Constitution of the
Utah Planning Student Organization (UPSO)
College of Architecture + Planning
University of Utah
Adopted On:
September 2, 2004
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Article I: Name
Article II: Mission Statement, Goals, and Objectives
Article III: Membership
Article IV: Executive Committee
Article V: Advisory Committee
Article VI: Officer Responsibility Description
Article VII: Meetings
Article VIII: Voting
Article IX: Officer Elections and Faculty Advisor Selection and other Appointments
Article X: Funds
Article XI: Committees
Article XII: Affiliations
Article XIII: Amendments
Article I: Name:
Section 1: Name:
This Organization shall be named the “Utah Planning Student Organization,” and may be referred to as the UPSO, or simply PSO in formal and informal documents, publications and other correspondence.
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Article II: Mission Statement, Goals and Objectives:
Section1: Mission Statement:
The Purpose of the Utah Planning Student Organization is: To encourage and foster the professional development of students majoring in Urban planning at the University of Utah by strengthening the ties with planning professionals, both locally and nationally; To encourage healthy social and academic relationships between students, faculty, and staff of the College of Architecture and Planning (CA+P); And to foster and promote healthy dialogue between the CA+P, the university at large, and the Greater Salt Lake City region.
Section 2: Goals:
- To promote interest in and understanding of the professional field of Urban Planning;
- To help prepare students for employment in the professional field of Urban Planning;
- To provide a forum for intellectual and social interchange among students, faculty, and staff in the College of Architecture and Planning (CA+P);
- To act as a spokesperson for planning students in the CA+P
- To promote fellowship between Urban Planning students, architecture students, and the faculty and staff of the CA+P.
Section 3: Objectives:
To these ends, the following objectives should be pursued by the UPSO, to the extent possible:
- Bring planning related speakers and brown bag discussion opportunities to campus;
- Work with CA+P library to purchase new planning related literature;
- Work with CA+P development committee to increase scholarship offerings for planning students;
- Organize and invite students to engage in research projects;
- Raise funds to send planning students to Utah chapter American Planning Association (APA) conferences, and National APA conferences;
- Coordinate with the Utah chapter to write Opinion/Editorial articles in the chapter’s newsletter;
- Work with staff, students and faculty of the CA+P to establish a newsletter for the CA+P;
- Work with CA+P administration to increase internship opportunities;
- Foster relationships between Graduate students and Undergraduate students, bringing them closer together as one college.
- Host socials and mixers to provide a forum for community interaction and growth;
- Comment on new development proposals, and at city council meetings as appropriate;
- Develop consensus on issues, and publish editorials in local newspapers, and;
- Adopt other appropriate programs when necessary and within the regulations of the APA, the U of U, and the CA+P to meet the goals set forth in the Mission statement.
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Article III: Membership:
Section 1: Non-Voting Members:
Any person affiliated with the University of Utah, or the APA is eligible to be a non-voting member of the UPSO. To become a non-voting member, simply add your name to our mailing list.
Section 2: Voting Members:
To become a Voting member of the UPSO you must have paid your membership fee in full. Only voting members of the UPSO shall have the right to run for an office and vote in elections. To officially become designated as voting member of the UPSO, one must give their name, major and expected date of graduation to the Secretary of the UPSO at which time the individual shall be added to the official register of the UPSO. In addition to membership fees, non-urban planning members must submit a written request for membership to the executive committee.
Section 3: Officers:
Officers will be required to become members of the APA within the first month that they have been elected, unless they are already registered.
Section 4: Membership Fees
The annual dues shall be an amount set by the Executive Committee per academic year payable to the Student Planning Organization and secured by the Secretary/Treasurer.
Section 5: Discrimination:
Membership requirements shall not discriminate on the basis of race, color, creed, gender, religion, sexual affection/orientation or physical, mental or emotional disability.
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Article IV: Executive Committee:
Section 1: Role of the Executive Committee:
The sole purpose of the executive committee is to over-see the development of the UPSO to ensure that the UPSO is meeting the goals set forth by this constitution by setting yearly, monthly and weekly agendas, as necessary. These agendas shall be made public at regular UPSO meetings. The executive committee will act as the standing nomination committee to oversee, and nominate members to all other committees of the UPSO (see article XI).
Section 2: Executive Committee Officers:
The following officer positions shall constitute the Executive Committee of the UPSO:
- President
- Vice president
- Secretary
- Treasurer
Section 3: Executive Committee Meetings:
The executive committee shall schedule meetings as it sees necessary. All members of the executive committee are expected to attend executive committee meetings. Sufficient notice should be given prior to missing a meeting. Three members of the executive committee comprise a quorum for executive committee meetings. The Executive committee may not make changes to the constitution, without a quorum of voting members present (See Article VIII). The executive committee can however make decisions regarding the budget as long as the decision involves less than $200 of the UPSO’s funds. For decisions affecting more than $200 of the UPSO’s budget, the presence of a quorum of voting members is required.
