American Planning Student Association APSA
CALIFORNIA STATE POLYTECHNIC UNIVERSITY, POMONA
Founding Date: 0304
Article I PREAMBLE
Article I Section 1 PURPOSE: General
The American Planning Student Association (APSA) exists for the betterment of the California State Polytechnic University, Pomona and students interested in the field of Urban & Regional Planning.
Article I Section 2 PURPOSE: Specific
(Be as specific as possible regarding the purposes of your club. Use separate sections for each purpose, making complete sentences.)
The purpose of this organization shall be to foster communication, stimulate interest in urban affairs, and further educational development at California State Polytechnic University, Pomona. APSA also aims to influence young planners to improve the quality of the natural and built environment, in ways that promote social justice and environmental consciousness.
Article I Section 3 Purpose: NONDISCRIMINATION
The American Planning Student Association (APSA) shall not be discriminatory in terms of race, ethnicity, religion, color, age, sex, sexual orientation, national origin, citizenship, gender, physical or mental ability, marital status, financial or social status. (Organizations classified as social fraternities or sororities need not include the word "sex".)
Article I Section 4 OFF-CAMPUS ISSUES
This organization and/or its members, when taking stands on issues, recognizes and will fulfill the obligation to make clear that it/they in no way represent(s) the official position of the California State Polytechnic University, Pomona.
Article I Section 5 CAMPUS POLICIES
This organization and/or its members, when conducting organizational business, on or off campus, recognizes and will uphold the University’s Alcohol & Other Drugs Policy.
Article II NAME
The official name of the organization shall be the American Planning Student Association (APSA), California State Polytechnic University, Pomona. (The name of the club must be one, which will not be confused with another club already existing on campus; it should be appropriate to the purposes of the club and clearly indicate the club’s objectives.)
Article III TRUST ACCOUNT
Article III Section 1 MAINTENANCE
This organization, pursuant to its charter obligation, shall maintain a trust account with the ASI Business Office. Pursuant to the California State University Board of Trustees, the Executive Orders 648 and 731 states that all funds received on behalf of the University, its auxiliaries or affiliated organizations are required to be administered through the campus’ Chief Financial Officer, the Vice President of Administrative Affairs. Student clubs and organizations are identified as affiliated organizations. The policy further states that any account with a bank or financial institution not approved by the campus’ Chief Financial Officer is strictly prohibited.
Article III Section 2 USAGE
All monies of this organization shall be deposited in, and disbursed from, this account following procedures outlined by the ASI Business Office.
Article III Section 3 DISPERSAL OF FUNDS
Should this organization become inactive by failing to apply for charter renewal, the trust account will be held as an inactive account for two (2) academic years. In the event this organization does not become active within the two (2) year period, it is hereby declared that any funds remaining in said account are to be transferred to the California Planning Foundation (attn: Virginia M. Viado; URS Corporation; 3500 Porsche Way, Suite 300; Ontario, CA 91764. [Current as of 4/3/2010]), an educational, charitable organization to aid this organization in carrying out its objectives. [Point of contact for the CPF changes so be sure to update this as see fit]. If said organization is no longer functioning at that time, or if its objectives are no longer consistent with its original educational, charitable purposes, then the funds of this organization shall be transferred to the Associated Students, Inc., California State Polytechnic University, Pomona, general fund transferred to the Associated Students, Inc., California Polytechnic State University, Pomona General Fund.
Article IV MEMBERSHIP
Membership must constitute a minimum of 5 CSU students enrolled in at least one class. Up to 20% of the organization may be individuals who are not CSU students. Only students enrolled at the CSU campus may vote on issues that come before the organization.
Article IV Section 1 CATEGORIES OF MEMBERSHIP
(List the categories, defining each in a separate sub section [i.e. Active, Associate, Alumni, Honorary, etc.]. Indicate the criteria for each type of membership. Care must be taken that this section does not contradict Article 1, Section 3 above, and that the student privilege of active membership [voting, holding office, etc.] is not restricted by any of these categories.)
- At-large membership will be open to all students with an interest in urban planning.
- Voting membership is restricted to all members who have paid their yearly dues.
Article IV Section 2 ELIGIBILITY REQUIREMENTS
Active members must be members of the Associated Students, Inc. at California State Polytechnic University, Pomona. (Add any other eligibility requirements your organization may have for active members. Specify eligibility requirements for all other categories of members, outlining in the same order as in Section 1 of this Article. Be sure to include what an eligible person must DO in order to belong and remain in that category of membership [pay dues, attend a specified percentage of meetings, etc.].)
