Victor E.

Village and Hansen Hall

Community Council Constitution
ARTICLE I - AFFILIATION

This organization shall be affiliated with the Residence Hall Association of FHSU (RHA) and
shall abide by their constitution and by-laws. This organization will follow Fort Hays State
University (FHSU) policies and procedures.

ARTICLE II - PURPOSE

The purpose of the Victor E. Village and Hansen Hall Community Council will be to serve the
residents of Victor E. Village and Hansen Hall by stimulating, encouraging, and coordinating
their interests and efforts in matters affecting their social and academic education at Fort Hays
State University.

ARTICLE III - MEMBERS

Section 1: Any resident in Victor E. Village and Hansen Hall shall be referred to as a Regular
Member and shall be entitled to the rights and privileges pertaining there unto.
A. Regular Members have the right to:
1. Address the Government at meetings,
2. Serve on committees,
3. Have access to Government records, and
4. Make, second, and vote on motions at meetings.
B. Officers of the Victor E. Village and Hansen Hall Community Council shall:
1. Have the responsibility of representing all the needs, interests, and concerns of
the residents of Victor E. Village and Hansen Hall,
2. Be enrolled at FHSU with a cumulative GPA of 2.0 or higher and be full time
students,
3. Be residents of Victor E. Village and Hansen Hall,
4. Attend all regular meetings and executive board meetings and remain until the
meeting is adjourned, unless prior arrangements have been made,
5. Make, second, and vote on motions at meetings,
6. Plan, promote, and attend functions sponsored by the Government to encourage
maximum levels of participation,
7. Act as role models, advisors, and leaders to the Resident Community as well as
to the campus,
8. Positively promote Victor E. Village and Hansen Hall Community Council and
encourage attendance and participation at regular meetings,
9. Assist with and give support for the ideas and efforts of the other members,
10. Encourage feedback, ideas, and discussion, and
11. Meet with the advisor regularly at the advisor’s discretion.

Section 2: Membership of this organization is open to all residents of Victor E. Village and
Hansen Hall regardless of age, race or ethnicity, gender, sexual orientation, creed, or
nation of origin.
 ARTICLE IV - OFFICIALS

Section 1: The Government shall consist of an Executive Branch and Wing Representatives.
The Executive Branch has seven (7) Executive Officers. These Officers shall be
President, Vice President, Programmer, Treasurer, Secretary, and two (2) RHA
Representatives. Executive Officers are prohibited from serving as Wing
Representatives.

There shall be four (4) Wing Representatives, according to the divisions of communities
in Victor E. Village and Hansen Hall Hall. Representatives are selected with a
maximum of two per floor, with an approximate ratio of 1 Representative per 100
Residents.

A. The President shall:

1. Serve as the primary in-hall liaison between Residents, Staff, and Government,
2. Provide on-going direction and clarification of Government member roles,
3. Schedule, plan the agenda for, and facilitate Government meetings in an orderly
fashion with a focus on keeping the group on task,
4. Schedule, plan the agenda for, and facilitate weekly Executive Board meetings,
5. Issue Presidential orders in the case of strict time limit, potentially without
Wing Representatives, only with confirmation from the Advisor, Vice President,
and Treasurer or Programmer depending on whether the order is program-
related or monetarily-based, and
6. Perform all other duties that may develop while in office.

B. The Vice President shall:

1. Assist the President with responsibilities,
2. Assume the duties and responsibilities of the President in the event of an absence
or vacancy,
3. Coordinate any actions or special requests determined by the Executive Board,
and/or by the President, in a timely manner,
4. Serve as primary Parliamentarian at all government functions
5. Oversee Wing Representatives and appoint them into committees,
6. Chair Ad-Hoc Committees,
7. Keep the Council informed about committee activities, and
8. Perform all other duties that may develop while in office.

