Constitution

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Vietnamese Student Association of Minnesota

300 Washington Ave. SE, Suite 126 

Minneapolis, MN 55455

vsa@umn.edu

Vietnamese Student Association of Minnesota Constitution

PREAMBLE

In order to promote an understanding of the Vietnamese culture within the university communities and the community at large, to develop and execute programs to support the interests of the university student bodies, to provide opportunities for greater expression of the Vietnamese culture, and to represent Vietnamese students in Minnesota universities; the Vietnamese Student Association of Minnesota is hereby established.

ARTICLE I: NAME

The association shall be known as the Vietnamese Student Association of Minnesota, or VSAM.

ARTICLE II: PURPOSES

1. To Provide an opportunity to share the Vietnamese culture, history, and traditions.

2. To build and maintain partnerships with and within the Vietnamese community and its affiliates.

3. To lead and guide students at Minnesota universities to assimilate to college life.

ARTICLE III: MEMBERSHIP

Section 1: Requirements

Membership is open to all University of Minnesota students [with one-third (1/3) of the membership opened for all those not currently enrolled at the University of Minnesota] who have an interest in the Vietnamese culture, regardless of race, color, gender, sexual orientation, or disability. Members must register with the VSAM Secretary and must be 18 years of age or older.

Section 2: Members

There shall be two (2) categories of membership: voting and honorary members.

Voting Members

1. Voting members of VSAM shall be given the opportunity to vote in the Spring Election if they have completed the following requirements:

a.) Officially register as a VSAM member AND 

b.) Attend one-third (1/3) of the general meetings determined by the VSAM Board OR

c.) Participate in at least two (2) VSAM related events.

2. Two-thirds (2/3) of the voting members must be currently enrolled at the University of Minnesota.

Honorary members

Honorary membership(s) shall be given to prominent individual(s) and/or organization(s) who have contributed substantially to the Vietnamese student community. The VSAM Board shall serve as the nomination committee for honorary membership(s). Honorary membership(s) shall be presented formally to the recipients at a public VSAM event.  Honorary memebers do not have voting rights.

Section 3: Rights

1. Members shall reserve the right to see all documents concerning the treasury.

2. Members shall reserve the right to propose amendments to the Constitution by following Article V, Section 2.

3. Members shall reserve the right to propose and participate in VSAM related activities and be given priority consideration over non-members.

4. If a member is not satisfied with a particular decision made by the VSAM Board members, he/she may propose an alternative to the solution and summon for a vote at a general meeting as described in Article VI, Section 1.

ARTICLE IV: VSAM BOARD MEMBERS

The term of office for any VSAM Board member shall begin the beginning of June for twelve (12) months and a three (3) month mandatory advisory period, subjected to such removal procedures as are herein specified. The old and new VSAM Board members will be given an opportunity to work and learn from each other during the summer overlap. VSAM Board members are expected to attend all board meetings, general meetings , and contribute to VSAM’s events.

Section 1: VSAM Board Member Integrity

1. VSAM Board members shall not use VSAM money and/or property for his/her own personal benefit.

2. VSAM Board members shall support other board members outside their primary area of responsibilities.

3. VSAM Board members shall consult the board immediately if he/she is unsure about one’s role or designated task.

Section 2: VSAM Board members’ Duties

The duties listed are the primary areas of responsibilities only; they are not exclusive to any position. All board members are expected to serve outside their primary areas when others are unable to serve.

1. President

   1. The President shall ensure the organization operates in conformity with the principles set forth in this Constitution.

   2. The President shall preside over general meetings and board meetings.

   3. The President shall delegate tasks and responsibilities.

   4. The President shall set goals and agendas for the board members and for the organization.

   5. The President shall serve as the official spokesperson for VSAM.

   6. The President shall ensure that activities and operations achieve the mission, goals, and objectives of VSAM.

   7. The President shall promote communication and coordination among VSAM Board members and its members.

   8. The President shall have the right to break ties in administrative decisions.

2. Vice President

   1. The Vice-President shall assist the President and assume his/her duties when the President is unable to serve.

   2. The Vice-President shall monitor and inform the VSAM Board of the progress of activities, events, programs, and plans of organizational and school events.

   3. The Vice-President shall promote internal relations among members.

3. Secretary

   1. The Secretary shall maintain records and documents of VSAM activities and programs.

   2. The Secretary shall record and prepare written minutes of the meetings.

   3. The Secretary shall update the VSAM Constitution during the summer transitional months.

   4. The Secretary shall keep records of VSAM members and be responsible for communicating to members.

   5. The Secretary shall reserve rooms for meetings and VSAM events.

   6. The Secretary shall retrieve and deliver mail.

4. Treasurer

   1. The Treasurer shall be responsible for the VSAM's financial account.

   2. The Treasurer shall monitor and report VSAM's financial statement to the board at every board meeting.

   3. The Treasurer shall process payments of VSAM's liabilities and expenses in a timely manner.

   4. The Treasurer shall safeguard all VSAM's properties and assets.

   5. The Treasurer shall monitor and report any money raised by fundraising activities.

   6. The Treasurer shall be responsible for grant writing.

5. Activities Coordinator  

   1. The Activities Coordinator shall head the Activities Committee and will be responsible for contacting its (AC committee) members and organizing committee meetings.

