PREAMBLE
In order to promote an understanding of the Vietnamese culture within the university community and the community at large, to develop and execute programs for the benefits of the university student body and in advancement of its interest, to provide opportunities for greater expression of the richness of the Vietnamese culture, and to represent Vietnamese students in the University; the Vietnamese Student Association is hereby established.

ARTICLE I: NAME
The Association shall be known as the Vietnamese Student Association at the University of Minnesota, or VSA.

ARTICLE II: PURPOSES
A. Provide an opportunity to share the Vietnamese culture, history, and traditions.
B. To build a strong and thriving VSA at the University of Minnesota.
C. To lead and help Vietnamese students at the University of Minnesota adapt to college life.

ARTICLE III: MEMBERSHIP
Section 1: Requirements Membership is open to all University of Minnesota students (with one third of the membership is opened for non-U of M students) who have an interest in the Vietnamese culture, regardless of race, color, gender, sexual orientation, or disability. Members must register with the VSA Secretary and must be of 18 years of age or older.
Section 2: Members
Membership shall consist of all students or groups concurring with the purposes of VSA. There shall be two (2) basic categories of membership: voting and non-voting members.
1. Voting members
a. Voting members of VSA shall be given the opportunity to vote in the Spring Election if they have completed the following requirements:
1) Officially register as a VSA member.
2) Attend one-third (1/3) of the general meetings determined by the current board.
3) Participate in at least two (2) VSA related events.
b. Two-thirds (2/3) of the voting members are currently enrolled at the University of Minnesota.
2. Non-voting members
a. Honorary members: Honorary membership(s) shall be given to prominent individual(s) and/or organization(s) who has contributed substantially to the Vietnamese student community. The VSA Executive Committee shall serve as the nomination committee for honorary membership(s). Honorary membership(s) shall be officially conferred upon recipient(s) at VSA’s Spring Election.
b. Non-U-Students members: Students who do not attend the University of Minnesota shall be given membership after registering with the VSA Secretary. They shall be unable to vote, but must follow the Constitution as well as Voting and Honorary members.

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 VSA related activities, and be given priority consideration over non-members.
4. If a member is not satisfied with a particular decision made by the officers, 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: OFFICERS
The Officers of the Association shall be the President, the Vice-President, the Compliance Officer, the Secretary, and the Treasurer, who are also a part of the executive committee. The only difference between an Officer and a member of the executive committee is the Officer in the committee will be officially registered with the University as an Officer. The words Officer and board member will be used interchangeably. Each board member will be voted among the registered members at the Spring Election. The Officers shall have to register for at least six (6) credits per semester if they are undergraduate students and three (3) credits if they are graduate students
The term of office for any Officer shall begin the first of June and end the following year’s September, subjected on to such removal procedures as are herein specified. Old and new officers will be given an opportunity to work and learn from each other during the summer overlap. Board members are expected to attend all board meetings, general meetings (once a month), and contribute to VSA’s events.
Section 1: Officer Integrity
1. Officers shall not use VSA money and/or property for his/her personal benefits.
2. Officers shall support other board members outside their primary area of responsibilities.
3. Officers shall consult the board immediately if he/ she is confused about one’s role.

