Article 1 Name
The name of this organization is the African American Faculty and Staff Association of Cal State San Marcos, hereinafter referred to as AAFSA.
Article 2 Mission
The mission of AAFSA is to address the needs of African Americans on campus, to serve the African American community, and to promote the African American culture.
Article 3 Purpose
The purpose of these by-laws is to provide guidelines to promote and preserve the objectives of AAFSA. We encourage all members to take an active role in the organization by volunteering for committee work, community involvement, and sharing of expertise.
Article 4 Membership
Membership to AAFSA is not limited to African Americans only, but rather to “Cal State San Marcos employees” who subscribe to the spirit and intent of the association’s mission statement. Membership in the association will not be denied to anyone on the basis of race, religion, national origin, age, sex, disability, veteran’s status, or sexual orientation.
Article 5 Dues
The annual dues are $20.00 per fiscal year from July to June. Dues are to be paid by September 1st.
Article 6 Friends of AAFSA
Individuals from the university and community who subscribe to the spirit and intent of the association’s mission statement, but do not wish to become voting members may elect to be affiliated with AAFSA. Such an individual may become a “Friends of AAFSA” by contributing $10.00 minimally per calendar year. A “Friend” is not eligible to vote, but is welcome and invited to all AAFSA meetings and sponsored events.
Article 7 Officers
Elected officers are the President, Vice-President, Secretary, and Treasurer. These officers and the standing committee chairs shall make up the Executive committee of AAFSA. The officers in collaboration with committee chairs shall propose a yearly calendar (by October 1st of each year) of events, such as educational activities, political forums, and social gatherings.
Article 8 President
The president is the chair of the organization and presides over AAFSA meetings. The president is charged with ensuring that a meeting agenda is set and that meetings are called in a timely fashion. The president shall also ensure that the decision of the AAFSA membership is carried out. In addition, the president serves as the spokesperson of the organization.
Article 9 Vice-President
The vice-president is the president-elect and presides over AAFSA meetings in the absence of the president. The vice-president is also the chair of the By-laws committee and the Nominations/Elections committee.
Article 10 Secretary
The secretary shall maintain the minutes and proceedings of all meetings and shall record all votes of the organization. Documentation shall be passed on to the new officers at end of term.
Article 11 Treasurer
The treasurer shall receive and deposit all funds, maintain the financial records, and keep proper account of funds. The treasurer shall be a member of the Fundraising committee. Financial records shall be turned over to the new officers at the end of the term.
Article 12 Terms of Office
Terms of officers shall be one fiscal year from July to June. But there is no limit to how many times a person can be elected for officer position.
Article 13 Elections Procedures
Nominations for officers may be taken from the floor of AAFSA meetings or by recommendation of the Nominations/Elections committee. Nominees shall be AAFSA dues paying members only. Nominations shall take place two weeks prior to the scheduled election date. Elections are by secret ballot to be deposited in a ballot box. Ballots shall be available for a one week period prior to the scheduled election. Elections shall take place no later than the 1st of May. Officers are elected by a simple majority (51%) of the voting members.
Article 14 Meetings
A regular Association meeting shall be held at least monthly (once a month) during each academic term. The time and the place of all regularly scheduled meetings shall be established annually by resolution at the first meeting of the Association’s new leadership. The time and the place of all committee meetings shall be established at the first meeting of the committees themselves. A simple majority (50% + 1) of the Association’s dues paying members shall constitute a Quorum. A simple majority of the quorum (50% + 1) shall be necessary for action on motions as raised by the Association.
Article 15 Committees
All members must volunteer for at least one committee. All committees shall be composed of at least three members from the organization. Except for the By-laws committee, all chairs shall be elected by the members of each committee. The standing committees are: By-laws, Membership, Fundraising, University Recruitment, Mentor and Retention Program, Recognition Ceremony, Scholarship, and Nominations/Elections. Ad-hoc committees will be determined by the membership of AAFSA as needed. Committee Chairs will serve a two-year term and appointments will be staggered.
Article 16 By-laws Committee
The By-laws committee reviews and recommends revisions of the by-laws to the membership on a periodic basis. This committee shall also be responsible for the Association’s affiliation process.
Article 17 Membership Committee
The Membership committee maintains a roll of the current membership and serves to recruit new members. The membership committee shall also ensure that representatives are maintained on community and university organizations or committees of importance to the AAFSA mission. The representatives shall be volunteers from the general membership.
Article 18 Fundraising Committee
The objective of the Fundraising committee is to actively seek contributions from community patrons and plan activities that will generate funds for the organization. The committee will be responsible for planning at least one fundraising activity per semester (i.e. Soul Food Luncheon etc.)
Article 19 University Recruitment Committee
The University Recruitment committee will work collaboratively with the African-American Advisory Council (AAAC), the Offices of University Outreach and Recruitment, SSS/EOP and the Enrollment Planning Administrative Advisory Group (EPAAG) to recruit African-American students. The committee will research community events (i.e. Orientation tabling, MLK Parade, jazz festivals, Juneteenth celebrations etc.) where African-Americans gather in order to distribute university enrollment information.
Article 20 Mentor & Retention Program Committee
The Mentor Program committee will work to increase African-American student retention by linking African-American students with African-American faculty and staff mentors. The primary focus of the program is to help students use her/his academic experience more effectively to graduate and prepare for the work environment or an advanced degree. The committee will organize meetings and outings for program participants and will host an end-of-the-semester/year dinner to assess program effectiveness.
Article 21 Recognition Ceremony Committee
The Recognition Ceremony committee will plan and implement the annual recognition of graduating African-American students. The committee will plan all details for the event including the program, catering needs, entertainment and gifts. The recognition ceremony will take place on the first Thursday of May.
Article 22 Scholarship Committee
The Scholarship committee determines the number, type, and criteria for AAFSA scholarships. The committee shall locate resources and determine the guidelines for awarding scholarships. The chair of the scholarship committee shall be a member of the fundraising committee.
Article 23 Nominations/Elections Committee
The committee shall ensure that the nominations for AAFSA officers will reflect the diversified nature of the organization. The committee shall carry out the nominations and elections procedures.
Article 24 Amendments
The by-laws may be amended by a majority vote of the AAFSA membership. At least one meeting of AAFSA shall be devoted to a discussion of the by-laws. A petition of twenty-five percent of the membership is sufficient to open the by-laws for discussion at the earliest possible meeting.
Article 25 Indemnity Clause
AAFSA shall indemnify and hold harmless the state of California, the Trustees of the California State University, the University, including California State University San Marcos, their officers, employees, representatives and volunteers from and against all claims, damages, losses and expenses including attorney fees arising out of the activities described herein, caused in whole or in part by any negligent act or omission of AAFSA, any contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, except where caused by the active negligence, or willful misconduct of California State University San Marcos.
(Adopted August 12, 2004)