Download Constitution - ASU for Free the Slaves

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Arizona State University for Free the Slaves Constitution
Article I (Name)
Section A: The name of this organization shall be Arizona State University for Free the Slaves.
Section B: This organization shall be established as an official university chapter of the national organization, Free
the Slaves.
Article II (Objective, Aims, or Purpose)
Arizona State University for Free the Slaves’s mission shall be to further the mission of its parent organization, Free
the Slaves, by raising awareness regarding modern slavery, taking action to end slavery and generating research and
funding to support antislavery efforts. Methods for achieving this mission may include but shall not be limited to
antislavery action initiatives, lectures and seminars, clear and educational publications, educational curricula,
research projects and art exhibitions, which shall all bring organizations and persons together who share its goals
and passion for ending slavery worldwide and shall be available to Arizona State University students, staff and
faculty, as well as the surrounding community.
Article III (Membership and Eligibility Criteria)
Section A: Arizona State University for Free the Slaves shall be open to any full or part time student at Arizona State
University interested in the effort to end slavery in the United States and abroad. Membership shall be
open to anyone regardless of race, religion, color, sex, gender identity, sexual orientation, or physical
disability. Non-students and faculty members may also be affiliated with the organization should they
choose to join Free the Slaves, the national organization.
Section B: Those who seek membership with Arizona State University for Free the Slaves must contribute
financially to parent organization, Free the Slaves. This contribution can take the form of a one-time or
recurring contribution to Free the Slaves or a purchase from the Free the Slaves online store. Members
shall also be asked to join Free the Slaves by registering on the organization’s Web site.
Section C: Anyone wishing to terminate membership with the Arizona State University for Free the Slaves may do
so by submitting a written request to the secretary at any time.
Article IV (Officers & Elections)
Section A: Arizona State University for Free the Slaves shall have a president, vice president, secretary and
treasurer. These officers shall comprise the Executive Committee. Executive Committee members must
be full or part-time students at Arizona State University.
Section B: Election of officers shall be held twice annually. The first term of the year will begin on the last day of
the spring final exam period and endure until the last day of the fall final exam period. The second term
of the year will begin on the last day of the fall exam period and will end on the last day of the spring
exam period. No officer may hold the same office for more than two terms, consecutive or nonconsecutive.
Section C: Election of officers must be advertised at least two weeks in advance of the vote. Spring elections will be
advertised no later than March 31and will take place in April. Officers will begin their term on the final
day of the spring exam period. Fall elections will be advertised no later than October 31 and will take
place in November. Officers will take office on the final day of the fall exam period. Nominations of
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candidates shall be initiated from the floor and elections done by written ballot. The candidate receiving
a simple majority vote of the organization’s membership shall be elected.
Section D: In the case of a contested election or a tie, the secretary shall announce the recasting of votes from all
members that had voted in the previous election. If a contested election or tie reoccurs, candidates shall
be asked to provide a brief platform on their position and members that had already voted in the previous
two elections shall be asked to recast their vote. If a contested election or tie occurs a third time, the
secretary shall call for a special meeting of the Executive Committee to recast a vote of only these
selected parties.
Section E: Any officer who fails to fulfill his or her commitment to office or who violates the integrity of Free the
Slaves or Arizona State University for Free the Slaves shall be at risk of impeachment and/or removal
from office. The process for impeachment and or removal shall follow these guidelines:
1. A call for impeachment shall automatically be invoked if an officer should fail to attend three (3) Executive
Committee meetings in the course of one semester.
2. A call for impeachment shall be submitted to the Executive Committee in the form of a written statement.
a. The statement must be signed by at least five (5) members of the organization.
b. The statement must be submitted during a business meeting.
c. Once a valid statement is submitted the officer in question shall be considered impeached and
temporarily suspended from office pending a trial for removal from office.
3. Once a valid call for impeachment has been submitted a trial for removal from office shall ensue.
a. The trial shall take place no later than two (2) weeks following the call for impeachment and shall be
advertised to the general membership by the Executive Committee.
b. The president shall preside over the trial. In the event that the officer being tried is the president, the
vice president shall preside.
c. The member(s) bringing charges against the officer shall have no more than ten (10) minutes to present
cause for removal from office. The officer being tried shall then have no more than ten (10) minutes to
respond to the charges.
d. After both parties have presented their case, the general membership shall enter deliberations.
