Constitution of the Muslim Students Association. Brock University 500 Glenridge Avenue, St Catharines, ON L2S 3A1

Transcription

1 Constitution of the Muslim Students Association Brock University 500 Glenridge Avenue, St Catharines, ON L2S 3A1 Revised 1/9/2014

2 Let there arise out of you a community of people inviting [others] to [do] all that is good, enjoining what is right, commanding what is proper and forbidding what is wrong; they are the ones to prosper and attain felicity. Be not like those who are divided amongst themselves and fall into disputations after receiving clear signs; for them is an awful torment. (Al-Qur an 3:104)

3 TABLE OF CONTENTS v ARTICLE 1 MSA DECLARATION v ARTICLE 2 PURPOSE v ARTICLE 3 FAITH & LIFE CENTRE: MUSLIM PRAYER ROOM v ARTICLE 4 MEMBERSHIP v ARTICLE 5 EXECUTIVE OFFICERS v ARTICLE 6 EXECUTIVE DUTIES v ARTICLE 7 FINANCES v ARTICLE 8 MEETINGS v ARTICLE 9 ELECTIONS v ARTICLE 10 AMENDMENTS v ARTICLE 11 RESIGNATION OR REMOVAL FROM OFFICE v ARTICLE 12 DISCLAIMER

4 Article 1- MSA Declaration The Brock Muslim Students Association (MSA) shall be recognized as a club at Brock University. Our main mission is to provide support to students on campus so that they may be able to express their concerns. We hope to serve the public at large and do not believe in discrimination of any kind. The Brock MSA also aims to foster a safe and comfortable environment for students on campus. Article 2- Purpose The aim and purpose of the MSA is to serve the best interests of Islam and the Muslim Students at Brock University. Toward this end, the Association will: 1. Promote unity and fraternity among the Muslims students. 2. Conduct social, cultural, religious and other types of activities. 3. Promote friendly relations, cooperation and communication between Muslims and non-muslims. 4. Endeavour to clarify misconceptions about Islam. 5. Work with the University to establish and maintain rooms and an office on campus, which satisfy the needs of members for a place to conduct their daily obligatory prayers, which occur during regular school/ business hours. Article 3- Faith & Life Centre: Muslim Prayer Room The MSA is privileged to have use of room 227 in DeCew Residence. The primary purpose is for the five daily Muslim prayers. Since the MSA does not own the room, there are certain rules MSA executives and members must abide by: 1. The main purpose of the room is for prayer for Brock students. 2. No room construction (eg. painting, drilling holes, installing additional fixtures) is permitted by students. Requests for changes must be coordinated through, and approved by, the Dept. of Residences. 3. Furniture is to be approved by the Dept. of Residences. 4. More information about the rules may be viewed in the links provided below. See Decorating in link #1 and Damage & Destruction of Property in link #2. Link #1: Link #2:

5 Article 4- Membership 1. Membership is open to all members of Brock University (students, staff and faculty) but must consist of at least eighty percent (80%) undergraduate Brock students. 2. Membership will be provided as per existing requirements (e.g. Membership fee) set by the MSA executives. 3. Membership fee must not be less than $3.00 and or more than $ Membership may also be provided to non-brock University members on an honorary basis. Article 5- Executive Officer 1. The term of each executive position shall be from May 1 st of one year to April 30 th of the following year. 2. The elected members of the executive council shall be twelve in number. All executive members are responsible for the overall administration of the MSA. 3. The Executive of the MSA shall consist of: i. President ii. Secretary iii. Vice-President of Finance iv. Finance Assistant v. Vice-President of Communications vi. Web Administrator vii. Vice-President of Marketing viii. Graphics Designer ix. Vice-President Events Coordinator x. Jummah Coordinator xi. Sisters Representative xii. Brothers Representative 4. All plans executed in the name of the MSA must be approved by 2/3 of the executives. 5. Before the start of the term all executives are responsible for sending a copy of their school schedules to the MSA account so that a day and time can be set for the MSA meetings.