Article IV Section 3 SUSPENSION
(State the provisions for suspension of members. These may include: disorderly conduct, gross misdemeanor, or other behaviors unacceptable to your organization.) A member may be suspended or removed for the above stated reasons following a hearing by the membership of the organization (or some other satisfactory method of due process).
- Disorderly conduct, gross misdemeanor, or failure to adhere to the provisions of this document shall constitute cause for suspension. A member may be suspended or removed for any of the above stated reasons following a hearing by the membership of the organization.
- A two-thirds vote must be reached in order to suspend a member.
Article V OFFICERS
All club officers must be enrolled at the university and maintain a minimum 2.0 GPA. Officers must be enrolled in at least 9 units per quarter for a minimum of two quarters. Executive board officers must be a student within the College of Environmental Design.
Article V Section 1 CATEGORIES OF OFFICERS
(Enumerate the elected officers such as President, Vice President, Secretary, Treasurer, Reporter, Historian, etc.)
The organization shall consist of the following executive board officers:
- President
- Vice President
- Secretary
- Treasurer
- Three (3) Event Planners
- Two (2) Marketing Team
- Graphic Designer
- Historian/Webmaster
- Graphic Designer
- Class Representatives
- Fourth/ Third Year Representative
- Second Year Representative
- First Year Representative
- Fourth/ Third Year Representative
- ENV Council Representatives
- ENV Council Representative 1
- ENV Council Representative 2
- ENV Council Representative 1
Article V Section 2 DUTIES
(The duties of each officer must be described in detail, listing according to the order of Section 1 above. Be sure to specify who has the authority to expend organizational funds, call special meetings, etc. Be certain to use non-discriminatory language such as he/she or they.)
SECTION 1: PRESIDENT
- The President shall have the power to organize the Executive Board to accomplish the purpose of the club, as stated in Article I. Section I.
- The President is empowered to delegate and administer the affairs of APSA, and implement and enforce these By-Laws and all measures adopted by the club, and make all executive decisions as necessary.
- The President has the power to prepare and submit policies and legislation for adoption.
- The President has the duty to call and preside over all regular, special, and Executive Board meetings.
- The President shall approve agenda items submitted by board members, unless such items have not been submitted in a timely manner.
- The President shall represent APSA in all matters pertaining to or affecting it, but not limited to matters with the University, or Associated Students, Inc.
- The President can appoint a designee in his or her place.
- The President can establish new standing and ad hoc committees and appoint its chair with the expressed advised consent of the board.
- The President shall, with the Treasurer, prepare an annual budget to the Council.
SECTION 2: VICE PRESIDENT
- The Vice-President is required to assist the President in carrying out the purpose of the club, as stated in Article 1. Section 1.
- The Vice-President must assume the duties of the President in his or her absence.
- The Vice-President must attend and represent the organization at all Urban Planning faculty meetings.
- The Vice-President shall report the activities of the faculty to the board and members.
- The Vice-President can appoint a designee in his or her absence.
- The Vice-President is responsible for all committees and other duties delegated by the President.
- The Vice-President is responsible for maintaining order in all APSA meetings (sergeant-at-arms).
SECTION 3: SECRETARY
- The Secretary has the responsibility to prepare, compose, deliver and file all necessary correspondence authorized by the President.
- The Secretary has the responsibility to post all APSA agendas in accordance with California Open Meeting Law.
- The Secretary must make the agendas and minutes available online before all meetings.
- The Secretary has the responsibility to record minutes at all APSA board and general meetings.
- The Secretary has the responsibility to submit the minutes for board approval at the following meeting.
- The Secretary has the responsibility to distribute and post the minutes online after its adoption for any member and faculty advisor to review.
- The Secretary has the responsibility to distribute messages from the Faculty Advisor, President, and other officers to all members via e-mail or telephone as appropriate.
- The Secretary in conjunction with the Treasurer must maintain a roster of all APSA members and handle membership dues.
- The Secretary shall provide to each member of the board a summary of parliamentary procedure, which is prescribed in Robert Rules of Order Newly Revised; if necessary the Secretary shall consult the ENV Council or ASI Attorney General for assistance.
SECTION 4: TREASURER
- The Treasurer must deposit and distribute funds as determined by the Executive Board.
- The Treasurer must work with the President and Faculty Advisor to prepare a budget for the year.
- The Treasurer has the responsibility of maintaining the financial records necessary for the day-to-day operations of APSA with guidance from the Executive Board and faculty advisor(s).
