CONSTITUTION Article I Establishment of Organization Section 3: Section 4: This student organization at the University of Minnesota Twin Cities shall be known here on after as the Hmong Minnesota Student Association (HMSA). The Hmong Minnesota Student Association is established and operated as a nonprofit organization. The Hmong Minnesota Student Association shall abide by all the applicable rules and policies of the University of Minnesota pertaining to student organizations. The Hmong Minnesota Student Association is established for the following purposes: A. To promote, preserve, and maintain the Hmong culture and heritage; B. To help its members develop cultural, social, leadership and communication skills; C. To provide and/or direct academic assistance; D. To provide awareness of post-secondary education to all students of age and color; E. To develop good relationships with and to educate the University community as well as outside communities about the Hmong culture; F. To be a support group. Article II Membership Membership is open to all students and alumni members at the University of Minnesota-Twin Cities and non-students without regard to race, gender, marital status, public assistance status, religion, sex, national origin, creed, religion, disability, age or sexual orientation. 1 Last updated: 07/06/12 (PV)
Clause 1: Clause 2: Clause 3: Clause 4: Clause 5: Clause 6: Application for membership shall be made in writing upon a form furnished for that purpose. That applicant must sign the application. Date of membership in this association for record purposes shall be the date the application for membership is received in the office of the Executive Board. Date of membership in this association expires at the end of the current board s term. Membership requirements and participation shall be determined and announced in a formal manner by the current executive officers. Requirements to be voting members are to attend three meetings and/or workshops and to volunteer at least one (1) event and have a current processed membership application in the HMSA records. At least 2/3 of the voting members must be registered students at the University of Minnesota. Article III Executive Board Executive officers of the Hmong Minnesota Student Association must consist of a President, Vice President, Secretary and Treasurer in order for HMSA to function as an organization. Clause 1: **Amendment 4** All Executive officers must be members of the Hmong Minnesota Student Association, must be degree-seeking students, and be currently enrolled for a minimum of six (6) credits at the University of Minnesota-Twin Cities. **Amendment 12** All Executive officers must be members of the Hmong Minnesota Student Association, must be degree-seeking students, and be currently enrolled as a full time student (13 credits) at the University of Minnesota-Twin Cities. Clause 2: **Amendment 4** All officers must have a current GPA of at least 2.5. If the GPA should fall below, officer will resign from their position. 2 Last updated: 07/06/12 (PV)
Section 3: Clause 3: **Amendment 10** A minimum of one completed semester at the University of Minnesota is required for any student interested in running for a board position. Clause 1: Executive officers shall be nominated in March, elected in April, and be installed in the month of May. The term for all officers shall be one (1) year. All candidates running for a position must announce their candidacy two (2) weeks prior to the election. An exception will be made if no candidates are running for an executive position. Clause 2: Clause 3: Clause 4: Clause 5: All candidates running for an executive position must be a voting general member, of which, he or she attended three (3) meetings and/or workshops and volunteered at one (1) event. No exceptions will be made by the current board. Executive officers running for all other executive positions must have a general membership application filled out prior to running. Exceptions will be made if so by the current board. Executive officers shall be elected by anonymous ballot, providing a quorum is present. In the case of a tie, a new ballot shall be cast for the candidates. In the case where there is no nominee or nominees for a specified position, the elected President shall choose a member, with the approval of the elected board, to fill that specified position. **Amendment 9** A second round of elections must be held publicly if there are two or more vacant positions. Any vacant executive position cannot be appointed and must be elected during a public election. Clause 6: Clause 7: The ballots and all other records pertaining to the election shall be retained by the elected Secretary for at least one (1) semester of an academic year. Only voting members are eligible to vote. (Refer back to Article II, Section II, Clause 5.) Clause 8: **Amendment 4** During election process, candidate must speak with two (2) board members, one being the concurrent chair. 3 Last updated: 07/06/12 (PV)