   2. The Activities Coordinator shall coordinate activities to promote activities that encourage interaction amongst VSAM members and align with VSAM's purposes.

   3. The Activities Coordinator is not necessarily a Tet and/or Tet Trung Thu Coordinator, otherwise appointed and/or elected, but required to assist.

6. Public Relations Officer

   1. The Public Relations Officer shall promote VSAM to prospective members.

   2. The Public Relations Officer shall serve as a liaison between VSAM and the community.  

   3. The Public Relations Officer shall promote VSAM's events.

   4. The Public Relations Officer shall maintain a positive VSAM brand and image.

   5. The Public Relations Officer and the Public Relations Committee and will be responsible for contacting its (PR committee) members and organizing committee meetings.

7. Historian

   1. The Historian shall keep a detailed record of activities and events VSAM organizes.

   2. The Historian shall create a scrapbook of the years’ events.

   3. The Historian shall write a history chapter for their term.

   4. The Historian will compile all the position portfolio during the summer transitional months.

8. Webmaster

   1. The Webmaster shall update the VSAM website in a timely manner.

   2. The Webmaster shall archive past VSAM websites.

9. Education Chair

   1. The Education Chair shall coordinate educational events regarding student life and/or the Vietnamese culture.

   2. The Education Chair shall inform members of current issues regarding the Vietnamese communities.

   3. The Education Chair shall assist the Activities Coordinator in the planning events.

10. Outreach Chair

    1. The Outreach Chair shall help assist the State Representative/represent VSAM in UVSA-Midwest.

    2. The Outreach Chair will be responsible for networking with other universities and associations.

    3. The Outreach Chair shall inform and update VSAM about other non-VSAM events.

    4. The Outreach Chair shall serve as a liaison between VSAM, ASU, the community and any other organization or group affiliated with VSAM.

    5. The Outreach Chair shall represent VSAM at the Asian-American Student Union (ASU) meetings.

    6. The Outreach Chair shall assist the Public Relations Officer in promoting events.

11. Senior Board Member

    1. The Senior Board Member are expected to assist any or all board members with their roles and tasks.

    2. The Senior Board Member should have previous experience(s) serving VSAM or be nominated by a current VSAM Board in order to run for this position.

    3. The Senior Board Member can serve as a replacement officer in the event of resignation and/or impeachment of an officer through nomination and voting.

    4. The Senior Board Member shall maintain VSAM’s compliance responsibilities and be known as the Compliance Officer:

       1. The Compliance Officer shall act as the “lawyer” of VSAM.

       2. The Compliance Officer shall advise VSAM regarding legal issues and ensure VSAM acts accordingly to the VSAM’s Constitution.

       3. The Compliance Officer shall work with SUA (Student Union Activities Office) regarding the University’s rules and regulations of student groups and USLS (University Student Legal Services) regarding legal issues.

       4. The Compliance Officer shall monitor VSAM Board members’ integrity and conduct.

ARTICLE V: COMMITTEES

Section 1: Establishing the Committees

Section 2: Types of Committees

1. Activities Committee: The Activities Committee shall propose, plan, and execute events that align with VSAM's purposes. The Activities Coordinator and th Activities Committee shall propose, plan, and execute VSAM's actvities and events with teh help of other VSAM members. 

2. Public Relations Committee: The Public Relations Committee shall create and divise methods to promote VSAM's events.
   

ARTICLE VI: VSAM BOARD MEETINGS

Section 1: General Voting Among VSAM board members

1. Most decisions will be made by the President and with mutual agreement among VSAM board members. However, if a board is not satisfied with the outcome of a decision, he/she may propose an alternative solution and summon for a vote on the issue.

2. All VSAM board members are considered members and can vote.

3. Voting must be done with [1] a secret ballot and [2] a 2/3 of the board members present, and [3] a 2/3 vote supporting the motion.

a. All numbers shall be rounded up to the nearest whole number. For example, 2/3 of 8 is 5.33, or six board members.

b. In the event that less than 2/3 of the board members are present, the President must call another board meeting within ten days. Once more, if less than 2/3 of the Board members are present, voting will be carried out regardless of attendance.

4. There shall be no absentee voting.

5. Only in cases where the circumstances are significantly altered may the President choose to have a re-vote.

Section 2: Revisions of the Constitution

1. A written proposal must be presented to all the board members.

2. A vote shall be made with [1] a secret ballot, [2] at least ¾ of the board members present, and [3] a ¾ vote supporting the motion.

a. All numbers shall be rounded up to the nearest whole number. For example, ¾ of 14 is 10.5, or 11 members.

3. In the event that less than ¾ of the board members are present, the voting shall be postponed until the next board meeting.

