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Bylaws
ARTICLE I - SPONSORING ORGANIZATION(S) The sponsoring organization(s) shall have the following powers and duties: 1. To appoint State Director(s) in conjunction with the Steering Committee and the Executive Board. 2. To conduct an annual audit. 3. To give assistance, leadership, and counsel to AASG. ARTICLE II - MEMBER SCHOOL ADVISOR/SPONSOR A. All students will be responsible to an advisor/sponsor from their region during all AASG sponsored activities. B. The advisor will be required to attend all advisor and regional meetings. C. The advisor will pre-register his/her school with all necessary conference information (Number of students attending, housing needed, and travel arrangements); and insure payment to the host school of all students and advisors at each conference. D. A member school is a school that has a student council and has paid its annual dues. ARTICLE III - AASG STATE DIRECTOR AND AASG STATE ADMINISTRATOR A. The State Director shall have the following powers and duties: 1. Work as an independent contractor 2. Actively participate in the planning and organization of: a. Fall & Spring Conferences b. Leadership Training Camp c. All Executive Board Meetings d. National Association of Student Council Conferences (NASC) 3. Attend all Executive Board Meetings, Fall and Spring Conferences, NASC, and participate in all audio conferences 4. Attend NASCED with or in place of the State Administrator 5. Give assistance, leadership, and counsel to the student Executive Board, including working with the president to set the agendas 6. Work with state officers to develop and monitor their program of work 7. Work with the steering committee members and AASGA 8. Work with the State Administrator to supervise expenditure and accountability of AASG money 9. Establish dates with and support host schools in conference planning 10. Serve as a liaison to ASAA, AASSP, NASC, and NASCED 11. Work with the State Director and the AASG Student Representative to prepare and give quarterly reports and an annual report for the ASAA Board of Directors and all member schools 12. Research and apply for grants and other funding sources B. The AASG Administrator shall have the following powers and duties: 1.Work as an independent contractor 2. Act as a liaison between AASG and ASAA 3. Actively participate in the planning and organization of: a. Fall & Spring Conferences b. Leadership Training Camp c. All Executive Board Meetings d. National Association of Student Council Conferences (NASC) 4. Attend all AASG conferences, business meetings, and participate in all audio conferences 5. Supervise the selection of a State Director if a vacancy occurs 6. Maintain AASG permanent records 7. Work with ASAA bookkeeper and auditor in supervising the collection and expenditure of AASG funds 8. Conduct public relations efforts to promote AASG, including arranging for ASAA newsletter articles 9. In conjunction with the Secretary/Treasurer, assist with the preparation of the annual operating budget 10. Maintain accurate AASG membership and renewal efforts 11. Search for grants and other funding sources 12. Administer the expenditure of grants 13. Work with the State Director to prepare and give quarterly reports for the ASAA Board of Directors 14. Attend NASSCED with or in place of the State Director ARTICLE IV - HOST SCHOOL FOR FALL AND SPRING CONFERENCES A. Qualifications 1. Have an active student government and advisor willing to take the time to plan a conference. 2. Have availability to the following: a. Fall Conference: Large Conference Room (600 people); ten conference rooms. b. Spring Conference: Large Conference Room (200-300 people); ten large classrooms. 3. Provide a student and advisor liaison to the AASG Executive Board. 4. Provide appropriate housing for delegates at the conference. B. Responsibilities and Duties 1. The host school agrees to follow the AASG Conference Financial Guidelines. 2. The host school will submit a proposed balanced budget to the AASG Administrator before committing any expenses. 3. All the conference accounting will go through the ASAA office, and will be finalized with one month following the conference. 4. The host school is strongly encouraged to send two delegates to the National Association of Student Councils (NASC) conference during the summer prior to the AASG conference. a. AASG will loan host schools the money to attend NASC. b. Host schools will repay this loan from the profit from conference. c. If no profit is made off of this conference, AASG will wave loan payments for one attendee. d. The host school will be responsible for repaying the loan for the second attendee, in all circumstances. 5. The host school may limit attendance at the conference in accordance with space restrictions of the host school. ARTICLE V - ORGANIZATION STRUCTURE A. GENERAL ASSEMBLY 1. Each member school's student government shall designate one student to serve as that school's correspondent. The correspondent shall have the following duties: a. To announce his/her school's vote at General Assembly meetings. b. To deliver his/her school's correspondent's report in writing to their regional meetings. c. To serve as a direct line of communication between regional representatives and his /her school. 2. The General Assembly shall have the following powers and duties: a. To amend these Bylaws in accordance with Article X. b. To ratify or reject actions taken by the Executive Board. c. To elect the officers of the Executive Board. d. To introduce items of business. 