Student OrgsHmong American Cultural Outreach (HACO)

ARTICLE I. NAME AND PURPOSE

Section A. NAME

1. The official name for this organization is the Hmong American Cultural Outreach.   
2. This organization will use the name or its acronym, HACO, in all publicity materials and correspondence.

Section B. PURPOSE

1. The purpose of this organization is to be an active club at Gustavus Adolphus College hosting activities to help the Gustavus community develop relationships with students to further cross-cultural understanding
2. Mission Statement: HACO is dedicated to promote unity, culture, and heritage to encourage and advocate multicultural awareness.
3. All activities of this organization must be directed toward these purposes.

ARTICLE II. MEMBERSHIP

Section A. REQUIREMENTS

1. All members are required to demonstrate support for the purpose of this organization.
2. Membership decisions will not discriminate on the basis of race, color, national origin, religion, sex, gender identity, pregnancy, disability, age, medical condition (cancer-related), ancestry, marital status, citizenship, or sexual orientation.
3. Attend at least fifty percent of HACO events. This includes meetings, activities, fundraisers, and/or campus events organized and paid for by HACO.

Section B. RIGHTS

1. All members are eligible to attend all meetings and events of this organization.
2. If a fee is charged to attend a particular event, the membership will establish a fee scale for voting members, non-voting members, and others as appropriate.

ARTICLE III. OFFICERS

Section A. OFFICER TITLES

• President
• Vice President (Secratary)
• Treasurer
• Public Relations (Diversity Leadership Council (DLC) Representative)
• Risk Manager

Section B. DUTIES

1. It is the President's job to be head administers of this club and preside over all meetings that occur in the general assembly. They are responsible to make sure that the officers perform their respective tasks. In addition, they shall act as the liaison between the club, the administration of the college, and any other organization that wishes to do business with the club. Furthermore, the President shall approve all letters relating to the club, to be sent to any person or organization outside of HACO.
2. It is the Vice President's responsibility to keep minutes of every meeting in the general assembly and send out minutes via e-mail within 48 hours. The Vice President has the right to appoint as many assistants as necessary to assist him/ her in performing the assigned duties. It is the Secretary's duty to provide information to all members, if the information is not made clear in the minutes.
3. The Treasurer's job is to organize a sound financial network for the club. The Treasurer must be ready at every board meeting to give a full and accurate report of the organization's financial status. The Treasurer's and the advisor’s signature must be on all requests for payments issued by the club. Finally, the Treasurer must make sure HACO has enough funds in the account, before planning an event.
4. The Public Relations must attend as many events with the group as possible, and is responsible to take photos of the members. If the Public Relations is not able to attend an activity, he/ she should assign a HACO member to take on the responsibility of taking photos. The Public Relations should make the scrapbook/slideshow accessible to all members of the club. In addition to the Public Relations' duty, they are responsible to network and communicate between organizations and colleges as he/she is also the Public Relation. They also have the responsibility to be present and speak on behalf of HACO at DLC meetings. It will be their job to report back to HACO about any updates on the council and anything going on campus. They are also responsible for taking part in DLC committees. They must find proxy ahead of time if they cannot attend a DLC meeting. They are only allowed two absences at the weekly meetings for DLC.
5. It is the Risk Manager’s responsibility to assist students in implementing engaging events and activities with minimal risk and liability. In addition, ensure that environment is safe for members and the community, and keeping an eye out for hazards. They also are responsible to organize activities for the club at every club meeting, and for the monthly event. At every event planned by the Activities Coordinators, both must be present. The activities coordinators are to keep documents of all the activities planned (date, time, location, general comments) to be added to the archive.

Section C. REQUIREMENTS FOR RUNNING FOR AND HOLDING OFFICE

1. All officers and candidates for office must be currently enrolled Gustavus students.
2. All officers must be active members of HACO, attending at least five club meetings.