Section 2: Officers’ Duties
The duties listed are primary area of responsibilities only, they are NOT EXCLUSIVE to any position. All are expected to serve outside the primary area when others are unable to serve.
1. President (1)
a. The President shall ensure that the organization operates in conformity with the principles set forth in this Constitution.
b. The President shall preside over general meetings and officer meetings.
c. The President shall set goals/agendas for the officers and for the organization.
d. The President shall delegate tasks and responsibilities.
e. The President shall serve as the official spokesperson for VSA.
f. The President shall ensure that activities and operations achieve the mission, goals, and objectives of VSA.
g. The President shall promote communication and coordination among officers and members.
h. The President shall have the right to break ties in administrative decisions.
2. Vice-President (1)
a. The Vice-President shall assist the President and assume his/her duties when the President is unable to serve temporarily.
b. The Vice-President shall monitor and inform the progress of activities, events, programs, and plans of club and school events.
c. The Vice-President shall write all written agendas of meetings.
d. The Vice-President shall promote internal relations among members. [E.g. promote friendly atmosphere, internal conflict solving…etc]
3. Secretary (1)
a. The Secretary shall maintain records and documents of VSA activities and programs.
b. The Secretary shall record and prepare written minutes of the meetings.
c. The Secretary shall update the VSA Constitution and Bylaws by the end of Spring Semester of the term.
d. The Secretary shall keep records of VSA members and be responsible for communicating to members via e-mail.
e. The Secretary shall reserve rooms for meetings.
4. Treasurer (1)
a. The Treasurer shall be responsible for the VSA financial account.
b. The Treasurer shall monitor and report VSA financial transactions to the Board on a monthly basis.
c. The Treasurer shall process payments of VSA liabilities and expenses in a timely manner.
d. The Treasurer shall safeguard all VSA properties and assets.
e. The Treasurer shall monitor and report any money promoted by fundraising activities.
f. The Treasurer shall be responsible for grant writing and fundraising projects.
g. The Treasurer shall be responsible for VSA inventory.
5. Public Relations Officer (3)
a. There shall be three (3) Public Relations Officers.
b. The Public Relations Officer shall promote VSA to prospective members.
c. The Public Relations Officer shall serve as a liaison between VSA and the public.
d. The Public Relations Officer shall assist the Activity Coordinator(s) to increase and maintain memberships.
e. The Public Relations Officer shall represent VSA at the Asian Student Union (ASU) meetings.
f. The Public Relations Officer shall serve as a liaison between VSA, ASU, the public, and any organization or group affiliated with VSA.
6. Historian (1)
a. The Historian shall keep a detailed record of activities and events VSA organizes.
b. The Historian shall create a scrapbook of the year’s event.
c. The Historian shall write a history chapter for the academic year.
1. [view example here: http://victoria.sinhvien.org.au/article.php3?id_article=110 ]
8. Webmaster (2)
a. There shall be two (2) Webmasters.
b. The Webmaster shall update the VSA website in a timely manner.
c. The Webmaster shall provide and moderate an on-line community for members to interact in which he/she will monitor and remove any violation of website rules and regulation.
9. Activities Coordinators (2)
a. There shall be two (2) Activities Coordinators.
b. The Activities Coordinators shall coordinate activities to promote friendship and collectivism among VSA members.
c. The Activities Coordinators shall head the Activities Committee and will be responsible for contacting its members and organizing committee meetings.
d. The Activities Coordinators and the Activities Committee shall propose event ideas, plan, and execute VSA’s activities with the help of other VSA members.
e. The Activities Coordinators are not necessarily TET Coordinators otherwise appointed and/ or elected but are required to assist in TET.
10. Education Chair (2)
a. There shall be two (2) Education Chairs
b. The Education Chair shall head the Education Committee.
c. The Education Chair and the Education Committee shall coordinate educational events regarding student life and/or the Vietnamese culture.
d. The Education Chair and the Education Committee shall monitor and promote the University’s Vietnamese Studies.
11. Compliance Officer (1)
a. The Compliance Officer shall act as the “lawyer” of VSA.
b. The Compliance Officer shall advise VSA regarding legal issues and ensure VSA acts accordingly to the VSA’s Constitution.
c. The Compliance Officer shall work with SAO regarding the University’s rules and regulations of student groups and University Student Legal Services regarding legal issues.
d. The Compliance Officer shall monitor board members’ commitment, integrity, and conducts.

ARTICLE V: COMMITTEES
Section 1: Establishing the Committees
The VSA board members shall establish the following committees, except the Executive Committee, by majority vote. Officers are required to participate in a standing committee. There shall be a chairperson for each committee nominated by the majority of the committee members.
Section 2: Types of Committees
1. Executive Committee: The Executive Committee shall consist of the officers of VSA. The Executive Committee shall direct and be responsible for all activities of the standing committees.
2. Standing Committee
a. Activities Committee: The chairperson of the ACTIVITIES Committee may be an officer of the association or a voting member appointed by the Executive Committee. All VSA members are encouraged to participate in this committee.
1) The committee shall coordinate activities to promote friendship and collectivism among members.
2) The committee shall assist the Public Relations Officer(s) to increase and retain memberships.
3) The committee shall reserve facilities as needed for VSA events.
b. Education Committee: The chairperson of the Education Committee shall be a voting member appointed by the Executive Committee. The duty of the Education Committee is to develop and implement cultural programs and activities and assist in academic work for VSA members. All VSA members are encouraged to participate in this committee.
c. Public Relations Committee: The chairperson of the Public Relations Committee may be an officer of the association or a voting member appointed by the Executive Committee. The duty of the Public Relations Committee is to serve as the central clearing house for information concerning VSA members, to advocate and facilitate services of the association by means of mass communication such as publishing at least one newsletter every month during the academic year, planning to be aired on radio, etc. All VSA members are encouraged to participate in this committee.