C. The Programmer shall:

1. Coordinate and organize activities in which Residents may participate,
2. Chair, organize, and coordinate the Programming Committee,
3. Be responsible for planning and implementing at least one program per month
with Government approval and support,
4. Advertise all planned programs in a timely fashion and in a manner prescribed
by the advisor,
5. Work with other hall governments on collaborative programs, and
6. Perform all other duties that may develop while in office.
D. The Secretary shall:
1. Record the minutes of the Government meetings,
2. Provide the regular meeting summary to the Wing Representatives within
forty-eight (48) hours of the meeting to have them posted on the floors.
3. Post regular meeting minutes on TigerLink within forty-eight (48) hours of the
regular meeting,
4. Maintain the official copies of the Constitution, its By-Laws and Amendments,
and provide an up-to-date copy upon request,
5. Be responsible for a filing system to keep all documents that will be kept for
records,
6. Take roll call at Government meetings,
7. Provide assistance when asked,
8. Host a constitutional review session as needed, and
9. Perform all other duties that may develop while in office.

E. The Treasurer shall:

1. Maintain the budget for record-keeping,
2. Provide advice about budget concerns at Government meetings,
3. Process and submit all credit card requests to the Hall Director,
4. Maintain receipts of all hall expenditures, and
5. Perform all other duties that may develop while in office.

F. RHA Representatives shall:

1. Attend all RHA weekly meetings, regular meetings, and Executive Board
meetings,
2. Sit on any required committees within RHA and attend all required committee
meetings,
3. Coordinate and promote programs for Residents in conjunction with RHA,
4. Report to Hall Government meetings highlights from RHA meetings, including
items to vote on, elections, budget requests, and other occurrences and events,
5. Chair the Hall Improvement Committee, and
6. Perform all other duties that may develop while in office

G. Wing Representatives shall:

1. Attend all regular meetings, with the exception of the Executive Board meeting,
unless otherwise requested,
2. Serve as a liaison between their respective community and Government,
3. Provide assistance to whomever needs it upon request,
4. Have the ability to hold floor meetings without a Resident Assistant present,
5. Serve on Government Committees, and
6. Assist in at least two Government- run programs each semester.
7. Post minutes and other publications on their floor within 24 hours of the
publication’s availability, and
8. Find their own replacement if they are unable to attend regular governments
meetings.

H. The Head Advisor shall:

1. Be the Hall Director or their designee;
2. Select Co-Advisors, including the Assistant Hall Director and/or Resident
Advisor(s), if they deem appropriate,
 3. Conduct elections of Victor E. Village and Hansen Hall Community Council
Executive Officers according to the procedures outlined below,
4. Host a meeting with elected Government Officials to explain their roles and
responsibilities in the Government, to take place in advance of the first Hall
Government meeting and leaving enough time to follow up with those
Executive Officers who may be absent from the meeting,
5. Advise Resident Assistants in electing Wing Representatives in their
communities as soon as possible,
6. Advise the Treasurer in creating and presenting a budget at the first
Government meeting and once a month thereafter,
7. Advise all Officials and Members in their responsibilities to the fullest extent
possible,
8. Maintain open communication with the entire Government,
9. Be present at all Government and Executive Board meetings, unless
communicated prior to the meeting, and
10. Meet with Government Officials when requested.

ARTICLE V - APPOINTMENT PROCEDURES

Section 1: Elections
A. Elections for the Executive Offices will be held no later than the first Sunday of May.
Recruitment of candidates for the election may take place in any manner the Head
Advisor sees fit, with attention to detail, integrity, and a fair and open opportunity for
all residents being the presiding values in the process.
1. In the event that the spring election fails to appoint one or more executive
positions, a supplementary election shall be held in the manner prescribed in this
section no later than the third week of the fall semester.
B. Elections for Wing Representatives shall be held no later than the third week of fall
semester. Wing Representatives may be elected by a manner in which the Hall Director
and/or the Resident Advisor of each floor see fit.
C. All residents of Victor E. Village and Hansen Hall are entitled to one vote in regular
elections of Officials
D. Election candidates may advertise one week prior elections; ballots will be available via
TigerLink for one business day. Residents may vote via personal computers or those
provided at the front desk.
E. In case of a tie, the candidates shall be presented and voted upon at an all hall meeting.