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Article V: Advisory Committee:
Section 1: Role of the Advisory Committee:
The purpose of the Advisory Committee is to share information and communication regarding specific affiliations that the UPSO maintains with other organizations such as the CA+P Student Advisory Council, (SAC), the CA+P administration, and the local and national chapter of the APA. The members of the advisory committee shall be responsible to fulfill their responsibilities outlined below, and report to the Executive Committee and the General membership of the UPSO on the proceedings of the constituencies that they represent.
Section 2: Advisory Committee Officers:
The following officer positions shall constitute the Advisory Committee of the UPSO:
- President/APA student Representative
- Faculty Advisor
- SAC planning student Representatives
Section 3: Advisory Committee Meetings:
Members of the Advisory committee will be expected to attend executive meetings when possible, but are not expected to attend all executive meetings. The Executive Committee will request the presence of certain members of the Advisory Committee when it sees necessary. The Advisory committee is not expected to meet as a body outside of regular UPSO meetings or Executive Committee meetings. The President, acting in the role of the APA Student Representative shall act as a liaison between the Advisory and Executive Committee.
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Article VI: Officer Responsibility Descriptions:
Section 1: President:
- Oversees the development of the UPSO to ensure that the development of the UPSO is consistent with the UPSO’s Mission Statement and this constitution;
- Upholds the agenda for, and presides over all UPSO meetings;
- Acts as and fulfills all duties and requirements of UPSO APA Student Representative as described here within this document.
- Acts as or designates a spokesperson for UPSO within the University, the CA+P, and the community at large;
- Coordinates with other UPSO officers and members to write the following:
- Research proposals,
- Grant proposals,
- ASUU senate and assembly bills and legislation,
- Other UPSO correspondence;
- Acts as Secretary when Secretary is absent, and;
- Is expected to attend all UPSO meetings.
Section 2: Vice President:
- Works closely with the President to ensure that all Member and Officer needs are met by communicating regularly with all Committees, Officers, Members, and Faculty, and by reporting the needs of these groups to the UPSO executive committee;
- Works with the President and various Advisory Committee members when appropriate, to develop programs, committees, or other solutions to meet the needs of CA+P students and faculty, UPSO members and officers, and the Utah Chapter and National APA members;
- Responds to President in drafting the following:
- Research proposals,
- Grant proposals,
- ASUU senate and assembly bills and legislation,
- Other UPSO correspondence;
- Acts as President when President is absent;
- Has Secondary Access to the UPSO bank account to act as Treasurer when Treasurer is absent, and;
- Is expected to attend all UPSO meetings.
Section 3: Treasurer:
- Oversees all financial aspects of the UPSO, under the direction of the President and Vice President to ensure that the UPSO is adequately funded to meet the year’s agenda;
- Is responsible for knowing all ASUU regulations for spending ASUU funds;
- Establishes a budget for the year by estimating the financial needs of the UPSO, based on the UPSO’s agenda for that year;
- Works with the President and Vice President to initiate appropriate fundraising programs;
- Oversees committee assistants to aid in the implementation of fundraising programs;
- Responds to President in drafting the following:
- Research proposals,
- Grant proposals,
- ASUU senate and assembly bills and legislation,
- Other UPSO correspondence, and;
- Is expected to attend all UPSO executive committee meetings.
Section 4: Secretary:
- Oversees the Documentation and Record keeping of all UPSO documents, publications, announcements, procedures, and other UPSO paperwork;
- Ensure the UPSO follows a due process, and that the development of the UPSO is consistent with the UPSO’s Mission Statement;
- Sends out a request for agenda items and compiles an agenda to be sent out to PSO members a few days but not less than 24 hours prior to official UPSO meetings
- Records minutes of all UPSO meetings;
- Documents UPSO events through writing and photography;
- Holds Ex-officio position on any committees related to publicity or PR.
- Reports to members of the UPSO through E-mail regarding the on-goings of the UPSO including:
- Meeting Minutes and Announcements,
- Election Results,
- Event Announcements,
- Other Relevant Announcements;
- Responds to President in drafting the following:
- Research proposals,
- Grant proposals,
- ASUU senate and assembly bills and legislation,
- Other UPSO correspondence;
- May appoint an assistant to aid in these responsibilities (the assistant shall report directly to the secretary), and;
- Is expected to attend all UPSO meetings.
Section 5: APA Student Representative:
- Role and duties of the UPSO APA Student Representative shall be fulfilled by and carried out by the acting President of the UPSO.
- Communicates with Regional Representative of the APA Student Representatives Council (SRC) to maintain contact with the SRC Executive Committee;
- Acts as liaison between APA and SRC on behalf of the UPSO;
- Attends SRC business meetings at the National APA conference;
- Votes for SRC Chair in APA annual elections;
- Reports regularly to the UPSO regarding SRC, APA Local and National, and other events and happenings;
- Responds to President in drafting the following:
- Research proposals,
- Grant proposals,
- ASUU senate and assembly bills and legislation,
- And other similar correspondence, and;
- Is expected to attend UPSO meetings when requested by the Executive Committee, otherwise when possible.
