Golden West College Vietnamese Student Association Constitution Summary of Articles and Section Titles

 

PREAMBLE TO CONSTITUTION

 

Article I                    NAME AND IDENTIFICATION

Article II                   MEMBERSHIP

Article III                  ELECTED/APPOINTED POSITIONS

Article IV                  ELECTIONS AND APPOINTMENTS

Article V                   POWERS AND VOTING RIGHTS

Article VI                  CONDITIONS FOR REMOVAL FROM OFFICE

Article VII                 VACANCIES AND RESIGNATION

Article VIII                FINANCES

Article IX                  SCHOLARSHIPS

Article X                   AMENDMENTS

 

BYLAWS TO CONSTITUTION

 

Article I                    QUALIFICATIONS

Article II                   DUTIES OF THE MEMBERS IN OFFICE

Article III                  ESTABLISHMENT OF NEW OFFICES

Article IV                  AMENDMENTS

 

GOLDEN WEST COLLEGE VIETNAMESE STUDENT ASSOCIATION CONSTITUTION

 

Preamble

 

The Vietnamese Student Association of Golden West College seeks to promote awareness of the Vietnamese culture. It also provides a forum to serve and learn about the Vietnamese community as well as increasing the understanding of Vietnamese culture. The association promotes cultural events, volunteering on campus and, within the community as well as social activities. Moreover, Golden West College Vietnamese Student Association welcomes anyone who is interested in learning about Vietnamese culture, improving social network, and being responsible regardless of ethnicity, gender, sexuality, or religion.

 

 

ARTICLE I - NAME AND IDENTIFICATION

 

Section A: The official name of this organization shall be the Golden West College Vietnamese Student Association; also referred to as GWC VSA.

Section B: The vision of the Golden West College Vietnamese Student Association (GWC VSA) is to promote Vietnamese culture within the community.

Section C: The mission of GWC VSA is to fulfill our vision by creating a unity between the members as well as promoting social, cultural, and community events.

Section D: E-Board is consisted of the 6 main positions: President, Internal Vice-President, External Vice-President, Treasurer, Secretary, and Social Affair Coordinator. The Cabinet is consisted of E-Board and coordinators. The staff is consisted of E-Board, coordinators, and all interns.

 

ARTICLE II - MEMBERSHIP

 

Section A: All members in GWC VSA shall represent the association.

Section B: Each member will be given equal access to GWC VSA.

Section C: In order to be accepted as part of the association, the member must:

• Be a Golden West College student

• Take at least 3 units at Golden West College

• Maintain a GPA higher than 2.0

Section D: Members may apply for an internship under a position to gain more experience or to be considered for a future position. The intern must:

• Complete the application on time and submit it to anyone on E-Board by the deadline.

• Be interviewed by the Cabinet.

• Be able to attend most of staff and general meetings.

• Be able to attend majority of GWC VSA and UVSA events.

• Attend mandatory events decided by the E-board.

• Assist the officer whose position they are interning for.

 

ARTICLE III - ELECTED/APPOINTED POSITIONS

 

Section A: In order to make this organization successful, responsibility needs to be delegated and fulfilled by different positions elected by the association.

Section B: GWC VSA Executive Board (E-Board) meetings shall consist of all elected officers and interns.

Section C: GWC VSA shall consist of the following duly elected members:

• Office of the President

• Office of the Internal Vice-President

• Office of the External Vice-President

• Office of the Treasurer

• Office of the Secretary

• Office of the Social Affair Coordinator

• Office of the Culture Night Director

• Office of the Modern Dance Coordinator

• Office of the Traditional Dance Coordinator

• Office of the IT/Media Technician

• Office of the Historian

Section D: Elected persons shall be responsible for attending all E-Board meetings.

Section E: Installation for newly elected positions will occur within a month of election. The following oath of office shall be taken by each elected persons at his/her induction during the GWC VSA End of the Year Banquet:

 

Oath of Office

 

“I do hereby solemnly pledge myself faithfully to discharge the duties of my office. I give my pledge that I will do everything in my power to uphold the Constitution and to promote the general visions and goals of the Golden West College Vietnamese Student Association.”

 

ARTICLE IV - ELECTIONS AND APPOINTMENTS

 

Section A: The term of any elected official begins and ends at GWC VSA’s annual End of the Year Banquet.

Section B: The term of any appointed official begins and ends at the discretion of the current E-Board. The current E-Board will clearly state the start and end of the appointed officials’ term.