Section 2: Terms of Appointment

A. Terms of office are up to and including the last day of Spring final examinations.
B. Wing Representatives shall hold office for the length of their term unless his/her
performance is not up to par, and/or the floor wishes to elect a new representative.
C. Any member has the ability to resign; to do so, it is required that the individual give a
two (2) week written notice to the President and Head Advisor, unless excruciating
circumstances are present (to be approved by the Head Advisor), that they make take
appropriate action to find a replacement.

Section 3: Recall Procedure

A. An elected Official who fails to maintain the qualifications set forth must resign.
 B. All elected executives and representatives shall be subject to recall upon the
presentation of a petition to the Head Advisor that contains the signatures of two-thirds
(2/3) of all elected executives and representatives of the Government.
C. Upon receipt of the petition, the Head Advisor shall notify the Official of the need to
relinquish their position immediately, unless the Head Advisor declares a veto.
D. The General Government Body may override the Head Advisor’s veto in a Recall
situation with a three-quarters (3/4) majority vote.

Section 4: Vacancies
A. Line of Succession
1. In the event of a vacancy, the responsibilities shall be executed by the next
ranking member in the line of succession until the position is filled by the
procedures outlined in this section. ie: The Treasurer would take over for the
Vice President.
2. The line of succession shall be as follows:
i. President
ii. Vice President
iii. Treasurer
iv. Secretary
v. Programmer
vi. RHA Representative
B. If an elected executive resigns or has been recalled, the vacancy will be filled in the
following manner:
1. The position will be advertised to the entire hall for two (2) full weeks.
2. Residents interested in the position should contact the Head Advisor before the
end of those two (2) weeks.
i. If a Resident is the only one who has expressed interest by the end of
those two (2) weeks, they will assume responsibilities immediately.
ii. If there are multiple Residents interested in the position, they must
participate in an interview with the Executive Officers, with an election
by secret ballot to ensue. The Head Advisor and/or Co-Advisors will
count the ballots and announce the winner, to assume responsibilities
immediately.
C. If an elected Wing Representative resigns or has been recalled, the vacancy will be filled
in the following manner:
1. The position will be advertised to the affected floor for two (2) full weeks.
2. Residents interested in the position should contact the Resident Assistant before
the end of those two (2) weeks.
i. If a Resident is the only one who has expressed interest by the end of
those two (2) weeks, they will assume responsibilities immediately.
ii. If there are multiple Residents interested in the position, they must
participate in an interview with the floor’s residents at a floor meeting
with an election by secret ballot to ensue. The Resident Assistant will
count the ballots and announce the winner, to assume responsibilities
immediately.

ARTICLE VI – COMMITTEES

Section 1: Programming Committee

 A. The Programming Committee shall plan and facilitate programs beneficial to the
Residents of Victor E. Village and Hansen Hall under the direction of the Programmer.
B. The committee shall implement at minimum the following programs and traditions:
1. To Be Assessed
Section 2: Hall Improvement Committee
A. The Hall Improvement Committee shall identify, research, and remedy all major
resident concerns and needs under the direction of an RHA Representative.
Section 3: Ad-Hoc Committees
A. Ad-Hoc committees shall be temporarily formed to address specialized projects as
determined by Victor E. Village and Hansen Hall Community Council. These
committees shall be under the direction of the Vice President or their designee.

ARTICLE VII – FINANCES

Section 1: Stipends Reassess

A. Stipends shall be issued in the following manner:
1. Executive Officers shall receive $160 per semester.
2. Wing Representatives shall receive $25 per semester.
3. In the case of an improper resignation or a recall situation, the officer in question
shall forfeit all stipends for the current semester.
4. All stipends are subject to evaluation and adjustment at the end of each semester
by means of a stipend review.
B. The Stipend Review Process may either be carried out by a forum and vote at a
Government meeting or by a private evaluation process, as deemed appropriate by
Government Members and Advisor(s). Officials with stipend disagreements may write
an appeal which is directed to the Head Advisor.

