CONSTITUTION
Proposed Revision 5/6/98
ARTICLE I
Identification
The name of this organization shall be the Southern California Pilipino American Student Association. Hereafter, it may be referred to as SCPASA for the above name.
ARTICLE II
Purpose
1. The purpose of SCPASA shall be:
A. To support the SCPASA member organizations.
B. To promote closer unity among the Pilipino American students in the Southern California Colleges and Universities by coordinating events and meetings
C. To maintain and propagate the cultural and historical heritage of the Pilipino and Pilipino American.
D. To encourage academic excellence.
E. To promote awareness in the community, cultural, political, and social aspects of this organization.
F. To provide the opportunity to develop leadership skills and qualities.
ARTICLE III
Organization
1. SCPASA will be governed by an elected body consisting of a board of directors (BOD) and an executive board.
2. SCPASA will be divided into _ regional districts (RD), each represented by two voting members of the board of directors representing each regional district.
A. The regional districts are: Valley (V/SF), North Los Angeles (NLA), South Los Angeles (SLA), Orange County (OC), Inland Empire (IE), and San Diego (SD) regions.
B. Each regional district will consist of representatives from their respective member districts.
i. Each RD will be responsible for electing representative board members.
ii. Each RD will be responsible for holding elections in accordance to the timeline set by the board of directors.
C. Each regional district will act as a separate organized body within SCPASA
i. Each RD will have the option to enact by-laws that govern their regional district.
ii. Each RD will be responsible for holding monthly meetings opposite the SCPASA general BOD meeting.
iii. Each RD will be responsible for outreaching and retaining member organizations.
iv. Each RD will be responsible for keeping records and giving copies of all records to the Secretary and Treasurer.
ARTICLE IV
Meetings
1. The elected officers shall draft and publicize a schedule of regional and monthly meetings bi-annually.
2. Emergency Meetings may be called at the discretion of the executive board and the board of directors.
3. Bidding: Organizations must bid to host future meetings and prospective sites will be voted upon by general membership board of directors or member representatives.
A. Bidding process will be at the discretion of the current board.
4. Hosting organization is responsible for location, site, directions, and signs.
5. All meetings are open to the public unless designated as closed.
ARTICLE V
Membership
1. Membership into SCPASA shall be open to any chartered Pilipino-based student organization of the in Southern California Colleges and Universities.
A. Any chartered student organization that does not satisfy membership requirements may participate as an affiliate upon acceptance by majority of SCPASA board, then by general membership.
B. Requirement:
* SCPASA shall be notified of any changes in officers, or representatives, or any other pertinent information. Each school is responsible for updating SCPASA at earliest convenience.
2. Anyone who is a member of a SCPASA organization is an automatic member of SCPASA.
3. Individual school organizations shall be referred to as general membership.
4. Membership is open to any college student regardless of age, sex, race, religion, etc. Anyone who is not a student shall be an honorary member.
5. Duration of membership shall last one academic school year and must be renewed at the beginning of the next academic year, or as changes to board or contacts occur.
6. Membership status will be revoked upon majority vote of general membership
A. Current board will evaluate the situation and will decide grounds for termination
B. All disciplinary action taken will be void at the end of the academic year in which it was implemented.
7. Each school organization must be registered as a member of one of the Regional Districts (RD) of SCPASA. Organization can be registered in no more than one Regional District.
8. Each school is required to submit a membership registration fee based on a sliding scale upon registration each year. Fees to be determined by Finance committee and ratified each year by the SCPASA Board of Directors.
9. Each organization must designate one representative and one alternate to attend the Regional District meetings. Board of Directors (BOD) meetings are optional unless representative is voted as regional representative to the BOD.
10. The elected executive officers for this organization shall consist of a chairperson, vice-chairperson, treasurer, and secretary, internal public relations chairperson, external public relations chairperson, cultural chairperson, academic chairperson, community chairperson, and social chairperson voted by the member organizations to assist the board of directors in overseeing and implementing SCPASA region-wide issues and programs.
11. Length of term for the executive board and the board of directors shall be one calendar year.
A. Terms will be staggered, one BOD member voted in Fall and another in Spring.
B.The Chairperson and Secretary will be voted in Spring, the Vice-Chairperson and Treasurer in the Fall.
ARTICLE VI
Duties of Officers
1. The Board of Directors shall:
A. Represent their region at the BOD general meetings.
B. Facilitate or delegate facilitation of their respective regional meetings.
C. Coordinate or delegate coordination of programs that pertain to their respective regional community or programs as designated by the board of directors.
D. Present SCPASA region-wide and regional issues and disseminate information to their respective regions.
E. Work in project committees in addressing issues and implementing decisions.
F. Maintain a report for the evaluation of events and programs implemented in conjunction with the active participants of the given event.
G. Attend both their Regional District and General meetings and maintain communication between their member schools and the general body.