Clause 9: **Amendment 4** If elected, the candidate must not travel for an extensive time period (i.e. study aboard) during the fall or spring semester of that academic year. Section 4: Section 5: Section 6: Section 7: Section 8: The Executive Board shall set meeting dates for the Hmong Minnesota Student Association, determine committee assignments, and carry out the duties pertaining to the constitution. The President shall: A. When possible, preside at all meetings, regular or emergency, decide on all questions of law and interpret the constitution; B. On request from any member, settle all questions or disputes or appeals; C. Serve as the chairperson to the executive board; D. Appoint any vacancies on the board with current board approval; E. Establish and ensure dialogue with advisor, if applicable; F. Confide with Vice President with matters regarding Article III, Section 5A, and 5B. The Vice President shall: A. Assist the president in any way with matters regarding Article III, Section 5A, and 5B; B. Check and balance the authority of the president; C. Direct and preside during the President s absence; D. Succeed the President in the case the president is unable to complete their term. The Secretary shall: A. Keep the minutes of board meetings; B. Conduct correspondence for the Hmong Minnesota Student Association; C. Render such reports to the Hmong Minnesota Student Association as required; D. Inform members of HMSA events and general meetings through the HMSA digest and emails; E. Keep track of general and board members attendance at general meetings, workshops and volunteer events. The Treasurer shall: A. Handle all financial transactions of the Hmong Minnesota Student Association in accordance to the desires of the Executive Board; B. Maintain a complete record thereof; C. Render such reports as required by the Hmong Minnesota Student Association; D. Keep the account of the Hmong Minnesota Student Association; E. Keep track of all HMSA assets; 4 Last updated: 07/06/12 (PV)
F. Apply for grants and student services fees as requested by the rest of the board. Section 9: **Amendment 8** Any board members resigning from board must notify the rest of the board and the Advisor at least two weeks before resignation. A formally written notification must be presented. Board Members may resign without explanation. Exceptions will be made by the board. Article IV Chairpersons Hmong Minnesota Student Association shall consist of the following chairpersons: A. Community Service B. Cultural C. Educational D. Social E. Minnesota Student Association Representative F. AASCC Representative **Amendment 1** The chairpersons are determined by the elected Executive Board. The Hmong Minnesota Student Association shall consist of, but is not limited to the following chairpersons: A. Activities B. Education C. Outreach D. Webmaster E. Historian Clause 1: Clause 2: All chairpersons must meet eligibility requirements set forth for all officers in Article III, Section 2 and 3. All chairpersons and the executive board shall form the Hmong Minnesota Student Association Board. Section 3: The Activities Chair(s) shall: A. Handle the planning and arrangements for annual events including: Back-to School Barbeque, Heritage Day, Winter Social, the Dance and the Spring Retreat, of which these main events may be related to the Hmong culture, traditions, and heritage; B. Handle any additional social and recreational activities put forth by the Hmong Minnesota Student Association during that academic year, expected events may include a Halloween social event or the Talent Show. 5 Last updated: 07/06/12 (PV)
Section 4: The Education Chair(s) shall: A. Handle the planning and events related to educational purposes pertaining to Article 1, Section 4D; B. Plan and execute the monthly educational workshops as established by the Hmong Minnesota Student Association; C. Handle the planning and arrangements of such an event like College Day or previous events like Spring to the U/Shadow the U. D. Handle the planning and arrangements of To Be Hmoob Summit the Hmong Minnesota Leadership Conference (HMLC). This event is open for collaboration with other Hmong student associations but is not required; the decision is up to the Hmong Minnesota Student Association board members. Section 5: Section 6: Section 7: Section 8: Special Chairperson(s) may be established to carry out special or temporary assignments. The Outreach Chair(s) shall: A. Handle all event advertising; B. Possess enough technology or other skills necessary to successfully design and create event fliers; C. Begin and/or continue to build relationships and collaborate with other student organizations within the University of Minnesota-Twin Cities campus as well as outside the Twin Cities campus and the Twin Cities community; D. **Amendment 3** Be in charge of outreach initiatives such as representing the Hmong Minnesota Student Association at community meetings; E. **Amendment 3** Maintain contact information of affiliates and assist with events and activities. F. **Amendment 11** The Outreach chairs are in charge of the Back to School Barbeque due to the fact that it is an outreaching event. (This will give the Activities chairs more time to prepare for Heritage Day). ASU Representative(s)/Outreach are in charge of attending ASU meetings, assisting with ASU events, and performing tasks assigned by the Executive Board. The Webmaster Chairperson shall: A. **Amendment 2** Possess the basic skills necessary to successfully manage and update the Hmong Minnesota Student Association s webpage in an appropriate and legal manner abiding to the University of Minnesota-Twin Cities policies; B. Maintain the Hmong Minnesota Student Association s social networking websites in accordance to the desires of the rest of the board. 6 Last updated: 07/06/12 (PV)
