Haitian Student Association
Montclair State University
Revised Spring 2008
ARTICLE I: NAME & PURPOSE
SECTION I: NAME
This organization shall be known as the Haitian Student Association (HSA), a Class I Organization of the Student Government Association of Montclair State University, Incorporated.
SECTION II: PURPOSE
The purpose of this organization is to promote the awareness, respect and better understanding of Haitian history, culture and traditions via social & cultural programs, designed to further educate the campus community, and to help foster an atmosphere of cultural acceptance and diversity at Montclair State University.
ARTICLE II: MEMBERSHIP
SECTION I: ELIGIBILITY
Membership is open to all fee-paying undergraduate members of the Student Government Association, Inc.
SECTION II: MEMBERS IN GOOD STANDING/VOTING MEMBERS
Those who attend a minimum of three (3) consecutive general membership meetings in a single semester OR those who have provided a minimum of four (4) hours to the organization as service time will be entitled to voting privileges thereafter, and may herein be referred to as the voting membership.
ARTICLE III: ADVISOR
A faculty/administrative advisor must be appointed by the President and approved by two-thirds (2/3) of the voting membership present. The advisor shall serve in an advisory capacity only and must be an ex-officio member. The organization may have more than one (1) advisor.
ARTICLE IV: MEETINGS
SECTION I: GENERAL MEETING TIMES
At the first meeting of each semester, the Executive Board shall set forth a day and time for general membership meetings, which must be adhered to throughout the semester.
SECTION II: EMERGENCY MEETINGS
The President or Vice President may call emergency meetings. Voting members may call for an emergency meeting by two-thirds (2/3) of the voting members signing a petition, which is submitted to the President or Vice President.
SECTION III: QUORUM
Quorum is the minimum of fifty (50) percent plus one (1) of the voting membership required to be present in order to call a meeting to order where business will be legally transacted.
SECTION IV: EXECUTIVE BOARD MEETINGS
The Executive Board shall meet once (1) a week to coordinate and discuss the organization’s activities.
SECTION V: TRANSITIONAL MEETINGS
Transitional meetings shall be held after the election of the new Executive Board, with the outgoing Executive Board where all organizational materials will be transferred.
ARTICLE V: EXECUTIVE BOARD
SECTION I: THE EXECUTIVE BOARD
The organization shall be administered by an Executive Board, herein also referred to as the voting board, which shall consist of the President, Vice President, Treasurer, Secretary, Public Relations Officer, and Historian.
SECTION II: DUTIES AND RESPONSIBILITIES OF THE PRESIDENT
The President of the organization shall have the following duties:
a. Ensure that the organization acts in accordance with all current SGA Policies, Procedures and Sanctions
b. Preside over all Executive Board meetings
c. Set forth a day and time for Executive Board meetings
d. Determine, along with the other members of the Executive Board, what the business shall consist of
e. Be the official host of the organization
f. Co-sign all financial documents with the Treasurer
g. Handle administrative paperwork such as potluck and scheduling with Student Activities
h. Make sure that deadlines are met in a timely manner
i. Delegate workload among the Executive Board
j. Attend the SGA Leadership Conference
k. Vote only in the case of a tie at the Executive Board meetings and anytime at the general membership meetings
SECTION III: DUTIES AND RESPONSIBILITIES OF THE VICE PRESIDENT
The Vice President of the organization shall have the following duties:
a. Act as an assistant to the President
b. Fulfill the duties of the President in his/her absence
c. Preside over all general membership meetings
d. Oversee the functioning of all committees
e. Communicate with other SGA organizations
f. Vote at anytime with the voting board and only in the case of a tie at the general membership meetings, excluding elections
g. Act in accordance with all current SGA Policies, Procedures and Sanctions
SECTION IV: DUTIES AND RESPONSIBILITIES OF THE TREASURER
The Treasurer of the organization shall have the following duties:
a. Assume all duties of the President and Vice President in their absence during a meeting or event
b. Manage the accounts of the organization and co-sign all financial documents with the President
c. Act in accordance with all current SGA Policies, Procedures and Sanctions
