The Embry-Riddle Student Chapter of the American Meteorological Society/National Weather Association
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ARTICLE I NAME
Section 1
The name of this organization shall be the Embry-Riddle Aeronautical University Student Chapter of the American Meteorological Society/National Weather Association.
Section 2
For the national American Meteorological Society, this organization will be referred to as the Embry-Riddle Aeronautical University Student Chapter of the American Meteorological Society.
Section 3
For the National Weather Association, this organization will be referred to as the Embry-Riddle Aeronautical University Student Chapter of the National Weather Association.
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ARTICLE II PURPOSE
Section 1
The purpose of the Embry-Riddle Aeronautical University Student Chapter of the American Meteorological Society/National Weather Association is two-fold: to strengthen our members through academic, social, and professional development and to enrich our campus and community in the exciting field of Meteorology. The Embry-Riddle Aeronautical University Student Chapter of the American Meteorological Society/National Weather Association is open to all people with an interest in weather, regardless of major/minor.
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ARTICLE III AUTHORITY
Section 1
This organization is a recognized student organization (RSO) at Embry-Riddle Aeronautical University, Daytona Beach and adheres to all campus policies as set forth by the Department of Student Engagement, Student Union (SESU).
Section 2
This organization is affiliated with the American Meteorological Society and National Weather Association. The Embry-Riddle Aeronautical University Student Chapter of the American Meteorological Society/National Weather Association will adhere to the national bylaws set forth by both organizations.
Section 3
This organization may establish Standing Rules to govern administrative and procedural matters (such as time and location of meetings, etc.). Standing Rules shall not conflict with these bylaws. Standing Rules may be adopted, amended, or temporarily suspended by a majority vote present at an organization meeting where a quorum is present (advance notice is not required). A quorum is defined as 2/3 of the present members at the organization meeting.
Section 4
The rules contained in the most recent version of Robert’s Rules of Order, Newly Revised shall be the parliamentary authority for this organization. Robert’s Rules of Order shall govern in all cases to which they are applicable and in which they are not inconsistent with these bylaws and/or any special rules of order the organization may adopt.
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ARTICLE IV MEMBERSHIP
Section 1
Membership in the organization shall be open to those students enrolled at Embry-Riddle Aeronautical University, Daytona Beach.
Section 2
Current and prospective members must be in good academic standing with the university. Good academic standing with Embry-Riddle Aeronautical University is defined as above a 2.0 cumulative grade point average. Additionally, members must maintain a minimum cumulative 2.0 grade point average each semester. Active members must be enrolled in at least six course credits at the Daytona Beach location (three units for graduate students) each semester.
Section 3
Eligibility for membership or elected student officer positions may not be limited based on race, religion, national origin, ethnicity, color, age, gender, gender identity, marital status, citizenship, sexual orientation, or disability. The organization shall have no rules or policies that discriminate based on race, religion, national origin, ethnicity, color, age, gender, gender identity, marital status, citizenship, sexual orientation, or disability.
Section 4
Membership status can be defined into two categories: Active and Associate. The two categories are outlined as:
1) Active Membership:
a. Being enrolled in at least 6 credit hours (3 for graduate students) at ERAU-DB,
b. In attendance of at least 50% (Chapter IV, Section 4),
c. And pay semesterly dues;
2) And Associate Membership:
a. ERAU Faculty or Staff Members or student who is
b. A student who is enrolled in at least 6 credit hours (3 for graduate students) at ERAU-DB and/or
c. Pays semesterly dues in the amount described in Article XIV.
Section 5
Organization events are defined as any event affiliated with the Embry-Riddle Aeronautical University Student Chapter of the American Meteorological Society/National Weather Association including, but not limited to meetings, socials, fundraisers, tabling events, trainings, and special events. Attendance will be calculated by a form on this Organizations Official Website:
https://campusgroups.erau.edu/amsnwa/volunteer-mentor-hours/.
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ARTICLE V OFFICERS
Section 1
The officers of the organization shall be the President, Vice President, Treasurer, Secretary, Historian, Community Outreach Chair, and Chi Epsilon Pi Chair.