Section 6: Faculty Advisor:
- Aids in the coordination of cooperative UPSO efforts between faculty and students, and between the Planning Program, and the Architecture Program, when appropriate, to ensure that the development of the UPSO is consistent with the UPSO’s Mission Statement;
- Speaks on behalf of the UPSO regarding administrative matters within the U of U and the CA+P, when appropriate;
- Should be an active member of the UPSO by attending meetings when possible, and providing insight and encouragement to UPSO members, and;
- Must be a registered member of the APA, and will hold the position until resignation, or removal.
Section 7: SAC Representatives:
- Are responsible for fulfilling SAC obligations set forth by ASUU, and the CA+P SAC, including attendance of all SAC meetings;
- Is expected to attend all UPSO meetings;
- Report to the Executive Committee and the Members of the UPSO regarding SAC developments, events, and other items of interest, and;
- Act as liaison between the UPSO and SAC.
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Article VII: Meetings:
Section 1: Requirements:
The Executive Committee shall schedule meetings as it sees necessary to carryout the mission of the UPSO. However, there shall be no less than one meeting per month during fall and spring semesters. The UPSO shall be allowed to suspend all activities during summer semester. The leadership of the UPSO should also address the student body of the CA+P at the annual CA+P convocation early in fall semester. All members shall be contacted via e-mail at least 48-hours prior to the date and time of a scheduled meeting. The agenda must be approved by a vote of fifty percent plus one majority of the voting members and officers present at each meeting at the beginning of the meeting (See Article VIII). Members may make additions to the agenda before it is approved.
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Article VIII: Voting:
Section 1: Voting Quorum:
Because the numbers of official voting members of the UPSO will fluctuate from year to year, to conduct business at any meeting a quorum shall be recognized as fifty percent plus one of the meeting’s eligible voting members.
Section 2: Voting:
All other determinants shall be ruled by a fifty percent plus one vote of the eligible voting members present at any given meeting where such a vote is required. If fifty percent plus one of the UPSO voting members present at such meeting cannot cast a vote to rule, the UPSO shall engage in building consensus until the point when fifty percent plus one majority vote can be cast.
Section 3: Procedure:
Voting items are required to be motioned and seconded by voting members of the UPSO.
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Article IX: Officer Elections and Faculty Advisor Selection and other Appointments:
Section 1: Executive Committee Officer Elections:
The officers of the UPSO shall be elected at the last meeting of the spring semester. Each officer shall be elected for a term of one year. Officers may hold the same office for no more than two years. Nominations for the position should reach the current President or the Faculty Advisor by the date designated by the Executive Committee. Voting shall be by secret ballot. The nominated officers of an election shall be the candidates receiving the highest votes. The Advisor shall supervise the elections. In the event of a tie the faculty advisor shall cast the deciding vote.
Section 2: Faculty Advisor Selection:
The Executive Committee of the UPSO shall appoint the faculty advisor of the UPSO by fifty percent plus one majority vote. The Executive Committee shall consider all faculty as potential Advisors when appointing a new faculty advisor. The faculty advisor shall hold his/her position until their resignation, or until removed from office by a fifty percent plus one majority vote by a quorum of voting members of the UPSO.
Section 3: Other Appointments and Positions:
The student body of declared urban planning students elects student representatives in accordance with the SAC bylaws to represent their respective interests in the CA+P SAC. This election takes place at the annual convocation of the CA+P. See ASUU bylaws for more information about SAC representatives.
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Article X: Funds:
Section 1:
To ensure that the UPSO has the resources necessary to fulfill its mission, the Executive Committee of the UPSO should pursue the following objectives:
- Submit a budget request form to ASUU before the spring deadline for the following academic year;
- Submit additional budget requests as needed;
- Set forth a yearly budget based on each year’s agenda early in fall semester;
- Open and maintain a checking account;
- Develop a yearly campaign for fund raising early in fall semester, and;
- Maintain good relations with the CA+P SAC to ensure that the UPSO receives funding through the CA+P SAC.
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Article XI: Committees:
Section 1: Standing and Ad-Hoc Committees
Standing and ad-hoc committees will provide the necessary organizational structure to fulfill the mission of the UPSO. To this end, the executive committee may establish any necessary committees by a fifty percent plus one majority vote.
Section 2: Suggested Committees:
The following is a list of suggested committees that may be established to aid in the execution of the UPSO’s mission:
- Web Page and IT
- Community Outreach and Education
- Professional Development
- Newsletter and Editorial Services
- APA Cooperative
- Research
- Events and Social Life
- Academic and curricular development
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Article XII: Affiliations:
Section 1: APA affiliation:
The UPSO is recognized by the American Planning Association as a certified Planning Student Organization.
Section 2: Other Affiliations:
The UPSO also maintains important relationships with the CA+P SAC, the local chapter of the APA and the U of U chapter of the American Institute of Architecture Students (AIAS).
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Article XIII: Amendments:
Section 1: Procedures for amending this constitution:
These bylaws can be amended at a regular or special meeting of the UPSO by a fifty percent plus one majority vote provided that the amendment has been submitted to the executive committee in writing at a previous regular meeting. All amendments, which are passed, shall be added to these bylaws and read by the Secretary at the first meeting immediately following the meeting in which the amendments are passed.
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