Hermanas Unidas California State Polytechnic University, Pomona

Transcription

1 Hermanas Unidas California State Polytechnic University, Pomona Article I Section 1 Section 2 Section 3 Section 4 Preamble General Purpose Hermanas Unidas exist for the betterment of the California State Polytechnic University, Pomona. Hermanas Unidas provides resources and leadership opportunities for predominantly Latina, college students and alumni by participating in and organizing community service events, social activities, and academic/professional workshops. Specific Purpose A. To reach out to the Chicana/Latina community and provide resources as well as a family networking systems through the avenues provided by the three pillars of Hermanas Unidas, 1. Academics- Through the emphasis of academics not only do we empower our minds but our future as well. 2. Community Service In the struggle to empower ourselves we must remember our communities and empower them as well. 3. Social- In stressing Hermandad, a family network is created to foster an environment of mutual respect and unity, while supporting individual interests and talents. B. To provide a place where woman can come together and be themselves. We are a sisterhood attempting to provide a healthy transition to and from the University. C. To raise awareness and educate the campus and the community at large about Chicana/Latina issues. NONDISCRIMINATION The Hermanas Unidas shall not be discriminatory in terms of race, religion, color, age, sexual, orientation, national origin,, sex, physical or mental ability, marital status, financial or social status. This organization and/or its members, when taking stands on issues, recognizes and will fulfill the obligation to make clear that it/they in no way represent(s) the official position of the California State Polytechnic University, Pomona. Article II Name The official name of the organization shall be the Hermanas Unidas, California State Polytechnic University, Pomona.

2 Article III Section 1 Section 2 Section 3 Trust Account Maintenance This organization, pursuant to its charter obligation, shall maintain a trust account with the ASI Business Office. Pursuant to the California State University Board of Trustees, the Executive Orders 648 and 731 states that all funds received on behalf of the University, its auxiliaries or affiliated organizations are required to be administered through the campus Chief Financial Officer, the Vice President of Administrative Affairs. Student clubs and organization are identified as affiliated organization. The policy further states that any account with a bank or financial institution not approved by the campus Chief Financial Officer is strictly prohibited. Usage All monies of this organization shall be deposited in and disbursed from this account following procedures outlined by the ASI Business Offices. Dispersal of Funds Should this organization become inactive by failing to apply for charter renewal, the trust account will be held as inactive account for two (2) academic years. In the event this organization does not become inactive during the two (2) year period it is herby declared that any funds remaining in said account are to be transmitted to: Boys & Girls Club of Pomona (909) S Garey Ave Pomona, CA 91766, an educational, charitable organization to aid this organization in carrying out its objectives. If said organization is no longer functioning at that time, or if its objectives are no longer consistent with its original educational, charitable purposes, then the funds of this organization shall be transferred to the Associated Students Inc., California State Polytechnic University, Pomona, general Fund. Article IV Section 1 Membership Categories of Membership A. Active 1. The active membership of the group consists of registered campus students and community college students. The group will allow other students and members of the community to participate as active and non-active members. B. Alumni Association 1. All members of the general body will be invited to join their chapter s alumni association upon graduation. C. Board of Directors

3 Section 2 Eligibility Requirements A. Active Members Active members must be members of the Associated Students Inc. at California State Polytechnic University, Pomona. Members must complete a minimum of eight hours of community service per quarter (a twenty-four hours per academic year) as provided by the community service chair. Members must complete a minimum of ten study hall hours per quarter (a total of thirty per academic year). Members must also sit in on one or more of the officers sub-committees. Dues, as determine by each steering committee, will be paid in full each quarter. Active membership entitles you to the privilege of voting. Special exceptions regarding active membership can be made at steering committees discretion. 1. Dues: Membership dues will be paid every quarter as determined by each steering committee. This money will be used to pay for Hermanas Unidas (HaU) activities or at steering committee s discretion. No alcoholic beverages may be purchased with Hermana funds. B. Alumni Associations a. Purpose: Created to provide a professional/personal support networking system amongst alumni of Hermanas Unidas. Each chapter will have their own alumni association. b. Membership: All members of the general body will be invited to join their chapter s alumni association upon graduation. c. Officers/Positions: 1. Executive Chair: Acts as a liaison between current undergraduate students, alumni association(s), and board of directors. Provides guidance to steering committee by sharing past knowledge of the group s history. Keeps record of alumni status and is responsible for overseeing and communicating with other chairs of the alumni association. 2. Public Relations Chair: Responsible for both addresses and contact/phone lists. Provide information to person who will create web site. Create semi-annual/annual newsletter. Responsible for HaU alumni association paraphernalia. 3. Finance Development Chair: Seeks donations or grants that may be used towards alumni scholarship, academic/career workshops, statewide conference, alumni conference or other educational and community service events. Responsible for collecting alumni donations. Maintains bank account transactions and information.