Deliberations shall be closed to any non-member. Notes, recordings and/or minutes shall not be taken
during deliberation.
e. An officer shall be removed from office if the general membership votes to do so by a margin of twothirds (2/3) or more. The officer being tried shall not take part in the vote.
f. If the general membership does not reach a two-thirds (2/3) majority for removal from office, the
officer shall immediately be reinstated to his or her position. An officer may not be tried twice for the
same alleged offense.
Section F: Any vacancy that may occur in an office shall be filled by appointment by the president pending
ratification at the next business meeting.
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Article V (Duties of Officers Defined)
Section A: The President
1. The president shall be the chief executive officer for Arizona State University for Free the Slaves.
a. The president shall assist in promoting the advancement of committee projects.
b. The president shall call upon the vice president to assist in tasks associated with the advancement of
committee projects.
2. The president, along with the advisor shall act as a public voice and primary contact with Free the Slaves, other
university Free the Slaves chapters and outside organizations.
a. The president shall meet with the aforementioned organizations as needed.
3. The president shall chair all business and Executive Committee meetings. The president shall assist the secretary
in creating an agenda for these meetings at least two days in advance of the meetings so that the secretary may
distribute said agenda.
4. The president shall fill any mid-term vacancy by appointment pending ratification at the next business meeting
following such an appointment.
Section B: The Vice President
1. The vice president shall assume the duties of the president should the office become vacant mid-semester, or in
the absence of the president.
2. The vice president shall assist the president in tasks associated with the advancement of committee projects.
3. The vice president shall be responsible for establishing, maintaining and distributing a task list for events,
assuring the completion of all necessary event tasks, to be carried out by the appropriate committee.
Section C: The Secretary
1. The secretary shall be responsible for keeping the minutes of all business and Executive Committee meetings.
a. Following each business meeting, the secretary shall type and electronically disburse meeting minutes;
meeting minutes must be disbursed within one week. All members shall then have the opportunity to
electronically submit minute corrections to the secretary, who shall record and store these until the
following business meeting. At the subsequent business meeting, the previous meeting’s minutes,
including corrections, shall be the first order of business for approval.
b. Following each Executive Committee meeting, the secretary shall type and electronically disburse
meeting minutes; meeting minutes must be disbursed within one week. All Executive Committee
members shall then have the opportunity to electronically submit minute corrections to the secretary, who
shall record and store these until the following Executive Committee meeting. At the subsequent
Executive Committee meeting, the previous meeting’s minutes, including corrections, shall be the first
order of business for approval.
2. The secretary shall keep and have available current copies of the constitution as well as a history of constitutional
amendments.
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3. The secretary shall be responsible for maintaining a master file of all business and Executive Committee meeting
minutes, which shall be passed to the subsequent secretary-elect. Individual committees shall be responsible for
the composition of their own meeting minutes and shall submit a copy of said minutes to the secretary for keeping
in the master file.
4. The secretary shall maintain a complete and accurate Microsoft Excel master database of attendance and
membership, to include a list of all members, meeting and event attendance and member contact information. This
database shall be passed to the subsequent secretary-elect. The secretary shall create and distribute a standard
template for this database. Individual committees and event organizers shall keep their own Excel database of
attendance and shall submit a copy to the secretary for keeping in the master database.
5. The secretary shall count and record election ballots, to include proxy votes delivered to her or him either in
writing or electronically by the pre-determined deadline. The secretary shall have a witness present during the
counting of ballots; that witness must be a member of the organization but cannot be a candidate in the election or
a current officer.”
Section D: Treasurer
1. The treasurer shall keep a current record of all financial transactions and shall manage all bank accounts for the
organization.
2. “The treasurer shall provide updated financial reports for all business meetings; the reports shall contain a list of
all receipts and disbursements. The treasurer shall provide such reports to the secretary at least two days in
advance of business meetings so that the secretary may distribute said report along with the agenda.”