- The Treasurer has the responsibility of maintaining all ASI Agency accounts and preparing detailed financial reports.
- The Treasurer has the responsibility of maintaining the Disbursement Request books and accounts.
- The Treasurer has the responsibility of presenting a financial report (oral or written) at every board meeting no less than once per academic quarter.
- The Treasurer has the responsibility of maintaining open communication with the ENV Council Treasurer and ASI Business Services and advising the club on their deadlines.
- The Treasurer in conjunction with the Secretary must maintain a roster of all APSA members and handle membership dues.
SECTION 5: (3) EVENT PLANNER
- The Event Planners shall consist of three elected individuals.
- The Event Planners are responsible for organizing and coordinating all APSA socials, fundraisers, professional development lecture, and volunteering events.
- The Event Planners are to hold, at minimum, one of each event type noted in Section 5a a quarter.
- The Event Planners are responsible for researching and abiding all club and school policies for all APSA events including, securing appropriate locations, investigating permit requirements, and gathering all relevant materials and equipment for the event.
- The Event Planners may form committees with the approval of the President to assist in planning events.
- The Event Planners must update the board and members at all APSA meetings on the progress of their efforts.
- The Event Planners are responsible for acquiring volunteers for all events if necessary.
- The Event Planners are to work in conjunction with the Marketing Team on the maintenance of APSA’s calendar of events, website and Facebook promotion.
- The Third Event Planner shall also be responsible for spearheading fundraising efforts for the organization
SECTION 6: (2) MARKETING TEAM
- The Marketing Team shall consist of two positions, the Graphic Designer and the Historian.
- Graphic Designer/Webmaster
- The Graphic Designer/Webmaster is responsible for designing posters and all other graphic materials for APSA.
- The Graphic Designer/Webmaster is responsible for designing posters and all other graphic materials for APSA.
- Historian/Webmaster
- The Historian/Webmaster is responsible for documenting and recording all APSA events in the form of narratives.
- The Historian/Webmaster is responsible for taking pictures and/or video at all club events.
- The Historian/Webmaster shall find a replacement if he or she is unable to document the event.
- The Historian/Webmaster is responsible for documenting and recording all APSA events in the form of narratives.
- Graphic Designer/Webmaster
- The Marketing Team is required to work together in creating all related media for the organization.
- The Marketing Team is responsible for the upkeep and promotion of events through APSA’s website, blackboard, and Facebook account.
- The Marketing Team are to work in conjunction with the Event Planners in developing promotional material for all events.
SECTION 7: THIRD & FOURTH YEAR CLASS REPRESENTATIVES
- The Third & Fourth Year Class Representatives represent the third and fourth year students.
- Third/ Fourth Year Class Representative
- The Third/ Fourth Year Rep shall be a student taking 400 level courses such as URP 431, 432, & 463 and URP 331, 332, 334, 335, 337, 351, & 352.
- The Third/ Fourth Year Rep is responsible for disseminating information on all APSA events and meetings to all fourth year students.
- The Third/ Fourth Year Rep is responsible for encouraging third/ fourth year students to attend APSA activities as well as other Urban and Regional Planning and College of Environmental Design activities
- The Third/ Fourth Year Rep shall be a student taking 400 level courses such as URP 431, 432, & 463 and URP 331, 332, 334, 335, 337, 351, & 352.
SECTION 8: FIRST & SECOND YEAR CLASS REPRESENTATIVES
- The First Year Class Representative
- The First Year Rep shall be a student taking 100 level courses such as URP 101, 102, 104, 120 and ENV 101.
- The First Year Rep is responsible for disseminating information on all APSA events and meetings to all first year students.
- The First Year Rep is responsible for encouraging first year students to attend APSA activities as well as other Urban and Regional Planning and College of Environmental Design activities.
- The Second Year Class Representative
- The Second Year Rep shall be a student taking 200 level courses such as URP 202 and 203.
- The Second Year Rep is responsible for disseminating information on all APSA events and meetings to all second year students.
- The Second Year Rep is responsible for encouraging second year students to attend APSA activities as well as other Urban and Regional Planning and College of Environmental Design activities.
SECTION 9: ENV COUNCIL REPRESENTATIVE
- (2) ENV Representative
- ENV Representatives are responsible for representing APSA at all ENV Council Meetings.
- ENV Representatives shall update the ENV Council on all matters pertaining to budgets, appropriations, policies, and resolutions under the Council’s jurisdiction.
- ENV Representatives shall report the activities of APSA to the Council.
- ENV Representatives shall update the APSA Board on all ENV matters.