6 1 - President shall be responsible for: Article 6- Executive Duties 1. The Official spokesperson. 2. General management of all activities of the MSA. 3. Representing the MSA executives along with being the face of the MSA. 4. Coordinating financial responsibilities with Vice-President of Finance. 5. Creating the overall strategic development of the MSA. 6. Ensuring that all MSA activities are within the boundaries of Islam. 7. Preparation of an overview of all the MSA executives for the next school year. 8. Preparation of the annual report at the final MSA meeting. 9. Be one of the three signing officers for the MSA bank account. 10. In the case of unavoidable absence of the Vice-President of Finance, the President must take on the duties of the Vice-President of Finance. 11. At the end of the MSA term, facilitating the process of handing relevant MSA 2 - Secretary shall be responsible for: 1. Developing and implementing new strategies to improve organizational efficiency. 2. Preparing the agenda for all meetings and distributing it to the members of the executive. 3. Replying to any messages sent to the MSA account within 1 business day. 4. Booking facilities for MSA meetings and events. 5. Taking the minutes of all meetings and circulating them after each meeting. 6. Keeping records of everything so that all information is passed to the new MSA executive the following year. 7. At the end of the MSA term, facilitating the process of handing relevant MSA documents or knowledge to the next Executive. 8. Maintaining liaison with the University administration, BUSU and other bodies on any secretarial matters. 9. Assisting the President in accomplishing the purpose of the MSA and implementing MSA policies. 10. Making decisions when the President is unavailable.

7 3 Vice-President of Finance shall be responsible for: 1. Being one of the three signing officers for the MSA bank account. 2. Maintaining a record of all the financial transactions of the MSA. 3. Systematic bookkeeping for the MSA. 4. Collecting and depositing of all funds on behalf of MSA. 5. Preparing the annual budget of the MSA for the upcoming year in consultation with the Executive. 6. Presenting, before the Executive, bimonthly reports on the status of the financial affairs of the MSA. 7. Managing MSA finances and overseeing fundraising initiatives. 8. Approving and reimbursing properly documented expenses. 9. Oversee activities of the Finance Assistant. 10. At the end of the MSA term, facilitating the process of handing relevant MSA 4- Finance Assistant shall be responsible for: 1. Being one of the three signing officers for the MSA bank account. 2. Assisting the Vice-President of Finance in all of his or her duties. 3. In the case of unavoidable absence of the Vice-President of Finance and President, the Finance Assistant must take on the duties of the Vice-President of Finance. 4. At the end of the MSA term, facilitating the process of handing relevant MSA 5 Vice-President of Communications shall be responsible for: 1. Managing all social media (Facebook fan page & account, twitter, website, ExperienceBU). 2. Must check all social media once a day for any messages. 3. Reply back to all messages within 1 business day. 4. Approving all advertisements and press releases. 5. Oversee activities of the Web Administrator. 6. At the end of the MSA term, facilitating the process of handing relevant MSA

8 (e.g. Passwords to all social media) 6 Web Administrator shall be responsible for: 1. Helping the Communications Director manage all social media (Facebook fan page & account, twitter, website, ExperienceBU). 2. Help Vice-President Marketing with distributing all advertisements. 3. At the end of the MSA term, facilitating the process of handing relevant MSA 7 Vice-President of Marketing shall be responsible for: 1. Coming up with ideas on how to promote the MSA. 2. Designing, placing and distributing advertisements. 3. Oversee activities of the Graphics Designer. 4. At the end of the MSA term, facilitating the process of handing relevant MSA 8- Graphics Designer shall be responsible for: 1. Assisting the Vice-President of Marketing with designing, creating and distributing advertisements. 2. At the end of the MSA term, facilitating the process of handing relevant MSA 9- Vice-President Events Coordinator shall be responsible for: 1. Developing new ideas for events to generate public interest and involvement. 2. Planning and coordinating all events. 3. Oversee activities of the Jummah Coordinator, Sister and Brother Representatives. 4. At the end of the MSA term, facilitating the process of handing relevant MSA 10 - Jummah Coordinator shall be responsible for: 1. Making sure there is a Khateeb for all Friday prayers. 2. Contacting and maintaining connections with all Khateebs. 3. Organizing a Khateeb workshop once a year. 4. Spokesperson for all announcements after each Friday prayer. 5. Making sure there is a room for students to hold Friday prayers weekly and daily prayers. 6. Giving Prayer room tours at the beginning of the semester. 7. At the end of the MSA term, facilitating the process of handing relevant MSA

