Constitution and By Laws National Association of Colored Women s Club Women Of Promise, of NACWC Inc., UTK Student Chapter

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1 Preamble: Revised: February 2017 We, the African-American women of the University of Tennessee, Knoxville realizing the necessity for organized and systematic efforts to promote sisterhood among African- American college students and realizing the urgency to furnish evidence of our moral, intellectual, purpose and volunteer strengths do hereby unite into the National Association of Colored Women s Clubs Women of Promise Student Chapter at the University of Tennessee, Knoxville. Article I Name The name of the organization shall be The National Association of Colored Women s Club Women of Promise, (of NACWC Inc.), UTK Student Chapter Article II Purpose The Women of Promise is organized and shall be operated exclusively for charitable, educational, and motivational purposes. The NACWC Women of Promise Chapter shall endeavor to promote these goals through social awareness on campus and in the community in order to advance women and youth. Our Objectives i. To work for the economic, moral, religious and social welfare of women and youth. ii. iii. To protect the rights of women and youth. To secure and use our influence for the enforcement of civil and political rights for African Americans and all citizens. iv. To promote the education of women and youth. v. To obtain for African American women the opportunity of reaching the highest levels in all fields of human endeavor. vi. To promote effective interaction with the male auxiliary.

2 vii. To promote inter-racial understanding so that justice and good will may prevail among all people. No part of the Women of Promise, UTK Student Chapter s assets, income, or property shall be distributable to the private benefit of any member, director, officer, or other individual. Article III Membership The Women of Promise, UTK Student Chapter, shall consist of active and inactive members. Membership must be open to all students, and faculty/staff members where appropriate, regardless of race, color, national origin, religion, sex, pregnancy, marital status, sexual orientation, gender identity, age, physical or mental disability, or covered veteran status. Article IV Officers Officers must be full-time students, in good academic standing at the time of election or appointment and during her or his term of office. A student may be considered ineligible for office if the student is on disciplinary probation for violating any Student Standards of Conduct. The elective officers shall be the president, vice president, recording secretary, treasurer, campus coordinator, media coordinator, community coordinator(s), and graphic designer. I The executive council shall consist of elected officers.

3 II The executive council meeting shall be held prior to the first regular meeting of the club year and at the call of the executive council and the president. Article V Term of Office Officers shall serve for one academic year wherein elections will be held at the end of the spring semester annually. A majority vote of membership is required for election. She or he must have membership for a semester before holding any elected office and must have held another position including, but not limited to, executive council and/or chairpersons. Article VI Meeting The Women of Promise UTK Student Chapter shall meet at least twice a month August through April. The place(s) and time(s) shall be decided no later than one week prior to the regular scheduled meeting of the month. Article VII Financial Statement Upon membership, the initial member fee for NACWC Women of Promise must be paid in the amount of $45 yearly, in order for a member to be considered active by the national organization. $25 one-time application fee, and $20 for yearly membership renewal. Monies shall be received, recorded, and deposited by the treasurer.

4 (B) (C) The treasurer shall handle processing through paper or receipt, monies will be deposited within the organization s account no later than a week from collection, and expenditures shall be approved by the advisor. In the event of termination or dissolution of the National Association of Colored Women s Club Women of Promise, UTK Student Chapter, after paying or making provisions for payment of its liabilities, the remaining assets shall be disposed of exclusively to the s Inc. I Article VIII Advisor I A yearly financial statement must be provided to the student organization advisor for review. The selection of the advisor shall proceed as follows: (1) be a full-time faculty or staff member at the University of Tennessee Knoxville, (2) willing to work with the organization, (3) have a positive image or influence on campus, (4) be invested in the purpose, (5) have helpful intent, (6) monitor progress towards achievements, and (7) attend at least one of the general body meetings as well as (8) at least one event held each semester. Advisors are also encouraged to attend the big events hosted per semester. The executive board and general body can nominate a potential advisor and the executive board votes on said person to be appointed. The advisor holds the responsibility to review the budget and financial statements with the elected officers.