Section 9: The Historian Chairperson shall: A. Handle documentation and photography/video recording of events and activities put forth by the Hmong Minnesota Student Association; B. Keep all documents regarding the history of the Hmong Minnesota Student Association on and off campus and make them available to any member (general or board member) upon request; C. Complete event evaluations and provide them to any member of the board upon request; D. Establish relationships with the Hmong Archives and the University of Minnesota Archives in documenting and ensuring a complete record track of the Hmong Minnesota Student Association. E. **Amendment 13** Continue the activity of preserving and archiving Hmong Minnesota Student Association materials online via the University of Minnesota s Digital Conservancy website. Article V Advisor(s) The Hmong Minnesota Student Association, upon consensus of the board shall appoint at least one (1) University of Minnesota-Twin Cities faculty/staff as (an) advisor(s). The advisor(s) shall: A. Assist the entire board in leadership responsibilities; B. Suggest improvements to the Hmong Minnesota Student Association. Article VI General Meetings Section 3: Section 4: All board members who fail to attend three (3) general meetings and/or workshops or board meetings in each academic semester without valid excuse will be asked to resign from their position. The Hmong Minnesota Student Association shall hold at least one (1) board meeting every other week and at least one (1) general meeting every month, during the academic year. Upon the request of fifty percent (50%) of the board members, the executive board may call an emergency board meeting. Majority of the board members shall constitute a quorum for the transaction of business. 7 Last updated: 07/06/12 (PV)
Section 5: Clause 1: Clause 2: All Hmong Minnesota Student Association general members shall be notified at least one (1) week in advance of all general meetings. All board members shall be notified at least two (2) day in advance of all emergency meetings. Section 6: The board members who are in charge of an event must have approval from the President and Vice President to go forth with announcements or proposals during any board or general meeting. Article VII Expenditures Purchases over $20.00 must be approved by both verbal and written notification by the President and the Vice President. Should one of the listed chair positions be open, another executive officer may authorize the payment/reimbursement. **Amendment 5** All payments shall be made with the authorization of the President, Vice President, Treasurer, and Secretary. Section 3: Section 4: The Hmong Minnesota Student Association does not allocate any funds. All receipts with reimbursement forms are invalid 31 days after the event. The executive officers listed in Article VII, Section 1, may not authorize their own reimbursement(s). Should one executive officer be absent, another executive chair may authorize the reimbursement. Section 5: **Amendment 7** The Treasurer does not need the authorization of the President or Vice President to make any purchases. 8 Last updated: 07/06/12 (PV)
Article VIII Financial Matters **Amendment 6** The Hmong Minnesota Student Association shall not provide monetary gain to its officers or members, this includes payment of wages, salaries, or incentives by the association for services rendered. In case of dissolution of the Hmong Minnesota Student Association, the Asian/Pacific American Learning Resource Center shall hold the Hmong Minnesota Student Association s remaining assets in trust for the Hmong Minnesota Student Association for a period of two (2) years. If, after the specified period, this organization is not reactivated, the assets shall be distributed to the Asian-American Student Union. **Amendment 14** In case of dissolution of the Hmong Minnesota Student Association, the Multicultural Center for Academic Excellence at the University of Minnesota- Twin Cities shall hold the Hmong Minnesota Student Association s remaining assets in trust for the Hmong Minnesota Student Association for a period of two (2) years. If, after the specified period, this organization is not reactivated, the assets shall be distributed to the Hmong Language Program in the Asian Languages and Literature Department at the University of Minnesota-Twin Cities. Section 3: All financial transactions within fiscal year must be completed 31 days after last event and shall not be passed onto the next board. Article IX Ratification Section 3: Amendments to the Constitution can be made with the approval of the board. Amendments to the Constitution proposed by any member of the Hmong Minnesota Student Association must be submitted in writing to the board for approval. If necessary, a vote by the board will finalize the ratification. Proposed amendments shall be submitted to a vote by the voting members, providing that a quorum is present. A two-thirds (2/3) majority in favor shall be required for adoption of such an amendment. 9 Last updated: 07/06/12 (PV)