2. The Chairperson shall:
A. Be responsible for the performance of the other officers and BOD and maintain compliance with this constitution.
B. Assist and oversee all the SCPASA programs and projects.
C. Facilitate or delegate facilitation of each of all the SCPASA general meetings.
D. Coordinate agenda, with the executive board and board of directors, for all general meetings.
E. Act as the primary contact and spokesperson for SCPASA.
F. Maintain communication with organizations outside of SCPASA.
G. Attend all General meetings and at least two of each of the regional meetings.
3. The Vice-Chairperson shall:
A. Assume the duties of the chairperson in the absence of the chairperson.
B. Oversee the duties of the committees.
C. Work in conjunction with the chairperson and the board of directors to help achieve the goals
and maintain the purpose of this organization.
D. Maintain communication with the executive board officers and regional representatives.
E. Maintain a report for the evaluation of events and programs implemented in conjunction with the active participants of the given event.
F. Lead the mediation of discussion of conflict within SCPASA in conjunction with appointed BOD committee.
G. Assist with projects.
H. Attend all General meetings and at least two of each of the regional meetings.
4. The Treasurer shall:
A. Maintain and prepare financial statements for this organization.
B. Prepare and maintain financial reports for this organization.
C. Be responsible for coordinating and organizing financial matters relating to the organization. (i.e. fundraising projects, registration fees).
D. Assist with other projects.
E. Have the option to appoint an assistant treasurer for each region upon approval of the BOD.
F. Attend all General meetings and at least two of each of the regional meetings.
5. The Secretary shall:
A. Maintain a current directory of SCPASA
i. Constitutions and maps of individual schools
ii. Names, phone numbers, and addresses Contact information of SCPASA members schools and regions.
B. Keep an up-to-date record of all SCPASA regional and general agendas and minutes of all meetings. A copy of each meeting's minutes, including a list of all attending members, shall be available at all times for members' reference.
C. Handle and maintain records of all correspondence pertaining to SCPASA.
D. Prepare agendas, with the chairperson, for the meetings.
E. Furnish a copy of agendas to the membership.
F. Assist with other projects.
G. Have the option to appoint an assistant secretary for each region upon approval of the BOD.
H.Attend all General meetings and at least two of each of the regional meetings.
6. The Project Coordinators shall : (2, or appointed as needed by BOD)
A. Be appointed by the board of directors as needed for each project, length of term to exceed no more than a year.
B. Assemble committees as necessary in implementing programs designated by the BOD.
C. Coordinate with SCPASA member schools and outside resources in implementing programs.
D. Conduct further research into issues that affect SCPASA constituents in accordance to their designated project.
E. Keep journal of all actions and contacts made during program.
5. Internal Public Relations shall:
A. Maintain direct communication within SCPASA
B. Mediate discussions of conflict between member organizations.
C. Inform organization of upcoming meetings and events.
D. Assist with other projects.
6. External Public Relations shall:
A. Maintain communication within organizations outside SCPASA.
B. Publicity of upcoming SCPASA events to organizations outside SCPASA.
C. Assist with other projects.
7. Community Chairperson shall:
A. Maintain direct communication within SCPASA for community information and events.
B. Direct and coordinate SCPASA community events.
C. Assist with other projects.
8. Social Chairperson shall:
A. Act as a reference person regarding social events and information.
B. Direct and coordinate SCPASA social events.
C. Assist with other projects.
9. Cultural Chairperson shall:
A. Act as a reference person for cultural information and events within the SCPASA organizations.
B. Direct and coordinate SCPASA cultural events.
C. Assist with other projects.
10. Academic Chairperson shall:
A. Act as a reference person for academic information and events.
B. Research available scholarships.
C. Direct and coordinate SCPASA academic events.
D. Assist with other projects.
ARTICLE VII
Voting
1. A 2/3 vote resolution written by a board member, endorsed by five or more member organizations, is needed to introduce new business that affects the general region-wide membership, and a 2/3 vote of those the board of directors present, provided there is quorum, is needed to pass any membership decision.
A. In the event of elected officials a quorum shall be present of the general body membership .
A. A quorum shall be 2/3 of the total general membership board of directors at General meetings, 2/3 of representatives from member schools at Regional District meetings.
B. In the event a quorum is not met, the issue will be readdressed tabled or a suspension of the rules may be implemented at the discretion of executive board of directors or representatives.
2. Each recognized SCPASA general board of director member organization is entitled to one vote during general BOD meetings and each recognized representative is entitled to one vote during Regional District meeting.
A. Affiliate organizations do not have voting privileges.
B. Affiliate organizations may engage in discussion and/or debate.
3. A vote shall be counted by roll call a show of hands representing each recognized SCPASA board of directors member organization at general BOD meetings and recognized representative at regional district meetings.
A. Elections or any other special circumstances shall be voted by secret ballot or at the discretion of the executive board.
4. A quorum must be present for elections or for special circumstance as designated by the BOD with a simple majority vote deciding the victor.
ARTICLE VIII
Elections
1. Eligibility
A. Candidate must be a member of an SCPASA member organization.
i. Alumni status will be valid and recognized if
a. At the time of elections, candidate must be is a student of a member campus.
