ARTICLE I – NAME
The name of this organization shall be the NC State African American Faculty and Staff Organization (AAFSO).
ARTICLE II – PURPOSE
The African American Faculty/Staff Organization (AAFSO) is an independent, self-governing organization seeking effective representation of issues primarily concerning the African American community at North Carolina State University (NCSU). Its objective is to develop programs that inform and support NCSU faculty and staff, and to provide opportunities for professional growth and advancement to all members of the African American community. AAFSO advocates issues concerning employment, recruitment, retention, professional advancement, equity, fairness, and quality of life for the African American community at North Carolina State University.
The purpose of AAFSO is to establish and maintain community by providing a vehicle for faculty, administrators, and staff to network, collaborate in professional activities and advocate for concerns communicated by members of the community; Support the University’s mission, especially as it relates to diversity and inclusion; Help promote outreach efforts that will support the black community on campus and the surrounding areas.
ARTICLE III – MEMBERSHIP
Section 1. Eligibility
All faculty and staff who are employees of North Carolina State University are eligible for Associate membership in AAFSO. Associate Membership is continuous as long as this affiliation continues. Inactive participation in this organization will in no way infringe upon or limit Associate membership.
Section 2. Dues
The AAFSO Executive committee will enact annual membership dues in an amount sufficient to conduct operations in fulfillment of the AAFSO purpose and mission. These dues will supplement all funding that may be provided by the university at large.
Section 3. Membership Type
AAFSO members in good financial standing will be considered Partner Members. Partner Members shall have all membership privileges, which include the right to vote, hold an elected office and participation in designated special events.
Associate members shall have access to membership privileges except the right to vote, hold an elected office within the organization, and access to certain events.
Section 4. Membership Termination
Membership ends when employment ends. Under circumstances where termination of employment is the result of discrimination or unequal treatment and the member initiates a grievance procedure, membership continues until the member has completed the grievance process including all appeals. Nonpayment of dues will revert membership to Associate Membership status. Nonpayment will be defined as dues past due by 45 days.
ARTICLE IV – OFFICERS
Section 1. Elected Officers
The elected officers of AAFSO shall be: Chairperson; Vice Chairperson; Member/Partner Outreach Coordinator; Public Relations/Social Media Coordinator; Treasurer. While each role will possess specific duties, these executive officers will work collaboratively to accomplish all administrative and executive functions. Each elected officer will, and should be prepared to, provide input and support to the duties of all other elected officer roles.
Section 2. Executive Committee
These elected officials form the Executive Committee. The Executive Committee responds to the needs of the membership as decided.The duties of the Executive Committee require for officers to consider all matters presented by the Chair, NC State designee, standing committee chairs, or others, and act on or refer those matters; monitor the budget and all expenditures; contribute and review agenda items for upcoming general meetings; recommend to the General Assembly the establishment and termination of standing and ad hoc committees; appoint AAFSO members to ad hoc committees; and make recommendations regarding the removal of officers from their membership as per Article IV.
Section 3. Quorum
Three (3) officers shall constitute a quorum.
Section 4. Election of Officers
The officers shall be elected by the AAFSO members. Nominations for the officers of the Organization may come from the voting membership (full). Elections will be held every two years.
- Voting and Non-Voting Membership
Voting membership consists of faculty and staff at the Partner Member level. Associate members will make up a non-voting membership block.
Section 5. Terms of Office
The terms of office for all officers shall be two years. Officers may be reelected for one succeeding term. Terms begin July 1st through June 30th.
In the event of a vacancy, the chair may appoint someone for a period of not more than 90 days.
- Special Election
A “special election” will be held within 90 days of the vacancy.
ARTICLE V – DUTIES OF OFFICERS
Section 1. Duties of the Chairperson
The Chairperson shall preside at all meetings of AAFSO, sign disbursements, make appointments, create ad hoc committees as needed, serve as an ex-officio member on all committees, represent the organization at external functions, and perform other duties as empowered by the membership.
Section 2. Duties of the Vice-Chairperson
The Vice-Chairperson presides at all meetings of AAFSO in the absence of the Chairperson and assumes all other duties as assigned by the Chairperson. If the position of Chairperson becomes vacant for any reason before the time of an election, the Vice-Chairperson shall assume the position of Chairperson until the next election.
Section 3. Duties of the Executive Secretary
The Executive Secretary shall record the minutes of each meeting, maintain the membership listserv and record the treasurer’s report. All minutes and reports will be accessible at each meeting.
Section 4. Duties of the Member/Partner Outreach Coordinator
The Member/Partner Outreach Coordinator (MPOC) will engage in partnering and collaborating with entities internal and external to the university to develop and assist in programs that benefit the organization and provide opportunities, information, and engagement for the organization’s membership. The MPOC will work to seek and arrange speaker engagements, coordinate group events and engage potential sponsors and funding options. The MPOC will also coordinate the final approval of meeting agendas and minutes for external groups or public dissemination.