Section C: Candidates running for elected positions cannot run for more than one (1) E-Board position, but they can run for two (2) cabinet positions.

Section D: The interview shall be conducted after the candidates have turned in the officer application. The President and all related board members shall interview each candidate running for the positions before the election day.

Section E: Candidates will also present their platforms to the E-Board at a general meeting decided by the President. In order to be appointed to the chosen position, candidates must be approved by a majority (two-thirds vote) of the E-Board.

Section F: The following are further requirements for candidacy:

• Must have been a participating member in GWC VSA as a representant of the association or former board member or interning for the position or contributed to the purpose and growth of GWC VSA in some significant way.

• President must have been a board member or a GWC VSA intern for at least a year.

 

ARTICLE V - POWERS AND VOTING RIGHTS OF OFFICERS, INTERNS, AND MEMBERS

 

Section A: E-Board voting requires a simple majority from the E-Board and members (two-thirds vote) for approval. If the E-Board finds it necessary, they may choose to include the President in the vote.

Section B: GWC VSA voting powers during elections are delegated as follows:

• Each E-Board member is allowed one (1) vote

• Each member present is allowed one (1) vote

Section C: The passing of any action in a meeting requires a majority (two-thirds vote) from the E-Board and interns.

Section D: The governing voice of general GWC VSA meetings and E-Board meetings shall be the President.

Section E: In any conflict of vote, the President will be the final arbitrator of the vote, with his/her vote the final authority.

 

ARTICLE VI - CONDITIONS FOR REMOVAL FROM OFFICE

 

Section A: Removal

• The removal of any elected officer to the GWC VSA cabinet can be upon the recommendation of any member of GWC VSA.

• The removal of any officer must be first approved (without the related officer) in an E-Board meeting. In the event of a discussion for removal, a majority of GWC VSA Officers must be present at the E-Board meeting.

• Once approved by E-Board, the issue must be presented to the GWC VSA General Meeting. If any of these requisites are not met, then the involved officer retains his/her office and the President may recommend conflict-mediation.

Section B: Attendance

GWC VSA E-board consistently absent from GWC VSA General Meetings or E-Board meetings without prior notice or proper excuse and fails to attend and participate in general GWC VSA events and activities may be suggested for dismissal and will undergo the removal process as outlined in Article VI, Section A.

Section C: Conduct

• Failure to fulfill duties of position or prolonged conflicts between elected officers and other members will result in removal from position.

 

ARTICLE VII - VACANCIES AND RESIGNATION

 

Section A: Vacancies of Office

• Vacancies of a position may be filled by the authorization of a majority of the GWC VSA cabinet.

• Discussion of a prospective candidate is open only to GWC VSA cabinet officers.

• In the event of a vacancy in office, a prospective candidate can be voted into office by simple majority by all present (of GWC VSA officers).

• In the event of a tie, the President is the deciding vote.

• Candidates cannot be present at any time during voting procedures.

• Results are not revealed until the Cabinet has discussed results.

Section B: Resignation

In the event of officer resignation that will detract from his/her commitment to GWC VSA, the following process will take place for removal:

• Resigning officer presents resignation at least one (1) month prior to resignation. In the case that the resignation requires immediate effect, a vote of 2/3 GWC VSA E-Board is required.

• Resignation must be submitted in written form for records.

• Resigning officer has the power to choose successor, but approval of GWC VSA E-board must be needed. If no successor is chosen one month after resignation is in effect, the GWC VSA E-Board will elect the successor.

• Resigning officer is required to explain job position to successor to ensure a fluid transition of position.

• If in the case the President resigns, then his/her intern will automatically be the Vice-President or the next in line of command. And the current Internal Vice-president will take the place of the President.

• In the case that the resignation is a forced resignation, then it qualifies as a removal from office and thus, is not adherent to this section.

 

ARTICLE VIII - FINANCES

 

Section A: GWC VSA funds shall be used for events and projects benefiting all members in the association.

Section B: The ultimate authority on all GWC VSA funds is through the Office of the Treasurer. The Treasurer will be responsible with the appropriate allocation of all funds for all events. The President will approve the location and funds.

Section C: The Treasurer will be in charge of distributing reimbursements and keeping an accurate electronic record of all finances and expenses within the UVSA account.

Section D: At the beginning of each year, the UVSA External Vice President and UVSA Treasurer will delegate an amount of funds to donate to GWC VSA. From that point on, GWC VSA shall be responsible for its own budget.