3. The treasurer shall be responsible for checking the accuracy of all bills and invoices and paying them in a timely
manner.
4. The treasurer shall coordinate all financial requests of committees and the Executive Committee.
Section E: Advisor(s)
1. The advisor(s) must be employed either full or part-time as Arizona State University faculty.
2. The advisor(s) shall assist the group in their execution of roles and responsibilities.
3. The advisor(s) shall attend Executive Committee and general business meetings as time permits.
4. The advisor(s) shall provide advice upon request and also share knowledge, expertise, and experience with the
group, providing feedback to the organization regarding its operation and functioning.
4. The advisor(s) shall be nonvoting members of the organization.
a. Exception shall be made for instances of an impasse in decision-making of the Executive Committee,
at which point the advisor(s) shall vote.
Section F: The Executive Committee
1. The Executive Committee shall consist of the: president, vice president, secretary and treasurer.
2. The Executive Committee shall provide approval of the Arizona State University for Free the Slaves spring and
fall semester budgets provided by the Finance & Marketing Committee.
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3. The Executive Committee shall aim to set a standard of professional conduct, particularly in their community
relationship building.
Article VI (Committee Structure)
Section A: Committee Identification and Appointment
The following committees (other than Executive Committee) shall be the original permanent committees of Arizona
State University for Free the Slaves. Additional ad-hoc committees may be created or dissolved as necessary by the
Executive Committee. Committees shall determine their own structure and leadership.
1. Finance & Marketing Committee – A committee to oversee the financial transactions and accounts of the
organization, to develop a semester-long budget, to serve as a fundraising oversight committee and manage costs
associated with events.
2. Social Committee – A committee to see to the social wellbeing of Arizona State University for Free the Slaves
members. This committee shall organize social events for members throughout the year.
3. Community Involvement Committee – A committee dedicated to increasing awareness of modern slavery and the
promotion of Arizona State University for Free the Slaves, Free the Slaves and partner organizations, through the
development and orchestration of community events, to include working with outside organizations to enhance
their mission within the bounds of the Free the Slaves mission.
4. Initiatives Committee- A committee charged with public initiatives that directly work towards accomplishing the
greater mission of Free the Slaves.
a. Research Sub-Committee –b. Slavery Free Phoenix Sub-Committee- A committee dedicated to leading
the effort of making Phoenix become a Slavery Free City.
Article VII (Notice of Meetings)
Section A: The times for regularly scheduled business meetings shall be determined by the Executive Committee
and advertised by the secretary.
Section B: At least three (3) days’ notice shall be given for each business meeting.
Section C: Special or emergency meetings may be called with no less than two (2) days’ notice by the Executive
Committee.
Section D: The business meetings shall include an order of business and disposition of the minutes.
Article VIII (Voting)
Section A: A vote shall be held for any action item initiated by the organization. The vote shall take place during a
business meeting. The vote may be initiated and decided immediately by simple majority of members
present except in an instance where the issue at hand concerns constitutional amendments,
impeachments or elections. For votes concerning these issues, the secretary must give two weeks’ notice
to the general membership and must provide an opportunity for proxy voting.
Section B: Each student member may vote.
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Section C: Proxy voting shall be allowed by the following process: Any member not in attendance at a meeting may
submit their vote to the secretary in writing either on paper or electronically by a deadline to be
determined and advertised by the Executive Committee.
Article IX (Parliamentary Procedure)
Section A: Robert’s Rules of Order Revised shall be followed by the organization in all cases involving
parliamentary procedure when it does not conflict with the constitution.
Section B: The rules may be suspended by two-thirds vote of the present membership.
Article X (Amendments)
Section A: This constitution may be amended by a two-thirds majority vote of all members of the group. Members
may vote for an amendment by written or electronic proxy if necessary.
Section B: Any three members of the group may propose an amendment. A written proposal with the members’
signatures shall be submitted and filed in writing with the secretary prior to a business or special
meeting. The group can then present the proposal at the given meeting so the group may debate the
proposal. Amendments may be voted on at business or special meetings.
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Signature of President
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Print Name
Date_______________________