainers and attend training sessions when appropriate so as to form bonds with the Trip Facilitators.
Treasurer (1): Responsible for the financial concerns of the organization. Makes budgets, applies for SORF funds, maintains University and other bank accounts, manages trip treasurers and oversees the collection of money from trip fees and fundraising. Sets a date for the final submission of all money, and reviews Maria Somma scholarship applications.
Student Advisor (1 or 2): Responsible for assisting the YMCA Staff Advisor in all duties, especially the maintenance of organizational memory. In addition to assisting the YMCA Staff Advisor, the Student Advisor ensures new and future development and growth of the organization by taking up a project of his or her own. This board member is non-voting, except in the event of a tie.
YMCA Staff Advisor (1): Acts as a liaison between the YMCA and the Planning Board. The Advisor is responsible for procuring transportation for all ASB trips, verifying and maintaining all participant emergency documentation, organizing van driver training, and serving as a primary emergency contact during trips. This board member is non-voting.
YMCA Student Board Representative (1): This position is an elective position and will be filled by any of the aforementioned board members. The position will be explained and the representative chosen at the new board/old board transition. This representative serves as ASB’s liaison to the YMCA. They will work closely with the YMCA staff advisor and attend additional YMCA Student Board meetings and Board of Governor meetings. They are also responsible for facilitating collaboration events with other YMCA programs.
ARTICLE II: SELECTION & PLACEMENT PROCEDURES
Section 1: General Participant Selection & Placement.
All participant applications must be evaluated by at least two members of the selection committee before general participant placement begins.
1. Placement Process. All applicants wishing to have first consideration as a participant must have their applications in by the stated deadline.
2. Satisfying the minimum driver requirement [Article VII, Section 2, sub 4] takes precedence over all other placement criteria.
3. After drivers are placed for each trip, then Co-Directors place participants anonymously based on their application score.
Section 2: Trip Facilitator Selection & Placement.
1. Interview Preparation. When potential Trip Facilitators submit their applications, they also sign-up for an interview time. Trip Facilitator applications should then be processed and scored in the same manner as participant applications.
2. Interviews. Interviews should be planned and conducted by the Trip Facilitator Trainers; however, they may elect to have additional support. Interview questions should be designed to evaluate based on specific characteristics of effective Trip Facilitators.
3. Placement. Trip Facilitators should be matched with co-facilitators who will complement their abilities, personalities, and interests.
Section 3: New Board Selection & Placement.
1. Interview Preparation. When potential board members submit their applications, they should also sign-up for both a group and an individual interview. The new board selection committee should plan the interview process. Interview questions should be designed to evaluate specific characteristics of effective planning board members, and committee members should articulate specific principles they will use to guide their selection process.
2. Interviews. All interviews should be planned and conducted by the new board selection committee. All selection committee members should be present at every interview. Selection Committee should invite the YMCA Program Advisor to participate/observe any and all selection interviews.
3. Placement. Once all interviews have been conducted, the new board selection committee should develop a slate to present to the current planning board for approval.
Section 4: Planning Board Meetings.
Minutes must be taken at every Planning Board meeting. Minutes from the preceding meeting of the Planning Board will be emailed to the rest of the board within 24 hours of the meeting. All Planning Board members are responsible for reading over and ensuring the accuracy of minutes.
Section 5: Committee Meetings.
All committees must have a committee chair, who should report back to the Planning Board at its next meeting. Committees may decide how to select their own chair.
Section 6: Selection of trip treasurers.
Trip Treasurers. Participants or Trip Facilitators can volunteer to be the treasurer for their trips. Trip Facilitators are strongly encouraged not to serve as Trip Treasurer given their other responsibilities to manage the trip. The Treasurer has authority to decline trip treasurer candidates.
ARTICLE I: RESPONSIBILITIES
Section 1: General Responsibilities of the Planning Board.
1. Attendance at all Planning Board meetings. If more than two meetings are missed, the absence must be formally addressed by the Co-Directors
2. Participation in the general fundraising efforts for the organization;
3. Attendance at the Trip Facilitator retreat, orientation, and reorientation;
4. Participation in recruitment efforts such as quad day and info nights;
5. Holding one cube hour per week for each semester.
6. All board members must read participant applications. No board member may grade their own application.
Section 2: Specific Planning Board Position Responsibilities.
It is the responsibility of all ASB board members to contribute meaningfully to the organizational mission through recruitment, leadership development, fundraising, and educational activities. As much as each planning board member holds specific responsibilities, each member additionally makes a larger commitment to support the board and fellow board members.
Co-Directors (2): Lead Planning Board as a whole, including running weekly board meetings and serving as liaisons between ASB and the YMCA. The Co-Directors are responsible for developing and sharing an overall vision for the organization and ensuring that ASB accomplishes its objectives in a manner consistent with the overall values of the organization. The Co-Directors are also responsible for ensuring that all positions are meeting their responsibilities, for facilitating organizational communication, and for producing and disseminating an annual report in conjunction with the YMCA’s program report.
External Relations Chairs (2): The primary responsibility of this position is to develop relationships with the diverse student body and university. External is responsible for planning quad day, organizing all recruitment activities, orientation, and for publicity for all ASB functions.
Multimedia Chair (1): Main responsibilities include maintaining the ASB website, online application system, designing and ordering ASB T-shirts, and managing ASB technologies. The Multimedia Chair will also work closely with External, Educational Outreach, and Organizational Fundraising Chairs to design publicity for all ASB functions. Experience with graphic and web design is required.
Organizational Fundraising Chairs (2): Organizes and oversees fundraisers year-round for the Planning Board and the organization as a whole. The money raised in these efforts goes towards all ASB functions. Organizational Chairs are also responsible for grant writing.
