CONSTITUTION OF THE SRI LANKAN STUDENTS ASSOCIATION
Article I : Name and Purpose
Section 1: This organization shall be known by the name Sri Lankan Students’ Association, hereinafter referred to as the ’SLSA’ in this Constitution and its By-Laws.
Section 2: The SLSA shall be a non-profit, non-political, non-religious organization formed to carry out its objectives as listed in Article II of this Constitution.
Article II : Objectives
Section 1: The objectives of the SLSA shall be as follows:
(a) To bring together individuals who wish to promote Sri Lankan life and culture in Kansas State University and the local community in Manhattan.
(b) To promote ethnic diversity and multicultural understanding in Kansas State University and the local Manhattan community.
Article III : Membership and Voting Rights
Section 1: Any person who shares the goals listed in Article II of this Constitution can become a member of SLSA subject to the following condition: at least eighty percent (80%) of the members shall be student members. The term ’student member’ refers to students enrolled at Kansas State University in at least six (6) hours of undergraduate or graduate coursework.
Section 2: Any person shall be admitted as a member insofar as they apply and obtain approval of the Executive Committee of the Association, which shall be defined in Article IV. The application process will be subject to the requirements of Section 1 of article III.
Section 3: Any member shall have the right to vote.
Article IV : The Executive Committee
Section 1: An elected committee, hereinafter referred to, as ’the Executive Committee’ in all official documents, shall govern the SLSA.
Section 2: The Executive Committee shall comprise of one (1) President, one (1) Vice President, one (1) Secretary, one (1) Treasurer and one (1) Public Relations Officer.
Section 3: Any student member of the SLSA is qualified to become a member of the Executive Committee. The terminology ’student member’ refers to students enrolled at Kansas State University in at least six (6) hours of undergraduate or graduate coursework. No Executive Committee member can apply for the same post for two consecutive years. The members of the Executive Committee shall be elected each year for a one (1) year term at a meeting attended by the ’General Body Meeting.’ Any meeting which can be attended by all members of the SLSA shall hereinafter be referred to as ’General Body Meeting’. The elections shall be held in February. The members of the Executive Committee shall take office on the first day of the month of March and shall leave office before the end of the month of February the following year.
(i) If an Executive Committee member other than the President resigns from his/her post, the remaining members of the Executive Committee shall appoint a new member until fresh elections are held. The election for the vacated post should be held within thirty days (30) of the said resignation.
(ii) In the event that the President resigns at any time during his/her term the Vice President shall act in the capacity of the post of the President until a new President is elected. The election shall be held within thirty (30) days of the resignation of the President.
(iii) If the entire Executive Committee resigns, elections for all the posts shall be held within thirty (30) days of the date of the resignations. The Faculty Advisor defined in article IV section 3 (b) shall be responsible for all activities of the SLSA until the new committee is elected.
(b) In conformance with the procedures of the Union Activities Board of Kansas State University, the SLSA shall function under the guidance of an advisor from the KSU faculty at all times.
(c) If the Faculty Advisor resigns, a new advisor should be nominated by the Executive Committee immediately.
Article V : Dismissal of the Committee Members
Section 1: The Faculty Advisor may begin dismissal procedures against any one or more member(s) of the Executive Committee if he/she decides that the said member(s) has violated any procedures laid out by this Constitution and its By-Laws or that he/she has been acting against the interests of the SLSA.
Section 2: In order to dismiss an Executive Committee member, the Faculty Advisor must call a general body meeting at which the Faculty Advisor will present his/her reasons for the proposed dismissal before the members present at the general body meeting. Section 2 of article V does not apply when calling this meeting. If the said Executive Committee member or any other Executive Committee member opposes the proposed dismissal, he/she shall have the right to present his/her views before the general body membership present. Following this presentation, the general body shall vote on this decision. A 2/3 of the votes shall be required to effect the said dismissal.
Section 3: The general body membership will immediately elect replacements if one or more Executive Committee member(s) is/are dismissed.
Article VI : Amendments
Section 1: A two thirds (2/3) vote at a general body meeting is required to amend this constitution. The written support of at least forty percent (40%) of the total members of the SLSA is required to propose amendments to this constitution. The full text of the proposed amendment should be sent to all SLSA members before the general body meeting at which votes for the said amendment shall be taken.
Section 2: The amendment of the by-laws of this constitution requires a simple majority vote of the members present at a general body meeting.
Article VII : Election Procedure
Section 1: An election notice will be sent to all SLSA members by the incumbent Executive Committee in consultation with the Faculty Advisor, which will notify the date of the election to all SLSA members. They will receive nominations from eligible members of the SLSA who are interested in Executive Committee posts via election nomination forms until the 07th of February in the year the elections are held. The conditions of eligibility are defined in article IV section 3. Nominations received after the 07th of February will not be accepted.
Section 2: The incumbent Executive Committee will review all nominations received to determine the eligibility of the nominees. SLSA members will be notified of eligible nominees for various posts running in the election at least one week before the Election Day.
Section 3: Elections will be held at a General Body Meeting during the last weekend of February. The Faculty Advisor will facilitate the election meeting. Only members present at the meeting will be eligible to vote and each member will be given an election ballot with names of all nominees. Each contestant will be given five minutes to present his/her ideas. Following the presentations there shall be a brief session of a maximum of twenty minutes for questions and answers. The members will then cast their votes and those who receive the highest number of votes will be the elected persons. The counting process will be overseen by the Faculty Advisor or any person (usually a faculty member) appointed by the Faculty Advisor.