d. Prepare monthly and annual financial reports and present to the organization
e. Raise funds for the organization
f. Chair the Fundraising Committee
g. Correspond with the SGA Accountant on behalf of the organization
h. Attend the SGA Leadership Conference
i. Vote at any time with the voting board
SECTION V: DUTIES AND RESPONSIBILITIES OF THE SECRETARY
The Secretary of the organization shall have the following duties:
a. Submit a copy of the minutes weekly to the Executive Secretary of the SGA
b. Keep accurate record of both Executive Board meetings and general membership meetings
c. Maintain complete record of all correspondences
d. Act in accordance with all current SGA Policies, Procedures and Sanctions
e. Keep an updated record of membership attendance and general information
f. Check the organization mailbox regularly
g. Keep both the Executive Board and general membership up-to-date with the activities on campus
h. Vote at any time with the voting board
SECTION VI: DUTIES AND RESPONSIBILITIES OF THE PUBLIC RELATIONS OFFICER
The Public Relations Officer of the organization shall have the following duties:
a. Generate and distribute flyers
b. Follow all posting policies of the SGA and Montclair State University
c. Recruit new members
d. Recruit a webmaster for the maintenance of the organization website
e. Chair the Publicity Committee
f. Vote at any time with the voting board
g. Act in accordance with all current SGA Policies, Procedures and Sanctions
h. Minimum of 1 Public Relation Officer allowed per term, with a maximum of 2 Public Relation Officers per term.
SECTION VII: DUTIES AND RESPONSIBILITIES OF THE HISTORIAN
The Historian of the organization shall have the following duties:
- Keep an accurate record of the organization’s alumni and their information
- Facilitate interactions between the organization and its alumni
- Make sure that an accurate record of the organization’s history is kept, including corresponding with La Campana and organizing the organization’s pictures
- Research and provide historical and background information on both HSA and Haiti whenever necessary
- Coordinate the maintenance of the organization office, along with the other members of the Executive Board
- Prepare a brief portfolio of the organization’s activities for each semester of his/her term and present to the organization
- Chair the Education committee
- Act in accordance with all current SGA Policies, Procedures and Sanctions
- Vote at any time with the voting board
SECTION VIII: TRAINING
All officers are responsible for the training of their successors.
SECTION IX: TERM OF OFFICE
The term of office of all officers shall be from May 1st to April 30th.
ARTICLE VI: ELECTIONS
SECTION I: ELIGIBILITY
Anyone wishing to run for any Executive Board position must have been a voting member of the organization for one (1) complete semester, and must currently be an undergraduate member in good academic standing with Montclair State University.
SECTION II: PROCEDURES
a. Nominations for Executive officers shall be taken at the 1st meeting of the month of April. Nominations may be made by any member of the voting board.
b. The election shall be conducted at the 2nd meeting of the month of April.
c. Voting shall be conducted by secret ballot.
d. Tabulation of the votes shall be done by two or more members in good standing with at least one (1) advisor present.
- A majority of the votes cast is required to win.
- The SGA Attorney General or delegate must be present for election procedures.
SECTION III: VACANCIES
a. In the event 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 is vacated, the President shall appoint a replacement for the remainder of the term with the advice and consent of two-thirds (2/3) of the voting membership via secret ballot.
ARTICLE VII: COMMITTEES
SECTION I: STANDING COMMITTEES
a. The Publicity Committee shall be responsible for the design and distribution of publicity in all its forms throughout the year and for recruiting new members into the organization.
b. The Fundraising Committee shall be responsible for the development and coordination of all fundraising activities.
c. The Service Committee shall be responsible for planning and organizing community service activities throughout the community.
d. The Education Committee shall be responsible for providing the cultural history of the organization.
e. The Chairperson of the standing committees shall be appointed by the President with the advice and consent of the voting membership.
