Our Constitution

ARTICLE I: Name

The name of this organization is the AFRICAN PEOPLE’S ASSOCIATION.

ARTICLE II: Objectives and Purposes

The objectives and purposes of African Peoples’ Association shall be:

  1. To educate ourselves on our heritage, history and culture, and to discover the commonalities that exist among ourselves.
  2. To present and defend publicly and otherwise the true images of Africa and to educate people about African affairs wherever possible.
  3. To give guidance and advice towards the creation of an African Studies Program and to contribute to the African Studies Abroad Program.
  4. To encourage self-education among those who share an interest in African people and Caribbean Peoples and their respective geographical regions.
  5. To bridge the gap that exists amongst African people living in different parts of the world.
  6. To share our talents and resources for the benefit of the African Peoples’ Association and to meet the needs of the organization’s members.
  7. To create and foster unity amongst our members in order that this bond will be the foundation of political unity in Africa.
  8. To work in any way possible to eliminate all negative forces in the African world.

ARTICLE III: Membership

All people sharing a concern for Africa and its peoples, including any students enrolled at Bowling Green State University, and who are in agreement with the objectives and purposes of the organization can become members. The membership shall have the right to decide matters of membership.

ARTICLIE IV: Officers

Section One. Officers of African Peoples’ Association shall be President, Vice President, Secretary, Treasurer, Public Relations and Event Planner. Any member may be elected to an office. No person shall have more than one office at a time and no person shall serve more than two consecutive terms in the same office. A former officer shall have no more privileges than any other member and shall be considered equal with other members for the purposes of appointments as the chairperson or as a member of a committee.

Section Two. Elections of officers shall take place in the month of April each year. The date of election set by the president shall be before May 25th each year. Members shall be informed about elections in writing by the secretary at least two weeks before election day so that they can turn in to the secretary the names of the candidates they want to hold office. Elections shall be by secret ballot and shall take place at a general meeting. Any member including the president has the right to vote. The winning candidate must win by majority vote. In case there is a tie-vote, re-voting shall take place twice at most. If the tie-vote is not broken at this time, the president shall then cast another vote to break the tie.

Section Three. A term of office shall be one year beginning June 1st, and ending May 30th of the following year. If an office becomes vacant during the term, the membership may elect a person in a general meeting to complete the term.

Section Four. The duties of the elected officers shall be as detailed under each heading below:

THE PRESIDENT:

As administrator the president shall:

  1. Appoint committees.
  2. Appoint chairpersons for each standing committee and may appoint members of the committee.
  3. Appoint chairperson and members of each special (ad hoc) committee, which he/she or the organization’s membership thinks should be created to conduct a possible project.
  4. Keep in touch with the chairperson(s) to advise the committees and to receive reports from the committees.
  5. Meet occasionally with all committee chairpersons for reviewing and planning the organization’s activities.
  6. Work with the treasurer in making a budget for the organization.
  7. Take final responsibility for all expenditures and financial management of the organization’s resources, which come from membership dues, fund-raising campaigns, university budget appropriations, and/or grants and donations.
  8. Not try to finance the organization him/herself or seek funds solely from well-heeled members or friends.
  9. Sign all association/organization checks with the treasurer.

As presiding officer, the president shall:

  1. Preside at all meetings.
  2. Prepare an agenda for each meeting. A copy of the agenda should be given to thesecretary well in advance of the scheduled meeting.
  3. Greet special guests and persons speaking/participating in the program.
  4. Call the meeting to order.
  5. Conduct the business of the meeting and make parliamentary decisions.
  6. Not debate an issue but shall explain issues and answer questions directed to him/her about an issue.
  7. Recognize new members and guests.
  8. Close meetings.
  9. Represent the organization within the community.
  10. Speak for the organization when he/she has the authority but not for him/herself.
  11. Be a member of the Program committee and be responsible for all existing committees.
  12. Maintain discipline and control in all general or executive meetings.

THE VICE-PRESIDENT

The vice-president shall:

  1. Preside at meetings in the absence of the president.
  2. Represent the president on occasions in the absence of the president.
  3. Carry out the duties that the president assigns him/her.
  4. Be responsible for the coordination of social and recreational activities.
  5. Report to the president all decisions that were made.

THE SECRETARY

The secretary shall:

  1. Maintain a permanent record of all documents concerning the organization. The documents shall include the minutes, the constitution, the bylaws, the list of standing and special committees and their chairmen and members, the roster of all the members of the organization, and the current agenda.
  2. Record minutes of each meeting. The minutes are the official record of the organization and should be typed in final form, signed by the secretary and the president and placed in a permanent book for safe keeping with other official documents.
  3. Read past minutes to the presiding officer at each meeting.
  4. Give the president a copy of current minutes before the next meeting.
  5. Receive and read all mail addressed to the organization and notify the officer or committee chairmen concerned.
  6. Preside in the absence of the president and the vice-president.
  7. Keep an attendance record of all active members.
  8. Carry out other duties the president shall assign him/her.
  9. Report directly to the president.