 

ARTICLE IX - SCHOLARSHIPS

GWC VSA provides scholarships to members that have proved their leadership skills and commitment to GWC VSA by participating in social events, general meetings as well as donating monthly objects to the Student Activities Office. Point sheets are given to members for them to keep track of what events they have participated in. At the end of each month, the points sheets are collected and the person or people that get most points are awarded at the end of the year banquet of a scholarship that varies in amount of money.

 

ARTICLE X - AMENDMENTS

 

Section A: Amendment proposals

Amendments to this constitution must be submitted in writing to GWC VSA E-board. Each proposal may be accepted for consideration by a majority vote of GWC VSA Staff.

Section B: Amendment vote

Any amendment or revision to become part of this constitution requires the approval of a majority of GWC VSA staff.

 

GOLDEN WEST COLLEGE VIETNAMESE STUDENT ASSOCIATION BYLAWS

 

ARTICLE I - QUALIFICATIONS

 

In order to qualify for an elected office, the individual must have at least attended two prior meetings to the voting date, abide by an oath to fulfill their duties if elected, attend no less 3/4 of the general meetings, and attend no less than 1/2 of the GWC VSA community events. Any exceptions must become aware and validated by all GWC VSA cabinet members in a separate meeting.

 

ARTICLE II - DUTIES OF THE ELECTED OFFICIALS

 

Section A: Office of the President

• Be the chief executive administrative officer of GWC VSA.

• Stay connected with the advisors, officers, and members in the club.

• Ensure that all GWC VSA officers perform the duties of their respective offices.

• Delegate responsibilities to maintain stability of VSA.

• Act as the spokesperson and primary person of contact for VSA.

• Prepare the agenda for meetings.

• Call meetings, both general and executive, to order and dismiss them.

• Oversee the intern process.

• Maintains veto power in all general decisions.

• Organize elections, and tally votes.

• Oversee activity planning and keep an updated event log.

• Responsible for being at every staff meetings, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

• Responsible for being at every club meeting and club event. If absent, he/she must notify the executive board within 3 days.

• Attend any necessary UVSA Meetings.

Section B: Office of the Internal Vice-President

• Attend all ICC (Inter-Club Council) meetings and represent GWC VSA at GWC

• Shall assume all duties of the President, if President were to resign.

• Substitute for President at meetings, when President is absent.

• Stay connected with the advisors, officers, and members in the club.

• Aid the President in preparing the agenda for meetings.

• Assist the President in the performance of VSA duties as may be requested by the President.

• Oversee activity planning.

• Be in charge of the weekly 5 minutes “Culture Corner” word session.

• Maintain interns contact information/records.

• Shall notify members of meetings unless otherwise specified.

• Responsible for being at every staff meeting, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

• Responsible for being at every club meeting and club events. If absent, he/she must notify the executive board within 3 days.

• Attend any necessary UVSA Meetings.

Section C: Office of the External Vice-President/ICC

• Attend all ICC (Intercollegiate Council) meetings and represent GWC VSA at UVSA.

• Must act as a messenger and report back information to the club from UVSA.

• Stay connected with the advisors, officers, and members in the club and other union schools.

• Assist the President in the performance of GWC VSA duties as may be requested by the President.

• Responsible for being at every club meeting and club events. If absent, he/she must notify the executive board within 3 days.

• Responsible for being at every staff meeting, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

• Responsible for representing GWC VSA at most of the other union school events. If absent, he/she must notify the executive board within 3 days.

• Attend any necessary UVSA Meetings, when appointed by the President.

Section D: Office of the Treasurer

• Be the chief financial officer of GWC VSA.

• Stay connected with the advisors, officers, and members in the club.

• Shall oversee all GWC VSA funds and the collection and disbursement thereof.

• Maintain adequate and correct accounts of the transactions of GWC VSA.

• Take care of all expenditure/reimbursement and purchase order forms.

• All requests for GWC VSA money must be overseen by the Treasurer, the President, and the Advisors.

• Will be the main contact person for fundraisers and cashbox.

• Present financial update at meetings or when requested.

• Obtain a monthly statement from Fiscal Services Office.

• Keep an updated accumulated funds breakdown log.

• Assist the President in the performance of VSA duties as may be requested by the President.

• Responsible for being at every staff meeting, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

• Responsible for being at every club meeting and club events. If absent, he/she must notify the executive board within 3 days.

