AFRICAN STUDENTS ASSOCIATION AT YORKU(ASA at Yorku) CONSTITUTION Objectives

To bring together AFRICAN STUDENTS and any other students with interest in African affairs at York University. To increase the awareness of the relevant issues concerning the African continent at York University Community and beyond. To challenge the passive acceptance of social, political and economic ideas and practices of Africa and Africans at York University.

Membership Membership to this organization is free and subject to an individuals interest in African issues and African studies at York University. The membership will be open to all students, staff and faculty members. No member shall be discriminated against due to his or her race, religion, sex, occupation or origin.

A. The Board

The organization shall consist of:

Executives team: President, Vice President, Secretary, Event Planner and Treasurer are all subject to election by members to hold office. In addition, to run for an executive position, the student must have been an active member for at least 6 months. An active member is deemed to be a student who has volunteered at the associations events which includes tabling, performing at the gala or is still a member of the board at the time of election. A person running for a position on a board is however required to have no conflict of interest pertaining to their role on the Executive team.

Conflict of interest is defined in the Collaboration and Conflict of Interest section. Directors team: Assistant Treasurer, Public Relations Manager, Assistant Event Planning Manager, Marketing Director and First-Year Representative all subject to election by members to hold office. Any student member of the African Students Association can run for these positions.

The interested officials will have a week to freely campaign before free and fair elections are held. The elections of officials will be redeemed transparent through secret balloting and each member shall have only one vote to elect a representative. There shall be no absentee votes. In case of a tie vote, a second round of free and fair elections will conducted to break the tie. All officials will hold office for a maximum term of one academic year per election, beginning in September to April. Installation of new officials shall take place during the beginning of the new academic year. In case of a vacancy, a seat will be deemed vacant and election or nomination will be conducted according to the President or standing authority and as stipulated by the constitution. B. Duties and responsibilities of officials President

Shall attend Chairs meetings Calls special or urgent meetings Shall attend all ASA meetings. Shall attend all Executive and Board meetings. Shall meet on monthly basis with the Vice-President of Student and Community Development. Shall meet once a semester with the Vice-President of Operations. Shall make any appointments deemed necessary. Shall remain objective and neutral at all times. Shall be responsible for the proper functioning of ASA. Shall apply the Rules of the student development and leadership program for Order as necessary for the productive operation of meetings. Shall aid in promoting the effectiveness of committees. Shall have the power of veto and take any measures necessary to maintain the reputation of the club. Shall be allowed to propose the removal of an executive member based on the level of commitment that member provides to the club.

Shall be involved in all events and undertaken events deemed necessary towards the maintenance of the club at York.

Vice President

Event Manager

Chairs meetings in absence of the president Shall attend all ASA meetings. Shall attend all Executive and Board meetings. Shall preside over meetings in the Presidents absence. Shall carry out the Presidents responsibilities in their absence. Shall act as a liaison with the faculty and community. Serve as the student representative for all academic processes. Shall help maintain the ASA web page. Shall meet on a monthly basis with the York Federation of Students Vice-President of Operations.

Shall attend all ASA meetings. Shall attend all Executive and Board Meetings. Maintains close contact with the ASA team throughout the planning process. Does not hesitate to ask the team for advice. Coordinates site, budget, pricing, vendors, invitations, logistics, etc. for the assigned event. Considers and makes decisions on all eventrelated issues. Delegates responsibilities both before the event and during the event to other board members, as needed. Attends the event. Arrives at the site at least one half hour before the event begins. Takes accurate attendance of the event planning team. Completes all pre- and post-event paperwork in a timely manner. Shall propos removal of office of any executive member who is not committed towards running of the events or maintenance of the club

Secretary

Writes the minutes of the meetings Shall attend all ASA meetings. Shall attend all Executive and Board Meetings.

Treasurer

Shall prepare and distribute minutes and agendas of all meetings. Shall prepare correspondence from ASA. Shall keep records of all correspondence, minutes, and agendas. Shall ensure meeting minutes are posted on the website 1 week following a meeting. Shall ensure meeting agenda is posted on the website 48 hours prior to the meeting.

Book-keeping and auditing of the organizations finances Shall attend all ASA meetings. Shall attend all Executive and Board Meetings. Shall submit a Treasurers Report at all meetings. Shall keep attendance at all ASA meetings. Shall review and keep track of all income and expenses of ASA

Assistant Treasurer

Shall attend all ASA meetings. Shall attend all Board Meetings. Shall submit a Treasurers Report at all meetings. Shall keep attendance at all ASA meetings. Shall review and keep track of all income and expenses of ASA. Shall deposit allocations to clubs for meeting attendance on a quarterly basis. Shall assist the Treasurer.