THE TREASURER

The treasurer shall:

  1. Collect money and have responsibility for all of APA’s funds collected and disbursed. This office shall be authorized by the President to disburse APA’s funds within prescribed limitations mandated by the university and by the organization. This person shall keep a written record of all receipts and disbursements of APA;
  2. Report on financial conditions of APA at each executive and general meetings and shall prepare APA’s financial records for examination by members of the executive body and other persons, authorized by the President.

The Event Planner

The Event Planner shall:

  1. Coordinate activity preparation
  2. Reserve activity spaces (tables, rooms, banners, etc).
  3. Develop annual and semi-annual program of activities and submit to president.
  4. Assist public relations in poster and flyer design and distribution.

Public Relations Officers

The Public Relations Officers shall:

  1. Coordinate advertising.
  2. Hold the responsibility of poster and flyer design and distribution.
  3. Facilitate any publications regarding the organization.
  4. Recruit and maintain members.
  5. Organize union table seating.
  6. Promote and further the organizations objective.

Membership and Voting Rights

  1. The candidate was an active member by attending over 40% of the meetings, where involved in different committees throughout the year, and assisted Executives in their duties.
  2. The candidate is free from any other demanding organizational duty. (Ex: President of another organization)
  3. They have attended general and executive meetings.
  4. The candidate is present at the time of the vote, unless a valid written excuse has been provided a minimum of three (3) days prior to the election.
  5. The candidate will be a student at BGSU during the fall semester and commits to a minimum sixty percent (60%) attendance during the spring semester. (President and Treasurer positions only.)

Eligibility

Members are eligible to be elected an executive if:

  1. The candidate was an active member by attending over 40% of the meetings, where involved in different committees throughout the year, and assisted Executives in their duties.
  2. The candidate is free from any other demanding organizational duty. (Ex: President of another organization)
  3. They have attended general and executive meetings.
  4. The candidate is present at the time of the vote, unless a valid written excuse has been provided a minimum of three (3) days prior to the election.
  5. The candidate will be a student at BGSU during the fall semester and commits to a minimum sixty percent (60%) attendance during the spring semester. (President and Treasurer positions only.)

ARTICLE V: Meetings

Section One. Regular meetings of African People’s Association shall be held at least twice a month. The president shall set the day, time, and place for the meeting, and the membership shall be informed at least one week before the date of the meeting.

Section Two. The president may call special or emergency meetings for African People’s Association at a convenient place at least 48 hours in advance.

Section Three. The forum for any meeting shall be the “core” of the organization.

SectionFour. All the members shall be required to attend the meetings. Any member informed about the meeting and who, due to circumstances beyond his control cannot attend the meeting, shall forward his/her name and written excuse to the listproc before the meeting.

Section Five. The treasurer shall preside in the absence of the president and the vice president and assume responsibility for the smooth running of the organization until the vacancies can be filled.

Section Six. In the event of the incapacitation of any officer, the next meeting should hold election for the vacated position.

ARTICLE V: Standing Committee

Program Committee

Section One: The program committee shall:

  1. Plan and implement African People’s Association programs throughout the year.
  2. Develop programs that will inform, influence or entertain members, their guests and the    general public.
  3. Aid the publicizing committee in publicizing programs. Send thank-you letters, deemed good and wise, after a program.
  4. Voluntarily assist all other committees with their activities.

Section Two: The program committee will also serve as the arrangement committee and

  1. Make sure that there is a convenient place for each regular meeting.
  2. Make sure that the meeting place will be open at least 30 minutes before the scheduled meeting time so that officers, members and guests will not have wait outdoors or in the corridor.
  3. Make sure things such as film projectors, loud speakers, stereo, tickets, refreshments or meals are available in every occasion where they are required.

Publicity and Fund-raising Committee

Section One: The purposes and duties of the publicity and fund-raising committee are

  1. To publicize the time, place, and purpose of all the organization’s meetings.
  2. To publicize all other events of the organization.
  3. To publicize, with the president’s approval, the work of the organization, its goals and achievements.

Section Two: In carrying out its work the committee may use posters, newspapers, newsletters, booklets, radio, television and all other media necessary to carry out its objectives.

Section Three: It shall be the responsibility of the publicity and fund-raising committee to create and conduct fund-raising projects. The projects shall be brought to the executive body for approval.