- ENV Representatives must find a replacement if he/she cannot attend a meeting.
- ENV Representatives are responsible for representing APSA at all ENV Council Meetings.
Article V Section 3 ELIGIBILITY
At the time of assuming office and during tenure in office, an elected officer must meet all of the eligibility requirements as stated by the University. He/she will sign a Statement of Eligibility form when assuming office, and thereafter will accept the responsibility of monitoring his/her own grades and unit load to meet these requirements each quarter he/she is in office.
Article V Section 4 REMOVAL FROM OFFICE
(Specify how and when motions to remove an officer from office are made, whether from the floor, by petition, by an officer’s motion during an officer meeting, by a committee, or by any other means; do allow time for the officer to form and present a defense.)
- An officer may be removed from office if that person neglects the duties of their position or violates the organization’s bylaws. In order to remove an officer from an elected position, an officer must recommend the removal from office at officer meeting or a special meeting, following the club meeting bylaws, Article VII. A minimum of one week must pass before the vote can be cast to remove the officer. The officer in question will be notified in writing of the removal from office recommendation, and will be invited to defend their position. A vote will be taken at this meeting; all officers are allowed one vote. Once an officer is removed from office, the procedure for filling a vacancy, Article VI, Section 5, entitled Vacancies, will be implemented.
- A board vote of two-thirds must be reached in order to remove the officer from office. Decisions are final and non-reversible.
Article VI Section 1 NOMINATIONS
(Specify how and when nominations of officers are made, whether from the floor, by petition, by a committee, or by any other means; specify how far in advance of actual elections such nominations take place.)
All students are eligible for nomination of office barring that they meet the requirements laid out in Article V. Announcements will be made no less than two (2) weeks in advance of the regular election. Nomination lists will be posted with a schedule of election dates within the Department of Urban & Regional Planning and to allow potential candidates to enlist.
Article VI Section 2 TIME OF ELECTION
(Specify the time when regular elections of officers will take place [the second meeting of Spring Quarter, during the month of April, between April 15 and May 15, etc.] It is recommended that such elections take place annually during Spring Quarter and prior to May 1.)
Elections shall be held prior to the eighth week in the spring quarter of each year.
Article VI Section 3 PROCEDURE
(Specify HOW officers are elected; whether by a secret ballot, a show of hands, or some other means; the percentage of votes needed, generally a plurality [whoever receives the most votes] or a majority [whoever receives fifty percent plus one of the votes cast]; and, who will be responsible for counting the votes [preferably the advisor or another impartial person.] In cases where a majority vote is required, specify procedures for a run-off election should no candidate receive a majority.
- A general meeting must be held before elections so that candidates may state their goals and objectives for their position.
- Voting shall be open for a week and be conducted through blackboard.
- A majority vote is required in order for the candidate to win.
- The current APSA President will be the deciding vote in case of a tie.
- Votes will be tabulated by the Vice President, re tabulated by the President and then confirmed by an advisor.
Article VI Section 4 ASSUMPTION OF OFFICE
(Specify when a newly elected officer will take office and how long he/she holds that office. It is recommended that officers assume office between May 15 and June 15 of each year to facilitate the rechartering of the organization and other administrative duties.)
- Newly elected officers shall assume their one (1) year term immediately following the end of Spring Quarter.
- Rechartering of the organization will commence after the current President has fulfilled his/her obligations to APSA.
Article VI Section 5 VACANCIES
(Specify the procedures used to fill a vacant office in case an officer resigns or is unable or unwilling to complete his/her term. If the procedure varies according to the office, use a separate sub-section for each procedure. In the event an election is part of that procedure, include the appropriate election provisions in a manner similar to Section 3 above.)
- Vacancies shall be filled by the decision of the elected executive board.
Article VII MEETINGS
Article VII Section 1 REGULAR MEETINGS
(Specify when regular meetings are to be held, whether it be once a week, every month, or by arrangement.)
- Regular meetings will be arranged based on need.
Article VII Section 2 SPECIAL MEETINGS
A quorum must be present at all special meetings and only the business for which a special meeting is called may be transacted at the meeting. (Specify the procedures to be employed in calling special meetings, who may call them, the procedures for notifying members, etc. Guard against a small number of members having the power to call a meeting and transact business. The President, however, is usually given the power to call such a meeting.)
- The President will have the power to call a special meeting as see fit.
- The Secretary will contact all the members through email at least 24 hours prior to the meeting.