4 Submits financial report to Chair of Finance biannually (.June/Dec). Assures that alumni association officers and Board of Directors are updated with account activity 4. Event Chair (2 positions): Responsible for organizing alumni conference. Responsible for coordinating HaU Alumni Association events and events between undergraduates and alumni association. 5. Scholarship Chair: Form a scholarship committee with fellow alumni. Develop criteria and eligibility for scholarship. Set a deadline and a voting process. Gathers and sends information regarding graduate school and job opportunities to alumni. *Alumni officers must attend Statewide Conference and Alumni Conference. (A statement must be submitted to the board if an absence is unavoidable). d. Election Process: 1. Alumnus who will not be running for a position may be selected to coordinate election process. 2. Election process will take place via . Coordinator will contact all alumni two months prior to election date asking for nominations. Alumni may nominate themselves. Those nominated will have two weeks to accept/decline nomination. A list of alumni who accept will be ed to Alumni. Alumni have two weeks to vote. Election process should be completed by end of fiscal year (June 30th). 3. Terms: Each term is one year. There is no maximum numbers of terms that an alumnus may hold. f. Alumni Donations: Donations may be given at anytime. Funds for each fiscal year (July 1 to June 30th) are to be distributed as follows: % of donations - Statewide Conference % of donations - Scholarship % of donations - Alumni Conference. The balance remaining for each fiscal year will be rolled-over to the following year or used upon the discretion of the alumni. g. Alumni Conference: 1. Alumni Conference will be an annual event held prior to the 1st quarter of an academic year. 2. Event chairs from all alumni associations will coordinate event. 4. Three representatives from the general body will be invited to attend (Co chairs/ alumni liaison). C. Board of Directors Roles/Duties: 1. Legal: a. Exercises fiduciary role to ensure that the organization is properly managed.

5 b. Maintains corporate status; ensures that proper paperwork is submitted to governmental agencies. c. Insures that all chapters adhere to the by-laws (constitution) of HaU Inc. 2. Financial Duties: a. Reviews all chapters (current general body and alumni associations) periodic financial reports on a bi-annual basis (June/December). b. Insure compliance of 501(c) (3) status. 3. Planning: a. Establishes mission and program direction for organization. b. Updates by-laws and articles of incorporation. c. Responsible for establishing new chapters. d. Raise money, bring contacts, and provide resources to the organization. e. Meet on an as needed basis but a minimum of 2 times a year f. Must attend Statewide Conference and Alumni Conference (A statement must be submitted to the board if an absence is unavoidable). A. HaU Inc will have 7 board members. There will be three positions within the board of directors: 1. Chair of the Board facilitates meetings 2. Chair of Finance reviews finance reports of all chapters 3. Secretary Gathers contact information from all chapters, takes minutes at meetings. The board of directors will appoint these positions amongst themselves. C. Board Election Process: 1. Interested member must be an alumnus of HaU. 2. Interested member must submit a letter of intent and personal profile questionnaire to all alumni two months prior to election date (alumni conference) via Alumni will vote for 7 members at the annual alumni conference. 4. Interested members must attend alumni conference to be considered. (A statement must be submitted to the board if an absence is unavoidable) D. Term Limit: 1. A term will consist of two years. 2. There are no maximum number of terms a member can hold. E. Recall/Resign Procedures:

6 1. All board members are subject to recall. If alumni or general body feel board member is not fulfilling responsibilities, a formal letter must be presented to the board. The board must make a decision with 2/3 votes in favor of that decision. 2. If member wishes to resign, a letter informing the board must be submitted. F. Filling Vacancies: Vacancies will only be filled if one occurs before two-thirds of that term. The board of directors will appoint new member (candidate who was in 8th place). Vacancies will not be filled if it occurs after two-thirds of that term. In this situation the vacant position will be filled after regular election date (alumni conference). G. A board member may not hold a position within any other entity of Hermanas Unidas Incorporated. H. A board member may not vote on alumni association or general body elections. I. Board of Directors will maintain and uphold the best interest of HaU Inc. and not individual chapters at ALL TIMES. Section 3 Suspension A member may be suspended if there is embezzling of any kind, misrepresentation of the organization in a negative matter, or not following the guidelines stated in the constitution. A member may be suspended or removed for the above stated reasons following a hearing by the membership. Article V Officers Section 1 Categories of Officers A. Co-Chairs (2 Positions) B. Academic Chair (1 Position) C. Advisor (At Co-chair s discretion but no more than two) D. Alumni Advisor/Executive (1 Position) E. Alumni Liaison (1 Position) F. Community Service (1 Position) G. Historian (1 Position) H. Public Relations (1 Position) I. Raza Liaison (1 Position) J. Secretary (1 Position) K. Social Chair (1 Position) L. Treasurer (1 Position)

