ByLaws

AFRICAN AMERICAN FACULTY STAFF ASSOCIATION BYLAWS

ARTICLE I – NAME

The name of the organization shall be the University of Central Oklahoma African American Faclty and Staff Association. (Herinafter referred to as the Associaion or as the UCOAAFSA – pronounced UCOăfsa.)

ARTICLE II – OBJECTIVES

Section 1 – The objectives of the organization are:

  • To address issues related to the recruitment of full-time African American faculty and staff, with particular emphasis on undergraduate programs.
  • To address issues of recruitment, retention and graduation of African American students.
  • To assist in promoting awareness of concerns, needs, and progress of African American students, faculty and staff to the University of Central Oklahoma’s administration and campus community.
  • To actively and proactively serve as advisors, mentors, and role models for students.
  • To promote and support programs, activities, and events that are designed to foster understanding and appreciation of cultural, ethnic and diversity issues in the University community.
  • To seek ways to provide input into the planning and implementation of both curricular and extracurricular offerings on campus, especially as these impact African American students.
  • To promote a learning environment that offers African American students the opportunity to achieve their highest educational goals.
  • To engage in appropriate fund raising activities to provide continuing support for multicultural programs; and scholarship opportunities.
  • To affiliate with other organizations that support the mission of this organization.

ARTICLE III – OFFICERS

Section 1 – Officers

  • The Association shall elect from its membership a person to serve as President of the organization. Every two years, the Association shall elect persons to serve as President-Elect, Recording Secretary, Corresponding Secretary, and Treasurer. The President-Elect shall automatically succeed to the office of the President. (Amended April 2007, March 2011).
  • During odd years the Association shall elect President-Elect and Corresponding Secretary. During years ending in even numbers the Association shall elect Recording Secretary and Treasurer. (Amended March 2011).

Section 2 – Nomination and Election of Officers

  • Every year the Membership and Nomination Committee shall put together a slate with at least one candidate for each vacant office of the Association. (Amended April 2007, March 2011).
  • Additional nominations for each office may be made from the floor at the Spring general meeting, provided such nominees have been previously contacted and have consented to serve if nominated and elected.
  • The election of officers shall be held during the spring general membership meeting or by mail ballot, if necessary
  • At least two weeks notice shall be given for the election meeting.
  • Elections shall be by ballot. The person receiving the highest number of votes for each office shall be declared elected.
  • Newly elected officers shall assume the duties of their respective office on July 1 following the election.

Section 3 – Term of Office

  • Officers shall serve for two years beginning July 1, or until their successors are elected. (Amended April 2007, March 2011).

Section 4 – Duties of Officers

  • The President shall:
  1. Preside at all meetings of the Association and the executive committee
  2. Prepare the agenda for executive committee and general meetings.
  3. Appoint chairpersons of the standing committees.
  4. Act as the formally designated public spokesperson for the UCOAAFSA.
  5. Prepare and present the annual report of the Association at the Fall/Spring general meetings.
  • The President Elect shall:
  1. Perform the duties of the President in any absence or disability of the President.
  2. Serve as chair of the Membership and Nomination Committee.
  3. Serve as parliamentarian of the Association.
  • The Treasurer shall:
  1. Collect assessments, pay all bills, keep all accounts and make monthly budget reports.
  2. Monitor the fiscal status of the Association. Prepare and present budget reports at he general meetings ofthe Association.
  3. Ensure that all disbursements are approved by at least two members of the executive commitee.
  • The Corresponding Secretary shall:
  1. Be responsible for preparing and mailing UCOAAFSA correspondence.
  2. Maintain an updated roster of the UCOAAFSA membership.
  3. Perform the duties of the recording secretary in the absence or disability of the recording secretary.
  • The Recording Secretary shall:
  1. Record and distribute the minutes of all meetings of the Associaion and the Executive Committee.
  2. Serve as Historian of the Association.
  3. Perform the duties of the corresponding secretary in the absence or disability of the corresponding secretary.

Section 5 – Installation of Officers

Shall consist of an affirmative response to the following question posed by the President:

  • “Do you agree to discharge the duties of your respective offices faithfully, impartially, and to the best of your ability as prescribed by the By-laws of the African American Faculty and Staff Association?”

ARTICLE IV – MEMBERSHIP

Section 1 – Membership shall be open to all faculty and staff who are interested in and supportive of the objectives stated above.

Section 2 – Any member may continue to be a member regardless of change of status within the University.