9 11- Sister Representative shall be responsible for: 1. Promoting the MSA to all sisters. 2. Helping the Vice-President Events Coordinator coordinate events. 3. Helping Vice-President of Marketing with distributing all advertisements. 4. Selling membership cards and tickets to the sisters for any events. 5. Helping set up at all events. 6. At the end of the MSA term, facilitating the process of handing relevant MSA 12 - Brother Representative shall be responsible for: 1. Promoting the MSA to all brothers. 2. Helping the Vice-President Events Coordinator coordinate events. 3. Helping Vice-President of Marketing with distributing all advertisements. 4. Selling membership cards and tickets to the brothers for any events. 5. Helping set up at all events. 6. At the end of the MSA term, facilitating the process of handing relevant MSA Article 7- Finances 1. Membership will be provided as per existing requirements (e.g. Membership fee) as set by the MSA executives. 2. Membership fee must not be less than $3.00 and or more than $ No less than two signing officers must sign all cash and cheque withdrawals. 4. All expenses exceeding $ must be authorized in advance by a majority of the executive council. 5. The three signing officers of the MSA bank account shall be the President, Vicepresident of Finance and Finance Assistant. 6. Any extraordinary expenses, not covered by the budget, must be approved by majority vote of members of the executive council. 7. The MSA can accept donations in any form from any source as long as it coincides with the purposes of the MSA. Article 8- Meetings 1. Mandatory attendance for all executive members to at least one of the two BUSU clubs executive forum per year. 2. The MSA shall have at least one General Body meeting during the academic year. 3. All executive members are responsible for attending all MSA meetings. 4. If any executive member does not attend a maximum of 3 mandatory meetings without a valid reason they will be first given a verbal warning. If this problem continues article 10 must be followed through. 5. Executive meetings shall be held biweekly and will be during a time in which is convenient for the majority of the executive members. 6. Decisions will be made at meetings as long as 6 of the executive board members

10 are present. Article 9- Election 1. Rules pertaining to elections follow the BUSU Clubs Bylaw Candidates running for positions of President, Vice- president and Secretary have one year of experience on the MSA. 3. The MSA must hold an election for the executives at least once a year. 4. Nominations must be called for all club executive positions and must be open to all paying members of the club at the time of elections are called, not withstanding other provisions of the BUSU Clubs Bylaw The Executive Committee shall determine the specific date and time of the election. 6. Nominations for election must be open no less than one week. 7. Voting for executive positions may take place at the same meeting that nominations are called for, given that notice of said meeting has been provided at least two weeks in advance to all members. 8. A list of all MSA executives including names, positions, student numbers, indication of student status, addresses, phone numbers, and addresses must be provided to Brock University s Vice- President Student Services within one week of the election. 9. Elections must happen prior to reading week during the winter semester and after returning from winter break, as per the Brock University Registrar Office s calendar. 10. All candidates must announce to the organization their intent to run, at least five days prior, to the election. 11. On Election Day, each candidate will be allowed to speak to their qualifications for no more than two minutes. 12. Ballots must be collected and reviewed by two club members who are not standing for election and are not currently executives, who will inform the electorate of the results. 13. All paying members of the club have the right to vote for executive positions. 14. Each member will get one (1) vote for each executive position. 15. The first candidate to reach fifty plus one percent (50% +1) of the vote shall be declared the winner. 16. In the event of a tie, a runoff election shall be held within 24 hours of the initial election. 17. Following the election, the MSA must re-ratify, by submitting the new executives information. 18. Submission for re-ratification must take place no less than 72 hours after the election has closed. 19. Should an elected executive leave their position before the end of the year for any reason (illness, academic concerns, impeachment) the MSA must hold an election for that position as soon as possible. 20. If that executive position had signing officer status, the Signing Officers Form must be updated.

11 Article 10- Amendments 1. In order to amend this constitution, a notice of intent to amend the constitution and written copies of the proposed amendment(s) must be presented to the Executives at an Executive meeting. 2. Amendments to the constitution must win a two- thirds majority vote of members present. 3. Once agreed to changes must be sent to Brock University s Vice- President Student Services for their approval. Article 11- Resignation or Removal from Office 1. Process for removing an executive: i. Verbal warning is given. ii. If problem persists discuss the matter in a meeting and hold a vote. iii. With a majority vote inform the Clubs Manager include minutes from meeting as proof. iv. Inform individual. 2. The decision of the executive board is final, a two-thirds majority vote of members present will result in the removal of the removed individual from the MSA and the loss of any privileges associated with the MSA. Article 12- Disclaimer The Brock Muslim Students Association is not an agent of the University Students Council and its views and actions do not represent those of the University Students Council.