3. The Executive Board shall have the following powers and duties: a. To establish goals for AASG schools. b. To prepare an annual budget. c. To review and approve the annual audit no later than the Winter Business Meeting. d. To supervise all AASG elections in accordance with Article VI. e. To approve the changing of region affiliation of member schools. f. To act for the General Assembly between meetings of the General Assemblies on that are not specifically reserved for the General Assembly. g. To serve as a constitutional board of review, and, when serving in this capacity, may include other members appointed by the President. h. To change the date or location of Fall or Spring Conference. i. To set dates and places for regular meetings of the Executive Board. j. To take action necessary to execute these powers and all other powers conferred by the constitution and bylaws or any amendment hereto. k. To develop and implement Executive Board policies governing the ongoing procedures of AASG and its Executive Board. B. OFFICERS 1. The President shall have the following powers and duties: a. To prepare and preside over all meetings of the AASG General Assembly and the Executive Board. b. To serve as spokesman for AASG in relation with other organizations and in all matters concern to AASG. c. To appoint standing and special committees to assist in carrying out policies and directions of the General Assembly. d. To call emergency meetings of the Executive Board. e. To provide an agenda and give final approval on agendas for the General Assembly meeting and Executive Board. f. To explain election procedures at the first General Assembly meeting. g. To attend the NASC Conference that occurs during his/her term. 2. The Vice-President shall have the following powers and duties: a. To attend all meetings of the AASG General Assembly and the Executive Board. b. To assume the powers and duties of the President in the event the President vacates the chair or is absent. c. To maintain an indexed record of all resolutions. d. To advise member schools about submitting resolutions, including which word-processing programs to use e. To send out all resolutions to their appropriate destinations. 3. The Public Relations Officer shall have the following powers and duties: a. To attend all meetings of the AASG General Assembly and the Executive Board. b. To aid the Vice-President in sending out resolutions c. To provide a follow-up report concerning the effect of approved resolutions at the next conference. d. To coordinate democracy projects. e. To serve as the communications coordinator for member schools. f. To coordinate service projects for AASG. g. To regularly maintain and update the AASG web site after each meeting. h. To serve as technology coordinator for the Executive Board. i.. To coordinate with the Executive Board to produce a newsletter after each meeting. 4. The Region Representatives shall have the following powers and duties: a. To attend all meetings of the AASG General Assembly and the Executive Board. b. To represent all member schools within the region before the Executive Board fairly and equally. c. To insure effective communication between his/her region and the Executive Board. d. To distribute a newsletter to all schools in his/her region after each conference and business meeting. e. To send out Issues Packet received from the SBEED and ASAA Representatives to all member schools within their jurisdiction. 5. The Senior representative to the State Board of Education and Early Development (SBEED) shall have the following powers and duties: a. To attend all meetings of the SBEED. b. To attend all meetings of the AASG General Assembly and the Executive Board. c. To represent the interests of AASG before the SBEED. d. To carry out directions of the AASG General Assembly and Executive Board. e. To provide a student's perspective to the SBEED. f. To provide written reports of each SBEED meeting to the Executive Board. g. To submit a report at each meeting of the General Assembly. h. Senior Representative is responsible to train the Junior Representative for taking on the Senior Representative's role. i. Collaborate with the ASAA Representative to create a packet of current issues about SBEED and ASAA, and send them to all Region Representatives. 6. The Junior representative to the State Board of Education and Early Development (SBEED) shall have the following powers and duties: a. To attend all meetings of the SBEED. b. To attend all meetings of the AASG General Assembly and the Executive Board. c. To represent the interests of AASG before the SBEED. d. To carry out directions of the AASG General Assembly and Executive Board. e. To provide a student's perspective to the SBEED. f. Aid the Senior SBEED Representative to provide written reports of each SBEED meeting to the Executive Board. g. Aid the Senior SBEED Representative to submit a report at each meeting of the General Assembly. 7. The representative of the Alaska School Activities Association (ASAA) shall have the following powers and duties: a. To attend all meetings of ASAA. b. To attend all meetings of the AASG General Assembly and Executive Board. c. To represent the interests of AASG before the ASAA. d. To carry out directions of the AASG General Assembly and the Executive Board. e. To provide a students perspective to ASAA. f. To provide written reports of each ASAA meeting to the Executive Board. g. To submit a report at each meeting of the General Assembly. h. Collaborate with the Senior SBEED Representative to create a packet of current issues about SBEED and ASAA, and send them to all Region Representatives. 8. The Secretary/Treasurer shall have the following powers and duties: a. To attend and take minutes of all meetings of the AASG General Assembly and Executive Board. b. To provide a typed copy of all minutes to the Executive Board and Steering Committee no later than three weeks after the meeting. c. To type the agenda for all meetings. d. To type other correspondence as required by the President. e. To present the financial report to the General Assembly. To work with the State Administrator on financial matters, and present a financial report to the Executive Board. 