Section 2: Funding Requests

A. Individuals and/or Registered Student Organizations may request funding from Victor
E. Village and Hansen Hall Community Council at any regular meeting.
B. Funding may only be granted for events that will benefit the residents of Victor E.
Village and Hansen Hall as determined by the voting body.
C. If funding is granted, the hall logo must be present on all advertisement for said event.
The individual and/or the Registered Student Organization must work with the
Programmer to advertise the event within Victor E. Village and Hansen Hall.

Section 3: Budget Authority

A. Line item accounts will carry over between semesters unless otherwise noted.
B. The Executive Board has the right, with approval of the Head Advisor, to pass up to
$100 for a Government-sponsored expenditure.
C. All financial decisions must be passed via a 2/3 majority vote of Victor E. Village and
Hansen Hall Community Council.
D. Any financial motions over $500 shall be tabled for one week after its introduction to
allow for research and consensus from the Residents.

ARTICLE VIII - MEETINGS

Section 1: Meeting Procedures

A. Meetings shall be held weekly except during school vacations.
 B. All Executive members and Wing Representatives are required to be in attendance of
each meeting.
C. Each Executive member and Wing Representative may have a maximum of 3
unexcused absences. Excused absences must be reported 24 hours prior to meeting and
must be of high importance. (Excluding studying)
D. Meetings will be set for a regular time, which shall be announced and open to all
residents.
E. Fifty percent plus one member (50%+1) of all Executives and Wing Representatives
must be present to conduct business at every meeting.
F. Notice of special meetings are to be posted at least 48 hours in advance.
G. The President must make written notices of special meetings, postponements, or
cancellations at least 48 hours in advance.

Section 2: Voting
A. Government Officials and Members shall be allowed to vote in matters at regular
meetings so long as they have obtained the right to vote as defined below. This excludes
the President, Head Advisor, and the Assistant Hall Director,
1. All votes must be cast as in favor, not in favor, or abstaining.
2. Each member of the RA staff present is allowed to vote.
3. A member of the Victor E. Village and Hansen Hall Community Council will
have been deemed to have obtained voting rights under the following conditions.
i. The member has attended 2 out of the previous 3 meetings
ii. The member is not the primary investor for the proposal, e.g. submitting
proposal to receive more funds for a program.

Section 3: Veto/Override
A. The Head Advisor, President have the ability to veto or line item veto any business
passed by the Government, but must explain appropriate justification to the
Government.
B. The members of the Government, excluding the President, can override any veto by a
three-quarters (3/4) vote, unless any Federal, State, Local, University, and/or Housing
law or policy forbids such actions.

Section 4: All Hall meetings

A. One All Hall Meeting shall be held no later than the fourth week of the first semester.
The purpose of this meeting is to publicize Victor E. Village and Hansen Hall
Community Council and engage the Residents of Victor E. Village and Hansen Hall
Hall.

ARTICLE IX - PARLIMENTARY AUTHORITY

Section 1: Amendments
A. The Constitution and may be amended at any regular or special meeting of the
Government by two-thirds (2/3) of all government officials if such amendments have
been read and understood:
1. Amendments to the Constitution may be proposed by any Government member
in a meeting or by written request beforehand.
 2. Proposed amendments must be presented for review to the entire Government
at the meeting.
Section 2: Roberts Rules of Order
A. The rules contained in the current edition of Robert’s Rules of Order shall loosely govern
the Government. The President and Head Advisor shall determine the appropriate use
of Robert’s Rules of order in all cases in which they are applicable and in which they are
not inconsistent with this Constitution or any rules of order by the Government.

Last Reviewed August 2017