UNB Indian Student Association Constitution

1. Name:
This organization shall be known as UNB Indian Student Association (herein after will be referred to as ISA). The name cannot be changed under any circumstances.

2. Objective:
The objectives of ISA should be follows: I. To help as much as possible, to the Indian students newly coming to UNB or who are presently studying at UNB in matters such as successful establishment at Fredericton and other advisory help. II. To contribute towards social, economic, and educational development of the Indians and members of the association at UNB. III. IV. V. VI. To promote mutual understanding among the people of the association. To project a positive image of India and its cultural values and identity. To gather information which are pertinent to India and/or beneficial to Indians. To speak with a united and effective voice in any matters that would affect the well-being of the Indian students at UNB. VII. VIII. Liaise with other organizations at UNB in matters of common interest. Increase interaction with the Indian community of Fredericton.

3. States:
This association is a non-profit and non religious student organization of the Indian students at UNB.

4. Membership:
I. II. A full member shall be one who has paid the yearly membership fees. The membership is open to all students, faculty, administration staff-of UNB and their immediate families. III. Honorary membership is open to alumni of UNB only. Honorary members do not have any voting rights.

5. Fiscal Year:
The fiscal year of the Indian Student Association shall be from 1st May to April 31st and tenure of the executive office will be from November 1st to October 31st of the following year.

6. Election:
The election should be conducted every year with the following guidelines: I. In each year, the Members shall elect Executive Officers, in accordance with this Constitution. Members who has taken membership at least one month prior to the date of election will be eligible to vote Elections will be done, either by secret ballot or through email. The time span between the nominations and the election will be at least 1 month. Information about the election and about the nominees should be advertised as far as possible through all the available channels. Where any Executive officer does not take office, resigns, or is dismissed, the new Executive officer will be appointed through election. If there is only one nomination for a position, the voting will be done by members with YES or NO. The person will be elected only if there is two third YES (out of the total vote) in favour of the nominee. Otherwise, nomination will be cancelled and new nomination will be called for the same.

II.

III. IV.

V.

VI.

7. Executive committee:
I. The executives of the Indian Student Association, UNB shall be a. President b. Vice President c. Cultural Secretary d. General Secretary e. Treasurer f. Web master

g. Sports Secretary

II.

Any member of the executive committee should be a full time student at the University of New Brunswick, Fredericton, New Brunswick, Canada and he/she should be holding a valid Indian Passport at the time of holding the post.

8. Responsibility of the executive committee:

To organize and coordinate events which fulfil the objectives of the association. To hold at least one annual general meeting revealing budget of the entire year on a suitable date decided by the executive members. The notice for General meeting should be circulated two weeks prior to the proposed date. To organize elections for selection of next executive committee members every year. Individual responsibilities are mentioned below:

I.

President:
The president shall: a. Provide direction and leadership for the advancement and promotion of the objectives of the ISA b. Preside all the meetings of the ISA and the Executive c. Have general supervision of the affairs of the ISA d. Be the official spokesperson for the ISA e. Supervise all executive members.

f.

Sign cheques in payment of authorized accounts and bills

g. Sign the minutes of the meetings immediately upon the confirmation

II.

Vice President:

The vice president shall: a. Report to the president b. Assist the President in all his/her duties within the constitution c. Assume in the absence of the President, all the duties of the office of the President d. Assist the President in his/her duties which involve public relation in general such as communicating with other organizations, outside the association in matters of common interest and benefit. e. Be responsible for the publicity of the ISA

III.

Treasurer:

The treasurers shall: a. Report to the president b. Receive all the money, issue and sign cheques for all authorized expenditures c. Coordinate any activity involving fund raising undertaken by ISA d. Be responsible for the preparation and submission of the ISA budget, each year to the executives, for approval and to the Student Union of UNB e. Be responsible for the enforcement of all financial policies of the ISA. f. Act as a liaison between the ISA and the Student Union in all communications and agreements relating to funding. g. Give financial summary along with original or scanned copies of the receipts to the treasurer or equivalent of the next year executive committee. h. Make a soft copy/hard copy (as per treasures wish) ledger for all the accounts i. Send financial summary to every member at a regular interval, i.e., in the 1st week after every four month. If the dates of the week coincide with any kind of deadlines of the treasurer then the date can be pushed forward. j. If requested, show account/bills to members on the date decided by the executive committee.

k. To ensure that the maximum expense without bills should not exceed $100 per year. This will include expenses in the Executive committee meeting.

IV.

General Secretary:

The general secretary shall: a. Report to the president b. Organize meeting with the consent of president c. Record the minutes of meetings of the Executive members d. Record minutes of the annual meeting e. Maintain the ISA constitution f. Give notice (tell) through emails, letters etc. at least three days in advance (except in emergencies) to all regarding meetings of the ISA, and the executives. g. Keep contact information of all the members (including executive members) and pass it on to the general secretary or equivalent of the next executive committee.

V.

Cultural Secretary:
The cultural secretary shall: a. Report to the president b. Help in making arrangements for various social and cultural events during the entire year and assign tasks of those events to other executive members and volunteers.

VI.

The Webmaster
The Webmaster shall:

a. Report to the president b. Maintain and update the ISA web site including members information, events
organized, updating the photos.

c. Take the photos of the various events organized VII. The Sports Secretary

The sports secretary shall: a. Report to the president b. Promote and organize sports and outdoor activities for association.

9. Sacking of the executives:

I. Elected officers will be cautioned one time in writing and or oral, explicitly mentioning the reasons for the cautionary note, by a majority of the remaining members of the Executive Board before any removal procedures are started. Impeachment from position requires the unanimous written consent of two-thirds majority of remaining members of the Executive Board. The vacant position will be filled by one of executive members with as an additional portfolio. The executive council will remain active till it has two-third of the elected members are present in the association.

II.

Executive committee members may also be removed from office if they are deemed unfit to perform their duties (e.g., violation of the Constitution or its principles) by a two third majority of total members at a general meeting. The following points should be considered while starting removal process: a. The Executive member should be informed two weeks prior to the general meeting to give him/her time to defend himself/herself. b. The general meeting should be attended by 50%+1 of the total members and the removal should be supported by 2/3rd majority of the attending members. c. Members who have taken membership at least one month prior to the date of meeting will be eligible to vote in this general meeting. d. To fill the vacant position: The nominations will be called and the voting procedure will be undertaken accordance of the clause of election (6).