Public Relation/speaker Coordinator

Shall attend all ASA meetings. Shall attend all Board Meetings. The prime responsibility of the Public Relations Coordinator (PRC) is to publicize the activities of the club. Will be responsible for updating the Twitter page, Facebook page and any other social media correspondence for the club. Develop committee goals to achieve the clubs public relations goals for the coming year. The public relations coordinator should always promote ASA through the school community and newspapers.

Understand the components of public relations that will help you promote ASA at its best. Shall act as liaison between ASA and other clubs or Organizations.

Assistant Event Planner

Shall attend all ASA meetings. Shall attend all Board Meetings. Maintains close contact with the ASA team throughout the planning process and does not hesitate to ask the team for advice. Coordinates site, budget, pricing, vendors, invitations, logistics, etc. for the assigned event. Considers and makes decisions on all event-related issues. Delegates responsibilities both before the event and during the event to other board members, as needed. Attends the event and arrives at the site at least one and half-hour before the event begins.

First year representative

Shall attend all ASA meetings. Shall attend all Executive Board Meetings. Shall be responsible for relating relevant issues and social event information to first year students. Shall, when asked, assist ASA committees in co-coordinating, running, and/or planning of any events which include first year students.

Marketing Director

I. Meetings

Shall attend all ASA meetings. Shall attend all Board Meetings. Promote ASA events. Work on flyer and advertisement of the club and events.

The organization will have mandatory bi-weekly meetings except when the president or vice president decides to call any other meeting. The President, who may be represented by the Vice president in the case of his or her absence, will chair the meetings. The secretary shall take minutes of the meetings.

 All members will have equal voice at the meetings upon being called by the Chair. II. Quorum In case of a need to vote, voting will only be permitted if and only if those members present at the meeting comprise of at least two thirds of all members of the organization. III. Collaboration and Conflict of Interest

Definition: A conflict of interest is a situation that exists where an individual is part of the executives or running as an executive in another club at York University as well as ASA at Yorku. If such a situation arises as stated above, the individual will not be eligible to run for executive positions in ASA at Yorku. (Individuals can still be active members at other clubs as long as it does not conflict with commitments at ASA at Yorku). When there is a doubt as to whether a conflict of interest situation exists, the matter shall he resolved by a vote of the executive voting members of the Club. If the individual or individuals involved are members of the executives then they should be excluded from voting procedure. Any official will be subject to a vote of no confidence if members think he or she is not taking the duties besieged upon his/her position. Also if an individual is an executive in another club in the current academic year but will be leaving such a post in the next academic year, they have a right to run for an executive position so long as they are qualified as stated in the constitution.

IV. Procedures Regarding Allegations of Wrongdoing and Disciplinary Action -

Any official alleged of any wrongdoing will go through a panel to determine the nature of the act for one week during which the official will step aside from his/her duties. If proven guilty, the official will be relieved of his or her duties and seat announced vacant. The President or whoever is next in authority will then decide on election or nomination as stipulated by the constitution.

V. Financial Responsibility

Membership is at free per academic year although any donations by members will be put into use by the organization. A proposal of annual budget shall be prepared by the Treasurer and presented at a general members meeting. The President and the Treasurer will be the only officials to sign financial matters on behalf of the organization. Members shall discuss and approve the annual financial budget presented by the Treasurer.

VI. Committees Committees shall be created pertaining to the duties and amount of work the organization will have. The committees are: Finance committee Work closely with the Treasurer (head of Finance Committee) to prepare annual budges Internal auditing of the financial statement of the organization

Publicity committee Work closely with the Public Relations Manager (head of the Publicity Committee) Advertizes events of the organization Act as communications liaisons with the York community and members of the organization.

Events Committee

Works closely with the Events Planner Manager (head of the Events Committee) Advertizes the events of the organization Attend bi-weekly meetings for the planning of events, and reporting on events planning to the executive team Overseeing and managing events for the organization Managing the events planner for the academic year

VII.

Advisory/Management Boards The patron of the organization shall be a faculty member who will give general advice regarding the affairs and activities of the organization.

VIII.

By-Laws and Amendments Any by-Laws or amendments to the constituted require at least twothirds majority of all members to be adopted. Voting of the members to introduce any changes to the constitution will be the norm of any amendments. By-Laws or amendments must be created and passed to the general meetings for discussions through the chair. Any by-Law must be sponsored by at least two members before any discussion of it.

IX. Ratification

This constitution requires two-thirds majority of all members and upon approval by the Clubs Registration Committee and the Centre of Student Community & Leadership Development for its enforcement.