CONSTITUTION
SRI
LANKAN STUDENT ASSOCIATION AT NDSU
ARTICLE -1 – NAME AND PURPOSE
Section
1 – Name of the organization
The name of the organization is ‘Sri Lankan
Student Association’ (SLSA) at North Dakota State University.
Section
2 – Purpose of the organization
·
To welcome and
assist incoming new Sri Lankan students to the North Dakota State University
(NDSU) community during their transition period.
·
To organize
cultural and social events at the NDSU in the context of Sri Lankan tradition.
·
To encourage
its members to make friendship and goodwill among the NDSU community.
·
To provide its
members opportunity for professional growth through leadership.
Section
3 – Type of the organization
Sri Lankan Student Association is a
non-profit, socio-cultural organization and abides by the applicable rules and
regulations at the NDSU pertaining to student organizations.
ARTICLE -2 - MEMBERSHIP
Section
1 – Non-Discrimination Statement
SLSA is fully committed to equal opportunity
in cultural and social programs and activities in compliance with all
applicable federal and state laws, and including appropriate affirmative
efforts, for all individuals without regard to race, color, national origin,
religion, sex, disability, age, Vietnam Era Veterans status or sexual orientation.
Section
2 – Requirement for membership
·
Membership is
open to all full time and part time students who are registered at NDSU, faculty
and staff who are serving the NDSU. However, voting shall be limited to members
who have paid current membership dues at the time of voting.
·
Membership fee
is decided by the executive committee of the organization.
Section
3- Removal of members
Grounds for removal of members include:
·
A violation of
University policies
·
Abuse of SLSA
Listserv
The
process of removal is:
(1)
A petition
containing 40% signatures of the voting members stating the grounds for removal
presented to the president. On receipt of such petition, the president or
secretary shall inform the member concern, in writing (letter or e mail),
within 24 hours. That communication needs to include the full text of the
petition without the signatures.
(2)
President shall
call a special general meeting not less than 2 weeks but not more than 3 weeks
from the date of petition. At this meeting member in question shall be provided
an opportunity to present a defense either in person or in writing.
(3)
At the next
immediate business meeting, a 2/3 majority of secret vote shall decide the
removal of the member concern.
Section
4 - Appeal of removal of members
Members may appeal their removal decision.
The process of appeal is:
(1)
Members may
appeal their removal by a written appeal to the president submitted not later
than two weeks after the decision.
(2)
On the receipt
of the appeal, the president should
call a special general
meeting not less than one week but not more
than 2 weeks from the date of appeal and communicate the full text of appeal to
the members.
(3)
At the next
immediate business meeting, a 2/3 majority of secret vote shall decide the
removal of the member concern.
ARTICLE -3 – ELECTED OFFICERS
Section
1- Requirement for the elected officers
The officers of the Sri Lankan Student
Association shall be Sri Lankan citizens who are registered at the NDSU.
Section
2- The executive committee
The executive committee of the Sri Lankan
Student Association will be:
A. President
B. Vice President
C. Secretary
D. Treasurer
E. CSO Representative
F. Public Relations Officer
G. Web Master, and
H. Five committee members
Section
3- Elections
·
The officers
and the advisor of the organization shall be elected for a term of one academic
year.
·
Any office
bearer may resign from their position at any given time, however, must submit a
formal resignation letter, which needs to be accepted by both the faculty
advisor and the executive committee.
·
No Executive
committee member may hold office for more than two consecutive years in the
same position.
·
Elections will
be held in the last week of August or as decided by the executive committee.
·
Election to
office will be by simple majority of secret vote of the members present.
Section 4- Duties of elected officials
A.
The duties of the President shall be
1. To preside at all meetings of the
organization
2. To call special meetings when necessary
3. To perform all duties as specified in the
by laws
4. To attend annual budget meetings with
Treasurer
5. To have an agenda planned for every
business meeting
B.
The duties of the Vice President shall be
1. Assume the duties of the President in the
events of vacancy or
absence
of the president.
2. Provide assistance to the President when
necessary.
C.
The duties of the Secretary shall be
1. Secretary shall be responsible for taking
minutes during
meetings,
preparing announcements of meetings and other
activities,
and preparing newsletters.
2. To notify members of all meetings.
D.
The duties of the Treasurer shall be
1. To keep all financial records of the
organization.
2. To prepare annual budget and budget
request for funds.
3. To prepare an accurate financial report
to the organization.
4. To attend annual budget meeting.
5. Assume the duties of the Secretary in the
events of vacancy or
absence
of the secretary.
F.
The Duties of the CSO representative shall be
1. To attend all scheduled CSO meetings.
2. Inform all the matters discussed in the
CSO meeting to the
members of the organization.