AMENDMENTS Amendment 1 (2003) The chairpersons are determined by the elected Executive Board. The Hmong Minnesota Student Association shall consist of, but not limited to the following chairpersons: (Refer to Article IV, Section 1) A. Activities B. Education C. Outreach D. Webmaster E. Historian Amendment 2 (2004) The Webmaster chairperson(s) may handle web space in an appropriate and legal manner abiding to the University of Minnesota-Twin Cities and HMSA policies. They may be asked to carry out special or temporary assignments. (Refer to Article IV, Section 10) Amendment 3 (2004) 1. The HMSA Representative(s)/Outreach shall be in charge of outreach initiatives and representing HMSA at community meeting. (Refer to Article IV, Section 8-D) 2. In addition, this chair will be in charge of maintaining contact information and assisting with events and activities. (Refer to Article IV, Section 8-E) Amendment 4 (2005) 1. All Executive officers must be members of the Hmong Minnesota Student Association, must be degree-seeking students, and be currently enrolled for a minimum of six (6) credits at the University of Minnesota-Twin Cities. (Refer to Article III, Section 2, Clause 1) All officers must have a current GPA of at least 2.5. (Refer to Article III, Section 2, Clause 2) 2. During election process, candidate must speak with two (2) board members, one being the concurrent chair. (Refer to Article III, Section 3, Clause 8) 3. If elected, the candidate must not travel for an extensive time period (i.e. study aboard) during the fall or spring semester of that academic year. (Refer to Article III, Section 3, Clause 9) Amendment 5 (2007) All payments shall be made with the authorization of the President, Vice President, and Treasurer. Purchases over $20.00 must be approved by both verbal and written notification by the President and the Vice President. Should one of the listed chair positions be open, another executive officer may authorize the payment/reimbursement. (Refer to Article VII, Section 1) Amendment 6 (2007) The Hmong Minnesota Student Association shall not provide monetary gain to its officers or members, this includes payment of wages, salaries, or incentives by the association for services rendered. (Refer to Article VIII, Section 1) 10 Last updated: 07/06/12 (PV)
Amendment 7 (2010) The Treasurer does not need the authorization of the President or Vice President to make any purchase. (Refer to Article VII, Section 5) Amendment 8 (2010) All board members resigning from board must present a formally two weeks notice in the form of writing to all other board members and the Advisor. Board Members may resign without explanation. Exceptions will be made by the board. (Refer to Article III, Section 9) Amendment 9 (2012) A second round of elections must be held publicly if there are two or more vacant positions. Any vacant executive position cannot be appointed and must be elected during a public election. (Refer to Article III, Section 3, Clause 5) Amendment 10 (2012) A minimum of one completed semester at the University of Minnesota is required for any student interested in running for a board position. (Refer to Article III, Section 2, Clause 3) Amendment 11 (2012) The Outreach chairs are in charge of the Back to School Barbeque since it is an outreaching event. (This will give the Activities chairs more time to prepare for Heritage Day). (Refer to Article IV, Section 8-F) Amendment 12 (2012) All Executive officers must be members of the Hmong Minnesota Student Association, must be degree-seeking students, and be currently enrolled as a full time student (13 credits) at the University of Minnesota-Twin Cities. (Refer back to Article III, Section 2, Clause 1) Amendment 13 (2012) Historian should continue the activity of preserving and archiving Hmong Minnesota Student Association materials online via the University of Minnesota s Digital Conservancy website. (Refer back to Article IV, Section 10-F) Amendment 14 (2012) In case of dissolution of the Hmong Minnesota Student Association, the Multicultural Center for Academic Excellence at the University of Minnesota-Twin Cities shall hold the Hmong Minnesota Student Association s remaining assets in trust for the Hmong Minnesota Student Association for a period of two (2) years. If, after the specified period, this organization is not reactivated, the assets shall be distributed to the Hmong Language Program in the Asian Languages and Literature Department at the University of Minnesota-Twin Cities. (Refer back to Article VIII, Section 2) 11 Last updated: 07/06/12 (PV)