The Caribbean Students Organization Constitution

Revised Spring 2008

Article I: NAME AND PURPOSE
           
Section One: Name

This organization shall be known as the “Caribbean Students Organization”, abbreviated “CaribSO”, a class One organization of the Student Government Association of Montclair State University Incorporated.
           

Section Two: Purpose

The purpose of this organization is to expand the awareness of the Caribbean world and political situation and to educate students on Caribbean history and culture. CaribSO shall be committed to organizing student activities to enhance the leadership capabilities of the academic and social standing of all participating students.

Article II: MEMBERSHIP

Section One: Eligibility
Membership is open to all fee-paying undergraduate and graduate members of the Student Government Association, Inc.


Section Two: Members in Good Standing/ Voting Members
 Members who attend a minimum of three consecutive general membership meetings in a single semester, who provide five to ten hours of service to CaribSO, will be entitled to voting privileges after completing the listed requirements.

Section Three: Special Membership/Honorary Membership
 Honorary Membership may be conferred upon individuals who do not meet the eligibility standards of the organization but do remain active with the organization.
 

Article III: ADVISOR


 A faculty advisor for the Caribbean Student Organization must be appointed by the President and approved by 2/3 of the voting membership present. The advisor shall serve in an advisory capacity only.
 

Article IV: MEETINGS


 Section One: Meeting Time
At the first meeting each semester, the membership shall set forth a day and time for general membership meetings, which must be adhered to throughout the semester.


 Section Two: Emergency Meetings
 Emergency meetings may be called by the President or Vice President. Voting members may call for an emergency meeting by 2/3 of the voting members signing a petition, which is submitted to the President or Vice President.


Section Three: Quorum
 Quorum is the minimum of fifty percent plus one of the voting membership required to be present in order to call a meeting to order where business will be legally transacted.


 Section Four: Transitional Meetings
 Transitional meetings shall be held after the election of the new Executive Board, with the outgoing Executive Board, where all organization materials will be transferred.

 Article V: EXECUTIVE BOARD


 Section One:  The Executive Board
 The organization shall be administered by an Executive Board, which shall consist of the President, Vice President, Secretary, Treasurer, Event Coordinator and Public Relations. The organization shall be administered by an Executive Board that will serve as a line of communication between the organization and Student Government Association of Montclair State University Incorporated.

Section Two:  The Duties of the President    

a) Ensure that the organization operates in accordance with current SGA Policies, Procedures, & Sanctions.
b) Sign all contracts, agreements and legal documents authorized by the board and in accordance to University Policies and Procedures.
c) Preside over all meetings.
d) Shall vote only in the case of a tie breaker, excluding elections.
e) Be the official host of the organization.
f) Co-sign financial documents with the Treasurer.
g) Carry out such duties as usually pertaining to the office of the President and serving as ex-officio on all committees.
h)  To form and create committees for special functions and projects.
i)  To attend all the scheduled Class One meetings.
j) The officer will pursue ways of increasing the visibility of CaribSO on Campus
k) To run the general meetings
l) Attend the SGA Leadership Conference

Section Three: The Duties of the Vice President

a) Oversee the functioning of all committees.
b) Fulfill the duties of the President in his/her absence.
c) Shall have one vote.
d) Must act in accordance with all current SGA Policies, Procedures, & Sanctions.
e) Be responsible for posting the organization events.
f) Preside over all meetings
g) Shall oversee the budgetary expenses of each event with the Treasurer.
h) To run the general meetings
i) The officer will pursue ways of increasing the visibility of CaribSO on Campus

Section Four: The Duties of the Secretary
a) Must act in accordance with all current SGA Policies, Procedures, & Sanctions.
b) Maintain complete records of all correspondence.
c) Shall provide up-to-date organization information to the S.G.A.
d) Shall have one vote.
e) The officer will pursue ways of increasing the visibility of CaribSO on campus
f) To maintain updated membership database and contact information of members at all times.
g) To organize the publication and announcement of all meetings.
h)  Shall submit minutes and attendance of each general meeting and executive board meetings to the SGA Executive Secretary.
i)  Shall keep a record of all the publications that come out and/or are regarding the organization.


Section Five: The Duties of the Treasurer
a) Manage the accounts of the organization and co-sign financial documents with the President
b) Shall have one vote.
c) Shall participate in all activities with require contract with outside entities.
d) Must act in accordance with all current SGA Policies, Procedures, & Sanctions.
e) The officer will pursue ways of increasing the visibility of the CaribSO on Campus
f)  Shall meet with the SGA Bookkeeper once per month and provide books.
g)  Shall keep up-to-date records of all expenses of the organization
h) Required to brief the executive board of its financial status at the end of every month.
i)  To ensure the flow of corresponding funds into the appropriate budget lines.
j)  To provide relative financial information to the committees for planning purposes.
k) Shall attend the SGA Leadership Conference.
l)  To supervise the financial affairs of the organization.


