Hello, Purposeful Penny members,
Following is the final version of PP's constitution. Please go over it and give us your feedback by Tuesday, December 8. If you do not send any feedback by this date, it will be assumed that you agree with and confirm this constitution. Thank you.
Sincerely,
PP Office Bearers
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[Final] Constitution of Purposeful Penny
Name of Organization
The name of the organization is “Purposeful Penny”. The abbreviated name is PP.
Purpose
The vision of Purposeful Penny is to demonstrate that even a small contribution can bring about a big positive result. Purposeful Penny contributes to organizational efforts aimed at providing education to underprivileged children.
Activities
Purposeful Penny will collect donations in the form of loose change (pennies, dimes, nickels and quarters). This fund will be used to contribute to specific initiatives being undertaken by nonprofit organizations in the field of education for underprivileged children.
Membership Requirements
Anyone who is interested in furthering the cause of the organization will be welcomed as a general body member.
Financial Obligations of Members
There are no financial obligations for being a member, but members are encouraged to donate loose change periodically, which will be greatly appreciated.
Associate Membership
Faculty, staff and alumni of the University and non-University persons may participate in the meetings and activities of the organization. An associate member may be given specific tasks and appointed as a special rapporteur by the executive committee. Such special rapporteurs will be de facto executive members but will not have voting rights. Annual renewal of membership is a requirement for maintenance of associate membership status.
Membership Procedures
Recruitment will take place all year around. A written application will be required for membership, upon which a confirmation will be communicated. There are no methods of selection or approval. Privileges of membership include regular updates, an opportunity to participate in meetings, and access to annual financial records. Failure to renew membership for two consecutive years will result in membership status being made inactive.
Voting Privileges
Voting privileges are limited to active student members in good standing with the organization including but not limited to compliance with the provisions of this constitution. General body members will have voting privileges for electing office bearers.
Officers
The membership of the organization is divided into three tiers: general body members, executive committee members, and office bearers. General body members elect office bearers in an annual election. The office bearers in turn appoint executive committee members. Four office bearers comprise of: a president, a vice-president, a treasurer, and a secretary. The president is the public face of the organization, and is responsible for leading decision making and presiding over committee meetings. The president will delegate authority where necessary to executive committee members. The vice-president supports the president in performing the day to day activities of the organization and specific tasks as given to him/her by the president. The treasurer is responsible for collecting and keeping track of loose change donated by members, and generating and maintaining financial records. The secretary will be responsible for logistical arrangements including but not limited to taking minutes of committee meetings and disseminating these minutes to all concerned.
Election of Officers
Annual election of officers will take place during the first week of October. Election will take place through anonymous voting via internet. Within seven calendar days, the incumbent President will announce the successful candidates. To qualify as a nominee, the person must have been a general body member for at least six months. Voting will be limited to general body members. Adequate procedures will be undertaken by the executive committee to ensure that the elections are open, transparent, and fair. A simple majority of valid votes cast is required to be elected as an officer. An officer cannot hold more than one position at the same time. Absentee or proxy ballots will not be accepted.
Terms of Office
Terms of office will be one year from the proclamation of election results to the date of election the following year.
Removal of Officers
Failure to comply with the responsibilities stated in the constitution shall be grounds for removal of officers. Unauthorized and/or unlawful use of organizational assets, monetary or otherwise, shall also be grounds for removal of officers.
Voting Powers of Officers
Important decisions shall be taken through a vote and each executive committee member except associate members with special rapporteur status shall have one vote each. The President will vote in the event of a tie.
Vacancies
Upon vacancy of an elected position mid-term, the president will appoint an executive committee member to serve out the remaining terms of office. In the event that the president resigns, or is absent or incapacitated, the vice president shall assume the responsibility until the end of the term.
Committees
As and when required, the President may appoint a subcommittee with a specific task to be completed within a specific duration of time.
Meetings
Regular meetings will be held monthly. Office bearers will be expected to attend the meeting, executive committee members are encouraged to attend, and general body members are welcome to attend. Quorum requirements are four attendees including at least two office bearers. The president shall call special meetings whenever necessary. Notice of such meetings shall be communicated via emails/phone calls. The President will chair all meetings. The powers of the Chair are as follows: calling the meeting, setting agenda, initiating voting on particular decisions, breaking the tie, and coordinating dates and place of the next meeting.
Finances
The executive committee will identify the organization to which Purposeful Penny will channel its collected donation. Once the decision is made, the decision will be communicated to the recipient organization. The President will hand over the check to the organization. The President and the Treasurer shall be the authorized signatories for all transactions requiring check issuing. All donations collected shall be channeled into selected organizations.
Advisor
A faculty advisor shall be sought from Graduate School of Public and International affairs (GSPIA). The role of the adviser is to assist the group and to service as the group’s liaison with the University. The advisor shall become familiar with the University rules and regulations applicable to student to organizations.
External Affiliations
The only external affiliation that Purposeful Penny has is with the organizations to which donations are channeled. The mission of the organization shall govern relationship eligibility.
By-Laws
Addenda to this constitution if and when added shall be made a part of the original document.
Amendments
Amendments to this constitution shall be made through a regular meeting where office bearers and executive committee members are present. Minimum quorum for such meetings will be five members including all office bearers.
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