CONSTITUTION OF THE UNIVERSITY OF TEXAS AT AUSTIN
AFRICAN STUDENTS ASSOCIATION
(January 1, 2000)
ARTICLE I -- NAME
The name of this organization shall be the University of Texas (UT) African Students Association, hereafter known as the ASA.
ARTICLE II -- OBJECTIVES
The ASA is a non-profit educational organization, which exists:
1. To form links between African Students on the UT campus and the Austin community at large.
2. To create a medium for African students to socialize and interact.
3. To keep members informed about developments in Africa.
4. To encourage and enhance awareness about diverse African issues, culture and values.
5. To advocate the rights of African students on the UT campus.
6. To form ties with similar organizations on other campuses worldwide
ARTICLE III --- MEMBERSHIP
Section 1. Active Members
1. Active membership is open and limited to students, faculty and staff of the University of Texas at Austin, regardless of race, national origin, creed or political affiliation, sex (in accordance with Title IX), sexual orientation, religion, age, disability or veteran's status.
2. An active member must pay the membership fee (as determined by the Executive), before the stipulated deadlines determined by the Executive.
3. An active member must have attended at least half of ASA meetings at any point in time during the semester, or must have served in at least two ASA service events at any point in time before the middle of the semester and four at any point after that.
4. An active member shall have the exclusive privilege of enjoying certain benefits enumerated by the ASA executive, and being elected to office (including the headship of any Committee).
5. Only active members shall have the power to initiate a no-confidence vote against any officer.
ARTICLE IV --- OFFICERS, ELECTIONS, AND DUTIES
Section 1.
The Officers of ASA shall be the President, Vice President, Recording Secretary, Public Relations Officer, Treasurer, and Parliamentarian.
Section 2. Duties of the Officers
1. The President shall:
A. Officially represent ASA to the public;
B. Have general supervision of the business of the organization.
C. Preside at regular meetings of the General Assembly and the Executive Board.
D. Call a planning meeting for current officers to advise the newly elected officers of their duties and advise them in planning activities for the following school year.
E. Seek qualified speakers from within and beyond the UT-Austin area.
F. Shall oversee the Dance coordinators, Culture, and Special Events chairs.
2. The Vice President shall:
A. Assist the president of the organization in obtaining speakers and planning the organizations activities for the year.
B. Assume the duties of the president when directed by the president or in the event that the president is unable to carry out the duties of that office.
C. Assist the President with all of her/his responsibilities.
D. Maintain a current list of active and inactive members each semester.
E. Shall oversee the Intramural and Step master chairs.
3. The Recording Secretary shall:
A. Take minutes at each General Meeting of the organization.
B. Notify all members of the ASA of the minutes of the immediate past meeting within 5 days, by way of the ASA list serve.
C. Make copies of the minutes from any meeting available to the members of ASA, upon request.
D. Be responsible for ensuring the authenticity of any information to be posted on the ASA web page to the Webmaster.
E. At the end of each semester, commit the minutes of all the meetings in that semester to the Corresponding secretary for safekeeping.
F. Shall oversee the Parliamentarian, Webmaster, and Technology chairs.
4. The Public Relations Officer shall:
A. Receive all incoming ASA correspondence. He/She will read that correspondence.
B. Preserve all records and documents regarding ASA.
C. File and record all official, incoming and outgoing correspondence of ASA.
D. Distribute a current list of all active and inactive members after the deadline for payment of membership fees has passed.
E. Notify all members of meetings and other announcements.
F. Keep record and liaison with other organizations both within UT and universities worldwide.
G. Fill all organization award forms such as the Swing Out Awards, Black Essence Awards e.t.c.
H. Handle all hotel reservations for members who are attending other schools banquets.
I. Shall oversee the Social and Advertising Chairs.
5.The Treasurer shall:
A. Deposit all funds of the organization in a checking account in a Bank, Credit union or savings and loan.
B. Have authority to collect and disburse such funds as approved by ASA. She/He shall be, along with the President, one of two signatories on all ASA accounts.