SECTION II: 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 III: MEMBERSHIP
All members in good standing shall serve on at least one (1) committee.
ARTICLE VIII: REMOVAL OF PRIVILEGES
SECTION I: LOSS OF VOTING RIGHTS
A member may lose his/her voting rights with the following justifications:
a. The member has accumulated three (3) unexcused absences from committee or general membership meetings.
b. The member fails to maintain in good faith the requirements necessary to become and remain a voting member or to carry out in good faith the purposes of this organization.
SECTION II: 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 two (2) weeks to prepare a defense.
c. A two-thirds (2/3) vote of the voting membership present shall be required to remove the officer.
d. The SGA Attorney General, Chief Justice or an Associate Justice must be present at any impeachment proceedings.
SECTION III: APPEALS/REINSTATEMENTS
Any action taken under the auspices of this article may be appealed within two (2) weeks. A three-fourths (3/4) vote of the voting membership present shall be required to reinstate the member or officer. Reinstatement of voting rights may also be reestablished by following the guidelines set forth in ARTICLE II: MEMBERSHIP.
ARTICLE IX: AMENDMENTS
SECTION I: INTRODUCTION OF AMENDMENTS
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 (1) meeting prior to voting.
SECTION II: PASSAGE
A two-thirds (2/3) vote of the voting membership present shall be required for an amendment to pass.
SECTION III: FINAL APPROVAL
Final approval by the Student Government Association, Inc. of Montclair State University is necessary before any amendments go into effect.
ARTICLE X: PARLIAMENTARY PROCEDURE
Robert’s Rules of Order shall govern all procedural matters not governed by this Constitution.
ARTICLE XI: CHAPTER MEMBERSHIP
SECTION I: ELIGIBILITY
All members of this organization shall be eligible to be members of the New Jersey Haitian Student Association (NJHSA), a broad-based, non-profit, statewide organization dedicated to the empowerment of Haitian students throughout the New Jersey community.
SECTION II: MEMBERSHIP REQUIREMENTS
a. In order for the organization to be a member of the New Jersey Haitian Student Association, the organization must select at least one (1) representative to attend the general membership meetings of the New Jersey Haitian Student Association. Only members in good standing are eligible to become representatives.
b. In order for a member of this organization to become a voting member of the New Jersey Haitian Student Association, s/he must attend at least three (3) consecutive general membership meetings of the New Jersey Haitian Student Association.
c. All other membership requirements shall be determined by the Constitution of the New Jersey Haitian Student Association.
d. Participation of this organization in the activities of the New Jersey Haitian Student Association shall be determined by the voting board.
SECTION III: CONSTITUTIONAL PRIORITY CLAUSE
a. All criteria not strictly listed in ARTICLE XI: CHAPTER MEMBERSHIP, relating to the organization’s participation or any of its members’ participation in the New Jersey Haitian Student Association shall be superseded by this document.
b. In the event of any conflict of any kind between this organization and the New Jersey Haitian Student Association, this organization’s Constitution shall supersede the New Jersey Haitian Student Association’s Constitution.
ARTICLE XII: DELEGATION OF POWERS
All powers not expressed in this document are hereby delegated to the Student Government Association of Montclair State University, Inc.
ARTICLE XIII: ADVERTISING CLAUSE
This organization shall use only its full-chartered name or a recognizable abbreviation in all of its advertising for meetings and events. All advertising shall state: “HSA is a Class I Organization of the SGA”. All advertising must follow current SGA and MSU posting policies.
ARTICLE XIV: HAZING CLAUSE
The Haitian Student Association shall not permit its members to engage in any form of harassment or physical or mental brutality of any prospective member or anyone else in the organization. Any person found in violation of this clause shall be immediately removed from this organization and the Dean of Students shall be notified of this violation of the law. The Haitian Student Association will act in accordance with Montclair State University Hazing Policies.
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