1. Purpose
The purpose of the By-laws is to provide operational procedures for the Club. The By-laws will be the rules of the Club, subject to the provisions of the Constitution and the regulations of the University.
2. Definitions
A. Club Year
1. The Club Year shall begin with the start of the Fall Semester, and continue until the end of the spring semester.
B. Committees
1. A committee may consist of any number of people, ranging from two to the entire Membership and should be chosen for their expertise and willingness to work on a particular aspect of the Club’s activities.
2. Any member may be a committee chairperson or committee member.
3. Dues
A. Dues may not be excessive. The method of collection and the amount of the dues shall be determined by a vote of the Club Membership at the last business meeting of the spring semester.
B. Dues must be paid in full to have running privileges on the layout.
C. Members in their first semester with the club do not have to pay dues but will be able to have the rights of their respective membership class, and will have running privileges on the layout under the supervision of senior members.
4. Meetings
A. Two days a week shall be determined by the club Membership for regular meetings throughout the club year.
B. One meeting in the second week of every month will be proclaimed a Business meeting, except for the first Business meeting of the semester, which shall be held in the first or second full week of the semester.
C. Special business meetings may be called more than monthly for items requiring membership review, involvement and votes. Such business meetings are to follow the 7-day advanced notice protocol.
5. Committees
A. Membership in committees.
1. The chairperson of each committee shall be appointed by the President, with the approval of a majority of the Club Membership.
2. Each Club member shall express his/her preference for working on a committee or committees. If he/she feels qualified to be chairperson, or knows of someone else who is, he/she should bring this to the attention of the President.
B. Chairperson
1. The chairperson of a committee shall be responsible for advising members of the committee on how projects are to be done, considering any suggestions made by the committee members.
C. Committees
1. Building & Bridge Committee
i. The building and bridge committee shall have charge of the construction of all buildings and bridges on the layout.
2. Electrical Committee
i. The electrical committee shall have charge of all electrical and electronic portions of the layout, including controls, signals, switch machines, power supplies and wiring.
3. Library Committee
i. The library committee shall have charge of the club’s collection of magazines, books, maps, photographs, drawings, and charts.
4. Maintenance of Way (MOW) Committee
i. The MOW committee shall have charge of all necessary maintenance of the track, ties, ballast and sub-roadbed of the layout.
ii. Construction of new lines must be approved by the club membership.
5. Rolling Stock/Motive Power Committee
i. The rolling stock/motive power committee shall have charge of all club cars and locomotives and keeping these in operating condition.
ii. This committee shall also be responsible for checking cars and locomotives on the layout, to ensure that they are within standards for smooth operation (wheels in gauge, coupler heights, car weight, motors operational, etc).
iii. This committee is also responsible for the inventory of the Club’s cars and locomotives.
6. Scenery Committee
i. The scenery committee shall have charge of the construction and maintenance of all terrain and scenery on the layout.
ii. New construction of terrain or major changes of terrain or scenery must be approved by a majority vote.
7. Operations Committee
i. The operations committee shall have charge of the organization and supervision of the operations of trains over Club trackage.
ii. Approval of member owned equipment will also be handled by this chair.
8. Public Relations Committee
i. The public relations committee is responsible for communications of the club with the public.
ii. This committee will also be responsible for working closely with the Club Secretary to work on advertising for the Club’s Open House each semester and greet visitors.
D. Special Committees
1. Special committees may be created at any time by the President of the Club, and a chairperson will be appointed to head these committees. (Travel, 50th Anniversary, Hershey, etc.)
E. Special Note
1. Many of the committee responsibilities overlap and will be determined on a project to project basis. Conflicts will be submitted to a vote for resolution.
6. Expenditures for Club materials
A. Bid sheets need to be turned into University Park Allocations Committee (UPAC) for yearly budgets as appropriate. These bid sheets should contain the materials that the club needs for the upcoming projects. These funds are considered restricted funds.
B. Purchases outside of UPAC bid sheets can be handled through the club’s unrestricted funds available through the Club account at the offices of the Association of Student Affairs (ASA).
C. Emergency purchases of the club can be decided upon by agreement of a majority of the officers present at the meeting when the decision is necessary up to the amount of $75.00.
7. Guests
Guests of the Club, upon the invitation of a member or advisor, and while a member and/or at least one officer are present, may:
A. Operate the layout only if:
1. A member approves the equipment to be operated.
2. The equipment to be operated is that of the member giving permission.
B. Work on the layout only if:
1. A member and an officer approve the work to be done.
2. The work to be done is on that member’s or officer’s project.
C. Guests will normally be permitted at Business Meetings, but the club reserves the right to close part or all of a meeting to the public.
8. Club Responsibility
A. The Club, its Members, Officers, and Advisor shall not be responsible for personal property, equipment, or tools while located in the Club room
B. All equipment not owned by the club should remain off of the layout during non-operational meeting or placed in staging.
C. Trains and locomotives may be left on the layout (not in staging) if they are in a passing siding or equivalent area of the layout. This placement must be approved by an officer.
D. Members are responsible for all personal equipment and tools. Members leave these in the club rooms at their own risk.
9. Recruitment
Continuing the viability of the club requires good faith effort by each undergraduate member to recruit new members by completing five (5) hours of recruitment time involving participation in one or more of the following activities:
involvement fair information table
flyer posting
such other recruitment events as determined for action by the President
10. Amendment of the By-laws
The By-laws may be amended at any regular business meeting of the Club. The passing vote must be by simple majority at two consecutive Business Meetings.
Drafted on 10 January, 1988 Final approval by Membership given on 22 April, 1988
Latest amendments added on 11 November, 1994
Re-drafted on 02 November, 2005. Final approval by Membership given on 7 December 2005.
Re-drafted on 13 February, 2012
Final approval by Membership given on 27 February, 2012
Previously issued documents void