7 Section 2 Duties A. Co-Chairs: Oversee all projects, facilitates meetings and provides practical planning for some projects; creates written agenda to be distributed at general meetings. They are the main representative of HaU. Plans and facilitates semester retreats. Must attend one chapter-wide retreat and one Co-Chair retreat per academic year. B. Academic Chair: Coordinates HaU study hall; obtains information regarding scholarships and internships. Creates class lists and provided general guidance and assistance with academic questions. Coordinates development and distribution of scholarship(s). Provides a minimum of one academic workshop per month. C. Advisor: Appointed by the Co-chairs. Facilitates member appreciation. Shares knowledge of being an active member and an experienced college student. D. Alumni Advisor/Executive: HaU alumnus, elected by the HaU alumni from each respective campus. That person id the Liaison between current undergraduate students and alumni. Provides guidance to steering committee by sharing past knowledge of the group s history. Keeps record of alumni status. E. Alumni Liaison: Serves as the liaison between current students and alumni. Keeps record of alumni status. F. Community Service: Encourages and organizes community service projects, minimum of one project per month. Keeps group informed of ongoing community service projects. Tabulates hours completed by members of HaU. G. Historian: Documents HaU events by means of photography or video equipment. Compiles all pictures in a scrapbook. Provides material that will be used for recruitment and advertisement purposes. Maintains web page. H. Public Relations: In charge of publicity for all HaU events. Provides propaganda used for recruitment and advertising purposes. Designs HaU paraphernalia and any publication. I. Raza Liaison: Serves as the liaison between HaU and the Raza community on and off campus. Informs Raza community events. J. Secretary: Takes minutes of general and steering committee meetings and distributes them to all members. Keeps attendance at events to track membership status and creates monthly calendar events. Updates phone list and distributes it to all members. K. Social Chair: In charge of planning organizing all social events with the purpose of fostering Hermandad, including, but not limited to parties and socials within the group and other and other organizations on and off campus. L. Treasurer: In charge of HaU fundraising, as well as finances. Makes budgets, handles group funds, and allocates money during events. Collects dues from the members and provided monthly financial reports to all members. Submits financial report to Board of Directors Chief Finance Chair on a bi-annual basis (June/Dec). Section 3 ELIGIBILITY

8 At the time of assuming office and during tenure in office, an elected officer must meet all of the eligibility requirements as stated by the University. He/She will sign a Statement of Eligibility form when assuming office, and thereafter will accept the responsibility of monitoring his/her own grade and unit load to meet these requirements each quarter he/she is in office. Article VI Elections Elections will be announced three weeks before the voting date. Elections must occur over a one-day period. Two weeks prior to election, nominations, for individual. Section 1 Nominations A. Any active member can nominate a candidate. Another member must second that nomination. At that time of nomination, member must accept or decline nomination. Member may not be nominated for a previously held position and can only run for one position. In order to be nominated for Co-chair, member must have previously served on steering committee. Nominees must be present at time of election and present a speech. Nominations and speeches should follow the order by which positions are listed in the by-laws. At the time of nominations, member has a three-day grace period during which they can accept or decline the nomination. If accepted, there is a 3-day grace period in which a nomination can be rescinded. If declined, the choice is final. B. There will be an official timekeeper. Timekeeper will time all speeches and question and answer sessions. Timekeeper will stop any speeches or comments that go over the designated time. Time for speeches is allocated as follows: a. Co-chairs four minutes for an individual speech followed by a question and answer period. After each candidate has completed and answered individual questions, all candidates will take the floor together and will be asked question by the general body. Each candidate has 30 seconds to answer the same question. b. All other Chairs: 2 minutes for an individual speech. After each candidate has completed a speech, all candidates will take the floor together and be asked questions by the general body. Each candidate has 30 seconds to answer the same question. C. There will be an official ballot keeper. Ballot keeper will distribute ballots to members before each individual chair begins their speech. Ballot keeper will also collect and dispose the ballot from any member who leaves before the completion of individual chair election process. Section 2 Time of Election Elections will be held in Spring Quarter. They will take place on the fourth meeting of April. Elections will be announced three weeks prior to the arranged date.