• Attend any necessary UVSA Meetings, when appointed by the President.

Section E: Office of the Secretary

• Be the chief reporter of GWC VSA.

• Stay connected with the advisors, officers, and members in the club.

• In charge of writing down and keeping track of accurate weekly meeting minutes.

• In charge of sending meeting minutes to officers and advisor(s) after every meeting.

• In charge of printing out meeting agendas and minutes for every officer and advisor(s).

• Keeps track of meeting sign in sheets.

• Maintain member contact information/records.

• Assist the President in the performance of VSA duties as may be requested by the President.

• Assist the Internal Vice-President in the performance of VSA duties as may be requested by the Internal Vice-President.

• Responsible for being at every staff meeting, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

• Responsible for being at every club meeting and club events. If absent, he/she must notify the executive board within 3 days.

• Attend any necessary UVSA meetings, when appointed by the President.

Section F: Office of the Social Affair Coordinator

• Plan social events for GWC VSA.

• Construct a thorough and detailed plan of all social events.

• Communicate all the social events details to E-Board, advisors, and members.

• Keep constant contact with the E-Board, advisors, and members.

• The President has the authority to approve or disapprove the decisions made by the SAC.

• Come up with different activities for each general meeting, with a minimum of 3 activities, unless otherwise noted by the President.

• Responsible for being at every staff meeting, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

• Responsible for being at every club meeting and club event. If absent, he/she must notify the executive board within 3 days.

Section G: Office of the Culture Night Director

• Shall oversee the process of writing or obtaining the script.

• Be responsible for appointing subcommittee positions as he/she see fit.

• Be responsible for estimating a budget with the Treasurer for culture night.

• Be responsible for updating GWC VSA E-board weekly with culture night updates.

• Be responsible for all aspects of culture night.

• Responsible for being at every staff meeting, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

• Responsible for being at every club meeting and club event. If absent, he/she must notify the executive board within 3 days.

Section H: Office of the Modern Dance Coordinator

• Responsible for choreographing dances for Vietnamese Culture Night.

• Responsible for choreographing dances when requested for GWC VSA events and other union schools events.

• Responsible for finding a location and a time for practice.

• Shall oversee all modern dance practices.

• Shall find songs for the choreographies of dances.

• Songs and choreographies shall be approved by the President, or VCN Director if necessary.

• Responsible for being at every staff meeting, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

• Responsible for being at every club meeting and club event. If absent, he/she must notify the executive board within 3 days.

Section I: Office of the Traditional Dance Coordinator

• Responsible for choreographing dance routines for Vietnamese Culture Night.

• Responsible for choreographing dance routines when requested for GWC VSA events and, other union schools events.

• Responsible for finding a location and a time for practice.

• Shall oversee all traditional dance practices.

• Shall find songs for the choreographies of dances.

• Songs and choreographies shall be approved by the President, or VCN Director if necessary.

• Responsible for being at every staff meeting, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

• Responsible for being at every club meeting and club event. If absent, he/she must notify the executive board within 3 days.

Section J: Office of the IT/Media Technician

• Responsible for making, editing, and completing PowerPoints for weekly general meetings.

• Responsible for making flyers and PowerPoints for GWC VSA events if necessary.

• Responsible for managing the GWC VSA Website, which includes event updates, pictures, and forms.

• Responsible for being at every staff meeting, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

• Responsible for being at every club meeting and club event. If absent, he/she must notify the executive board within 3 days.

Section K: Office of the Historian

• Take pictures and records of general meeting, events, and projects.

• Upload pictures onto social network.

• Compile a scrapbook and slideshow for the End of the Year Banquet.

• Responsible for being at every staff meeting, on campus as well as online. If absent, he/she must notify the executive board within 3 days.

Responsible for being at every club meeting and club event. If absent, he/she must notify the executive board within 3 days.

 

ARTICLE III - ESTABLISHMENT OF NEW OFFICES

 

The establishment of any permanent office (position) on the GWC VSA E-Board requires a small presentation for the justification of such an addition and approval from two-thirds (2/3) of the GWC VSA E-Board.

 

ARTICLE IV - AMENDMENTS

 

Amendments to bylaws must be submitted in writing during a GWC VSA staff meeting. Each proposal may be accepted for consideration by a simple majority vote of the Cabinet.

Golden West College Vietnamese Student Association © 2013