C. Keep a full and accurate record of all financial transactions of ASA and be prepared at all times to present the general assembly with a complete and accurate account of the treasury.
D. Submit a detailed Financial Statement to the Executive Board and General Assembly at the end of each academic semester, including a statement of dues paid and unpaid and statements of the finances of all activities and programs.
E. Decide, in conjunction with the President, the deadline for payment of dues each semester.
F. Obtain budget estimates from Committee Chairs for each semester.
G. Shall oversee the Fundraising and Community Service Chairs.
6. The Parliamentarian
A. The Executive appoints the Parliamentarian.
B. The Parliamentarian is not a member of the Executive.
C. The Parliamentarian shall serve as the arbitration authority on disputes of official procedure and all other Constitutional matters.
D. The Parliamentarian shall be responsible for annually updating the ASA constitution.
Section 3. Eligibility for Office
Any person who has been an active member, in good standing, for at least one full semester shall be eligible to hold any office, except where limited by the number of terms of eligibility and by minimum term requirements.
Section 4. Terms of Office
All officers shall serve a term of one year from the beginning of the summer semester to the end of the corresponding spring semester. Should a vacancy occur in an office, the Executive Board shall appoint a member to fill the vacancy until an election can be held. The election must be within one month of the vacancy, or no later than the next election cycle. Should the President's office become vacant, the Vice President shall assume the duties of the President then an election shall be held, within one month, for the position of Vice President.
Section 5. Election Rules
1. Officers and Committee Chair persons shall be elected annually.
2. The executive elections shall be held at the discretion of the executive board no later than 2 weeks before the last class day
3. Nominations for each office shall be made at least a week before officer elections
4. Nominees may not run for more than two offices
5. Members need not be present at the meeting to be nominated but must be present for the election.
6. Voting shall be by secret ballot and a majority vote (Of members present) is needed to win any election.
7. Only active members may partake in the vote.
8. While voting is in progress, candidates for the position being voted upon must leave the room.
9. All Members MUST officially be served at least two weeks notice of the election meetings.
10. A quorum must be present for voting to take place.
Section 6. Nomination Procedures
1. A candidate proposal must be verbally made and seconded before it can become an actual nomination.
2. Nominees shall be given the option of graciously accepting or respectfully declining their nominations as they are made. Absentee nominees and all other nominees will be given the chance to decline their nominations right up to the actual elections.
3. The parliamentarian shall record and display to the general assembly, nominations made for each position to be contested
4. After nominations for each position have been made, a member of the ASA must move (and be seconded) to close the nominations. If, after the conclusion of the last set of nominations, any member wants to make nominations for a position that has already been closed, then the member must move (and be seconded) to open up nominations for that position.
Section 7. Election Procedures
1. Before the Elections start, a special session (not more than thirty minutes long) must hold in which the PRESIDENTIAL candidates shall present their ideas and future plans for the ASA, debate issues (which the parliamentarian shall present them with) and answer any questions from ASA members present.
2. Before voting begins, three vote counters shall volunteer from the general assembly. If there is any dissent from the general assembly about a certain volunteer, a vote will be held, in which a simple majority shall decide whether or not to accept that volunteer.
3. Voting shall be by secret ballot and a simple majority shall elect. No proxy voting shall be permitted (PAID members must be present to vote). If on the first ballot, no nominee receives a majority of the votes cast for the office, the person receiving the least number of votes shall be eliminated and a run-off election shall be held at the same meeting, for the top candidates.
4. Newly elected officers shall not take office immediately, but begin an orientation process. This transition period shall be conducted in an orderly manner for the remainder of the current year. Each outgoing officer shall assist the corresponding Officers-elect in learning their new duties. Officers-elect must attend Executive Board meetings during this period.
5. Upon the termination of the spring semester, Officers-elect shall become officers.
Section 8. Election Disputes
A. In the case of a complaint about the election by an aggrieved party, the parliamentarian must try to reach a resolution with the party.
B. In the case that a resolution cannot be reached, the parliamentarian must call an emergency meeting, which involves a discussion on the next step to handle the disputed election.
