Indian Association: Official Constitution and Bylaws passed by the Indian Association, revised on January 23, 2009.
It is a violation of the Constitution and Bylaws of the Indian Association to change the text of this document without proper approval from the Indian Association. Such violations are against the honor code of the University of Maryland Baltimore and can be cause for due disciplinary action.
Indian Association Constitution
We, the members of the Indian Association at the University of Maryland, Baltimore, henceforth referred to as IA, in order to establish, promote and maintain awareness of the culture of the Indian Subcontinent on campus and facilitate integration of students from the Indian Subcontinent into the campus community, do hereby establish this Constitution for the IA.
ARTICLE I: NAME
The name of this organization shall be the INDIAN ASSOCIATION, abbreviated as IA.
ARTICLE II: MEMBERSHIP
All students and staff currently enrolled in the schools and programs at the University of
Maryland, Baltimore are eligible for membership to the IA. The IA shall not discriminate on the basis of race, national origin, age, gender and gender identity, handicap, creed, religion, ethnic background, color, sexual orientation, and/or academic standing.
ARTICLE III: ORGANIZATION
The organization shall be composed of elected officers and regular members. The governing legislative body of the organization shall be known as the IA Executive Board, henceforth referred to as “Board”, which shall meet in accordance with the Bylaws.
ARTICLE IV. THE GENERAL BODY
The Board and regular members of the association shall collectively form the General Body of the IA, which shall meet periodically in accordance with the Bylaws.
ARTICLE V: EXECUTIVE BOARD
Section 1. Named. The elected officers of the Board shall be the President, Vice-President, General Secretary, Treasurer, Public Relations secretary, Information Technology (IT) secretary, and Cultural secretary.
Section 2. Duties. The duties of the officers named herein shall be outlined in the IA Bylaws.
Section 3. Term of Office. The officers shall be elected to a one-year term of office, which shall run from January through January of the following calendar year. They shall take office no earlier than the second scheduled meeting of the IA in the calendar year in which they are elected, and no later than February.
Section 4. Removal. Removal of officers shall be done in accordance with the IA Bylaws.
ARTICLE VI: AMENDMENTS
Section 1. Amendments to the Constitution. This Constitution may only be amended by the General Body in accordance with the procedure outlined by the Bylaws. In order for an amendment to pass, a simple majority of the General Body present at the General Body meeting is needed.
Section 2. Amendments to the Bylaws. The Bylaws may only be amended by the General Body in accordance with the procedure outlined therein. A simple majority of the General Body present at the General Body meeting is needed for any amendment to pass.
Section 3. All copies of the Constitution and Bylaws shall include the date in which the document was last amended. The most recent copy of the Constitution and Bylaws shall be made available by the first meeting convened by the new Board.
Section 4. All amendments of the Constitution and Bylaws shall be communicated to members of the Indian Association within one month of passage.
Indian Association Bylaws
Adopted January 23, 2009.
ARTICLE I: NAME and LOGO
Section 1. Logo. Any design for a IA logo must be approved by the General Body by a simple majority vote.
Section 2. Use. The Officers of the Board can use the IA name and logo for any official purposes in furtherance of their duties and responsibilities, or for other purposes approved by the Board.
ARTICLE II. REPRESENTATION
Section 1. Any questions regarding an officer's official status as an enrolled student will be resolved by the President of the IA.
ARTICLE III: ORGANIZATIONAL STRUCTURE
Section 1. Any changes in the organizational structure of the IA must be made through amendments to the Constitution and Bylaws.
ARTICLE V: THE GENERAL BODY
Section 1. Meeting. The Board must convene General Body meetings as described in Article V, section 1. Roberts’ Rules shall apply for the decorum to be maintained at the meetings. Quorum for general body meetings is at least two thirds of the Board. Violations of decorum in General Body meetings will be dealt with as deemed fit by the Board.
ARTICLE V: OFFICERS
Section 1. Meeting. The Board must convene Board meetings and General Body meetings prior to each major IA event and as and when deemed necessary, but not less than once every two months.
Section 2. Officers' Powers and Duties. Board members have duties and powers prescribed by these Bylaws.
A. All Board Members have the following duties and powers:
1. To serve as voting members of the Board, and attend all Board meetings and General Body meetings.
2. To fulfill their other duties as Board members
3. To perform all other duties as assigned by the Board.
4. To propose amendments to the Constitution and Bylaws.
B. President. The President's powers and duties shall include:
1. To preside over all meetings of the IA Executive Board.
2. To present to the Board, by the first meeting of the IA Board a complete list of the dates, times and locations of the meetings for the academic year.
3. To co-sign, with the Treasurer, checks for the organization.
4. To sign all forms which contractually or financially bind the IA.
6. To appoint interim Executive Board officers upon a vacancy of office.
7. To assume or delegate all responsibilities and duties otherwise prescribed by the Board, or as required in fulfillment of the office of President.
8. To approve proposed amendments to the Constitution and Bylaws.
9. To represent the IA at other campus events or select a suitable representative for such events
C. Vice President. The IA Vice-President's powers and duties shall include:
1. To maintain an updated membership roster for the organization which shall include the name, address, emails, and telephone numbers of all members of the Board.
2. To call roll of all voting members at all Board meetings and General Body meetings, and to keep the record of attendance for all members at all such meetings.
3. To inform a Board member when he/she has been removed from the Board. To notify the Board when a member has resigned or has been removed from the Board.
4. To contact, in a timely manner, the members of the Indian Association, when a Board member has resigned or been removed so that a replacement can be selected.