The executive body shall sit as the executive committee to:

  1. Examine and approve, or disapprove fund-raising projects created and recommended by the publicity and fund-raising committee.
  2. Examine and approve, or disapprove programs planned and recommended by the program committee.
  3. Discuss and solve all controversial matters.
    a. With its recommendation, the president shall appoint an ad-hoc committee to carry out further investigations and reach a final solution on controversial matters that the executive committee was unable to solve or reach a mutual agreement on.

ARTICLE VI: Ad-hoc Committee

An ad-hoc committee (special committee) may be appointed by the president to carry out a special task. Its existence shall end after a majority of the membership has accepted its report.

ARTICLE VII: Clubs

Section One: African People’s Association has the right to create its own clubs whose activities will conform to the objectives and purposes detailed in the article of the constitution.

Section Two: The heads of the clubs so created are answerable to the president and the executive body for all their activities. Under no circumstances shall these clubs engage in any activity anywhere without the written consent of the president.

Section Three: The executive body shall decide on all finance relating to or with the clubs so created.

Section Four:
(a) No member or group of members shall create another club, act or perform an activity in form of a club, without written authority from the executive body.
(b) No member or group of members shall change or attempt to change the name of any club created by the organization without the written consent of the executive body.

Section Five: The executive body has full rights to take legal action against any of its members who fail to comply with the four sections of this article.

ARTICLE VIII: Awards

Section One: When an active member is leaving Bowling Green, the African People’s Association will hold a ceremony and confer on this active member a certificate of honor for his/her dedication and service to the organization. The president and secretary will the sign the certificate.

Section Two: Members who plan to leave Bowling Green shall in accordance with Article VIE, section one, turn their names to the secretary at least two weeks in advance so that arrangements for the ceremony can be made, and records kept.

ARTICLE IX: Disloyalty in Office

Section One: All officers shall carry out their duties devotedly and in good faith. The president has the right to give a written warning to any official who neglects or fails to carry out his duties properly. The vice-president reserves the right to be informed prior to the issuance of any written warning to a member(s) or an official(s).

Section Two: An official who receives two written warnings shall appear before the whole organization for questioning. After questioning, a vote of confidence shall be taken by having all members present at the hearing sign a sheet of paper. The signatures will be preserved in a file. If the majority of members present vote against him/her, the official will be asked to resign. Otherwise, he/she will resume his position or be assigned another responsibility.

Section Three: Decisions to assign the official to another responsibility will be made by the executive body.

ARTICLE X: Rules of Procedure

The African People’s Association shall adopt the Robert Rules of Order in conducting its business. The procedure is as follows:

  1. Order
  2. Roll call
  3. Reading the minutes (its adoption and matters arising)
  4. Treasurer’s report
  5. Reports from standing committees
  6. Reports from ad-hoc (special) committees
  7. Unfinished business
  8. New business (this should be added to the agenda before the meeting)
  9. Announcements
  10. Adjournments

ARTICLE XI: Amendments

A motion to amend this constitution or any portion or part thereof may be moved by any member in written form at any regular meeting. No discussion of the amendment shall take place at the meeting that the motion to amend has been moved. Members shall then hold two other meetings, at most, to discuss and debate the amendment. The amendment may then be adopted if at least 60% of the members in attendance vote in favor of the amendment.

ARTICLE XII: Policies

The policies of the organization shall be as follows:

Disbursement of Funds

Section One: The president is fully responsible for disbursing the African People’s Association funds or other resources thereof. He/she shall only authorize disbursements of funds or other resources upon the agreement or approval of the majority of the members present at a general meeting.

Notation: In an emergency situation (any situation, circumstance, or event which must be reacted to within twenty-four (24) hours), the president should contact the members of the executive committee and inform of any decision to be taken regarding the disbursement of fiscal or material resources.

Membership and Voting Rights

Section Two: Any member who is absent for two conservative general meetings without a substantial excuse as mentioned in Article IV sections four and five, will forfeit the right to vote or participate in any organizational activities. This right will be reinstated upon completion of the following:

  1. Payment of all fines accumulated thereof on or before the next general meeting.
  2. All payments should be made to the treasurer.

Use of African Peoples’ Association Name

Section Three: Only individuals, groups, and or other organizations authorized by the executive committee and the members of the African People’s Association shall use the organization’s name. No individual, group(s), or other organizations shall use the organization’s name in advertisements, publications or promotional activities or events without first obtaining approval. Legal action will be taken against any individual(s), group(s), or other organizations that are found in violation of this policy.

ARTICLE XII: Constitution Adoption

This constitution shall be adopted by majority vote of these persons attending the meeting to finally approve it.

ADOPTED this ________________ day of ________________ 20__ here at Bowling Green State University, Bowling Green, OH 43403, United States of America.