Internal Development Chair (1): Responsible for facilitating communication within ASB. The Internal Chair updates Alumni information and maintains any other pertinent ASB history. For trip send-off, the Internal position contacts participants to provide any missing emergency contact and health insurance information. Internal Chair will also review Maria Somma Scholarship applications with the Treasurer. Lastly, Internal Chair acts as secretary by keeping up the ASB office, sending out mass emails, preparing and recording paperwork, and taking minutes at board meetings for documentation.
Site Development Chairs (3): Responsible for selection of locations, issues, and housing for fall, winter, spring and summer break trips, and coordinating the Curriculum-Based Alternative Break (CBAB). They also will work to build closer relationships with other Alternative Break Programs across the country and possibly coordinate joint trips. Site Development acts as a liaison between the host agencies and ASB. Additionally, this position works with the Trip Facilitators before break to orient them with the site and after the trips to do detailed site evaluations as well as update the online ASB Trip Database. Site development coordinators are responsible for addressing any pre-break site emergencies. Much of this position’s work is accomplished over the summer, in particular for the Fall and Winter trip seasons.
Trip Facilitator Trainers (3): Manage the process of interviewing, selecting and training the Trip Facilitators for all ASB trips. Specifically, this includes training sessions with all Trip Facilitators for all ASB trips during which policies issues, group dynamics, education and reflection are discussed. Trip Facilitator Trainers are also responsible for organizing the Trip Facilitator retreat and facilitating communication between the Planning Board and Trip Facilitators. Trainers must have prior experience as a Trip Facilitator.
Educational Outreach Chairs (2): The main goals are to foster educational motivations in participants, as well as to build and maintain close relationships with Urbana-Champaign agencies. Educational Outreach Chairs will work with all trips in developing and implementing issue-oriented fundraisers to donate money to each trip’s corresponding host organization. They will also serve in the development of pre- and post-break projects, planning of Coffee Talks and Reorientations, and arrangement of local volunteer days. In order to achieve this, the chairs will work closely with the Trip Facilitator Trainers and attend training sessions when appropriate so as to form bonds with the Trip Facilitators.
Treasurer (1): Responsible for the financial concerns of the organization. Makes budgets, applies for SORF funds, maintains University and other bank accounts, manages trip treasurers and oversees the collection of money from trip fees and fundraising. Sets a date for the final submission of all money, and reviews Maria Somma scholarship applications.
Student Advisor (1 or 2): Responsible for assisting the YMCA Staff Advisor in all duties, especially the maintenance of organizational memory. In addition to assisting the YMCA Staff Advisor, the Student Advisor ensures new and future development and growth of the organization by taking up a project of his or her own. This board member is non-voting, except in the event of a tie.
YMCA Staff Advisor (1): Acts as a liaison between the YMCA and the Planning Board. The Advisor is responsible for procuring transportation for all ASB trips, verifying and maintaining all participant emergency documentation, organizing van driver training, and serving as a primary emergency contact during trips. This board member is non-voting.
YMCA Student Board Representative (1): This position is an elective position and will be filled by any of the aforementioned board members. The position will be explained and the representative chosen at the new board/old board transition. This representative serves as ASB’s liaison to the YMCA. They will work closely with the YMCA staff advisor and attend additional YMCA Student Board meetings and Board of Governor meetings. They are also responsible for facilitating collaboration events with other YMCA programs.
ARTICLE II: SELECTION & PLACEMENT PROCEDURES
Section 1: General Participant Selection & Placement.
All participant applications must be evaluated by at least two members of the selection committee before general participant placement begins.
1. Placement Process. All applicants wishing to have first consideration as a participant must have their applications in by the stated deadline.
2. Satisfying the minimum driver requirement [Article VII, Section 2, sub 4] takes precedence over all other placement criteria.
3. After drivers are placed for each trip, then Co-Directors place participants anonymously based on their application score.
Section 2: Trip Facilitator Selection & Placement.
1. Interview Preparation. When potential Trip Facilitators submit their applications, they also sign-up for an interview time. Trip Facilitator applications should then be processed and scored in the same manner as participant applications.
2. Interviews. Interviews should be planned and conducted by the Trip Facilitator Trainers; however, they may elect to have additional support. Interview questions should be designed to evaluate based on specific characteristics of effective Trip Facilitators.
3. Placement. Trip Facilitators should be matched with co-facilitators who will complement their abilities, personalities, and interests.
Section 3: New Board Selection & Placement.
1. Interview Preparation. When potential board members submit their applications, they should also sign-up for both a group and an individual interview. The new board selection committee should plan the interview process. Interview questions should be designed to evaluate specific characteristics of effective planning board members, and committee members should articulate specific principles they will use to guide their selection process.
2. Interviews. All interviews should be planned and conducted by the new board selection committee. All selection committee members should be present at every interview. Selection Committee should invite the YMCA Program Advisor to participate/observe any and all selection interviews.
3. Placement. Once all interviews have been conducted, the new board selection committee should develop a slate to present to the current planning board for approval.
Section 4: Planning Board Meetings.
Minutes must be taken at every Planning Board meeting. Minutes from the preceding meeting of the Planning Board will be emailed to the rest of the board within 24 hours of the meeting. All Planning Board members are responsible for reading over and ensuring the accuracy of minutes.
Section 5: Committee Meetings.
All committees must have a committee chair, who should report back to the Planning Board at its next meeting. Committees may decide how to select their own chair.
Section 6: Selection of trip treasurers.
Trip Treasurers. Participants or Trip Facilitators can volunteer to be the treasurer for their trips. Trip Facilitators are strongly encouraged not to serve as Trip Treasurer given their other responsibilities to manage the trip. The Treasurer has authority to decline trip treasurer candidates.