Section D. NOMINATIONS AND ELECTIONS

1. Nominations for all positions will be taken in the beginning of spring semester (February) of the meeting each year.
2. Any member may nominate any other member, including himself or herself. 
3. Elections will be held two weeks after nomination during the beginning of the spring semester.
4. Nominations may also be made during the election meeting itself, prior to closing of nominations and taking the vote.
5. A simple majority vote of the quorum present at that meeting will be sufficient to elect an officer. If there are more than two candidates and no candidate receives a majority, there will be a run-off vote between the top two vote recipients in the general meeting.
6. During election, only active member has the right to vote for next year’s board.

Section E. REMOVAL FROM OFFICE

1. Officers may be removed from office for failure to perform duties or for violation of membership clause.
2. Officers to be voted upon in this regard will be notified of the intention to do so in writing at least one week prior to the meeting at which the vote will be taken.
3. A two-thirds majority of quorum present at a regularly scheduled meeting shall be sufficient for removal from office.
4. Any officer may resign by submitting a letter to the President. The President may resign by submitting a letter to the Vice President.
5. The decision must be affirmed and agreed upon at the board meeting, not at the club meeting

Section F. TERMS OF OFFICE AND VACANCIES

1. The term of office shall be from the moment he/she receives the position after the election during the spring term, until the end of next spring term of the following next year.
2. Should a vacancy in office occur, there will be another nomination procedure and election for the vacant office.
3. In the meantime, the Vice President will assume the duties of the President, the Secretary/Treasurer will assume the duties of the Vice President, and the Program Chair will assume the duties of the Secretary/Treasurer should those offices become vacant.
4. Board members must be the first and last ones present at any HACO events. 

Section G. FACULTY/STAFF ADVISOR

1. The advisor must sign the recognition application each year. Officers should meet with the advisor at least 2 times per semester. An advisor may not vote in HACO matters, hold office or unduly influence decisions of the student organization. 

Section H. HMONG NEW YEAR RESPONSIBILITIES

1. It is the new boards responsibility to start planning for the Hmong New Year for the following year. 
2. Begin planning Hmong New Year in the Spring before the next academic year.
3. New board must come up with a date for the Hmong New Year, and book Alumni Hall as soon as possible.
4. Reach out to potential guest performers and keynote speakers as soon as a date is set for the Hmong New Year and send an invoice to confirm attendance. The guest performers and keynote speakers must sign all forms.
   1. Forms needed to be filed (You can find these forms on the Gustavus Webpage):
      1. W-9 Form
      2. Addendum for Gustavus Adolphus College
      3. Standard Agreements 
5. Budget
   1. Finalize and submit the budget for attended date
   2. Every board member must electronically sign the budget before it is submitted to senate.
6. Setup
   1. Decorations committee leader and tech leader must be present at the start of setup. All other committees must do their designated jobs
7. Cleanup
   1. All board members must stay until the end of the event to help clean up. 

ARTICLE IV. MEETINGS

Section A. MEETINGS

1. Depending on the Doodle sent out to members, regular meetings will be held on the majority of votes based on the doodle, and will be conducted each new semester.
2. Special meetings may be called by any combination of three of the officers. Notice of special meetings must be communicated to all members at least24 hours in advance of the meeting.
3. To conduct business at any meeting, one half of the entire voting membership must be present to form quorum.

ARTICLE V. FINANCIAL MATTERS

Section A. RESPONSIBILITIES

1. The current board must save $400 for the incoming board; failure to do this will result in money coming from current board members. (via fundraising or out of pocket)
2. In the event that the member is called to use his/ her own money to fund an HACO- sponsored event, it is the member's responsibility to provide all necessary receipts and information to the treasurer within a week's time for proper reimbursement.
3. Board members are required to do at least 4-hours of fundraising through the caf, banquet and/or concession stand shifts throughout the year (2 hours per semester or 4 in one). 

ARTICLE VI. SIGNATURES

Amendments are only valid upon majority votes of approval by the executive board.

Date Approved By Organization: 9/2/2022

Electronic Signatures:

Faculty Advisor:                                     

President:             

Vice President: 

Treasurer: 

Public Relations/DLC Represenative: 

Risk Manager: