ARIZONA STATE UNIVERSITY BLACK AFRICAN COALITION CONSTITUTION (Revised Fall 2015)
PREAMBLE The Arizona State University Student Black African Coalition does hereby dedicate itself to unifying ASU Black & African students toward the following common goals and objectives, increase the recruitment, retention, and graduation of Black African students at ASU, increase visibility as a positive campus presence through activities and participation of Black African campus organizations, and be a voice for all ASU Black African individuals and organizations. These objectives will serve to strengthen relations between ASU and the Black community.
ARTICLE I – NAME The name and type shall be the ARIZONA STATE UNIVERSITY BLACK AFRICAN COALITION, a non-profit collaboration of student run organizations hereafter referred to as ASUBAC.
ARTICLE II – OBJECTIVES The objectives of the ASUBAC shall be to increase the enrollment, retention and graduation of Black and African students at ASU; increase positive activism and participation of Black and African organizations at ASU; increase the amount of support provided by ASU to the Black and African community and to provide a conscientious voice for all Black and African Individuals and Organizations at ASU.
ARTICLE III – ORGANIZATION We, ASUBAC, shall be defined as a coalition consisting of all SORC registered Black and African Student Organizations and the general Black and African student body.
ARTICLE IV – MEMBERSHIP Membership in ASUBAC shall be designated to:
Any SORC registered Black and African Student Organization at ASU. Any Black or African student at ASU. Any ASU student interested in the goals of ASUBAC as stated in the preamble. As members they shall be entitled to vote, to hold office in the association if qualifications for candidacy are met, and to exercise the various rights and privileges of membership.
ARTICLE V – REPRESENTATIVE BODY The representative body shall consist of at least one representative from each SORC registered Black and African Student Organization at Arizona State University.
ARTICLE VI – EXECUTIVE OFFICERS SECTION I. Officers of the Association. The officers of the association shall be the Facilitator and the Corresponding Secretary. Additional officers can be appointed by the Facilitator depending on the needs of the ASUBAC. The executive office shall exercise the executive functions of the coalition. Duties of said officers shall be set forth in the Bylaws. There shall be an Advisor of the ASUBAC who shall serve to advise the organization on achieving its objectives.
SECTION II. Power and Duties. The Executive Board shall determine policy and provide direction for the ASUBAC with the input of the council. Approve budget transfers, contingency fund requests, and other previously unbudgeted functions. Employ necessary staff for the proper operations of the association in compliance with university policy. Take emergency action on any matter within the jurisdiction of the ASUBAC that may not be covered by the By-Laws, providing such action is reported to the coalition at the next regular meeting. Determine all questions of policy and shall administer the affairs of ASUBAC under the Constitution and By-laws and the general provisions of the law under which it is incorporated. Be subject to the orders of the membership and none of its acts shall conflict with the decisions made by the Representative Body, or the goals and objectives of the Coalition. Not receive any salary for service. Make recommendations to the representative body of ASUBAC. Set the hour, agenda, and place of general body meetings. Coordinate activities at all levels of ASUBAC. Create standing committees made up of members of the coalition in order to carry out the designed events of the ASUBAC. Coordinate the creation of a master ASUBAC member calendar for each school year, and proceed to publish information about each organization activities. SECTION III. Term of Office The Executive Officers shall take office beginning on Monday at noon, following May commencement ceremonies.
SECTION IV. Elections The election of the Executive Board shall be set forth in the ASUBAC Bylaws.
SECTION V. Succession The order of succession to the Office of Facilitator shall be Corresponding Secretary with the exception that both Facilitator and Corresponding Secretary graduate from Arizona State University within the same academic year. In the event of both Facilitator and Corresponding Secretary graduating in the same academic year, an official election for both positions will be held for the coming school year prior to May commencement. If any office becomes vacant, the representative body shall hold elections to fill the position. In the event all positions become vacant, the representative body shall elect interim officers, until a special election can be held.