5 Article IX Quorum The quorum of the meetings shall be a minimum of ⅓ of the membership. Members must RSVP 48 hours prior to any meeting in order to confirm the minimum quorum. Article X Amendments The constitution may be amended at any regular meeting by ⅔ vote of members present and voting. The final decision is made by the executive council. Any proposed constitutional amendment shall be written and presented to the president or elected officer(s) prior to a regular meeting.

6 By-Laws Article XI Membership Members must be committed to community service while maintaining moral and ethical standards that are in harmony with those of the organization. Application In order to qualify for an application, one must exhibit involvement within the community, maintain a GPA of 2.5+, and be a full time student. Membership Application i. All applications for membership shall be on a standard form provided for that purpose by the Recording Secretary. ii. iii. iv. Each applicant, by becoming a member of NACWC Women of Promise, agrees and subscribes, without reservation, to all the provisions and obligations in this Constitution, that currently are in effect or that may be added or amended from time to time. The making of willful misstatements, the entering of misleading information or the withholding of essential information on an application for membershipshall be cause for rejection, disciplinary action or expulsion. Applications for membership shall be subject to approval in accordance with procedures established by the executive board. I Definition of Good Standing

7 A member in good standing, as defined in this Constitution, is an active member who is not in arrears in the payment of local, state, regional, and national dues. Only members in good standing are entitled to enjoy rights, privileges and prerogatives of membership in NACWC Women of Promise. II Classification Active member An active member is a person paying per capita dues locally, district, state, region, and national, attending all meetings of the organization locally, completing the required hours of community service as outlined in Article XVII, and adequately contributing to chosen committee s. A member shall remain active until: i. She or he resigns her or his membership or her or his membership is terminated under any provision of this Constitution; (B) Inactive member An inactive member is a person who has not paid all local, district, state, and national dues. An inactive member may continue to participate in meetings and community service, however: i. Such members lack the right to vote on affairs. V Attendance Members are allowed 3 unexcused absences per year. Voting rights and participation in social events will be revoked as consequence of missing four meetings. Meeting i. Excused

8 Must notify secretary of known absence 48 hours before meeting time and date with a reasonable excuse such as an illness or a family emergency. ii. Unexcused Secretary was not notified within the 48 hour period and/or excuse was not reasonable. Section V Participation Members are required to complete a minimum of ten hours of community service per semester to be considered an eligible member. Service Hours i. Without organization Members are allowed to complete two and a half (2 ½) hours of community service to be counted towards their ten (10) total hours, individually or with another organization ii. With organization Members are required to complete their remaining seven and a half (7 ½)to ten (10) hours with Women of Promise, of NACWC Inc., UTK Student Chapter Section VI Rights and Obligations of Members Rights An active member in good standing shall be entitled to all of the rights and privileges of membership in NACWC Women of Promise, including the right to vote for NACWC Women of Promise officers and hold elective office consistent with the eligibility requirements in Article XIII. (B) Obligations

9 All members of NACWC Women of Promise agree, by virtue of such membership, to comply with the Constitution, rules, policies and procedures as they exist or are subsequently adopted or amended. (C) No rights upon Resignation or Termination of Membership Upon the termination of membership as set forth below, an individual shall have no further rights and privileges in NACWC Women of Promise, its property or in any of its Locals. Section VII Nullification of Membership Membership shall be automatically terminated when: (1) she or he tenders a written resignation to the President of NACWC Women of Promise, (2) a member has not been in good standing because of nonpayment of dues, or (3) possession of moral and ethical standards that are not in harmony with those of the organization. Section VIII Renewal of Membership Any member shall renew their membership when financial obligations are paid. Once restored to good standing status, a member shall be entitled to all of the rights, privileges and benfits of membership in NACWC Women of Promise. Article XII Eligibility of Officers Officers shall serve for one academic year wherein elections will be held at the end of the spring semester annually. A majority vote of membership is required for election. She or he must have membership for a semester before holding any elected office and must have held another position including, but not limited to, executive council and/or chairpersons. She or he must be familiar with the duties that pertain to that office and be an active member. The term of office shall be one academic year.

