Society for Advancement of Hispanics/Chicanos and Native Americans in Science at San Francisco State University BY-LAWS
NAME of ORGANIZATION
The name of the organization shall be Society for Advancement of Hispanic/ Chicanos and Native American in Science at San Francisco State University. The acronym that the organization shall use is SACNAS at SFSU.
- To further the work of, to improve the effectiveness of, and to enhance the public understanding of and appreciation for Chicanos, Latinos, Native Americans, Alaska Natives, Native Hawaiians, and other underrepresented minorities in Science.
- To cooperate with other individuals, organizations, clubs, and other groups whose purposes include the achievement of public understanding for Chicanos, Latinos, Native Americans, Alaska Natives, Native Hawaiians, and other underrepresented minorities in the sciences.
- To promote student and professional recruitment, retention, and professional development of Chicanos, Latinos, Native Americans, Alaska Natives, Native Hawaiians, and other underrepresented minorities in science at SFSU.
- To provide a forum for students and professionals from different science disciplines and science related disciplines to come together for academic, community service, and social activities at SFSU.
This organization will be an affiliated chapter to the SACNAS. This chapter reserves the right to create and adopt its own by-laws, rules and procedures within the context of the SACNAS By-laws and the rules and regulations of the San Francisco State University. SACNAS requests that any modifications to the by-laws template be noted, highlighted or added as an addendum in the last page of this template.
No person shall be denied membership on the basis of major, race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, gender identity, or disability. Membership shall be open to all currently enrolled students, faculty, and staff at the San Francisco State University. Only currently registered students of SFSU will be considered as voting members.
Section 1. Qualifications
Membership shall be open to all interested students at San Francisco State University. A member must be associated and in good standing with San Francisco State University.
Section 2. Privilege of Membership
Members shall have the right to attend all meetings and participate in all SACNAS sponsored activities.
GOVERNING BODY: OFFICERS
Section 1. Officers/Executive Board:
President: Initiates and presides over meetings. Oversees all group activities and assists in leadership development of membership
Vice-President: Assumes presidential responsibilities in the absence of the president. Develops and coordinates outreach activities.
Secretary: Maintains accurate attendance and membership records and keeps minutes.
Financial Director: Maintains and manages finances and keeps accurate financial records. Prepares and implements chapter budget.
National Liaison: Primary contact with the SACNAS National Office. Submits Chapter Annual Report and conducts communication with the National Office. Reports chapter information such as changes to by-laws, board members, contact information, etc. to the National Office. Keeps current with literature and report current events from National Office. Coordinates all activities involving National Organization such as the annual SACNAS National Conference.
Section 2. Nominations:
- Individuals may be nominated for more than one office, but may fill only one position.
- Active members may nominate themselves. Nominations may also be submitted via email to a member of the Executive Board.
- Individuals seeking nomination must be active chapter members.
- Secretary shall record nominations and make available to the membership properly written ballots for each election.
- Nominations shall be held two months prior to the last meeting of the academic year.
- If only one person is nominated for a position, then s/he will run unopposed and must receive a majority (>50%) of the vote to be elected to the officer position
Section 3. Elections/Voting:
- Elections shall be held one month prior to the last meeting of the academic year.
- All active members are eligible to vote during elections, when votes are taken for proposed activities, or amendments to the constitution.
- Voting shall be conducted as a secret ballot and tally shall be conducted in the absence of the said candidates.
- Ballots shall be tallied by the current secretary and two members appointed by the president.
- In the event that there is not a majority vote, the top two candidates will hold a run-off election. If after the run-off election, neither candidate receives a majority of the vote, the officer will be elected by the newly elected board members. If a candidate runs unopposed but does not receive a majority (50%) of the vote, the position will remain vacant.
- Officer terms are one academic year. Officers may serve in an “ex-officio” capacity after their one year of service in order to train and guide new officers.
Section 1. Quorum
- For Board Meetings: A quorum must consist of at least 50% of the officers.
- For General Meetings: A quorum must consist of at least 50% of the officers OR 50% of active members.
Section 2. General Meetings
- Members are encouraged to attend meetings. General Body meetings will be held every two (2) weeks and members shall be notified by email.