ARTICLE VII – LEGISLATURE SECTION I. Power and Duties The legislative and fiscal power of the ASUBAC shall be vested in the ASUBAC Executive Board and the representative body. To conduct hearings for and approve the annual ASUBAC budget. To adopt Bylaws for ASUBAC and to make revisions to them. To assume whatever additional responsibilities it deems necessary to fulfill its obligations to its members. SECTION II. Meetings General Body Meetings will be held a minimum of two times per month on a day established by the Executive Board. All attendees shall be dressed in business casual attire and arrive on time. One member from every organization shall be present at the start of the meeting until the meeting is adjourned. If the representative member is late to a meeting (arriving anytime after the set start time) or not in appropriate attire, according to the PowerPoint displayed at the 10/7/15 meeting [also can be found on Orgsync]) the organization shall be fined $10. If a representative member is running late, an email including the name of the member, organization and the estimated time of arrival must be sent to the ASUBAC email address (email@example.com) two hours prior to the start of the meeting in order to be considered for a late fee waiver. All decisions to apply the waiver will be up to the discretion of the Executive Board. If an organization is not represented at a meeting, the organization shall be fined $15. General body meetings shall:
A. Serve as a vehicle to incorporate Black consciousness and campus unity. B. Inform the coalition of current ASUBAC events and to discuss and plan for forthcoming ASUBAC events. C. Allow for conversation centered on any praise or areas of growth within the ASUBAC community.
Executive Board meetings will be held a minimum of once per month on a day established by the Executive Board.
SECTION III. Procedure The Executive Board shall have the power to determine its rules and procedures, to establish committees, and to discipline its members. When Robert’s Rules of Order and the Bylaws conflict, the Bylaws take precedent.
ARTICLE VIII– FUNDING Any student organization that is a registered member of the Black & African Coalition and is registered with the Student Organization Resource Center (SORC), can request funding from the coalition. The exact process of accessing funds from the ASUBAC shall be set forth in the Bylaws.
ARTICLE IX - BYLAWS The Bylaws of ASUBAC shall be amended by a two-thirds (2/3) vote of the members in good standing, or a three-fourths (3/4) vote of the representative body.
ARTICLE X - AMENDMENTS
SECTION 1. Proposition of Amendments Amendments to the Constitution may be proposed by:
A two-thirds (2/3) vote of the representative body A two-thirds (2/3) vote of the members at a general body meeting Any member of the standing Executive Board SECTION 2. Amendment Guidelines Proposed amendments must be submitted in written form to the Executive Board and Constitution and Bylaws Committee to be reviewed. The proposal must be clearly stated and justified.
SECTION 3. Amendment Ratification Ratification of any amendments to this constitution shall be subject to a three-fourths (3/4) vote of voting delegates present at the meeting who are in good standing.
ARIZONA STATE UNIVERSITY BLACK & AFRICAN COALITION BYLAWS (Revised Fall 2015)
Table of Contents
TITLE 1. Black & African Coalition Executive Board members Article I. Duties of the Facilitator Article II. Duties of the Corresponding Secretary
TITLE II. Calendar Article I. Calendar Guidelines
TITLE III. Membership Article I. Members Article II. Member Benefits Article III. Membership Good Standing
TITLE IV. Funding Article I. Guidelines for Funding Article II. Provisions Article III. Outline of Proposals Article IV. Funding Council Article V: Abuses of Funds Article VI. Fund Limit Article VII. Executive Board Article VIII. Expectations for Funding Article IX. Limitations
TITLE V. Voting Article I. Voting Guidelines
TITLE VI. Committees Article I. ASUBAC Committees
TITLE VII. Elections Article I. Eligibility Requirements
ARIZONA STATE UNIVERSITY BLACK & AFRICAN COALITION CONSTITUTION (Revised Fall 2015)
BLACK & AFRICAN COALITION EXECUTIVE BOARDS MEMBERS
ARTICLE I. Duties of the Facilitator Shall preside over all official meetings of ASUBAC, the Executive Board, and the Funding Council Shall serve as the spokesperson while reflecting the views of ASUBAC Shall appoint members of all special committees, with advice and approval of the Executive Board, except for where otherwise provided for in this document. Shall effectively lead and stimulate the growth of ASUBAC so as to provide a stable support structure for Black and African students at ASU. Shall act as a link between University, Community and State Officials and keep in touch with regional and national developments and activities of interest. Plans meetings for Coalition during year with Corresponding Secretary support. Responsible for coordinating activities and workshops