10 (B) Officers shall serve from the adjournment of the club year they were elected. Elections will be at the end of each spring semester. (C) (D) (E) (F) No officer shall serve more than two consecutive terms in the same office, except the treasurer, who may serve four terms and a president who has completed an unexpired term may serve two additional terms. A member shall not hold more than one elective office at the same time. A permanent vacancy on the executive council shall occur upon the resignation, death or removal of a board member, when a board member is terminated, resigns, or when a board member fails to maintain her or his good standing status and/or other eligibility requirements in accordance with Article XII. Such permanent vacancy shall be filled by a member of NACWC Women of Promise, from among general body or the executive council. The member selected shall serve until the next regularlyscheduled election, at which time a permanent replacement shall be elected to serve the balance of the unexpired term, if any. Article XIII Duties of Officers President i. Presides at all regular meetings of the organization. ii. Calls special meetings of the organization. iii. Facilitates executive council meetings. iv. Prepares and files any report required. v. Appoints and dismisses committee chair people. vi. Maintains contact with organization adviser. vii. Maintains contact with organization alumni. viii. Maintains contact with affiliated university department or community partner.

11 ix. Maintains contact with state, regional, and national organziations x. Shall be the official representative of the NACWC Women of Promise. xi. Serves as spokesperson for the organization. xii. Serves as primary signatory on financial accounts. xiii. Assists all executive officers. xiv. Provides follow-up to organizational tasks. xv. Organizes executive council retreats. xvi. Coordinates executive council officer transistions. xvii. Fills any vacancies occurring in any office subject to the approval of the membership. xviii. Designates anyone to act in her or his place providing that they are a bona fide member of the organization. xix. Shall be executive official member of all committees and boards except the nominating committee. xx. Shall be a member at least for one full academic year. xxi. Obtains appropriate facilities for organization activites. xxii. Creates and distributes agendas for each executive council meeting. xxiii. Represents organization at official functions. xxiv. Provides encouragement and motivation to fellow officers and organization members. (B) Vice President i. Shall fulfill duties mentioned in Article XIII Section A in the absence of the President. ii. Serves as an ex-officio member of standing committees. iii. Directs Constitutional updating and revisions. iv. Facilitates election of officers. v. Shall be the official representative and coordinator of the membership and recruitment committee. vi. Organizes all socials, and end-of-year celebration. vii. Represents organization at official functions. viii. Performs other duties as directed by the President. (C) Recording Secretary

12 i. Shall keep an accurate record of all members of the organization. ii. Shall keep an accurate record of all activities of the organization. iii. Shall keep and distribute an accurate record of the minutes of each meeting of the organization. iv. Prepares an agenda with the President for all meetings. v. Notifies all members of meetings, upcoming events, service opportunities, etc. in a timely manner (two week, one week, three day notice). vi. Keeps the organization informed of both organization and university business. vii. Maintains attendance at all meetings. viii. Handles all official correspondence of the organization. ix. Prepares and files any report required. x. Collects organization mail from the adviser or wherever mail is received. xi. Must attend every meeting. In the event one cannot, one must find a member or executive council member to fill in. xii. Represents organization at official functions. xiii. Shall bring to the regular meeting after the expiration of her or his term all records of the organization. xiv. Performs other duties as directed by the President. (D) Treasurer i. Is familiar with accounting procedures and policies. ii. Serves as the secondary signatory on financial accounts. iii. Serves as chair of the finance committee. iv. Pays organization dues to state, regional, and national. v. Collects organizational dues. vi. Maintains accurate financial records of the organization. vii. Reports at the call of the President, each 60 days, and at the last meeting of the year, the organizations financial status. viii. Prepares an annual budget. ix. Prepares all budget requests for funds. x. Maintains a financial history of the organization. xi. Advises members on financial matters (i.e. dues) xii. Coordinates fundraising drive.