Section 4: In the case of tie-vote, the Faculty Advisor will cast the deciding vote.
Section 5: If any of the positions in the Executive Committee is not voted upon, the new Executive Committee shall select any member from the SLSA for the said position in compliance with the eligibility requirements stated in article IV section 3 above.
Section 6: All SLSA members present at the general body meeting will be publicly informed about the results of the election. Members who are absent shall be notified later.
BY-LAWS TO THE CONSTITUTION OF THE SRI LANKAN STUDENTS’ ASSOCIATION
KANSAS STATE UNIVERSITY
Article I : The Executive Committee
Section 1: The overall coordination of all matters of the SLSA shall be the responsibility of the President including having the SLSA registered with the Union Activities Board of Kansas State University.
Section 2: The Vice President shall be a liaison between the SLSA and various campus and non-campus organizations and individuals.
Section 3: All the correspondence and maintenance of all non-financial records of the SLSA shall be the responsibility of the Secretary.
Section 4: The Treasurer’s responsibilities are outlined in Article V of the By-Laws of the Constitution of the SLSA.
Section 5: The publicity for events organized by SLSA shall be the primary responsibility of the Public Relations Officer.
Section 6: The decision of the Executive Committee shall be final on all the operational matters pertaining to the SLSA.
Article II : The Executive Committee Meetings
Section 1: The Executive Committee shall meet at least quarterly during its term in the SLSA. Each member of the Executive Committee has the right to call a meeting and the Faculty Advisor shall be invited to attend such meetings.
Section 2: The President shall preside over all Executive Committee meetings. In the event of the absence of the President, the Vice President shall preside.
Section 3: The Secretary shall record the minutes of the meetings. If the Secretary is unable to attend the meeting, one of the other members of the Executive Committee shall record the minutes. A copy of the minutes shall be provided to the Faculty Advisor.
Article III : Membership Dues
Section 1: The Executive Committee will decide the rates for the membership dues for each year.
Article IV : Appointments
Section 1: The Executive Committee may create additional posts/subcommittees to carryout the activities of the SLSA. These posts/subcommittees shall carry a designation and clearly defined responsibilities. The term of these posts/subcommittees shall terminate with the completion of the task. All members of the SLSA shall be notified of such posts and be invited to volunteer for them. The Executive Committee shall then appoint any persons from the said volunteers.
Section 2: In the event that the Executive Committee decides that one or more of the member(s) of a subcommittee has failed to carry out his/her duties, the Executive Committee has the right to dismiss the said person(s).
Article V : Treasury, Accounting and Records
Section 1: The Treasurer shall be the SLSA representative for the International Coordinating Council (ICC) at Kansas State University. He/She shall inform the Executive Committee of any ICC meetings. If he/she cannot attend any ICC meeting for any reason, he/she should inform the Executive Committee in advance and depute this responsibility to any other Executive Committee member.
Section 2: Only the President and the Treasurer have the authority to sign checks on behalf of the SLSA.
Section 3: The Treasurer shall maintain a detailed account notebook recording all the income and expenses of the SLSA.
Section 4: The Treasurer shall obtain and keep a receipt for expenses incurred. The maximum amount that the Treasurer has the authority to spend without obtaining receipts is fifty US dollars (US $ 50.00) during his/her entire term.
Section 5: A receipt should be issued for all income received by the SLSA and the Treasurer is responsible for issuing this receipt; the counterfoils of all such receipts, giving the date of the transaction, the amount and the source, shall be retained by the Treasurer. The income to the SLSA includes membership dues, donations, advertisement revenues, and funding obtained from Kansas State University and other sources.
Section 6: A monthly statement of revenues and expenses will be prepared by the Treasurer for all months during his term and copies of the said statement will be sent to the President and Faculty Advisor.
Section 7: The monthly financial statement mentioned in Section 6 of the Article V of the By-Laws to the Constitution of the SLSA shall be reviewed and approved by the Faculty Advisor.
Section 8: A statement of revenues and expenses will be prepared and copies will be sent to all SLSA members by the Treasurer at the end of his/her term. This statement shall be presented by the Treasurer to a General Body Meeting where it will be discussed by all members.
Section 9: At the end of his/her term, but no later than one month after a new Executive Committee takes office, the outgoing Treasurer shall obtain the followings: (i) a statement of funding approved for the SLSA by International Coordinating Council of Kansas State University and (ii) a statement of funding provided to the SLSA by the Student Governing Association of Kansas State University. The incoming Treasurer and the Faculty Advisor shall receive these statements from the outgoing Treasurer.
Section 10: The Executive Committee shall provide the incoming Executive Committee the following documents at any date no later that one month after the appointment of the new Executive Committee: (i) minutes of all the General Body Meetings and Executive Committee meetings for the preceding year, (ii) monthly financial statements mentioned in section 6 of Article V of the By-Laws to the Constitution of the SLSA, (iii) annual financial statement mentioned in section 8 of Article V of the By-Laws to the Constitution of the SLSA and (iv) any other relevant records.
Article VI : Donations
Section 1: The SLSA may donate money to organizations requesting donations from SLSA in so far as these organizations satisfy the Executive Committee that their goals are consistent.