to develop leadership among fellow members (i.e. Transitional Leadership Workshop) Coordinates ASUBAC annual calendar. Responsible for collection of organizational calendars. Expenditures made for ASUBAC business shall be in a manner approved by the council. Shall serve as a resource person on Parliamentarian procedure and ASUBAC Constitutional and By-Law guidelines. Shall keep accounts and deposit organization funds of ASUBAC. In charge of requesting funds from ASASU when needed. Works with council to create a budget for the next year. Submits to ASASU, corporate sponsors, and other funding sources identified before all designated deadlines. ARTICLE II. Duties of the Corresponding Secretary Helps the Facilitator carry out his/her duties Networks with University and local community in conjunction with the Facilitator to promote ASUBAC goals Shall keep ASUBAC informed of the above activities Shall perform any activities, duties and responsibilities as designated by the Facilitator Shall assume the responsibilities of the Facilitator in his/her absence. Handles correspondence for ASUBAC in a timely manner; checks ASUBAC mailbox in SORC office; and will correspond with the advisor a minimum of once per week. Maintains an updated phone/mailing database of members and community resource people. Keeps minutes of all official ASUBAC meetings and make available to members upon request Keeps attendance of all official ASUBAC meetings Shall require from the Executive Board, Standing Committees, and special committees of ASUBAC a record of activities. Shall keep and backup the ASUBAC hard drive and provide pertinent information. Heads up all solicitation and fundraising efforts of ASUBAC. Responsible for acquiring new checking accounts signature card. Shall establish and maintain a Computer record of all ASUBAC past and present projects. Keep the records of ASUBAC and other organizations. Keep records of past ASUBAC activities for future ASUBAC E-BOARD. TITLE II. CALENDAR
ARTICLE I. Calendar Guidelines Each organization belonging to the ASUBAC shall abide by the ASUBAC Calendar, which shall be set by the first general body meeting of each semester.
Facilitator will notify each organization of when the calendars are due. Each semester, organizations shall submit their semester calendars to the ASUBAC Facilitator two (2) weeks before the first general body meeting. If any changes are made to organization’s calendars, organizations should notify ASUBAC within 3 business days of the change. If any changes are made to organization’s calendars, organizations will need to send an email to ASUBAC within 3 business days of the change and not proceed with the event until given approval by the facilitator. This includes dates that appear open on the calendar. Calendar dates are on a first come first served basis. Early submission is encouraged as a means to establish collaboration. Every organization will be allotted 2 dates per month to hold events, excluding: study tables, meetings, designated greek weeks and community service. Failure to abide to the above-mentioned calendar system will result in a warning to the organization and the date will not be acknowledged by the ASUBAC. A second failure to comply will result in a fine of $50, which will be collected by the ASUBAC treasurer and shall be paid prior to the next upcoming general body meeting. Failure to comply at this point will result in the status of their submitted calendar for the next semester being re-prioritized. TITLE III. MEMBERSHIP
ARTICLE I. Members Members of ASUBAC shall: Be an SORC/ASUBAC Registered Organization. Appoint an ASU student to represent the organization at ASUBAC functions. ARTICLE II. Member Benefits Only ASUBAC members, in GOOD STANDING, will be eligible to: Vote on ASUBAC business Receive funding from ASUBAC. ARTICLE III. Membership Good Standing To be in “GOOD STANDING” each organization must have one representative at 75 percent of the general body meetings per semester. In the event meetings cannot be attended, the Executive Board must be notified or arrangements must be made to have a replacement representative present. Organizations must participate in 75 percent of all BAC events per semester. Organizations must adhere to appropriate designated deadlines set forth by the Executive Board or the chairs of any ASUBAC committees. Organizations with 3 or more occurrences against them will automatically be placed in “BAD STANDING”. Any further occurrences placed against the organization will lead to further reprimanding up to removal from the BAC Roster for the remainder of the academic semester or academic year per the recommendation and vote of the Constitution and Bylaws Committee. To regain “GOOD STANDING” credibility, a proposal must be written and presented before the ASUBAC Executive Board and Constitution Bylaws Committee implementing organizational support and involvement with ASUBAC events, individual ASUBAC organization events, and organizational improvement.
