ARTICLE I.                                       NAME AND PURPOSE

 

CLUB NAME

 

  1. The official name of this organization is the Hmong Students Association of Carolina at the University of North Carolina at Chapel Hill, hereafter referred to by the acronym of HSAC.

 

PURPOSE

 

  1. There shall be a governing body whose purpose is to develop policies for the control and management of HSAC programs and services.  It shall also have the authority to establish such committees as necessary to carry out any activities of the organization.

 

  1. Recognizing the “Hmong American Identity,” HSAC shall endeavor to promote and educate the community about the Hmong culture through socio-cultural events, exhibits, and community services.

 

  1. HSAC shall strive to provide its members with experiences in self-government and civic responsibility.

 

ARTICLE II.                                      MEMBERSHIP

 

  1. Any student or alumni who is or has, respectively, attended the University of North Carolina at Chapel Hill and who is interested is eligible for membership.  Membership is open to all UNC Chapel Hill students, alumni, faculty, and staff regardless of race, religion, gender, national origin, color, age, disability, sexual orientation, or veteran status.

 

  1. Membership in this organization is contingent upon the payment of nonrefundable dues.  Dues shall be set at $5.00 each semester or $10.00 for the entire academic year.

 

I.                   The amount for membership dues should be changed at the beginning of the school semester upon necessity.

II.                The fees are due by the last Friday of October, for the fall semester and the last Friday of March for the spring semester (must be within the current operating year).

 

ARTICLE III.                        OFFICER QUALIFICATIONS AND DUTIES

 

ADVISOR’S DUTIES:

 

1.      Advise HSAC in the conduct of its affairs and explain appropriate University procedures and policies.

2.      Acquaint himself/herself with the purpose and program of the organization.

 

3.      Be present at the HSAC official meetings and attend affairs sponsored by the organization unless schedule does not permit.

 

OFFICERS:

 

  1. The other members will elect the five executive officers of this organization through a democratic election.  Elections shall be held during the month of April, with the latest date being the last week in April.

 

  1. All officers with the exception of the Historian shall be elected to office prior to the term in which they will serve.  The Historian position shall be reserved for incoming students but not exclusively, and will be determined by election in the fall of the operating year before the end of September. 

 

  1. The officers of HSAC will consist of President, Vice President, Secretary, Treasurer, and Historian.  This term will be one full academic year or until the charter of the club is expired.  This organization shall also have advisors.

 

  1. All officers should be on time, attend all meetings, and stay until adjourned.

 

QUALIFICATIONS              (All Officers except the Historian:  One Year Prior Membership Required)

 

  1. The President should be a member in good standing with the ability to lead and take charge and must have in addition to the previous qualifications, at least one year’s experience as an officer of HSAC.  He/She must know the structure and purpose of the organization coupled with an ability to get along with people and be able to preside over this group with dignity.

 

President’s Duties:

 

    1. Prepare a detailed order of business and/or agenda for each meeting with the Vice President.
    2. Promptly commence meetings according to designated times.
    3. Conduct meetings in an organized manner without dominating them; be firm yet courteous.
    4. Know the rules of correct parliamentary procedure and use them skillfully.  Must know and comply with the Constitution/Bylaws for the organization.
    5. Establish committees and appoint officers for particular assignments as necessary.
    6. Vote as a member in ballot boxes.  May also vote in hand raising or roll call votes.
    7. Observe and supervise the basic overall program of this organization as necessary.
    8. Serve as ex-officio member of committees.
    9. Sign all necessary orders, reports, and financial transactions.
    10. Sign all reimbursement documents for the Treasurer as he/she is unable to sign for himself/herself.
    11. Sign all reimbursement documents for all purchases made without the provision of a receipt.
    12. In the case of an “emergency”, the President in agreement with the Vice President has the right to make decisions without the consent of the club.  However, all HSAC officers shall promptly be notified of the action.

 

  1. The Vice President (VP) should have the same skills, knowledge, and qualities of the President; however, he/she is not required to have one year’s experience as an officer of HSAC in order to hold office.  But, he/she must show leadership skills in assisting the President.

 

Vice President’s Duties:

 

    1. Preside in the absence of the President.
    2. Assist the President in preparing a detailed agenda and typing the order of business and/or agenda for each meeting.
    3. Must work closely with the President.
    4. Take full responsibility for financial transactions in the absence of the Treasurer.
    5. Must not vote on official matters concerning HSAC because he/she will serve as the tiebreaker should one be required.
    6. Have the authority to endorse through signature all official documents corresponding to HSAC but he/she must report the action to the President promptly afterwards in writing.

 

  1. The Secretary should be prompt, dependable, accurate, and should be computer literate.  He/She should also attend all meetings

 

Secretary’s Duties

 

    1. Keep precise records of all meeting proceedings hereafter called “minutes”.
    2. Keep files of reports and attendance.
    3. Take accurate notes of proceedings and transcribe them into permanent form immediately following the meetings.  Request that complicated motions be provided in writing and signed by the person making the motion.
    4. Be in charge of drafting, for the President’s signature, all official correspondence pertaining to this organization.
    5. Be responsible for the notification of all members concerning scheduled meetings.
    6. Have the authority to endorse through signature all official documents corresponding to HSAC but he/she must report the action to the President promptly afterwards in writing.

