Constitution and Standing Rules
(revised April 18, 2001)
Article I – Name
The name of this organization shall be the University Dames.
Article II – Purpose
The purpose of this organization shall be that of effecting a closer, more active membership among the women of the University Community.
Article III – Membership
Membership shall consist of those women who are themselves or whose husbands are employed by the University. An official listing is issued annually by the office of the University editor inthe following categories: faculty, staff, federal and state employees. Also eligible are womenwho are themselves or whose husbands are engaged in professional activities exclusively related to the University. Membership in Dames is a lifetime privilege. Active membership is determined by the payment of current dues.
Article IV – Officers
Section 1. The officers shall be a President, Vice-President, Secretary, and Treasurer and shall be elected annually by a simple majority vote of the membership present at the regular April meeting.
Section 2. The duties of these officers are listed below:
- President: It shall be the duty of the President to preside at meetings, to name committees, and to exercise general supervision over the affairs and interests of Dames.
- Vice-President: The Vice-President, in the absence of the President, shall act in her place and shall exercise such other duties as are delegated to her by the President. She shall serve as Program Chair.
- Secretary: The Secretary shall keep an accurate record of all proceedings and shall maintain copies of the Constitution and Standing Rules with all revisions incorporated there in. She shall provide each newly elected officer with a copy of each. She shall retain minutes of the two previous years and file in theMississippi Room of the University library the minutes of the year preceding the two that are to be held by the Secretary.
- Treasurer: The Treasurer shall receive and disburse all monies of Dames asdirected by the membership and shall serve as ex-officio member of the Finance Committee. She shall furnish a list of active Dames to all officers asearly in the year as possible. She shall be responsible for conducting a yearly inventory of the silver properties owned by the Dames which are stored in the Office of University Protocol.
Article V – Meetings
The University Dames shall meet regularly at a time and place specified by the organization. A quorum shall be 10 percent of the active membership.
Article VI – Parliamentary Authority
The rules contained in Robert’s Rule of Order. Revised shall govern all meetings in matters not covered by this Constitution.
Article VII – Revisions and Amendments
This Constitution may be revised or amended by a two-thirds vote of the members present at a regular meeting. A notice of one month shall be given prior to the vote. The Standing Rules may be revised or amended by a majority vote of the members present at a regular meeting.
- The University Dames shall meet four times a year–September, November, February, and April, on the third Wednesday of the month at 1:00 p.m., unless otherwise specified at places designated by the Program Chair.
- The first yearly meeting will honor newcomers and will be hosted by past Presidents with the immediate past President serving as Chair.
The President shall appoint a Nominating Committee of three members in February that shall present to Dames a prospective slate of officers for election in April. Other names for election may be presented from the floor. The President may appoint a Parliamentarian each year.
The following committees are recommended. Others may be appointed as needed.
- Activities–Interest groups are created as the membership dictates. Chairs areappointed by the President.
- Finance–See Standing Rules under Finances.
- Nominating–See Standing Rules under Elections.
- Handbook–See Standing Rules under Finances.
- Communications–Chair appointed by the President.
- Program–Appointed by the Vice-President.
- Hostess-Appointed by the Vice-President.
- Yearbook–Chair appointed by the President.
- Silver–In the event of the necessity of appointing an Ad I-Joe committee to address issues concerning the silver properties, the Treasurer shall serve as the committee Chair.
- The annual dues for active members shall be $10.00. Dues are not required of retired members of Dames who have been active for at least five years. If a member considers herself a retired member of Dames who has been active for at least five years, and she elects not to pay her dues; she must contact the Treasurer and indicate that she wishes to be included on the membership list.
- A Finance Committee shall be appointed by the President each year for the purpose of disbursement of Funds.
- An effort shall be made to avoid an acute depletion of funds in order to meet beginning operational costs of each succeeding year.
- University Dames shall limit financial contributions to University needs.
- University Dames shall assist the Hostess Committee in defraying expenses for anymeeting.
- University Dames shall provide a memorial to “Friends of the Library” for deceased Dames and spouses. The amount shall not exceed $25.00. This will be administered by the President.
- An effort shall be made to send a remembrance to Dames who are seriously ill. The President is to be contacted with such information.
- Silver properties are owned by the University Dames and are kept in the Office of University Protocol which serves as custodian. The silver is to be used by the University Dames when they are entertaining on campus for their group activities. The Chancellor’s Home may have use of the silver upon completing the required paperwork at the Office of University Protocol. The Chancellor takes full responsibility for the silver while it is being used at the Chancellor’s Home and is liable for replacement and/or repair. Only officers of the University Dames may remove the silver properties from the office of University Protocol and then only for events sponsored by the University Dames and held on University property. The silver is not to be used in private homes for private or official entertaining, nor is it to be used by individuals or groups of individuals for private entertaining anywhere. It may never leave the campus except for cleaning and repairs. In contributing to the ease and pleasantness of social occasions, the silver has come to be a tangible symbol of the goodwill the University Dames have sought to foster and maintain over the years.
- Two lace table cloths are owned by Dames. They are kept by the president and are never loaned.
- Purchase of paper cups, saucers, and napkins is authorized as need dictates.
- A complete listing of all silver properties is shown below:
- Punch bowl and ladle
- Two large nut shells
- Two small nut shells
- Two large trays
- Two small round trays
- Coffee pot
- Two sugar bowls and lids
- Two creamers
- Waste bowl
- Two candelabra
- Two nut spoons, monogrammed, Chantilly pattern
- Sugar shell
- Lemon fork
- Two large trays