C. At the end of the discussion, the solutions presented will be recorded and presented to the membership for voting at the very next general meeting. The vote should be decided by a simple majority vote.
D. A quorum must be present for voting to take place.
Section 9. Removal of Officers
1. Any active member may recommend, in writing, the removal or recall of any ASA officer who fails to adequately perform the duties of his/her office, to the Executive board.
2. The President must convene a meeting of the Executive in which the disaffected party and the affected officer state their cases. Afterwards both parties must leave while the officers vote on whether or not to undertake a No-Confidence vote concerning the officer. The decision must be announced at the general meeting, immediately following the Executive meeting.
3. In the case of a deadlock the President must cast another vote to decide the outcome of the vote.
4. In the case that more than half of the active members in the general assembly oppose the decision, a vote must be carried out in which a two-thirds majority is required to force the Executive to reverse the decision.
5. In the eventuality that a No-Confidence vote is decided upon, the vote must take place one week from the day of the decision.
6. Only Active members may partake in the vote.
7. The Affected Officer may not remain in the vicinity of the vote, for its duration.
8. A two-thirds majority "No-Confidence vote shall be required to force an officer to tender a resignation. Upon removal, the officer shall become a regular active member with all privileges thereof, and replacement of the officer shall follow in accordance with Article IV, Section 4.
9. A quorum must be present for voting to take place.
ARTICLE V -- EXECUTIVE BOARD
Section 1.
A. The Executive Board shall consist of the President, Vice President, Recording Secretary, Public Relations Officer, and Treasurer.
B. The Executive Board shall meet as deemed necessary during the academic year.
C. All decisions made at Executive Board meetings shall be reported to the membership at the General Meeting immediately following.
Section 2.
The Executive Board shall:
1. Supervise all committees and events of ASA as deemed necessary.
2. Promote and implement the activities of ASA.
3. Uphold the Constitution at all times and implement resolutions of the General Assembly.
4. Submit to the General Assembly an annual report of all activities conducted during the term.
5. Discuss or review any proposal, decision, or actions of the committees.
6. Welcome new members and answer questions pertaining to membership in ASA.
7. Designate what activity is considered a service event.
8. Explain their official duties to the newly elected officers.
Section 3. Budget Authority
Officers of ASA may make financial decisions (with the approval of the President) and undertake expenditure without the approval of the general membership up to, but not exceeding, $500.00
ARTICLE VI -- Chairs
Section 1
The Chairs shall be Advertising, Community Service, Fundraising, Social, Culture, and Webmaster.
Section 2. Eligibility to chair a Committee
1.Each chair must have been an active member of ASA for at least one semester.
2.To be appointed as committee chair, a member must complete a written application and turn it into the executive board before the deadline set by the executive.
3. The executive must then collectively decide on who to appoint from the pool of applicants and inform the general assembly and the general meeting immediately following.
4. If there is any dissent from the general assembly about a certain appointee, a vote will be held, in which a simple majority shall decide whether or not to accept that appointee. In the case that the appointee is rejected the Executive must appoint another applicant with one week.
Section 3 Duties of the Chairs
The Standing Committees shall plan and coordinate all activities as
defined in Article V, Section 3.
A. Advertising Chair
1.Construct and distribute posters and flyers to advertise ASA events and/or events co-sponsored by ASA.
2.Announce ASA and ASA co-sponsored events to related on-campus and off-campus organizations through the media or personal appearances.
3.Begin advertising ASA events at least one week in advance of that event.
4.Design all ASA flyers and posters in time for special events.
5.Work hand in the hand with the Public Relations Officer with regard to publicizing ASA events on campus as well as in Texas.