9 Section 3 Procedure A. Only active members are allowed to vote. Ballots will be passed out at the beginning of each speech. Members must stay for the duration of the entire election process for each individual Chair position. Arriving late or leaving early will invalidate the vote. Candidates running for the same position must leave the room while the opponent presents their speech. Upon completion of entire election process, ballots will be counted. Election results are to be announced immediately following the tallying process. B. Breaking Ties During an Election: In the event that a tie occurs during the elections, there will be a re-vote. If a second tie occurs candidates will be required to leave the room while other members discuss the situation. Revotes will continue until there is a majority vote. C. Recall/Resign Procedures: a. Recall: All officers are subject to recall. In extreme cases of irresponsibility by any chair, it is the right of a Co-Chair to ask for resignation only after consulting with steering committee. If there is a failure to resign, steering committee can impeach the chair through unanimous vote. b. Resignation: Officer must present a formal letter of resignation to steering be a turn period of a maximum of two school weeks from receipt of the letter nomination and elect a new chair. Section 4 Assumption of Office Winners are to be announced at the end of the year banquet, this banquet is held on the third week of May. Newly elected officers will assume their position on the fourth week of May. Section 5 Vacancies In case of a vacancy of a position, due to the resignation of an officer, or the officer is unable or unwilling to complete the term, the group shall take a vote to elect the best alternate candidate. This special election shall follow the same regulations as a normal election. Article VII Meetings Section 1 Regular Meetings Regular meetings are to be held once a week. The day of the meetings is to be chosen by the steering committee for that year. Section 2 Special Meetings A quorum must be present at all special meetings and only the business for which a special meeting is called may be transacted at the meeting. Special meetings are to be called by the steering committee; members shall be notified via or a phone call at least 3 days before the chosen date.

10 Article VIII Quorum The numbers of members present to constitute a quorum for the legal transaction of a business is two thirds. Article IX Committees Section 1 Eligibility At the time of assuming responsibility for a committee and during tenure in office, a committee chair must meet all the eligibility requirement as stated by the university. Section 2 The committees are: a. Steering/ Executive b. Academic c. Community Service d. Public Relations e. Social f. Fundraiser g. Historian ARTICLE X DUES Dues: Membership dues will be paid every quarter as determined by each steering committee. This money will be used to pay for Hermanas Unidas (HaU) activities or at steering committee s discretion. No alcoholic beverages may be purchased with Hermana funds. ARTICLE XI ADVISOR SECTION 1 ELIGIBILITY The Hermanas Unidas shall have an advisor over 21 years of age who shall be a full-time member of the faculty, administration, or staff of the California State Polytechnic University, Pomona. The advisor may not be on leave of absence at any time during his/her term of appointment. SECTION 2 SELECTION AND APPOINTMENT After an advisor has been nominated by the organization and approved by his/her Department Head, final approval and actual appointment will be made by the Director, Office of Student Life. If the advisor is the Department Head, then the immediate supervisor would also need to approve before final appointment is made by the Director of Student Life.

11 SECTION 3 DUTIES The advisor s responsibilities include attendance and participation in as many organizational meetings and activities as is practical, signing all forms related to the scheduling of activities and the disbursement of funds, and the other duties outlined in Office of Student Life s Advisor s Guide. ARTICLE XII AMENDMENT SECTION 1 MEANS OF AMENDMENT A. Amendment Process 1. Proposals to change the by-laws of Hermanas Unidas Inc must be submitted and presented to chapter s steering committee during their meeting times. In order for a proposal to pass and continue to general body, 2/3 of steering members must agree upon the proposal. At this time a steering committee member and a general body member must sign the proposal to allow for it to be take to the general body for voting. If 2/3 of general body agrees to pass the proposal it must then be forwarded to all other entities of HaU Inc. 2. A formal memo detailing proposed amendment must be sent via to all entities of HaU Incorporated prior to Statewide Conference. Each chapter has one vote. All alumni from all chapters will count as one vote. In order for proposed amendment to pass within each chapter at least 2/3 of members must vote for proposed amendment. There must be 2/3 votes amongst all chapters and alumni for the proposal to pass and amend the by-laws of Hermanas Unidas. Emergency amendments must be passed by general body and presented to Board of Directors prior to being implemented. Board of Directors have the right to veto any amendments passed. SECTION 2 APPROVAL All amendments to this Charter shall be filed with Office of Student Life, submitted with the Change of Amendment Form, indicating the date and method of adoption. Revisions shall be incorporated into a fully revised copy of the charter. Any amendment(s) which change(s) the purpose or intent of the organization or substantively modify the Charter s provisions

12 shall be approved by the University before taking effect. SECTION 3 COMPLIANCE This charter shall not conflict with the By-Laws of the Associated Students, Inc., or with the policies and regulations of the California State Polytechnic University, Pomona, the Trustees of the California State University and Colleges, or the State of California. Any stipulations applying to all chartered organizations made by the university shall be considered to be immediately enforceable, whether contained in these Charter Provisions or not. Article XIII: Statewide Conference Statewide Conference Planning Committee, which includes representatives from all entities of HaU Inc, is responsible for organizing conference. Each chapter will alternate as hosts of the statewide conference.