ARTICLE V – GOVERNANCE OF THE ASSOCIATION

Section 1 – Executive Committee

  • As delegated by the Association, the responsibility for the administration, management and operation of the business affairs of the Association shall be vested in the executive committee.
  • The executive committee shall consist of the elected officers. The immediate past president shall be an ex-officio member of this committee for one additional year.
  • The executive committee shall meet each month of the academic year to conduct the Association’s general business. The executive committee shall prepare the agenda for the Association’s general membership meeting each academic semester.
  • The executive committee performs internal auditing responsibilities.

Section 2 – Standing Committees

Each committee shall plan and develop programs and activities as they pertain to their areas of concern. Each committee is responsible for the conduct of the programs and should report at the regular meetings of the executive committee and at the general membership meetings.

  • Membership and Nomination Committee – The President-Elect shall serve as chair of this committee. The Treasurer shall also serve on this committee to assist in recruiting new members and nominating a slate of officers for each election.
  • Student Awards and Recognition Committee – The chair shall be appointed by the president. The committee shall develop prorams and provide leadership for the enhancement of social, academic and professional opportunities for African American students. The chair shall serve as the UCOAAFSA liaison with African American student groups and organizations.
  • Alumni Affairs Committee – The chair shall be appointed by the President. The committee shall function as the UCOAAFSA liaison with alumni and alumni organizations.
  • Social and Cultural Events Committee – The chair shall be appointed by the President. The committee shall coordinate cultural and social events of the Association.

Section 3 – Special Committees

  • Special committees shall be appointed as needed by the president to serve for a special purpose for such a time as determined by the Association.

ARTICLE VI – MEETINGS, QUORUM AND VOTING

Section 1 – Meetings

  • Notice of Meetings – The corresponding secretary shall give written notice to all members at least 10 business days prior to such meetings.
  • General membership meetings shall be held once per academic semester.

Section 2 – Quorum

  • A quorum for conducting the business of the Executive Committee shall consist of 50% of the Committee memberss. In the event 50% of the Committee are not present, the President shall have the power to designate the members present as a quorum.

Section 3 – Voting

  • Voting upon matters coming before the Association and the Executive Committee shall be determined by a majority vote of a quorum or of the members present as designated by the President.

ARTICLE VII – AMENDMENTS AND REVISIONS

Section 1 – The Constitution and By-laws may be amended at general meetings of the Association by a majority vote of the members present provided two weeks written notice of the proposed amendment has been given to the members. Amendments shall be proposed to the Association bhy the executivve committee of the Association or upon the written request of any five members of the Association.

ARTICLE VIII – VACANCIES AND RESIGNATIONS

Section 1 – Resignations

  • In the event an officer or standing committee chair must resign during the operating year, he/she shall notify the president or executive committee in writing. All of such resignations shall be accepted at he next regular meeting of the executive committee.

Section 2 – Vacancies

  • Should a vacancy occur in the office of the president, the president-elect may assume the office for the remainder of the term. The nominating committee shall vote to appoint a person to the presidency, subject to approval of the executive commitee. This appointment shall be only until the next official election.
  • The president shall fill by appointment vacancies in any other office. The appointments are subject to the approval of the executive committee. The term of office under these circumstances shall be until the next official election.
  • Any appointee to an unexpired term of office shall be eligible to be nominated to hold one full successive term of office.

ARTICLE IX – PARLIAMENTARY AUTHORITY

  • In the transaction of all business matters before the Association. Executive Committee and Standing Committees, the parliamentary authority shall be the most current, revised edition of Roberts’ Rules of Order.
  • Use of Roberts’ Rules of Order may be suspended by a majority vote of the members present at a given meeting of either the Association or Executive Committee.

ARTICLE X – CONFLICT OF INTEREST/ IRS LIMITATIONS

Section 1 – Conflict of Interest

  • No part of the budget of the Association shall inure to the benefit of, or be distributable to its members, officers, or other private persons. The Association shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in futherance of an officer’s responsibility. No substantial part of the activities of the Association shall be in the carrying on of propaganda, or otherwise influencing legislation. The Association shall not participate in or intervene in any political campaign on behalf of any candidate for public office.

Section 2 – IRS Limitations

  • Notwithstanding any other provision of these articles, the Association shall not carry on any other activities not permitted by a corporation exempt from federal income tax under section 501C(3) of the IRS Code or any future provisions of a corresponding U.S. law. The Association shall not carry on any activity not permitted by a corporation whose contributions are deductible under section 170C(2) of the IRS Code or the corresponding provision of any future U.S. Revenue Statute.

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