G.
The duties of the Public Relation Office shall be
1. Promoting the name of the organization,
communicating its
interests
and goals within the organization and outside..
H.
The Duties of the web master shall be
1. Overall responsibility for designing,
maintaining and updating
the SLSA website regularly.
2. Storing all major corresponding files in the
electronic form,
preferably PDF or as scanned images. They should be handed
over
to the succeeding secretary.
J.
The Duties of the committee members shall be
1. Organizing and taking care of up coming
events.
Section
4 - Vacancies in offices
Vacancies of all offices, except the
President (which shall be filled by the Vice President) shall be filled by an
election at the next meeting.
Section
5- Removal of officers
Removal of officers will occur if there is:
(1)
A violation of
the University Policy and/or
(2)
A failure to
perform duties in this constitution.
Section
6- The process of removal is:
(1)
A petition
containing 40% signatures of the voting members stating the grounds for removal
presented to one of the other officers. On receipt of such petition, the
president/secretary shall inform the officer, in writing (letter or e mail),
within 24 hours. That communication needs to include the full text of the
petition without the signatures.
(2)
President /secretary
should call a special general meeting not less than 2 weeks but not more than 3
weeks from the date of petition. In this meeting officer in question shall be
provided an opportunity to present a defense either in person or in writing.
(3)
At the
immediate next business meeting, a 2/3 majority of secret vote shall decide the
removal of the member concern.
Section
7 - Appeal of removal of officers
Members may appeal their removal decision.
The process of appeal is:
(1) Officers may appeal their removal decision
by a written appeal to the
President/secretary,
not later than two weeks from the date of decision.
(2) On the receipt of the appeal, the President
or Secretary should call a
special
general meeting not less than 1 weeks but not more than 2
weeks
from the date of appeal and communicate the full text of appeal
to
the members.
(3) At the immediate next business meeting,
a 2/3 majority of secret vote
shall decide the removal of the officer
concerned.
Section
8 - Changes in officers’ address
All changes in officers’ of mailing
addresses shall be submitted to the CSO, and Student Government Office, within
two weeks of such change.
ARTICLE -4- ADVISOR
Section
1- Advisor Selection
(1) The Advisor of the Sri Lanka Student
Association must be a member of
the NDSU faculty or staff
(2)
The advisor
shall be elected by a simple majority vote each year at the time of the regular
organization elections.
Section
2- Role of the Advisor
(1) The Advisor shall serve as a
resource or consultant to the organization.
(2) The Advisor shall assist the officers
and the members in accomplishing
the purposes of this organization.
ARTICLE-5- MEETINGS
Section
1- Meeting schedule
(1) Business meetings shall be twice a month,
on the first and the
third
Saturday of at 8.30 pm.
(2) Non-business meetings for the purposes
of instructional, cultural,
recreational and other activities shall be notified
to all members one
week in advance.
Section
2- Special meetings
Special meetings may be called by the
President as he/she deems necessary or as represented by majority vote of the
membership at any meeting.
Section
3- Quorum
(1) A quorum for transacting business shall
be 50% of the voting members
present
at any meeting.
(2) Quorum is not required to hold
non-business meetings.
Section
4- Communication
All business communication among the members
shall be done through SLSA Listserv by the President/Secretary.
ARTICLE - 6 - COMMITTEES
Section
1-Special committees
The President will have the authority to
establish any special committees that meet the interests of the organization.
ARTICLE -7- FINANCAL STRUCTURE
Section
1- University Account
(1) All appropriated funds must be expected
and requisitioned in
accordance
with the Finance Commission Guidelines.
(2) All unappropriated funds must be
maintained in an account at a
financial institution approved by a majority
of the members of the
organization.
Section
2- Financial Responsibility
(1) Membership dues will be collected by the
Treasurer.
(2) Deposits will be made to the account by
the Treasurer within one week
of receipt of funds.
(3) Any money spent over $10 shall be
approved by a simple majority vote
of the voting membership.
Section
3- Fiscal Planning Responsibilities
(1) The
Treasurer will be responsible for obtaining a current copy of the
Finance Commission Guidelines and preparing budget requests.
(2) The Treasurer will maintain a file of
annual budget requests and
approved budgets. This file will
remain with the organization to
provide continuity from one
administration to the next.
ARTICLE -8- AMENDMENTS/BYLAWS
Section
1- Changing the Constitution
(1) All activities will be governed by the University.
(2) Amendments to the constitution and
bylaws shall be approved by 2/3
majority vote at any business meeting and come
into effect
immediately.
(3) Constitution revisions must be made
every three years and
submitted to the CSO.