9. The Parliamentarian shall have the following powers and duties: a. To attend all meetings of the AASG General Assembly and the Executive Board. b. To give advice to the Executive Board as requested. c. To call to the attention of the Executive Board any error in the proceedings that may affect the rights of any member or may otherwise do harm. 10. The Registrar shall have the following powers and duties: a. To attend all meetings of the AASG Executive Board immediately prior to his/her conference. b. To attend the NASC Conference the summer before his/her conference. 11. The Steering Committee shall have the following powers and duties: a. To coordinate all communication between the advisors in his/her region and exchange information with other Steering Committee members at the conference. b. To attend all meetings of the AASG General Assembly and the Executive Board. c. To assist and encourage the Executive Board members in the fulfillment of the duties and responsibilities of their office. d. To provide continuity to AASG from year to year through providing for and participating in the orientation of incoming Steering Committee members and Region Representatives. e. To recommend candidates to the sponsoring organization for State Director(s). f. To see that Executive Board members contribute to the newsletter. g. To provide their region with information from the state officers and host school. h. To serve as liaison to all secondary school principals in their region. i. To serve as the final board of appeals in all matters brought before the Executive Board. ARTICLE VI - NOMINATIONS, ELECTIONS, AND APPOINTMENT POLICIES A. To be nominated for the office of President, Vice-President or Public Relations Officer, or to interview for the office of the position of Parliamentarian, the delegates must have: 1. A letter of support from their administrator indicating: a. The support of that school, including financial support when necessary. b. Consent and permission to travel to meetings in compliance with district policy. c. Indication of the student's good standing academically and behaviorally. 2. A letter of support from the advisor. 3. A personal statement of interest. 4. A statement from the parent(s) or guardian(s) giving consent and permission to travel to meetings in compliance with district policy. 5. Enrollment in an AASG member school in good financial standing. B. Nominations will take place at the first session of the General Business meeting on the second day of the Fall Conference. 1. No campaigning will be allowed until a delegate has been nominated. 2. Members of the Executive Board will be excluded from campaigning for themselves or others when they are carrying out their official duties. 3. All campaign material must conform to any host school regulations. All campaign material will be excluded from the second to last session of the General Business meeting. 4. No write-ins will be allowed. 5. No candidate may apply for more than one position. 6. Violations of these rules, when brought to the attention of the Executive Board, will be corrected whenever possible, and may be announced at the next session of the General Business meeting. C. Speeches 1. Speeches will take place at the second General Business meeting of day two. 2. Each candidate will be given the opportunity for a speech of not more than five minutes. 3. In the case of a run-off vote, those candidates receiving the two largest pluralities will be given the opportunity to give a speech of not more than three minutes. D. Balloting 1. Elections will take place at the second to the last General Business Meeting. 2. Each school correspondent from a dues paying school in good financial standing will have the opportunity to vote up to ten votes per office. These votes may be split between candidates in any manner found suitable by the member school. 3. There will be no proxy voting. 4. The candidate receiving a majority for each office, with a difference greater than 10 votes, will be declared the winner. 5. In the case that no candidate receives a majority of the votes, with a difference of 10 votes: a. A run off will be conducted between those receiving the two largest pluralities. b. In the event of no candidate receiving the majority with greater than 10 votes after the run off election, the Executive Board will break the tie by voting by secret ballot. c. All Executive Board members wishing to abstain must declare so before the secret ballot vote is taken. d. If an even number of the Executive Board are voting to break the tie, the President will be included in the vote. 6. Steering Committee members who do not have candidates running, in conjunction with the State Director, will supervise all elections. E. To be eligible to interview for the office of SBEED or ASAA Representative, Parliamentarian, or secretary, delegates must have: 1. A letter of support from their administrator indicating: a. The support of that school, including financial support when necessary. b. Consent and permission to travel alone to meetings if necessary. c. Indication of the students good standing academically and behaviorally. 2. A letter of support from the advisor. 3. A personal statement of interest. 4. A statement from the parent(s) or guardian(s) giving consent and permission to travel alone to meetings if necessary. 5. Proof of leadership experience. A resume is suggested. 6. Enrollment in an AASG member school in good financial standing. 7. Finalists for SBEED are required to submit a resume for the second interview, which is in March before the SBEED. F. To be eligible for the position of Regional Representative, delegates must have: 1. A letter of support from their administrator indicating: a. The support of that school, including financial support when necessary. b. Consent and permission to travel to meetings in compliance with district policy. 2. A letter of support from the advisor. 3. A personal statement of interest. 4. A statement from the parent(s)/guardian(s) giving consent and permission to travel in compliance with district policy. 5. Enrollment in an AASG member school in good financial standing. 