Section 2
Duties of Officers:
a. The President shall serve as the Chief Executive Officer of the organization and prepare the agenda for their serving term. The President shall be the official spokesperson of the organization, representing the policies, views, and opinions of the organization in its relations with the campus and community at large. The President has the final authority on all committee proceedings, actions, and members. The President must be a member of the national American Meteorological Society. The President will also serve as the marketing co-head with the Historian to ensure the organization maintains a professional appearance. The President shall have such further powers and duties as may be prescribed by the organization. The President is the Chair of the Executive Committee.
b. The Vice-President shall assist the President with all club activities, events, and administrative duties. The Vice-President shall preside over all meetings when the president is absent. Additionally, if the Office of the President becomes vacant, the Vice-President shall assume the Office of the President and the Office of the Vice President will be determined in a special election. The Vice-President is the Chair of the Event Planning Committee.
c. The Treasurer shall handle all financial affairs and budgeting of the organization; maintaining all necessary accounting records. Said records shall be maintained in accordance with SGA and other specification laid out by the President, the Executive Board, or the Faculty Advisor of the organization. The Treasurer shall document, collect, and deposit all dues and fees. The Treasurer shall maintain bank accounts in the organization’s name, requiring signatures of both the Treasurer and President for authorized disbursements. The Treasurer shall also submit a semesterly budget packet to the Student Government Association no later than 72 hours before the deadline to allow time for signature approval by the President and Faculty Advisor. The Treasurer is the Chair of the Treasury and Fundraising Committee.
d. The Secretary shall take meeting minutes at all meetings of the organization, kept on file on Campus Groups, and submit required copies to all organization members. Meeting minutes, for general meetings, shall be sent to the membership no later than 48 hours after the meeting. The Secretary shall be responsible for all organization correspondence and shall keep copies on file. This shall include mailing invitations for the Annual AMS/NWA Banquet at the end of the spring semester to all guest speakers and visitors throughout the academic year. The Secretary shall maintain membership records and attendance for the organization events.
e. The Historian shall be the organization’s photographer and marketing co-head. The Historian will also help maintain the organization’s social media platforms, bulletin boards, and website. The Historian will be responsible for creating promotional material for all organization events. The Historian shall be responsible for maintaining a record of the organization’s promotional material and notifying the Faculty Advisor, President, and Treasurer when time to order additional materials.
f. The Community Outreach Chair shall be the main coordinator for on and off campus outreach events such as, the Activities Fair(s), STEM Day, Women in Aviation, Aviation Week Events, and other outreach initiatives. Some of the events listed above are planned through other university departments. In this case, the Community Outreach Chair will be responsible for coordinating the organization's attendance and working with the Historian to plan material for these events. For off-campus outreach, the Chair will work closely with the President to coordinate such events. The Community Outreach Chair will be the Chair of the Community Outreach Committee.
g. The Chi Epsilon Pi (CEP) Chair shall oversee all operations of the Chi Epsilon Pi Meteorological Honors Society. The CEP Chair is responsible for organizing events for CEP members. Additionally, the CEP Chair will be responsible for developing and maintaining the mentorship program between CEP members and Freshman and Sophomore meteorology majors. The CEP Chair will be responsible for recruitment into CEP and coordinate with the AMS/NWA advisor to determine if applicants are eligible for membership. See CEP rules and regulations for more details.
Section 3
Qualifications necessary to hold office in this organization are as follows:
a. Be an Active Member,
b. Have and maintain an overall and semesterly GPA of 2.5 or higher,
c. Not be on probation of any kind with the University or SGA,
d. Not hold more than one (1) Office in the same term,
e. Not serve more than two (2) years in the same Office.
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ARTICLE VI SELECTION OF OFFICERS AND GENERAL VOTING
Section 1
The President, Vice President, Treasurer, Secretary, Historian, Community Outreach Chair, and Chi Epsilon Pi (CEP) Chair are elected annually. Elections are held mid-April and shall take place at a regularly scheduled meeting of the organization at which a quorum is present. At least one week’s notice shall be provided for any meeting at which an election is to be held.
Section 2
Nominations for officers shall be made at the regular meeting immediately preceding the election and will continue until one day prior to the election meeting. Nominations are only allowed to be conducted through Campus Groups. Members may nominate themselves for an office.