ARTICLE VII: GENERAL MEETINGS

Section 1: General Voting Among Members

1. If a member is not satisfied with the outcome of a decision made by the board members, he/she may propose an alternative solution and summon for a vote on the issue.

2. All board members are considered members and can vote.

3. Voting must be done with [1] a secret ballot and [2] a 2/3 vote supporting the motion.

4. There shall be no absentee voting.

5. Only in cases where the circumstances are significantly altered may the President choose to have a re-vote.

Section 2: VSAM Board Member Elections

1. Officer elections will be held once a year in the spring, with the exception of a second round election.

2. Rules for election:

a. Each member will be given one ballot listing each VSAM Board position.

b. Candidates for the positions must be a registered member of VSAM or have made significant contributions to VSAM.

c. The order for elections of each VSAM board member will be as follows:  

i. Other candidates for that position must leave for the duration of the speech and questions.

ii. Each candidate shall be given five minutes for the speech and five minutes to answer questions from members. This can be changed with a board vote.

iii. Secret ballots will be collected immediately after following all the presentations.

d. The results of the election will be announced at the end of the meeting.

e. If there are any vacant positions, then a second round of elections will be held the within two week.

ARTICLE VIII: REMOVAL OF VSAM GENERAL MEMBERS

A member in VSAM may be removed and /or withdrawn under the following circumstances:

1. Member(s) who abuse(s) or violate(s) the rights and privileges of other members.

2. Member(s) who wish(es) to withdraw his/her membership voluntarily.

3. Member(s) who substantially violat(es) local, state and/or federal law(s) while being a member.

4. Member(s) who substantially violat(es) University of Minnesota policies while being a member.

In case A, the board members of compliance responsibility shall be informed of the member’s action and ask the member to stop. Each member is therefore only allowed one chance to redeem oneself. In case 1, 2, and 3 a letter shall be written to the member by the President of the association if a resolution specifically stating the abuse, violations, or failure is passed unanimously by the board. If the President’s actions are questioned in any way, then the Compliance Officer shall write a letter to the President. The member shall have ten (10) days to petition by writing to the President of the association, submitting further information concerning her/his case for the board’s consideration. After ten (10) days, a unanimous vote of the board shall be required to remove a member.

ARTICLE IX: REMOVAL OF VSAM BOARD MEMBERS

A VSAM board member may be removed by a 2/3 vote of the voting members provided that written notice of the proposed vote and copies of the grounds for removal are distributed in such a manner so as to reach members of the association at least fourteen (14) days prior to the proposed vote.

Grounds for removal shall be limited to:

1. Failure to perform constitutionally required duties.

2. Deliberate misuse of VSAM funds.

3. Deliberate misleading the association.

4. Substantial violation of local, state, or federal law while in office.

5. Substantial violation of university policies while in office.

A VSAM board member may also withdraw or resign during his/her term in the presence of the board. Filling of vacancy in case a VSAM board member withdraws or is removed shall be made from the nomination and appointment by the board. If the President shall resign or be impeached, the position of the president shall be nominated and elected by the board.

ARTICLE X: RATIFICATION AND AMENDMENT

1. Ratification: Ratification of this constitution shall entail of voting members on how to prescribe the purposes of the constitution and who will attend a ratification meeting. The ratification meeting shall be called by notice at least ten (10) days prior to the meeting. Ratification shall require 2/3 affirmative vote of those present and voting.

2. Amendment: This constitution may be amended or repealed and new article adopted by a vote of 2/3 of the voting members at any board meeting and a 2/3 majority of the voting members present and voting at a meeting of the association. Notice of proposed article amendment shall have to be advertised in the association‘s newsletter in no less than one month before the meeting at which action shall be taken.

ARTICLE XI: DOCUMENTS

All items listed in the VSAM inventory must be passed on from year to year. Any additions or lost items must be reported to the Treasurer. It is the responsibility of the Treasurer to communicate with the VSAM board members to update the inventory periodically.

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AMENDENT I: Restriction on the use of funds.

This organization shall not provide monetary gain to anyone. This does not restrict the payment of wages, salaries, stipends or incentives by the organization for service rendered.

AMENDENT II: Distribution of Funds.

At the time of disestablishment and after all liabilities of the organization have been rectified, any residual funds of organization shall be distributed to the following not- for- profit organization(s) according to the proportion noted below.

Organization Proportion Percentage

VIETNAMESE COMMUNITY 50%

(Amended on June 22, 2009)

AMENDENT III: Consideration of VSAM Inventory.

VSAM funds used to purchase any items in regards to or related to VSAM will be considered VSAM property/inventory. (Amended June, 2004)

Updated by Tran Huynh 07/12/03

Edited by Lan Nguyen 07/20/03

Updated by Lan Nguyen 06/05/04

Updated by Lan Nguyen 06/29/04

Updated by Hanna Nguyen 05/27/05

Updated by Hanna Nguyen 06/06/05

Updated by Wendy Le 06/02/07