Section Six: The Duties of the Event Coordinator
a) Be responsible for posting the organization events.
b) Shall have one vote.
c) Shall participate in all activities with require contract with outside entities.
d) Must act in accordance with all current SGA Policies, Procedures, & Sanctions.
e) The officer will pursue ways of increasing the visibility of the CaribSO on Campus
f) Keep in close contact with all organization on campus.
g) Filling paperwork for past and upcoming events.
h) Processing paperwork for reserve spaces on campus for holding events
i) Keep in close contact with CSI and programming personnel of SGA on campus


Section Seven: The Duties of the Public Relations
a) Be responsible for posting the organization events.
b) Shall have one vote.
c) Shall participate in all activities with require contract with outside entities.
d) Must act in accordance with all current SGA Policies, Procedures, & Sanctions.
e) The officer will pursue ways of increasing the visibility of the CaribSO on Campus
f) Keep in close contact with all organization on campus.
g) Shall be responsible for posting and handing out flyers regarding the organizations events


Section Eight: Executive Board Meetings
 a) The Executive Board shall meet four times per month to coordinate and discuss the organization’s activities.
b) The Executive Board shall meet at least three (3) times during the summer to thoroughly plan for the Fall semester.

Section Nine: Training
All officers shall be responsible for the training of their successors.

Section Ten: Term of Office
The term of office for all officers shall be from June 1st to May 31st

Article VI:  ELECTIONS

Section One: Eligibility
Any member wishing to run for an Executive Board position must have been a member in good standing of the Caribbean Students Organization.  Applications should be submitted by the third week of April.  The member should be an active member and serve in 2/3 activities of the club in a single semester.  The member must be an undergraduate member in good academic standing with Montclair State University.


Section Two: Procedures
a)  Nominations for executive offices shall be taken at the first meeting in the month of April.  Nominations may be made by any member in good standing.
b) The election for the positions for the following year shall be conducted at the third meeting of April.
c) Voting shall be conducted by secret ballot.
d) Tabulation of votes shall be done by two or more mutually agreed upon members in good standing with the advisor present.
e) A plurality of the votes cast is required to win.


Section Three: Vacancies
a) In the event, that the office of the President is vacated, the Vice President shall complete the term, and a new Vice President shall be elected.
b) In the event, that any other office shall be vacated, nominations shall be held at the next meeting with the election to occur at the following regular meeting. All appropriate procedures governing elections shall be followed; however the dates aforementioned do not apply to emergency elections. The replacement officer shall serve the remainder of the term.

Article VII:  COMMITTEES


Section One:  Ad hoc Committees
Ad hoc committees may be formed by the President with the advice and consent of the voting membership. The chairperson shall be appointed by the President with the advice and consent of the voting membership.


Section Two: Membership
All members in good standing shall serve on at least one committee.

Article VIII:    REMOVAL OF PRIVILEGES

Section One: Loss of Voting Rights
A member may lose his/her voting right with the following justifications:
a) The member has accumulated four unexcused absences from committee or general membership meetings.
b) The member fails to maintain in good faith the requirements necessary to carry out the purposes of this organization.


Section Two:  Loss of Office
An officer may be removed from office by acting in contradiction to the constitution or showing irresponsibility with the organization’s functioning through his/her duties.
a) The officer may be brought up for removal by a petition signed by a majority of the general membership.
b) The accusers shall present their argument for removal at the earliest possible meeting provided the accused has been given sufficient two weeks to prepare a defense.
c) A 2/3 vote of the voting membership present shall be required to remove the officer.
d) SGA Attorney General, Chief Justice or Associate Justice must be present at any impeachment proceedings.

Section Three: Appeals/Reinstatement
Any action taken under the auspices of this article may be appealed within two weeks. A 3/4 vote of the voting membership present shall be required to reinstate the member or officer. Reinstatement of voting rights can also be reestablished by following the guidelines set forth in Article II: Membership.


Article IX:  AMENDMENTS


Section One: Introduction of Amendment
Amendments may be introduced by the President or by a petition signed by a majority of the voting members submitted to the President. The proposed amendment must be introduced at least one meeting prior to voting.


Section Two: Passage
A 2/3 vote of the voting membership present shall be required for the amendment to pass.


Section Three: Final Approval
Final approval by the Student Government Association of Montclair State University Incorporated is necessary before any amendments go into effect.


Article X: PARLIMENTARY PROCEDURE


Robert’s Rules of Order or general parliamentary procedure, shall govern all procedural matters not governed in this constitution.


Article XI: DELEGATION OF POWERS


All powers not expressed in this document are hereby delegated to the Student Government Association of Montclair State University Incorporated.


Article XII: ADVERTISING CLAUSE

This organization shall use only its full chartered name or a recognizable abbreviation in all its advertising for all meetings and events. All advertising shall state “A Class One Organization of the SGA, Inc.”. All advertising must follow current SGA & MSU posting policies.

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