5. To assume all duties and responsibilities of the President in his/her temporary absence.
6. To assume the role and title of President upon resignation or removal of the President.
D. General Secretary. The IA General Secretary's powers and duties shall include:
1. To record the proceedings of the IA Board meetings.
2. To present to the General Body minutes from the previous meeting for the General Body’s approval.
3. To maintain a file of current and approved minutes of the IA Board meetings, to pass on such file to the succeeding IA General Secretary and to the USGA secretary to be publicly posted.
4. To provide a synopsis of each General Body meeting in the IA bulletin.
5. To maintain and order supplies for the IA.
6. To supervise all official IA mailings and correspondences.
7. To keep a current copy of the IA Constitution and Bylaws and to have this copy available during all Board meetings.
8. To send meeting reminders via email or postal/campus mail if necessary.
E. Treasurer. The IA Treasurer's powers and duties shall include:
1. To provide an accounting of all IA expenditures to the Board no less than once each semester.
2. To maintain an accurate balance of the IA accounts. .
3. To co-sign checks, with the President, for the organization.
4. To present funding guidelines at the last meeting of each semester for approval of the IA Board and use in the following semester.
F. Public Relations officer. The IA Public Relations Officer’s powers and duties shall include:
1. To assemble a list of contact information for the Presidents of all organizations within UMB.
2. To help draft a monthly events calendar to be included in the IA bulletin.
3. To manage all aspects of the IA bulletin sent to all students. To set and post rules at the end of every academic year, for use the following academic year regarding content and submission dates for the bulletin. To set standards for type and content of information contained in the bulletin.
4. To liaison with Public relations officers of associations of other academic institutions in and around Baltimore in order to foster a greater degree of cultural exchange.
5. To send out emails and fliers prior to each IA event.
G. Information and Technology (IT) Secretary. The IT secretary’s powers and duties shall include:
1. To maintain and update the IA website and IA email list, and to disseminate information through it as and when deemed necessary.
H. Cultural, Sports and Entertainment Secretary. The IA Cultural secretary’s powers and duties shall include:
1. To plan and coordinate the various cultural programs of the IA including Holi
(Festival of Colors), Diwali (Festival of Lights), Cultural Diversity nights, Sawagatam (new students social), Al-Vida (farewell social) and other IA events.
2. To liaison with other members of the International Student Organization (ISO) and assist in the execution of events such as the International dessert fest, Worldfest, etc.
Section 3. Election of Officers
A. Elections. Officers shall be elected by the IA General Body during the first meeting in the January of each academic year.
B. Nominations. Nominations for each post of the Executive Board shall be accepted from the time the elections are announced in the last General Body meeting in the December of each academic year until the elections in January. Nominations will be accepted from all members of the IA, either in person or via email.
All candidates must be IA members, currently enrolled as students at UMB, and must be in good standing.
D. Procedures. During the election meeting, the following procedure will be used for each office. (Nominations and elections shall proceed in the following order: Cultural Secretary, IT Secretary, Public relations officer, Treasurer, General Secretary, Vice President and President)
1. Nominations for each post will be closed immediately prior to the election for that office.
2. Candidates nominated for the position shall leave the room.
3. One by one, each candidate will enter the room, give a speech to the Board, and answer questions proposed by Officers. The candidate will again leave the room.
4. After all candidates have finished, they will be called back in as a group, and a question and answer session will commence a maximum of 10 minutes for questions and answers, each candidate is given up to 30 seconds to provide their answers. Time may be amended based upon the number of candidates by a majority vote.
5. After the question and answer period has ended, the candidates will leave the room. The Board will discuss the candidates in a closed session limited to voting members.
6. The candidates will be invited back into the room.
7. Each General Body member present at the General Body meeting will be given a ballot, and may select one candidate for the office.
10. The candidate with the highest vote total is elected to the office. If the ballot results in a tie-vote, a second vote by ballot will be held between the tied candidates.
8. Once the results of the election produce a winner, the election of the next officer will be entertained.
Section 4. Term of Office. The Officers elected shall take office during the second meeting of the IA Board held in January. Each officer is elected for a one-year term of office.
Section 5. Removal
A. Grounds. Any officer may be removed for failure to uphold the duties of his/her office as specified in Article V, Section 2.
1. Petition. If a petition to remove an officer bearing the signatures of two thirds of the Board and at least 10 regular members is presented to the Board, the Board will be called into closed session with the ability to call persons before it. The petition must outline the specific grounds for removal.
2. Voting. The subjected Board member will have a chance to address the Board concerning the reasons and to answer any questions if s/he wishes to. Two-thirds of the Board must vote in favor of removal for the motion to pass. The subjected Board member also has a right to vote on the issue of his/her removal. If the officer is removed, an election will be held to fill the appropriate vacancy at the next regularly scheduled General Body meeting in accordance with Article IV. Section 3.
Section 6. Resignation: Upon the resignation of a Board member, an interim election will be held to fill the appropriate vacancy at the next regularly scheduled General Body meeting in accordance with Article V, Section 3.
ARTICLE IX: AMENDMENTS to the CONSTITUTION and BYLAWS.
Section 1: Proposed Amendments
1. Amendments may be proposed by any member of the General Body.
2. Every proposed amendment must be drafted by the member proposing it and approved by the President.
Section 2. Proposed amendments to the Constitution or Bylaws must be announced in writing at least one Board meeting prior to voting on the amendment. All amendments must be passed by 2/3 majority of the General Body present at the General Body meeting where the amendment is discussed.
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