TITLE IV. FUNDING
ARTICLE I. Guidelines of Funding Proposals must be submitted to an Executive Board or Funding Council member. Proposals must be submitted both electronically by email to the Executive Board and by hard copy to the ASUBAC mailbox #119 located on the 3rd Floor of the Memorial Union in the SORC. Proposals and requests for funding must be made 30 days prior to date the funds are needed. Once proposals are received, a hearing date with the ASUBAC Executive Board and Funding Council will be scheduled and organizations will be notified of their hearing date accordingly.
ARTICLE II. Provisions of Funding Organizations must be registered with the SORC. Amount requested and total amount of event must be identified. Must specify item(s) for which funding is being used. State funds may not be used for the following: food, beverages, gifts, flowers, certificates, plaques, etc. Cannot miss more than one meeting per semester. ARTICLE III. Outline of Proposals: SECTION I: Proposals must include: Organization Space Event Date Time and place of event Attendance policy Contact person and phone number. Each organization must present a ½ page typed summary of the event funded after the event. Must allow 3-4 weeks to receive funds. An itemized budget SECTION II:Resubmission of Proposals An organization may not re-submit a proposal for additional funds of a previously submitted or funded event An organization may at anytime retract a submission. ARTICLE IV. Funding Council A. The funding council shall have oversight over all funding matters, and is responsible for accepting or denying all funding proposals B. The council shall consist of a minimum of five (5), maximum of seven (7), representatives from ASUBAC organizations. Categories that can be used to determine council members are: Sororities, Fraternities, Freshman Retentions Organizations, Professional Organizations, and General Organizations. C. Funding Council meetings shall take place prior to ASUBAC general body meetings, and shall consist of hearing all funding proposals, discussion, and voting. D. The ASUBAC Executive Board may not vote as part of the Funding Council, but may provide input during discussion E. The funding council shall be re-elected at the end of each year with the Executive Board by members of the organization category they are representing F. In the event of a vacancy on the Funding Council, a new member shall be appointed by the Executive Board and Advisor from the same organization category of the previous member
ARTICLE V. Abuses of Funds If any organization misrepresents or misuse funds, it will result in a one-semester suspension of funds.
ARTICLE VI. Fund Limit A. There is a $500 semester limit on funds. B. If there is a disagreement regarding proposal amount, the proposal will be tabled until the next E-Board meeting.
ARTICLE VII. Executive Board A. No member of the Executive Board may represent an organization’s proposal. B. Executive Board members may speak in support or opposition of a presented proposal.
ARTICLE VIII. Expectations for Funding A. Organizations must have shown an effort to seek funding elsewhere. See Executive Board members for exceptions. B. No reimbursements will be given
ARTICLE IX. Limitations An organization may not submit a proposal in conjunction with or in lieu of a non-ASU organization.
TITLE V VOTING
Article 1. Voting Guidelines Parameters for Representative Body voting are: A. Each student organization in good standing shall be entitled to vote on all ASUBAC general business, excluding voting for general Executive Board members. B. Organizations in bad standing are not allowed to vote. C. One delegate per organization is allowed to cast their vote in representation of their organization.
TITLE VI. COMMITTEES
ARTICLE I. ASUBAC Committees
There shall be four (4) standing committees of ASUBAC, which are:
Black History Month Committee: Shall plan, coordinate and administer ASUBAC activities promoting Black consciousness and cultural awareness in February. Black Convocation Committee: Shall plan, coordinate and administer ASUBAC activities celebrating the graduation of Black and African students from ASU. Shall plan, coordinate and administer the annual BAC Ceremony of Distinction to honor outstanding students of the ASUBAC. Homecoming Committee: Shall plan, coordinate and oversee the annual Homecoming float promoting Black Awareness on campus. Annual General Events: Shall plan, coordinate, and oversee events including but not limited to the Fall Welcome Back BBQ, World AIDS Day on Hayden Lawn, and the ASUBAC Spring Ball.
ARTICLE I. Eligibility Requirements Each Executive Board Member shall have the following qualifications:
Must have attained at least 24 credit hours prior to elections (with the exception of graduate students). Have previously attended 75 percent of all General Meetings. Must have a minimum GPA of 2.5 and maintain throughout term. Must be present at both the nomination meeting to accept nomination and answer any questions the Representative Body and Executive Board may have.
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