ARTICLE VI: OFFICER MEETINGS
Section 1: General Voting Among Officers
1. Most decisions will be made by the President and with mutual agreement among officers. However, if an officer 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 officers are considered members and can vote.
3. Voting must be done with [1] a secret ballot and [2] a 2/3 or 6 of the officers present (whichever is smaller), and [3] a 2/3 vote supporting the motion.
a. All numbers shall be rounded to the nearest whole number. For example, 2/3 of 8 is 5.33, or six officers.
b. In the event that less than 2/3 or 6 of the officers are present, the President must call another officer meeting within two days. Once more, if less than 2/3 or 6 of the officers 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 officers.
2. A vote shall be made with [1] a secret ballot, [2] at least ¾ or 10 of the officers present (whichever is smaller), and [3] a ¾ vote supporting the motion.
a. All numbers shall be rounded to the nearest whole number. For example, ¾ of 14 is 10.5, or 11 members.
3. In the event that less than ¾ or 10 of the officers are present, the voting shall be postponed until the next officer meeting.
4. The proposed revision (if approved by the officers) must be ratified by 2/3 of the members.

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 officers, he/she may propose an alternative solution and summon for a vote on the issue.
2. All officers 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: Officer Elections
1. Officer elections will be held once a year in the spring.
2. Rules for election:
a. Each member/officer will be given one ballot for each officer position.
b. Candidates for the positions must be a registered member of VSA or have made significant contributions to VSA.
c. The order for elections of each officer will be as follows:
For the election of each officer position, the following rules will be applied:
i. The order of the speech will be determined alphabetically by last name, then first name.
ii. Other candidates must leave for the duration of the speech and questions.
iii. Each candidate shall be given five minutes for the speech and five minutes to answer questions from members.
iv. Secret ballots will be collected immediately following the presentations.
d. The results of the election will be announced at the end of the meeting.

ARTICLE VIII: REMOVAL OF MEMBERS
Member in VSA may be removed and /or withdrawn under the following circumstances:
A. Member(s) who abuses or violate the rights and privileges of other members.
B. Member(s) who wishes to withdraw her/his membership voluntarily
C. Member(s) who substantially violates local state and/or federal law(s) while being a member
D. Member(s) who substantially violates university policies while being a member.
In case A, C, and D a letter shall be written to the member by the President of the association if a resolution specifically stating the abuses violations, or failure is passed unanimously by the Executive Committee. 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 Executive Committee’s consideration. After ten (10) days, a unanimous vote of the Executive Committee shall be required to remove a member

ARTICLE IX: REMOVAL OF OFFICERS
An officer may be removed by a 2/3 votes of the voting members provided that written notice of the proposed vote and copies of the ground 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:
A. Failure to perform constitutionally required duties.
B. Deliberate misuse of VSA funds.
C. Deliberate misleading the association.
D. Substantial violation of local, state, or federal law while in office.
E. Substantial violation of university policies while in office.
An officer may also withdraw or resign during his/her term in the presence of the executive committee. Filling of vacancy in case an officer withdraws or is removed shall be made from the nomination and appointment by the Executive Committee. If the President shall resign or be impeached, the role of president shall be nominated and elected by the Executive Committee.

ARTICLE X: RATIFICATION AND AMENDMENT
A. Ratification: Ratification of this constitution shall occur by vote of students how prescribe the purposes of the constitution and who 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.
B. Amendment: This constitution may be amended or repealed and new article adopted by vote of 2/3 of the voting members at any committee meeting and a 2/3 majority of the voting members present and voting at the annual meeting of the association. Notice of proposed article amendment shall have to be advertised in the association‘s newsletter in no less than once moth before the meeting at which action shall be taken.

ARTICLE XI: DOCUMENTS
All items listed in the VSA inventory must be passed on from year to year. Any additions of lost items must be reported to the Treasurer. It is the responsibility of the Treasurer to update the inventory periodically.

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AMENDENT I: Restriction on the use of funds.
This organization shall not provide monetary gain, incidentally or otherwise, to its directors, officers or membership. This does not restrict the payment of wages, salaries, 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%
AMERICAN REFUGEE COMMITTEE 50%

(Amended on November 25, 1981)

AMENDENT III: Consideration of VSA Inventory.
VSA funds used to purchase any items in regards to or related to VSA will be considered VSA 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 05/19/05

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