  1. The Treasurer     should have an understanding of good business procedures, a capacity for accurately handling money, some basic bookkeeping skills, and unquestionable honesty and integrity in the handling of the organization’s funds.

 

Treasurer’s Duties:

 

    1. Be custodian of all funds (is obligated to be present at all activities involving money transactions).  In case he/she cannot be present, the VP will assume responsibility.
    2. Monitor the finances and pay the expenditures of this organization as authorized by proper authority (the President and/or advisors).
    3. Deposit all money in such financial institutions as approved by the organization.
    4. Give verbal financial report at each general meeting, informing organization members of the current financial status.
    5. Keep an accurate account and make such reports as may be desirable.  Be prepared to have books audited and to deliver records to his/her successor.  Include in the report the account balance at the beginning of the period and have any receipts, disbursements, and the closing account balance on hand at the closing of the period.
    6. Provide copies of the report to the President and the Secretary.
    7. Be responsible for all financial transactions as all financial transactions shall be made solely through the Treasurer in all involvements with a third party.
    8. Instigate that all requests for funds for the payment of purchases be submitted two to three weeks in advance
    9. Be responsible for obtaining all necessary certifications by the time the organization is officially recognized according to University standards
    10. Have the authority to endorse through signature all official documents corresponding to HSAC but he/she must report the action to the President promptly afterwards in writing.

 

  1. The Historian must write well, be creative, know how to operate a camera, and must enjoy working with people.  He/She shall take the role of a journalist, reporter, photographer, and recorder.

 

Historian Duties:

 

    1. Take pictures of all the club activities involving members.
    2. Attend and take part in all activities.
    3. Keep a scrapbook which should contain an entry for each event/activity the organization has.
    4. Present the finished product displaying an accumulation of the current year’s events at the last general body meeting.
    5. Have the authority to endorse through signature all official documents corresponding to HSAC but he/she must report the action to the President promptly afterwards in writing.

 

ARTICLE IV.                                    EXECUTIVE COMMITTEES

 

A.                The Executive Committee is composed of the following:

1.      The Advisors

2.      The President

3.      The Vice President

4.      The Secretary

5.      The Treasurer

6.      The Historian

 

B.                DELEGATION OF AUTHORITY

 

The Executive Committee of HSAC at the University of North Carolina at Chapel Hill shall review and approve the policy and actions taken by HSAC.  Interpretation and enforcement of the Constitution and by laws lie with the Executive Committee.

 

C.                SUCCESSION CLAUSE

 

In the absence of the President, succession shall follow in this manner: Vice President, Secretary, Treasurer, and Historian.

 

ARTICLE V.                          NOMINATIONS AND ELECTIONS

 

Election of new officers shall abide by the rules andregulations set by the election committee (current officers).

 

A.                All candidates must attend an interest meeting tosubmit names and present speeches on the day of the election.

B.                Officers may serve two terms in the same office.  He/She may run for a new position in the organization if he/she so desires.

C.                Ties – Upon a tie of two candidates or motions, theVice President shall vote to break the tie (all votes are based on the majority rule).

D.                Resignations – Resignations should be submitted to thePresident of the organization stating the reason(s) for the resignation alongwith a date and signature.

 

1.                 Resignation will be official upon a new replacement ofthe position and a letter from the organization President, certifying that itis official.

 

E.                 Impeachment – The majority of the Executive Board holdsthe right to impeach any member of the Executive Board who does not fulfill his/her responsibilities as stated under Article III.

 

1.                 Before impeachment, the officer shall be given a written forewarning concerning his/her conduct, responsibilities, and duties from the Executive Board (forewarning must be approved by the majority of the Executive Board).

2.                 On second consult, the officer will be impeached officially by the Executive Board.

3.                 The officer may appeal impeachment by submitting aletter of appeal and gathering signatures from at least 51% of current activemembers stating that he/she has fulfilled his or her duties as stated under Article III.

4.                 The Executive Board must review the letter of appeal with the impeached officer.  The results shall depend upon the majority vote. (All Executive members including the Vice President, but excluding the impeached officer, are eligible to vote for permanent removal of the officer for the remainder of the academic year).

5.                 If the officer is impeached and removed, the existing Executive Board members shall be given priority to the open office and shall nominate a willing candidate to serve the remainder of the term.  All Executive positions must be filled at all times.

 

ARTICLE VI.                                                DISSOLUTION STATEMENT

 

All gifts/awards, records, and funds shall be forwarded to the next Executive Board to be placed in a safe location at the school, or to be given to the advisors to keep for the organization.

 

ARTICLE VII.                                   AMENDMENTS AND RATIFICATIONS

 

Amendments to the Bylaws and the Constitution shall follow these guidelines:

 

A.                A written statement with a legitimate reason to motion for the amendment must be submitted to the Secretary at least one meeting prior to the action.  The Secretary must inform all members of the Executive Board as soon as possible.

 

B.                Adequate time for discussion must have been provided.

 

C.                The action must receive a 2/3 majority vote from all official members.