Constitution

Updated: January 2011

Article 1: Name of Organization

Article 2: Membership

Article 3: Executive Board Members Duty

  1. President
  2. Vice President
  3. Secretary
  4. Tresurer
  5. Financial secretary
  6. Social Chair
  7. Education Chair
  8. Service Chair
  9. Delegate
  10. Webmaster
  11. Press and Publicity

Article 4: Executive Board Member responsibility
Article 5: Voting

Article 6: Amendment
 

 

  1. Name of Organization
    • African Student Association  at Millersville University
  2. Membership
    • One can become member of ASA by showing interest in Africa and its affairs, attending weekly meetings and ASA events and paying membership dues.
  3. Executive Board members
    • Members become part of the executive board by declaring interest and running for a position.
      • Members should have enough knowledge and understanding about the organization, how it works and the work it does before running for an election.
        • Each board member will serve a full one-year term, consisting of the Fall and Spring semesters.
        • Each board member should know their responsibilities for the position they occupy.

The duties of the officers are as follows:

I. President

  • Conduct weekly and executive board meetings and keep order during meetings.
  • Work closely with the advisor of the organization, member and officers as well as other organizations on campus.
  • Seek opportunities of collaboration with other organizations on campus and community.
  • Encourage existing and new members to be active in attending meetings, bring discussion topics to meetings, and be aware of Africa and issues that affect the continent.
  • Put together a yearly calendar of the organization.
  • Encourage members to be part of events held by the ASA of other schools.
  • Assist board members in any way they seek help.
  • Assign board members tasks and give deadlines.
  • Make sure board members are fulfilling their responsibility and are meeting deadlines.
  • Give Annual Report about the organization and the work it did during term at the end of the year.
  • Reserve rooms for weekly meetings, board meetings and for any ASA event.
  • Along with the vice president, raise funds for ASA’s Charity (Self Help Africa) and work with the organization to make a difference in Africa.

II. Vice President

  • Assist the president in any way the president seeks help.
  • Conduct weekly and executive board meeting in the absence of the president
  • Work with board members, encourage them and assist them in any way they seek help.
  • Coordinate ASA Day Trip.
  • Check on dates available to hold events so that overlaps with other organizations does not take place.
  • Along with the president, raise funds for ASA’s Charity (Self Help Africa) and work with them to make a difference in Africa.

III. Secretary

  • Record minutes of all ASA meetings.
  • Updates ASA information on Millesville’s Student Organization Page.
  • manage ASA list-serve.
  • Email any announcements and updates to members and handle the sending of emails to designated people or organizations on behalf of ASA.

IV. Treasurer

  • Shall be responsible for the collection of dues and manage members’s dues paying database.
  • Catalog all ASA assets
  • Keep a detailed record of expenses and donations.
  • Provide financial insight.
  • Maintain and update record of ASA account balance.
  • Oversee the collections of donations and assets to and from ASA
  • Help with fundraising of money for ASA.
  • Inform the organization of its financial capability.
  • Handle and keep records of financial affairs of the Association confidential.

V. Financial Secretary

  • Shall support the Treasurer and help with the publicity.
  • Brainstorm fundraising ideas and propose events leading to a generation of funds for the organization

VI. Social Chair

  • coordinate social events and program
  • encourage interaction and collaboration with other clubs and organizations
  • Take the initiative to come up with events that will get the members and community involved.
  • Encourage participation among members with certain events and keep everyone on up to date with events that MUASA can be a part of and/or host
  • during weekly meetings , come up with games, PowerPoint, or handout for members to engage in some sort of interactive activity..
  • Inquire about possible events that MUASA would want to host and incorporate members input

VII. Education Chair

  • Research scholarship opportunities available to organization members.
  • Liaise with advisor on the organization of educational activities.
  • Research educational opportunities including seminars, workshops, and the like that would help develop the knowledge base of members.
  • Organize educational activities for the organization in the form of talk shows, debates, and the like.
  • Explore funds available to the organization with regard to the hosting of educational programs.
  • Must be actively involved in the organization and preparation of members for the Model African Union Conference which will remain a part of the organizations agenda.

VII. Service Chair

  • Be responsible for planning MUASA community service events.
  • Find community service projects around the community for MUASA members to participate.
  • Coordinate MUASA’s annual Helping Hands event.

IX. Delegate

  • Liaise with the organization and National ASA body.
  • Bring to the notice of members events happening in the regional and national ASA.
  • Represent organization at regional and national events.
  • Work with the financial secretary in seeing to the payment of regional and national fees.
  • Encourage members to run for leadership positions National ASA have and to attend Annual Conference.
  • Be part of the monthly conference call along with other ASA chapters held by the National ASA.

X. Webmaster

  • Manage and promote ASA website.
  • Work hand in hand with the Secretary in updating the flash points of meetings unto the website as ‘recent news.’
  • Design organizations fliers, posters, brochure and program outlines.
  • Shall take picures of ASA board members, members and on different MUASA events.
XI. Press and Publicity
  • Responsible for Publicizing all of ASA’s events.
  • In charge of creating flyers and posting them on campus.
  • Manage Facebook account; send messages and updates about ASA’s upcoming events involving ASA.
  • Also in charge of keeping track of programs and events, by taking pictures.

4. Executive Board Member responsibility

  • If an Executive board member must miss board meetings, they should notify the president, vice president or secretary prior to meeting.
  • All board members will be asked to give announcements during weekly meetings and so are encouraged to bring any updates or announcements to share with members.
  • If an executive board member misses meeting two times without any notification, he/she will be given a warning and he/she will have to meet with the president and vice president. If he/she misses meeting three times without any notification, the officer should be removed from his/her position. In a scenario of this kind, an election will be open to members to fill the vacant position.
  • If an executive board member misses a deadline without any notification, he/she shall not part take in any voting that takes place during board meeting related to that specific assignment.

5. Voting

  • General election is held once a year for executive board positions unless a board member resigns or is removed from his/her position during the semester.
  • Voting shall takes place during board meeting on any matter that an officer may present. Unless there is opposition, voting will take place by officers stating their vote.  In the case the opposition still exist, secret ballet shall follow.

6. Amendment

  • This Bylaw is subject to change by President of the Association every year, if necessary.

 

 

 

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