Berkeley African Students Association Constitution
University of California , Berkeley
(Last amended July, 2004)
ARTICLE I -- NAME
The name of this organization shall be the Berkeley African Students Association, hereafter known as BASA.
ARTICLE II -- OBJECTIVES
The objectives of this organization shall be:
1. To create an opportunity for students of African descent to socialize and interact.
2. To provide student members with an environment conducive to successful completion of their academic objectives at UC Berkeley.
3. To create opportunities for members from the African continent and members of the African descents in the Diaspora to understand each other and their different backgrounds.
4. To encourage and enhance awareness about African issues, culture and values.
* We will not haze according to California State Law; we will not restrict membership based upon race, color, national origin, sex, sexual orientation, age or handicap.
ARTICLE III -- MEMBERSHIP
Section 1. Active Members
A. Active membership shall be open to all students genuinely interested in the objectives of this organization.
B. An active member shall be subject to the following obligations:
1. Must pay a $5.00 per semester membership fee;
2. Must attend all general meetings; and
3. Must serve on, but not be limited to, at least one standing committee each year and participate in all BASA is programs and events.
C. An active member shall have the privilege of voting, being elected to office and participating in all functions of the organization.
Section 2. Associate Members
A. Associate membership shall be open to all faculty, staff, community members and families of active members who are genuinely interested in the objectives of BASA.
B. An associate member shall be subject to the following obligations:
1. Must pay a $3.00 per semester membership fee;
2. Must attend all general meetings; and
3. Must participate in all BASA is programs and events.
C. Associate members shall have the privilege of participating in all functions of BASA, but cannot vote or hold office.
Section 3. Inactive Members
A. Active and associate members who have three (3) consecutive, unexcused absences from General and/or Executive meetings;
B. Members who have not paid their dues by the deadline at the beginning of the semester; or
C. Members who have not served on any standing committees.
ARTICLE IV -- ELECTION TO OFFICE
Section 1. Eligibility for Office
Any person who has been an active member, in good standing, for at least one full semester shall be eligible to hold any office, except where limited by the number of terms of eligibility and by minimum term requirements.
Section 2. Terms of Office
All officers shall serve a term of one year from the date of elections. No member shall be elected to more than two consecutive terms for the same office.
Should a vacancy occur in an office, the Executive Board shall appoint a member to fill the vacancy until an election can be held. The election must be within one month of the occurrence of the vacancy or no later than the next election cycle. Should the President's office become vacant, the Vice President shall assume the duties of the President until an election can be held within a month.
Section 3. Election to Office
A. Officers and Committee Coordinator (s) shall be elected annually.
B. The elections shall be held prior to or by the first month of the fall semester.
C. Nominations for each office shall be made from the floor by any active member. Members need not be present at the meeting to be nominated. If appointed by the Executive Board, a Nominations Committee may compose an initial slate of nominees from the roster of active members in good standing for presentation to the General Assembly. Then, additional nominations can then be made from the floor.
D. Voting shall be by secret ballot and a majority shall elect. No proxy voting shall be permitted (active members must be present to vote). If on the first ballot, no nominee receives a majority of the votes cast for the office, the person receiving the least number of votes shall be eliminated and a run-off election shall be rescheduled, within two weeks, for the two top candidates.
E. New Officers. Newly elected officers, termed "Officers-elect", shall take office immediately to begin the orientation process. This transition period shall be conducted in an orderly manner for the remainder of the current year, approximately two weeks. Each outgoing officer, termed "Immediate Past Officer", shall assist the Officers-elect with the assumption of their new duties. Officers-elect must attend Executive Board meetings during that period.
Section 4. Removal of Officers.
By way of motion, any member may recommend the removal or recall of any BASA officer who fails to adequately perform the duties of his/her office. A two-thirds majority vote shall be required to remove an officer. Upon removal, the officer shall become a regular active member with all privileges thereof, and replacement of the officer shall follow in accordance with Article IV, Section 2.
A. All officers must attend all meetings (Executive Board and General) and events of the organization without fail. All officers must be present at the beginning of all BASA meetings and events (officers must be early to all meetings and events). Officers must inform the President of an absence or tardy prior to a meeting or event.