Article VIII QUORUM
(Specify in detail how many members of the club constitute a quorum for the legal transaction of business. This should be based on the number you feel must be present at a meeting to transact business. In large clubs, the percentage will be smaller than in small clubs, for example- in a club with 150 members, a workable quorum would be 20%, while in a club with only 20 members, 51% would be more appropriate.)
- 20% membership must be present to meet quorum.
Article IX COMMITTEES
Article IX Section 1 ELIGIBILITY
At the time of assuming responsibility for a committee and during tenure in office, a committee chair must meet all the eligibility requirements as stated by the university.
Article IX Section 2
Specify standing committees, if any; how they are chosen; and their duties using a separate section of this article for each such committee. If the organization has an Executive Council or an Executive Committee, that should be listed as the first Standing Committee.
Standing Committees
- Executive Board
- Members of the Executive Board consist of the President, Vice President, Secretary and the Treasurer.
- The President shall be the chair of the Executive Board.
- The Executive Board shall be responsible for enforcing and carrying out the goals as set forth in Article 1.
- The Executive Board shall develop agendas for regular and board meetings of the membership.
- The Executive Board shall recommend policies and programs to the membership.
- Members of the Executive Board consist of the President, Vice President, Secretary and the Treasurer.
- Banquet Committee
- The President shall be the chair of the banquet Committee.
- The President shall appoint members to the Banquet Committee.
- The Banquet Committee exists to plan the end-of-the-year banquet.
- The President shall be the chair of the banquet Committee.
Article X DUES
(Specify the manner through which assessments against members are authorized [vote of general membership, action of board of officers, etc.]; and the time and manner of their collection. Be careful not to include an actual dollar level which would require a charter amendment to change. Use more than one section if necessary. If membership cards are issued, use a separate section to describe the process used to issue them and the purposes of such cards.)
- Dues for this organization shall be decided by majority vote of the board each year.
Article XI ADVISOR
Article XI Section 1 ELIGIBILITY
The American Planning Student Association (APSA) shall have an advisor over 21 years of age who shall be a full-time or part-time member of the faculty, administration, or staff of the California State Polytechnic University, Pomona. Part-time staff, faculty, and administrators are permitted to advise an organization upon university approval. The advisor may not be on leave of absence at any time during his/her term of appointment. Advisors shall not be employees of auxiliary organizations.
Article XI Section 2 SELECTION AND APPOINTMENT
After an advisor has been nominated by the organization and approved by his/her Department Head, final approval and actual appointment will be made by the Director of The Office of Student Life & Cultural Centers. If the advisor is the Department Head, then the immediate supervisor would also need to approve before final appointment is made by the Director of The Office of Student Life & Cultural Centers
Article XI Section 3 DUTIES
The advisor’s responsibilities include attendance and participation in as many organizational meetings and activities as is practical, signing all forms related to the scheduling of activities and the disbursement of funds, and the other duties outlined in Office of Student Life & Cultural Center’s Advisor’s Guide. (Add separate sections for any duties unique to your organization.)
- The Advisor’s responsibilities include attendance at each meeting and club function, signing disbursement requests, and signing applications for scheduled events.
- Advisors shall also be consulted to deal with issues of the organization.
- Advisors shall also act as mediators for disputes involving the board.
Article XII AMENDMENT
Article XII Section 1 MEANS OF AMENDMENT
(State what procedures must be taken to amend these Charter provisions for your organization. Usually this requires a presentation of proposed amendments at one meeting, followed by a vote of the membership at the next meeting. Generally a higher percentage of affirmative votes is required to approve such amendments than is needed to approve most other actions.)
- Bylaw amendments shall be discussed at one board meeting and voted on at the next.
- Bylaw amendments may also be moved to action items immediately after discussion if majority vote of the board approves to suspend Robert’s Rule of Order.
All amendments to these By-Laws shall be filed with Office of Student Life & Cultural Centers, submitted with the Change of Amendment Form, indicating the date and method of adoption. Revisions shall be incorporated into a fully revised copy of the proposed By-Laws. Any amendment(s) which change(s) the purpose or intent of the organization or substantively modify the proposed By-Laws shall be submitted within 90 days for approval by the University before taking effect.
Article XII Section 3 COMPLIANCE
These By-Laws shall not conflict with the By-Laws of the Associated Students, Inc., or with the policies and regulations of the California State Polytechnic University, Pomona, the Trustees of the California State University and Colleges, or the State of California. Any stipulations applying to all registered organizations made by the university shall be considered to be immediately enforceable, whether contained in these By-Laws or not.
Revised- 10/2015