Section 5. Duties of the Public Relations/Social Media Coordinator The Public Relations/Social Media Coordinator shall assume all duties of the Secretary in their absence.. The Public Relations/Social Media Coordinator keep a list of the general assembly membership, Elected Officers, and Standing Committee membership. The Public Relations/Social Media Coordinator will assist with compiling and distributing the AAFSO Newsletter and will prepare and distribute all correspondence as directed by the Chairperson. The Public Relations/Social Media Coordinator will assume primary responsibilities for the organization’s social media presence and online dissemination of information.
Section 6. Duties of the Treasurer
The Treasurer will receive, record, and disburse all monies for AAFSO, obtain all required signatures for the disbursements and maintain all receipts of purchases. The Treasurer will prepare an annual budget as requested by the Chairperson to report funding and expenses for AAFSO. The Treasurer shall report at meetings as directed by the Chairperson, however, the Treasurer must present a financial report at least twice per semester.
ARTICLE VI – REMOVAL OF OFFICERS
Section 1. Removal
During an elected term, officers may be removed if they no longer meet membership requirements as outlined in Article III; or do not fulfill their duties as an officer, which include, but are not limited to, excessive consecutive unexcused absences for AAFSO general meetings and/or committee meetings or unexcused absences of more than 50% of the general meetings; or are recommended for removal by any constituent.
Section 2. Process
- The membership can call for a special election to request the removal of any officer from office due to justifiable causes such as not abiding by the Bylaws of AAFSO.
- Three-fourths (3/4) of the members present, plus one (1), must vote in favor of the removal of an officer in order for removal to take place.
- Written communication will be sent to the officer stating the membership grievance and proposed action. The at-risk officer has a right to appeal before the body either in writing or virtually.
ARTICLE VII – MEETINGS
Section 1. MEETING DATES
The body shall meet on the third Thursday each month unless altered by the Chairperson and agreed upon by the Executive Committee.
- The General Assembly shall have at least one meeting during the fall semester and at least one meeting during the spring semester of each academic year. The meeting dates shall be set by the Executive Committee. All members of AAFSO will be notified.
Section 2: Executive Committee Meetings:
The AAFSO Executive committee shall meet at minimum two times per academic year and additionally as needed or determined by the Executive Committee.
Section 3. SPECIAL MEETINGS.
Special meetings may be scheduled by the Executive Committee of the organization.
Section 4. QUORUM.
A quorum shall consist of members present. A proxy vote or votes may be used to constitute a quorum. A proxy vote must be in written form and can be submitted by the Executive Committee. The proxy should be submitted prior to a scheduled meeting unless otherwise stated. There is no quorum required to conduct regular business.
Section 5. GENERAL ASSEMBLY
The group of all part-time and full-time employees are Associate Members of AAFSO. When membership dues are enacted creating a Partner Membership status, the combined Partner and Associate Members of the body shall constitute the AAFSO General Assembly.
ARTICLE XIII – FINANCE AND FUNDRAISING
Section 1. Dues
AAFSO shall not require any dues at this time from its members This subject will remain up for review and consideration by the Executive Committee after each fiscal year term.
Section 2. Fund raising
AAFSO may sponsor fundraising events as agreed upon by the membership and approved by the Executive Committee.
Section 3. Purchases
All funds disbursed for purchases, operating expenses, etc. by, for, or on behalf of AAFSO must be approved by the Executive Committee.
ARTICLE XI – STANDING COMMITTEES
Standing committees may be established and discontinued by the Executive Committee. Each committee chair shall submit periodic reports to the Executive Committee. Chairs of Standing Committees shall ensure the proper operation of their committees and perform those duties assigned by the Executive Committee or as deemed necessary for AAFSO.
AAFSO shall have the following standing committees:
- The Fundraising Committee
- The Public Relations & Communications Committee
- Outreach and Engagement Committee
ARTICLE XII – AD HOC COMMITTEES
Ad hoc committees are appointed by the chair for facilitating short-term endeavors or activities for AAFSO.
Active Ad Hoc Committees
- The Election Committee (ad hoc)
ARTICLE XIII – VOTING
- Membership Approval
Voting membership consists of faculty and staff at the Partner Member level. Any decision that requires membership approval will be decided by a majority of Partner member attendees at a meeting of the General Assembly.
- General Assembly Approval
Any meeting of the General Assembly that has an agenda item requiring membership approval shall be announced thirty days before the meeting.
Two-thirds of the active voting members who are present shall constitute a quorum for transaction of business at regular and special meetings.
ARTICLE XIV – NEWSLETTER
AAFSO shall publish a newsletter to be distributed to the membership monthly. The publication of the newsletter shall be the responsibility of the Public Relations & Communications Committee. Executive officers and committee chairpersons shall submit information on a regular basis to the newsletter editor for publication. However, all members are encouraged to submit information to the newsletter two weeks prior to the editor for publication as appropriate.
ARTICLE XV – UPDATING BYLAWS
Section 1. REVIEWING BYLAWS.
The Bylaws shall be reviewed annually at the end of the second quarter by the Executive Committee. The Executive Committee shall make suggestions for changes in the Bylaws at any time deemed necessary. Any AAFSO member may suggest or submit changes or amendments to the Bylaws.
Section 2. AMENDMENTS.
The voting membership will vote on changes in the Bylaws. Changes in the Bylaws may be approved by a majority of votes or by Executive Committee Quorum.