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Constitution

 

The Constitution of the Vietnamese Student Association at the College of William and Mary

 

Article I 
The Establishment

 

Section 1. The organization shall be recognized as the Vietnamese Student Association of the College of William and Mary. It may be referred to as V.S.A.

Section 2. The Board of Officers shall decide the times, places, and manners of meetings. There is a minimum of one meeting per month during the College session.

 

Article II 
The Purpose

 

The Vietnamese Student Association does establish this Constitution to introduce the Vietnamese Culture and language through the following aspects:

1.    To build relations with campus culture organizations and other student groups at the College of William and Mary.

2.    To welcome incoming Vietnamese students and other students and assist in their transition to the College.

3.    To provide opportunities for Vietnamese students to interact with each other and share their cultural experiences with the College and the community.

4.    To establish communication with Vietnamese organizations at other institutions.

5.    To teach about and spread knowledge of Vietnamese culture with members, the college, and the community.

 

 

Article III 
Membership

 

Section 1. The Vietnamese Student Association shall be composed of members who show an interest in the Vietnamese culture.

Section 2. Membership shall be open to all students in the College community.

Section 3. Each member shall be required to pay dues every semester if specified by the Board of Officers.

Section 4. Each member shall be entitled to have one vote, but shall lose that voting privilege if he or she fails to attend four scheduled meetings without excuse or if he or she fails to pay dues when required.

Section 5. Active member status can be re-obtained by paying dues if unpaid and required or attending two consecutive meetings.

 

Article IV 
The Board of Officers

 

Section 1.The Board of Officers shall consist of the President, Internal Vice-President, External Vice-President, Treasurer, Historian, and Secretary. Other committee chairs such as Webmaster, Co-Philanthropy Chair, Family Chair, and Public Relations/Recruitment Chair shall be optional, but if in existence they will be under the guidance other positions.

Section 2. Each officer shall have the power specifically delegated to him or her stated in their following respective section. Each officer can be delegated new powers that are not listed whenever deemed necessary by a majority vote of the Co-Presidents and the Board of Officers.

Section 3. The President shall have the responsibility:

1.    To serve as chief executive officer and supervise all VSA functions.

2.    To schedule officer and general body meetings and preside over these meetings.

3.    To break tie votes.

4.    To appoint ad hoc committees at his or her discretion.

5.    To form and maintain relations with Vietnamese organizations at other institutions.

6.    To recommend for consideration VSA activities as well as participation in campus-wide activities.

7.    To manage the VSA account at Wachovia and inform the Treasurer of any transaction.

8.    To review the Board of Student Affairs (BSA) budget proposal with the Treasurer and other officers if necessary.

9.    To instigate the appointment a new temporary member to the Board of Officers in case of the removal of other officers for dereliction in their duties.

10.  To assist in managing the organization and activities carried out by the organization.


Section 4. The Internal Vice President shall have the responsibility:

1.     To organize unofficial social events for members within VSA to interact with each other, with other cultural associations, and with the College community.

2.     To maintain members' interest in VSA.

3.     To ensure the continuance of the VSA Families through the process of organizing big/little or family events including but not limited to a form of clue week and big/little appreciation week.

4.     To appoint ad hoc committees at his or her discretion.

5.     To form and maintain relations with Vietnamese organizations at other institutions.

6.     To recommend for consideration VSA activities as well as participation in campus-wide activities.

7.     To instigate the appointment a new temporary member to the Board of Officers in case of the removal of other officers for dereliction in their duties; expanded upon in Article IV, Section 15.

8.     To assist in managing the organization and activities carried out by the organization.


Section 5. The External Vice-President shall have the responsibility:

1.     To plan official cultural activities and events put on by VSA in collusion with other cultural organizations for the College community, including but not limited to culture shows.

2.     To educate members about Vietnamese culture and other Southeast Asian cultures.

3.     To attend Asian Student Council meetings and represent VSA interests.

4.     To report to VSA officers and members of Asian Student Council activities.

5.     To appoint ad hoc committees at his or her discretion.

6.     To form and maintain relations with Vietnamese organizations at other institutions.

7.     To recommend for consideration VSA activities as well as participation in campus-wide activities.

8.     To instigate the appointment a new temporary member to the Board of Officers in case of the removal of other officers for dereliction in their duties; expanded upon in Article IV, Section 15.

9.     To assist in managing the organization and activities carried out by the organization.


Section 6. The Treasurer shall have the responsibility:

1.    To maintain financial records of VSA transactions.

2.    To notify the Co-Presidents of the VSA financial status upon request by the Co-Presidents.

3.    To collect dues and fees.

4.    To prepare the VSA budget proposal to be submitted at the time deemed necessary by the College regulations.

5.    To organize the finances of and implement fundraising activities.

6.    To prepare an updated budget report at the beginning of every month.

 

Section 7. The Secretary shall have the responsibility:

1.    To record the minutes of every meeting.

2.    To keep a record of attendance at each meeting.

3.    To contact and inform VSA members of all meetings and activities, including through means of updates to the Facebook page.