- General Body Meeting Agendas shall be prepared by the President and will be emailed and posted on Social media Site (Facebook) at least one week before the meetings. Agenda items covered in the General Body meeting will be voted upon at the next Board Meeting.
- Agenda items may be proposed by any active member to the President or Secretary at least 24 hours prior to the next General Body Meeting.
- The General Body Meeting Open Forum shall be no longer than thirty minutes.
Section 3. Board Meetings
- Board meetings will occur twice a month.
- Board members are required to attend 50% of all Board Meetings and at least one meeting per month. Failure to attend may merit a warning and potential removal from the officer position (Article VIII, Section 2).
- Board meeting agendas shall be prepared by the President or Secretary, including proposed items by other board members. Board Meeting Agenda items will include agenda items discussed at the General Assembly Meeting as well as those items proposed at least one week before the Board meeting. These items will be emailed at least one week before the meetings to all board members by the President.
- Active members may attend and voice their opinion at the Board Meetings’ Open Forum. However, only board members may vote.
- Open Forum shall be no longer than fifteen (15) minutes and any active member may participate. This time will be divided equally amongst all participants in the Open Forum.
- Emergency meetings may be called by any member of the Executive Board. Members shall be notified about emergency meetings by email. Emergency meetings to remove a member may be called by any active member.
- In the event that there is a tie in a vote, the topic at hand will be brought up at the next General Body Meeting as an agenda item for voting by the General Body of active members.
- The Treasurer and President shall be responsible for preparing a budget every academic year.
- The Treasurer and at least one other Board Member, as designated by the Board, will have access to the Finances and Chapter Bank Accounts.
- All distributions of funds shall be approved by a majority vote of Board Members at a Board Meeting.
RESIGNATIONS AND REMOVALS
Section 1. Resignations:
- An officer may resign from office at any time, by giving written notice to the president, vice president, or advisor. The written notice of resignation must be received and acknowledged by the governing body of officers 2 weeks before the resignation becomes effective.
- If a position is vacated before three-quarters (3/4) of the term (academic year) is completed, then nominations will be taken to fill the vacancy and voting procedures will be conducted as stated in Article V with the exception of Section.
- If more than three-quarters (3/4) of the term (academic year) is completed, then the position will remain vacant until general elections are held.
Section 2. Removals:
- Shall any member have knowledge that any member (including officers) is not fulfilling his/her duties, he/she may write a warning email to that person with their concerns and notify the Vice President of issued warning.
- The Vice President will take note of warning and keep it on file.
- At the next Board Meeting, the Vice President will see if the issue has been resolved by way of a discussion with both parties.
- If Yes, no further action is needed.
- If No, the issued will be addressed as an agenda item at a Board Meeting. Board Members will decide if further action is needed.
- Shall any member have knowledge that any member, including officers, has acted or participated in activities that violate the mission of the chapter, he/she may call an emergency meeting to discuss removal.
- A two-thirds vote at a Board Meeting, excluding the member or officer under investigation, is needed for a removal.
- Upon removal, then nominations will be taken to fill the vacancy and voting procedures will be conducted as stated in Article V with the exception of Section 3.1
- If a position is vacated before three-quarters (3/4) of the term (academic year) is completed, then nominations will be taken to fill the vacancy and voting procedures will be conducted as stated in Article V with the exception of Section
3.1. If more than three-quarters (3/4) of the term (academic year) is completed, then the position will remain vacant until general elections are held.
Any active member may propose an amendment to the chapter By-Laws. Amendments must be submitted in writing two weeks prior to voting at a General Body Meeting. By-Laws may be amended at any regular meeting with a two-thirds vote. Members will be notified in the agenda by email that an amendment will be voted upon at the next meeting.
Dissolution of SACNAS at SFSU shall be decided upon after the proposal for dissolution has been submitted in writing and signed by 50% of active members at least two weeks prior to the next scheduled meeting. Dissolution requires a three quarters vote of the active voting members present at the next regular meeting. In the event of chapter dissolution, the chapter will return any remaining funds to the SACNAS National Office, if allowed.
Parliamentary authority shall be taken by members of the Executive Board to cover those points not addressed in the By-Laws.