13 xiii. Coordinates solicitations. xiv. Maintains inventory of all supplies and its condition. xv. Must attend every meeting. In the event one cannot, one must find a member or executive council member to fill in. xvi. Represents organization at official functions. xvii. Shall bring to the regular meeting after her or his term all financial records of the organization. xviii. Performs other duties as directed by the President (E) Campus Coordinator i. Handles all communication with university partners and organizations, including internal and external communication that pertains to the organization. ii. Establishs partnerships with various university organizations that may further NACWC Women of Promise goals and objectives. iii. Shall keep an accurate written record of all affairs and agreements with university organizations in regards to partnerships, events, etc. iv. Maintains a professional relationship with university organizations executive councils. v. Organizes campus events with university organizations, always keeping NACWC Women of Promise goals and objectives in mind. vi. Serves as chair on all campus related event committees. vii. Shall bring to the regular meeting after the expiration of the term all records. viii. Represents organization at official functions. ix. Performs other duties as directed by the President (F) Community Coordinator i. Shall direct, guide, and oversee various appointed committee(s) and chairperson(s) in the creation and management of various community related events.

14 ii. Handles all communication with community partners and organizations, including internal and external communication that pertains to the organization. iii. Prepares all community service opportunities on the organization calendar for academic year. iv. Maintains a professional relationship with community partners. v. Shall keep an accurate written record of all affairs and agreements with community organizations and partners in regards to partnerships, service, etc. vi. Coordinates all community service opportunities in a timely manner (semester in advance, three week update, one week confirmation with community partner/organization). vii. Notifies members of upcoming service opportunities in a timely manner (two week, one week, three day notice). viii. Shall keep an accurate record of all members logged service hours. ix. Notifies all members of community service log due date (monthly). x. Notifies members of service hour standing during the midterm, and conclusion of semester. xix. Represents organization at official functions. xx. Shall bring to the regular meeting after her or his term all records. xxi. Performs other duties as directed by the President. (G) Media Coordinator i. i. Shall develop, maintain, and manage relations with external audiences while performing as key contact for media in order to convey the organization s purpose. ii. Publicizes all organization events through various media outlets, including but not limited to, print, and social media. iii. Shall document events through photography. iv. Maintains a consistent social media presence by implementing a weekly posting schedule. v. Represents organization at official functions.

15 vi. Shall bring to the regular meeting after her or his term all records. vii. Performs other duties as directed by the President. (H) Graphic Designer i. Shall illustrate designs, slogans, and/or logos necessary for communicating events and important messages to the community through media, poster, or paraphernalia. ii. iii. iv. Represents organization at official functions. Shall bring to the regular meeting after her or his term all records and digital files. Performs other duties as directed by the President. (I) Committee Chairperson Article XIV Compensation of Officers i. Shall manage, maintain and create events such as community service projects, campus wide events, conferences, lectures, and fundraisers. ii. Shall study the purpose of the event, identify the target audience, devise the event concept, plan the logistics and coordinate the technical aspects before actually launching the event. No elected officer shall receive any compensation for services rendered from NACWC Women of Promise. Reimbursement toward expenses must be approved by the executive council. Article XV Nullification of Officers Officers shall be automatically terminated when: (1) she or he tenders a written resignation to the President of NACWC Women of Promise, (2) an officer has not effectively performed the duties of such office as outlined in Article XIII, or (3) possession of moral and ethical standards that are not in harmony with those of the organization. Article XVI Standing Committees

16 Shall be finance, membership, community service, social/fundraising, political information, nominating, constitution and bylaws, education, and publications. Article XVII Program The club shall include in its calendar each year these programs: (1) family life, (2) black history either by program or seminar, (3) educational programs, (4) community service activities. Article XVIII Community Service The organization as a whole shall endeavor to contribute at least five (5) hours per month to a community service project, to maintain active membership in the s (on a state, regional, and national level). Each member of NACWC Women of Promise is required to contribute at least ten (10) hours a semester to community service projects to maintain active membership in the club.