B. Community Service Chair
1. Organize community service events for the participation of ASA members.
2. Work hand in hand with the culture chair to create service projects that promote African awareness.
C. Social Chair
1. Organize social and cultural activities, i.e. parties, festivals, picnics, etc.
2. Work with the fundraising committee on activities that could raise funds for the organization.
3. Work on facilitating social events that increase member participation.
D. Culture Chair
1. Create an environment for cultural awareness and promote African tradition and culture.
2. Organize debates and intellectual discussions on African issues.
3. Organize and present current affairs and news concerning African people.
4. To educate the public about issues in Africa.
E. Fundraising Chair
1.Responsible for raising money for ASA.
2. Shall work with and report all monies raised to the Treasurer.
F. Webmaster Chair
1. Shall work with all committees and officers to collect and post current information about activities being planned by ASA, on the ASA WebPages.
2. Shall work closely with the Culture Committee to provide links to
African issues and news.
3. Shall network with organizations on other college campuses, which share ASAs ideals.
4. Shall work with the recording secretary about posting ASA information
on the web page.
G. Parliamentarian/Historian Chair
1. Maintain historic records of ASA from its earliest developments to the present time.
2. Maintain any photographic, audio and video records of all ASA activities and programs during the academic year
Special Events Chair
1.Maintain co-ordination between all chairs at special events
2.Ensure that all ASA events run smoothly i.e. start on time.
3.Responsible for reserving rooms and/or venues where ASA events will be held.
4.Will be in charge of clean up and set-up of all ASA events.
Technology Chair
1.Shall work hand in hand with the secretary to ensure the smooth running of meetings.
2.Make sure that all technology used at meetings and events are working.
3.Be responsible for ensuring that all special events are recorded.
Section 4.
The Executive Board shall name other committees to carry out special functions when necessary.
ARTICLE VII -- MEETINGS
Section 1.
The General Assembly shall consist of all members of ASA and shall elect the officers and approve any constitutional changes.
Section 2.
The organization shall hold regular weekly meetings during the Fall and Spring semester
Section 3
A quorum shall constitute one-third (1/3) of the active members. Voting shall be by secret ballot except when not implicitly stated in the Constitution.
Section 4.
Special meetings shall be called as necessary by the President, the Executive Board, or the General Assembly, if one-third of the members petition it. In the latter case, the Executive Board shall call for a meeting within two weeks from reception the petition.
ARTICLE VII-- CONSTITUTIONAL AMENDMENTS
Section 1. Amendments
A. A proposal to amend the ASA constitution must be submitted to the Parliamentarian in writing, at least three weeks before it is to be debated upon.
B. The proposal must be presented by the Parliamentarian, in a regular meeting, at least two weeks before it is to be debated upon.
C. The constitution may be amended at any regular meeting by a two-thirds (2/3) majority vote, provided two-thirds of the ASA general assembly is present and that the amendment shall have been submitted in writing at a previous regular meeting.
Section 2. Acceptance
This constitution shall become effective upon adoption by a two-
thirds (2/3) majority vote, provided a quorum is present.
Written by
Jennifer Agyemang
Chakia York
Angela Izundu
Christine Izundu
Ifeanyi Okoronkwo
Abdou Salle
Ikechukwu Ofili
Many Thanks to
George Acquaah-Mensah and Henry Ekukpe
Amended in March 2005 by
Alicia Amuneke
Ralf Wancha
Afolabi Ogunnaike
Tosin Mfon
Chiazor Ezeh
Amended in April 2008 by
Olawunmi Bakare
Soluto Uba
![2008 ASA Shirt [Sold Out]](http://static.wix.com/media/48e8c9d7c3434a37ecdb3159c37c045e.wix_mp_128)
![2008 ASA Shirt [Sold Out]](http://static.wix.com/media/2f39181661035c9bbb3cc4b7f1d17e0b.wix_mp_128)
![2007 ASA Shirt [Sold Out]](http://static.wix.com/media/7e5ca125227474571067585d5f27d53f.wix_mp_128)
![2007 ASA Shirt [Sold Out]](http://static.wix.com/media/a5b528a22d78c94cff1d376c49520928.wix_mp_128)
![Banquet 09 Shirt [Sold OUT]](http://static.wix.com/media/4b5d7d55861910eb42d708ab440079ea.wix_mp_128)