Section 3
Nominees will be asked to provide a speech to the membership prior to voting.
Section 4
The officers shall be elected in this order: President, Vice President, Treasurer, Secretary, Historian, Community Outreach Chair, and Chi Epsilon Pi (CEP) Chair.
Section 5
Officers shall be elected by majority vote (i.e., most votes received). If no candidate receives a majority vote, a runoff election shall be held between the two candidates receiving the highest number of votes. In the event of a tie, there shall be a revote. If the result of the revote is still a tie, the election shall be decided by majority decision of the Executive Board-elect. If this results in a tie, each candidate will undergo an interview process with the Executive Committee, where the final decision will be made by an anonymous majority vote.
Section 6
Verification of election results shall be conducted by the incumbent Executive Committee. Each officer shall get a list of the election results and ballots casted and shall, independently of any other influence, check each voter is meets the voting criteria (Article VII, Section 5). The Executive Board shall then convene and come to a unanimous decision on all new officers. If there are any conflicts in the final lists, the Executive Committee shall then investigate where the conflicts are and resolve any inaccuracies by a super majority vote. The final list shall be published and a final ballot counting, names and identifying information excluded, shall be posted in a visible area or at the next General Body Meeting.
Section 7
Officers shall assume office on May 1st and shall serve for one academic year.
Section 8
If the position of President becomes vacant as the result of resignation, ineligibility, recall, or removal, the Vice President shall assume the office of President. Vacancies in any other elected office shall be filled by an election held at the next regular meeting after the vacancy was announced. Nominations may be made at the meeting where the vacancy is announced, and nominations may also be made from the floor at the time of the election. The President may appoint an interim officer to fill the vacancy until the election is held.
Section 9
Votes for any motion, amendment, or office shall be cast by secret ballot through Campus Groups; however, when there is only one candidate for an office, a motion may be made to elect the candidate by acclamation.
Section 10
Only the Executive Committee shall have access to the Election Results. Under no circumstances, shall any other member, officer, or committee adjust or remove votes from the Ballot. These duties are for those of the Executive Committee.
Section 11
Officers may be recalled from office for cause. To initiate a recall election, a petition signed by one-third of the total number of voting members must be submitted at a regular meeting and a recall vote shall be taken at the next regular meeting. The officer subject to recall shall be given written notice of the recall at least 72 hours prior to the meeting at which the recall vote will be held and shall be given an opportunity to provide a defense. A two-thirds vote of voting members is required to remove an officer.
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ARTICLE VII MEETINGS
Section 1
Regular meetings shall be scheduled at a minimum once a month during the academic year.
Section 2
Special meetings may be called by the President or a majority of the Executive Committee. All members must be given a minimum of 24 hours’ notice prior to the meeting time.
Section 3
Business cannot be conducted unless a quorum of the membership is present. A quorum for this organization is defined as one-third of present voting members.
Section 4
Members must be present to vote. Absentee or proxy voting is not permitted. However, virtual voting is only permitted when conducted through Campus Groups.
Section 5
In order to vote, a member must be an Active Member.
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ARTICLE VIII ADVISOR(S)
Section 1
The organization shall appoint a full-time faculty or staff member employed by Embry-Riddle Aeronautical University, Daytona Beach to serve as the university advisor to this organization as required by the University. Auxiliary staff, part time staff, and student assistants are not eligible to serve as advisors. The advisor shall fulfill the responsibilities specified in the Advisor Agreement Form. Advisors shall serve on an academic year basis or until their successor has been selected.
Section 2
As set forth by the National American Meteorological Society, the Faculty Advisor must be a member of the national organization.
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ARTICLE IX EXECUTIVE COMMITTEE
Section 1
The Executive Committee shall consist of the elected officers, with the advisor(s) serving as non-voting member(s).
Section 2
The Executive Committee shall meet monthly during the academic year. Special meetings may be called by the President or a majority of the Executive Committee. All officers must be given 24 hours’ notice of the meeting. A quorum shall consist of a majority of the Executive Committee members.
Section 3
When necessary, Executive Committee business can be conducted via email or via online meetings.