4.    To maintain and make available a directory that lists all VSA members.

 

Section 8. The Historian shall have the responsibility:

1.    To keep all non-financial records not handled by the Secretary.

2.    To create a scrapbook with evidence of all activities and socials done by VSA for the year.

3.     To keep the VSA website updated or appoint a webmaster to fulfill this responsibility.

4.     To appoint ad hoc committees at the discretion of the President of Vice-Presidents.

5.     To help the Vice Presidents with publicity involving but not limited to recruitment and cultural shows.


Section 10. The Webmaster Chair shall have the responsibility:

1.    To keep VSA members and the College community updated with all VSA events and meetings through the VSA website, under the sponsorship of the historian.

 

Section 11. The Philanthropy Chairs shall have the responsibility:

1.    To establish connections with Vietnamese and minority students at elementary, middle, and high schools within the College area, under the guidance of the president.

2.    To keep the members updated on their activities within the community.

 

Section 12. The Recruitment Chair shall have the responsibility:

1.    To recruit new members and work under the Internal Vice-President to organize activities pertaining to the recruitment of new members.

 

Section 13: The Public Relations Chair shall have the responsibility:

1.    To work under the External Vice-President to establish relations with other cultural organizations on campus.

 

Section 14: The Family Chair shall have the responsibility:

 

1.      To organize the VSA members into family groups and under the guidance of the Internal Vice-President, using the Vietnamese zodiac signs.

2.      To organize Family based activities, including but not limited to clue week, and big/little appreciation week.


Section 15. In the event of the resignation or removal of an officer, the Board of Officers will hold a general body election to fill the vacancy at the next scheduled meeting. In the event of an Officer undergoing a sabbatical spanning less than a semester, the Board of Officers will delineate the missing officer’s responsibility between them or form Committee Chairs to carry out that responsibility. No person except an active VSA member may be eligible to the Board of Officers, the only exception when appointed by the President or Vice-Presidents upon good judgment to act as a temporary replacement. This appointment must be confirmed by a majority of VSA active members at the next scheduled meeting.

Section 16. An officer shall be removed from the Board of Officers by a three-fourths vote of no confidence by the active membership. The active membership shall be composed of members described in Article III, Section 4. The vote of no confidence can only be raised under the Presidents prerogative or after anonymous complaints to the next highest member on the chain of succession were given by the majority of the Board of Officers.

 

Article V 
Elections

 

Section 1. The Board of Officers shall be elected at a meeting at the end of March to a term of one year, and shall serve until the end of their school year. During such a time after the election of new officers, the old board with continue to serve while shadowed by their respective replacements.

Section 2. Nominations for each office shall be announced at the meeting the week preceding the election day. Nominations may remain open until the day of elections.

Section 3. Each officer shall be nominated and elected in the order that they are listed in Article IV, Sections 3-14.

Section 4. A majority of the active members must be present in order to hold an election. If necessary the President shall have the power to arrange another meeting, where there shall be a majority of voting members to hold elections.

Section 5. Elections shall involve a brief speech by each candidate followed by a brief discussion on the merits of all candidates lasting no more than five minutes. Finally, the elections will be conducted through secret ballot or by show of hands, in which the Secretary shall oversee, except during the election of the Secretary position during which the President shall oversee.

Section 6. A candidate for an office must receive a majority vote, not to be confused with the most votes in order to be elected. In the event that no candidate receives a majority vote on the first ballot, the candidate having the least number of votes shall be dropped and a second ballot shall be taken. The procedure shall be repeated if necessary until a candidate receives a majority vote.

 

Article VI 
Dues

 

Dues shall be determined by a majority vote of the Board of Officers on either a singly semester or yearly basis.

 

Article VII 
Amendments

 

Any amendments to the Constitution shall be adopted by a majority vote of the general body. There shall be no voting by proxy. All such amendments shall become effective immediately, pending approval by the Student Association.

 

Article VIII 
Ratification

 

The Constitution of the Vietnamese Student Association has been ratified by a majority vote of the VSA members on February 8, 1995. 
Amendments of the original Constitution of the Vietnamese Student Association were ratified by a majority vote of VSA members on October 3, 2000. 
Further amendments to the Vietnamese Student Association's Constitution have been ratified by a unanimous vote of VSA members on April 22, 2004. Further amendments to the Vietnamese Student Association's Constitution have been ratified by a unanimous vote of VSA members on October 20, 2009. Further amendments to the Vietnamese Student Association's Constitution have been ratified by a ­­­­unanimous vote of VSA members on March 1, 2011.