B. An officer may be recommended for removal for unexcused absences or tardies:
1. Two (2) consecutive absences from General meetings per semester;
2. Three (3) absences from General meetings per semester;
3. Three (3) tardies from General meetings per semester;
4. Two (2) absences from Executive Board meetings per semester.
C. An officer may be recommended for removal from office for:
1. Failure to fulfill Constitutional duties;
2. Failure to coordinate a designated event.
ARTICLE V -- EXECUTIVE BOARD
Section 1. Officers
A. The Officers of BASA shall be the President, Vice President, Secretary, Treasurer and Publicity Officers; they shall comprise the Executive Board.
B. The Executive Board shall meet as deemed necessary during the academic year.
C. All decisions made at Executive Board meetings shall be reported to the membership at the General Meeting immediately following.
Section 2. Executive Board Duties
The Executive Board shall:
1. Supervise all committees and events of BASA as deemed necessary;
2. Promote and implement the activities of BASA;
3. Uphold the Constitution at all times and implement resolutions of the General Assembly.
4. Seek sources of revenues and funding;
5. Submit to the General Assembly an annual report of all activities conducted during the term;
6. Discuss or review any proposal, decision, or actions of the committees.
Section 3. Budget Authority
Officers of BASA may make financial decisions and undertake expenditure without the
approval of the general membership up to but not exceeding $5,000.00.
Section 4. Officers Duties
A. The President shall
1. Officially represent BASA to the public;
2. Have general supervision of the business of the organization, including maintaining the petty cash fund or assign to an officer as necessary;
3. Preside at regular meetings of the General Assembly and of the Executive Board; call and preside over emergency meetings when necessary; conduct elections (Exception: The President shall not conduct/preside over a vote for his/her removal. A special commission shall be established by the Executive Board and approved by the General Assembly to recall the President.);
4. Reserve rooms and obtain necessary equipment for seminars, attend every BASA event and officers' meetings, delegate responsibilities and ensure the completion of these assigned duties by other officers;
5. Plan and schedule meetings;
6. Serve as the arbitration authority, or appoint someone to act in this capacity as needed, on disputes of procedure, election processes, floor debates, and all other procedural motions.
B. The Vice President shall
1. Serve as the Program Officer of the organization, obtaining speakers and planning the organizations activities for the year, subject to the approval of the General Assembly;
2. Assume the duties of the president when directed by the president or in the event that the president is unable to carry out the duties of that office;
3. Assist the President with all of her/his responsibilities.
C. The Secretary shall
1. Take Minutes at each General Meeting of the organization, noting which motions were passed and which were defeated.
2. Present and read at each meeting the Minutes of the previous meeting for approval, as read or as corrected, by vote of the General Assembly.
3. Make available to the active members of BASA copies of the Minutes of any meeting, upon request.
4. Receive all incoming correspondence to BASA. He/She will read that correspondence.
5. Preserve all records and documents regarding BASA.
6. File and record all official, incoming and outgoing correspondence of BASA.
D. The Treasurer shall
1. Deposit all funds of the organization in the ASUC Student Activities account. He/She shall maintain a petty cash fund for discretionary use by the General Assembly and the Executive Board. The Petty Cash fund should be at least $25 but not exceed $60;
2. Have authority to collect and disburse such funds as approved by BASA. She/He shall be, along with the President, one of two signatories on all BASA accounts;
3. Keep a full and accurate record of all financial transactions of BASA and present a finance report at every General and Executive Board meeting;
4. Participate, with the Finance Committee, in coordinating the BASA Annual Budget Proposal for activities during each year;
5. Submit a detailed Financial Statement to the Executive Board and General Assembly at the end of each academic semester, including a statement of dues paid and unpaid; receipts collected and disbursed; and statements of the finances of all activities and programs.
E. Publicity Officer(s) shall:
1. Maintain a current list of all active and associate members. The list shall be distributed to members each semester;
2. Notify all members of meetings and other announcements;
3. Handle all interactions with other organizations on campus;.
4. Advertise the various activities and programs sponsored by BASA;
5. Table in front of Sproul Hall at the beginning of every semester to advertise and recruit new Berkeley students to BASA;
6. Advertise and publicize all BASA is special activities and events, including major speakers, at least a week in advance by making and posting flyers and banners;
7. Have record of and contact with other organizations on the Berkeley campus and other schools.
ARTICLE VI -- STANDING COMMITTEES
Section 1
The Standing Committees shall be Education , Social and Cultural , Speakers and Current Affairs , and Outreach . The Committee Coordinator (s) shall supervise the committees and the Committee Heads.
Section 2
The Standing Committees shall plan and coordinate all activities as defined in Article VI, Section 3.