Section 4
The Executive Committee shall have general supervision of the affairs of the organization between meetings and is authorized to take action when action must be taken prior to the next meeting.
Section 5
The Executive Committee shall report to the membership all actions taken between meetings. Except when it is too late to do so (such as when a contract has been executed), any actions taken by the Executive Committee may be rescinded or modified by the membership by a majority vote.
Section 6
The President has final authority on all actions and plans that the Executive Committee makes. The President reserves the right to veto any actions taken by the Executive Committee; however, this veto power can be overruled if the executive officers cast a supermajority vote of 2/3 in opposition to the President and presents it to the Faculty Advisor for final approval of the opposition’s decision.
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ARTICLE X EVENT PLANNING COMMITTEE
Section 1
The Event Planning Committee shall consist of the elected Vice President as Chair and Active Members appointed by the Vice-President.
Section 2
The Event Planning Committee shall be the logistical and staffing committee for organizing all events concerning membership engagement and development which are, but not limited:
a. Career/ Graduate Discussion Panels,
b. Club Socials,
c. Field Trips,
d. Semesterly Forecasting Challenges,
e. And other events ideated by the Executive Board.
Section 3
The President has final authority on all actions and plans that the Event Planning Committee makes.
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ARTICLE XI COMMUNITY OUTREACH COMMITTEE
Section 1
The Community Outreach Committee shall consist of the elected Community Outreach Chair as Chair and Active Members appointed by the Community Outreach Chair.
Section 2
The Community Outreach Committee shall be the logistical and staffing committee for organizing and planning all outreach and volunteering events which are, but not limited:
a. K-12 Events,
b. Women in Aviation Events,
c. RSO Showcases and Club Rushes,
d. And other outreach events ideated by the Executive Board.
Section 3
The President has final authority on all actions and plans that the Community Outreach Committee makes.
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ARTICLE XII TREASURY AND FUNDRAISING COMMITTEE
Section 1
The Treasury and Fundraising Committee shall consist of the elected Treasurer as Chair and appointed Active Members.
Section 2
The Treasury and Fundraising Committee shall be the logistical and staffing committee for organizing and planning all funding, monies, and SGA budget requirements for the organization. This committee shall follow all rules and regulation set forth by the American Meteorological Society National Organization, the National Weather Association National Organization, and the Embry-Riddle Aeronautical University’s Student Government Organization.
Section 3
The Treasurer must follow all rules and clauses described in Article V of these bylaws set forth.
Section 4
The Faculty Advisor has final authority on all actions and plans that the Treasury and Fundraising Committee makes.
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ARTICLE XIII CHI EPSILON PI COMMITTEE
Section 1
The Chi Epsilon Pi Committee shall consist of the elected Chi Epsilon Pi Chair and appointed Chi Epsilon Pi Members.
Section 2
Chi Epsilon Pi Membership eligibility consists of three tiers:
1. CEP Member, with requirements of Active Membership and
a. Currently Pursuing a B.S. Degree in Meteorology at Embry-Riddle Aeronautical University, Daytona Beach and
b. Achieve and Maintain a Cumulative Collegiate GPA of 3.0 and a Meteorology GPA of 3.5.
2. CEP Junior Member, with requirements of both Active Membership, CEP Member, and
a. Must have completed 6 WX or GEO Credit Hours.
3. CEP Senior Member, with requirements of both Active Membership, CEP Member, CEP Junior Member, and
a. Must have completed 15 WX or GEO Credit Hours.
Section 3
Individual Chi Epsilon Pi Membership criterion can be amended by the Chi Epsilon Pi Chair. These changes go into effect the following academic semester.
Section 4
The Chi Epsilon Pi Committee is the voting body for Chi Epsilon Pi. The Chi Epsilon Pi Chair reserves the right to Veto any actions taken by the committee; however, this Veto Power can be overruled if the present voting CEP Committee Members cast a supermajority vote of 2/3 in opposition to the Chair and presents it to the President for final approval of the opposition’s decision.