B. Candidate must be endorsed by an SCPASA member organization.
C. Candidates for the offices of Chairperson and Vice-Chairperson must have previously served an elected office of SCPASA, an appointed position of SCPASA, or served as an SCPASA representative of a member school.
2. Nominations for offices will be held one meeting prior to the election date.
For the Board of Directors: (2 per regional district)
A. Each general member recognized representative may nominate their own candidates per office for board of directors during regional meeting.
i. Each motion to nominate a candidate must be seconded by another SCPASA member organization other than that which made the motion.
a. The nominating member must briefly (1 min.) state platform for the candidate.
B. Each nominee must have prior knowledge of the motion to nominate.
C. Each nominated candidate must accept or decline three days prior to the day of the election.
For the Executive Officers: (not including Project Coordinators or BOD)
A. Each recognized board of directors member may nominate their own candidates per office during general BOD meeting.
i. Each motion to nominate a candidate must be seconded by another SCPASA member organization other than that which made the motion.
a. The nominating member must briefly (1 min.) state platform for the candidate.
B. Each nominee must have prior knowledge of the motion to nominate.
C. Each nominated candidate must accept or decline three days prior to presentation to the BOD.
3. The order in which the procedures of nominations shall be:
For the Board of Directors: (to be voted by each respective regional district.)
A. Motion for nomination by recognized organizational representative. SCPASA general membership.
B. Nomination statement by nominating school
C. Seconding process
D. Confirmation of nomination
For the Executive Officers: (not including Project Coordinators or BOD)
A. Preliminary vote at regional level for endorsement of candidates, not limited to their respective regional district.
i. Motion for nomination
ii. Nomination statement by nominating member
iii. Seconding process
iv. Confirmation of nomination
B. Presentation of all Regional District nominees at BOD meeting (nominees must accept or decline by this meeting).
4. Election procedures shall be:
For the Board of Directors:
A. The current executive board shall run election with the exceptions of those executive BOD members that are candidates.
i. In the event all board members are all candidates, a committee shall be formed by those currently present at the nomination meeting.
ii. The counting of the ballots shall be performed by the appointed committee.
iii. The members of the appointed committee shall not include candidates, and should consist of no more than three individuals.
For the Executive Officers:
A. The current board of directors shall run election with the exceptions of those BOD members that are candidates.
i. In the event all board members are all candidates at the RD meeting, a committee shall be formed by those currently present at the nomination RD meeting.
ii. The counting of the ballots shall be performed by the appointed committee.
iii. The members of the appointed committee shall not include candidates, and should consist of no more than three individuals.
B. Candidates may run be nominated for multiple positions/ offices, but may only accept one office by the designated BOD meeting.
i. There shall be one ballot for each office from all candidates designated from the BOD meeting. The newly elected officer shall be announced before moving on to the next office.
ii. Once a candidate is elected into an office, the candidate will be ineligible for other offices that they have been nominated.
C. The order of offices that shall be voted in reverse order upon will be the same as listed in ARTICLE VI, excluding the Project Coordinators and the Board of Directors in accordance to ARTICLE V, Section 4, B.
5. Speeches
A. All regional nominees are to be present at BOD nominee presentation meeting where their speech and Q&A session will be videotaped and presented at each of the regional meetings.
B. Speeches shall be no longer than three minutes with a five minute question-and-answer period.
i. The Chairperson and Vice-Chairperson candidate speeches shall not exceed seven minutes with a ten minute question-and-answer period.
ii. Other candidates shall not be in the immediate location while a speech and question and answer is given or viewed by a nominee for their respective office.
iii. Candidates may appoint a proxy to present a pre-recorded speech in the event the nominee can not be present to deliver their speech at the designated BOD meeting and must state the reason behind the need for a proxy to the elections committee.
6. Vacancies of a position shall be filled by a 2/3 vote of the general membership as per election procedures stated.
7. Representatives from all of the Regional Districts will meet in a closed meeting following the RD election meeting and prior to the BOD meeting.
8. Elected officials will be announced at BOD meeting following the Regional District election.
ARTICLE IX
Resignation/Impeachment
1. Resignation of SCPASA Executive Board and Board of Directors offers must be in writing and must be submitted two weeks prior to implementation, with valid reasoning.
2. Impeachment of officers may be done under a 2/3 vote of the general membership Board of Directors.
A. Two written notices at least two weeks apart must be issued and publicized to the general membership at the official’s Regional District and General Board of Directors meeting before impeachment can occur.
i. If no response or action is taken when the notice is issued, the next notice will automatically be sent or termination will occur upon vote of the board of directors.
ARTICLE X
Amendments
1. The Constitution may be amended with the following:
A. A mandatory general membership meeting must be publicized stating the issue.
B. A 2/3 vote is needed of the general membership attending.
C. The amendment shall be presented to the general membership and open for discussion/debate prior to the vote.