Section 3. Duties of the Standing Committees
A. Education Committee
This committee is responsible for keeping BASA member's updated about educational resources and programs available on the Berkeley campus. A bi-annual brochure is to be provided at the beginning of each semester in which resource contact information, including SLC and other educational resources, and contact information about BASA members taking similar classes, will be provided. Committee members will help organize study groups among those studying similar subjects or inform them about other study groups on campus. A textbook list will also be created to alert BASA members as to what books can be borrowed, bought or traded among members. Surveys will also be circulated occasionally to allow committee members to assess what questions/concerns BASA members have about their academic or career orientated goals.
This committee is also responsible for researching relevant and pertinent information regarding education as it relates to Africans of all descent in the U.S. , in Africa , and in other parts of the world. This includes health education among other forms of education. Adolescent health as it pertains to BASA members should also be addressed. One meeting in the current school year will be dedicated to a presentation of this information in a simple and informative manner.
B. Social and Cultural Committee
This committee is responsible for informing BASA members of upcoming social and cultural events pertaining to the African culture in the Bay Area. Members of this committee should contact interested BASA members and coordinate the traveling to and from, as well as the cost logistics of the events. The goal of this committee is to promote community ties and deepen friendships within the BASA family through a variety of social endeavors. BASA birthdays, movie nights, and holiday parties are just a few of the many areas this committee will oversee. Committee members should work closely with publicity officers to send out bimonthly emails announcing upcoming events and activities.
The committee will also update BASA member profiles and welcome new members to the organization. In addition, this committee is responsible for documenting BASA meetings and events through photography, video, or any other relevant means. Pictures should be taken at each meeting and event (both candid and posed shots) of a wide range of members, speakers, etc. The committee should work closely with the webmasters to post pictures on the web in a timely manner. Also, members of this committee will be responsible for creating a BASA scrapbook to be completed at the end of each spring semester. A video scrapbook is also an option for the committee. One BASA meeting of the current academic year will be dedicated to these objectives.
C. Speakers and Current Affairs Committee
In addition, this committee will be responsible for organizing a series of informal debates about controversial topics which will be open to BASA members as well as to the community at large. Furthermore, one formal debate will be organized by the committee, also open to the public at large, under the premise of working toward finding positive solutions to the addressed problem(s).
D. Outreach Committee:
Creating strong and active ties to various groups in the Bay Area will be the main concern of this committee. This committee will be responsible for co-coordinating BASA's own social and cultural events and for networking with other African/African-American organizations to increase their representation at BASA's events. The committee will also work toward increasing BASA's representation at the other organizations' events. In addition, the committee will also provide opportunities to BASA members to become active in the community through outreach programs and volunteer projects. Furthermore, the committee is responsible for creating and implementing fund-raisers for BASA members to participate in. Members must work closely with the treasurer to create additional funds for future BASA projects. The committee must oversee the creation, execution, and allocation of funds from the fund-raisers to the designated targets.
Section 4
Other committees shall be named by the Executive Board as necessary to carry out special functions.
ARTICLE VII -- MEETINGS
Section 1.
The General Assembly shall consist of all active members of BASA and shall elect the officers and approve any constitutional changes.
Section 2.
The organization shall hold regular bi-monthly meetings during the academic year.
A. A quorum shall constitute one-third (1/3) of the active members.
B. Voting shall be from the floor except in the election or removal of officers or in special cases when a written ballot shall be used. All members present in person shall vote.
Section 3.
Special meetings shall be called as necessary by the President, the Executive Board, or the General Assembly if one-third of the members petition it. In the latter case, the Executive Board shall call for a meeting within two weeks from reception of the petition.
ARTICLE VIII -- AWARDS
Section 1.
The Executive Board shall have the privilege to award certificates of Appreciation to BASA members who actively participate in the organization.
Section 2.
The Executive Board shall award "The Most Outstanding Member" once a year to the member whose participation in BASA activities has brought a better understanding of the purpose of BASA in the community.
Section 3.
Any member of BASA shall nominate other members for "Outstanding Member" awards and provide a detailed written account of the achievements of said nominee to the Executive Board. Awards shall be presented at the best possible opportunity.
ARTICLE IX -- CONSTITUTION
Section 1. Amendments
The constitution may be amended at any regular meeting by a two-thirds (2/3) majority vote, provided half of the active membership is present and that the amendment shall have been submitted in writing at the previous regular meeting.
Section 2. Acceptance
This constitution shall become effective upon adoption by two-thirds (2/3) majority vote, provided a quorum (Article VII, Section 2) is present.