Section 5
If an applicant meets the criteria aforementioned, they may apply to the Chi Epsilon Pi Membership Application, published on Campus Groups and the Official Website. The application will be reviewed by the Chi Epsilon Pi Committee and membership will be voted upon by a simple majority. Candidates will be notified of their application status after voting.
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ARTICLE XIV FINANCES
Section 1
Membership dues shall be decided by the President and the Treasurer per academic year.
Section 2
Dues shall be announced at the first general body meeting and paid by the second general body meeting of each semester.
Section 3
Members who have not paid their dues or special assessments by the due date are not in good standing unless the member cannot pay dues due to financial hardship. If hardship is the case, then member is in good standing if the member attends at least 50% of the organization events. If hardship is not expressed the member may lose all membership privileges, including voting, until the dues are paid.
Section 4
The Executive Committee shall propose an annual budget to be voted on no later than the second regular meeting of the academic year. Any unbudgeted expenditures shall be approved in advance by the membership. When financial decisions must be made between meetings, the Executive Committee is authorized to approve expenditures not exceeding 10% of the remaining group funds.
Section 5
Organization funds shall not be used to purchase or reimburse members for alcoholic beverages.
Section 6
In order to preserve financial stability, the Executive Committee reserves the Right to designate any on or off campus event an Active Members Only event. This must be either directed by the President, Vice-President, or Treasurer; or, decided by a simple majority vote at an Executive Meeting.
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ARTICLE XV ETHICS AND ACCOUNTABILITY
Section 1
ALL members, committee members, officers, faculty advisors, and decisions from the Embry-Riddle Student Chapter of the American Meteorological Society/National Weather Association and its subsidiary committees MUST act in accordance with standard ethical practices. ANY unethical demeanor or decisions made may be reported and a consequential ethics and accountability hearing must take place.
Section 2
Presidential veto powers are suspended in the Ethics and Accountability clauses set-forth.
Section 3
For any members engaged in acts that are detrimental to the organization, a written charge may be filed with the Executive Committee. The Executive Committee will review the charges and conduct a preliminary investigation if deemed appropriate. The Executive Committee shall conduct a hearing on the matter. The member alleged to have engaged in the misconduct shall be given at least 72 hours’ notice of the hearing and given an opportunity to present a defense. By a majority vote, the Executive Committee shall determine whether misconduct occurred. If found guilty of misconduct, the Executive Committee shall discuss which sanctions, if any, are deemed appropriate for the situation. These sanctions may include expulsion, suspension, or lesser sanction(s) including, but not limited to, a reprimand, removal from office, a fine, or corrective remedies.
Section 4
The executive committee shall vote first on whether the member has engaged in misconduct. If by a two-thirds vote, the committee determines that misconduct has occurred, the committee shall then by a two-thirds vote, determine appropriate sanction(s). The accused member shall be immediately notified of the outcome.
Section 5
By a two-thirds vote, the executive committee may reinstate a member who has been suspended or expelled.
Section 6
Additionally, an anonymous reporting system MUST be in place for all persons, regardless of position in the organization, for accountability and feedback purposes. The form must be published on the official website of the organization and reports must be anonymous to all student members and officers. The contents of the reporting system and the reporter’s identity must only be visible to the Faculty Advisor of the Embry-Riddle Student Chapter of the American Meteorological Society/National Weather Association. After a notification of report submission, it is the duty of the Faculty Advisor to carry out any necessary meetings and/ or other actions required to resolve the issue and hold the accused accountable.
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ARTICLE XVI AMENDMENTS
Section 1
Proposed amendments to these bylaws shall be presented to the membership, in writing, one meeting prior to the meeting where the amendment will be voted upon. The Executive Committee and/or Bylaws Committee may reserve the right to review and make recommendations on all bylaw revisions prior to consideration by the membership.
Section 2
Bylaw amendments require approval by two-thirds of the voting members present at a regular meeting. The amendment shall be effective immediately unless otherwise stipulated in the amendment.
Section 3
A copy of any amendments to these bylaws must be submitted to the SESU office at Embry-Riddle Aeronautical University within two weeks after adoption. In addition, a current copy of these bylaws will be found on the organizations Campus Groups page.
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These bylaws were adopted on January 5, 2003, and most recently revised on September 10, 2024.