6. Elections for Region Representative schools will be held at Spring AASG conference on even numbered years for Regions 2, 4, and 6 and on odd numbered years for Regions 1, 3, 5, and 7. 7. The school that becomes the regional representative school will then chose a student(s) to fill the position of Region Representative. ARTICLE VII - CHANGING REGIONS A. To change Regions, for AASG purposes only, a school must complete the following steps: 1. Submit a formal letter to the Executive Board requesting transferring of Regions. Include a detailed list of reasons for requesting the change, and explain why the change would be beneficial to your school. 2. Submit a letter to the Executive Board from your advisor stating that he/she supports and agrees with changing the Region. The school principal should also sign the letter. 3. Wait for a decision by the Executive Board. The school requesting the change will be notified before the next conference on whether the request was accepted or denied. ARTICLE VIII- POLICIES A. Resolution Policy - Resolutions should: 1. Be typed and submitted on disk labeled with the school name. 2. Be no more than one page, double sided. There should only be one resolution per page. 3. Have the lines numbered. 4. Have each whereas clause separated by a semicolon and followed by one blank line. 5. Have the heading, the whereas, and the therefore clause in bold print. 6. Be of a serious nature. 7. Be turned in on time. 8. Be reviewed by the Executive Board and Steering Committee prior to debate in the General Assembly. Resolutions may be returned to the author for further revision. 9. Be evaluated according to individual school policy to bear the school's name. Resolutions that have not been approved by the local student government will bear the author's name. 10. Become the property of AASG once under discussion by the General Assembly and can only be removed by a vote of the General Assembly. 11. Cover different topics. In the event of conflicting resolutions, the President can exercise the right to "fail to consider" conflicting resolutions, if the resolution considered first is adopted. B. Attendance Policy 1. Executive Board members shall attend all official AASG meetings: Fall Conference, Winter Business Meeting, Spring Conference, Summer Business Meeting, and various audio conferences. 2. Steering Committee members shall attend all official AASG meetings. 3. The State Director(s) shall attend all official AASG meetings. 4. If Executive Board members cannot be in attendance due to extenuating circumstances beyond their control, members must submit written notice to the President, State Director and Administrator with written parental and advisor approval. Exemptions may be given with sufficient notice to the President. Permission to miss the meeting may be granted by the President, after consulting with the State Director(s). If permission is not granted attendance at the meeting in question remains mandatory. 5. At each meeting, the President will inform the Executive Board of any absences. 6. Violation of the Attendance Policy is considered inappropriate behavior, and will result in repercussions defined in the Discipline Policy. C. Executive Board Discipline Policy 1. In the case of an alleged violation of the AASG Constitution and Bylaws or ASAA policies; or alleged inappropriate behavior by an Executive Board member, a written report/complaint shall be filed with the President within 10 days. The President shall conduct a reasonable investigation and make a decision for appropriate disciplinary action, if action is warranted, within 10 days of receipt of the written report/complaint. 2. If the alleged violator does not agree with the decision of the President, he/she has ten days to request, in writing, a hearing with the Discipline Committee. The Discipline Committee is composed of 3 Executive Board members and 3 Steering Committee members. Within 10 days the Discipline Committee will hold a hearing, following Robert's Rules of Order, either in person or by audio conference. The Discipline Committee will make a decision for appropriate disciplinary action, if any is warranted, within five days of the hearing. 3. The decision of the Discipline Committee will be considered final. 4. If the complaint is against the President, the complaint will start with the Discipline Committee and the hearing will be conducted by the Vice-President. 5. Disciplinary action may include reprimand, censure, suspension, or expulsion. D. Steering Committee Discipline Policy 1. If a written complaint is presented to the State Director(s) concerning a member of the Steering Committee, one or more of the following actions may take place: a. The State Director may discuss the complaint with the Steering Committee member and, after a reasonable investigation, work towards a resolution. b. The State Director and remaining Steering Committee members may discuss the complaint and, after a reasonable investigation, work towards a resolution. c. The State Director may discuss the complaint with the Steering Committee members' building administrator and, after a reasonable investigation, work towards a resolution. ARTICLE IX - RELATIONSHIP TO AASG CONSTITUTION A. The Bylaws shall be a part of the AASG Constitution. B. In case the Bylaws conflict with the Constitution, the Constitution shall be the effective policy. In such cases, the Executive Board shall make every effort to remedy the conflict as soon as possible. ARTICLE X - AMENDMENTS AND RATIFICATION A. Amendments to this manual may be made at the Summer or Winter Business meetings by a 2/3 majority vote of the Executive Board and will take effect immediately. B. An updated copy of this manual will be sent out to all member schools prior to Fall and Spring Conferences. C. Changes to this manual must be ratified by a majority vote of the General Assembly at the Conference. |
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