Accounting Society Constitution

Article I – Name
The official name of this organization shall be known as the Accounting Society at the College of Mount Saint Vincent, hereinafter referred to as “the Society.” No other name will be used in the advertisement or representation of the organization.

Article II – Purpose
The purposes of the Society are to:

  1. Acquaint our members with the accounting and finance profession by securing prominent professional speakers from the private and public sectors.
  2. Discuss recent trends, changes, and problems in accounting procedures as well as news and developments in the field of finance.
  3. Facilitate the social and scholarly development of the accounting and finance community at the College of Mount Saint Vincent.

Article III – Membership

Section 1 – Qualifications

  1. All members must be matriculated students of the College of Mount Saint Vincent and must subscribe to or be interested in the purpose of the organization.
  2. No person shall be denied membership or office because of national or ethnic origin, race, color, sex, gender identity or expression, sexual orientation, age, political or religious beliefs, disability, veteran, or marital status.
  3. In order to become a member, the following requirements must be met by the induction day at the end of every semester:
    1. Attend at least five corporate events.
    2. Attend at least two volunteer events (networking luncheon or fundraiser).
    3. Participate in two general interest club meetings.
  4. Meeting these requirements will qualify potential members to run for a position on the Executive Board for the subsequent semester.

Article IV – Officers/Elections/Removal of an Officer

Section 1 – Officers

Undergraduate
All officers of this organization must be matriculated undergraduate students of the College of Mount Saint Vincent, have a minimum overall grade point average of 2.5, and must be registered for at least one course for the term during which they are to serve.

Graduate
All officers of this organization must be matriculated graduate students of the College of Mount Saint Vincent, have a minimum overall grade point average of 3.0, and no minimum credits for the term during which they are to serve.

Please note: No one can serve as the President of one organization while simultaneously serving as Treasurer of another, nor can anyone serve as President of more than one organization.

Officers Requirements

  • The officers of the Society shall consist of: President, Executive Vice President, Vice President of External Affairs, Vice President of Internal Affairs, Vice President of Marketing, Vice President of Volunteers, Treasurer, Assistant Treasurer, Secretary, Marketing Coordinator, and Events Coordinator.
  • All offices are limited to two terms (one term is equivalent to one semester).
  • All officers are required to attend at least three quarters of all club meetings.
  • Officers are expected to be present 30 minutes prior to meeting times. We strongly advise future officers to carefully register for classes so as to avoid conflict with the scheduled responsibilities.

Section 2 – Duties
Each officer holds their respected duties but they are not limited to only these duties:

  1. There shall be a President who shall:
    1. Preside over and conducts all meetings.
    2. Formulate and implement the policy and direction of the Society.
    3. Prepare and file any report required.
    4. Create and distribute agendas for each meeting of the organization.
    5. Represent the club at official functions.
    6. Oversee all aspects of the Society and ensures that it reaches its maximum potential
    7. Maintain contact with club adviser(s).
    8. Assist all of the officers with their respective duties.
    9. Facilitate communication among all officers.
    10. Countersign all vouchers and disburses funds for any expenditure needed for the activities of the Society.
  2. There shall be an Executive Vice President who shall:
    1. Assume the duties of the President as needed.
    2. Oversee all duties of the Vice President of External Affairs and Internal Affairs.
    3. Work with the Vice Presidents in promoting the networking luncheon and all other society-related events.
    4. Coordinate and represent the society in the budget appeals process and upcoming budget for the new academic year.
    5. Facilitate the professional development series for the Society.
    6. Assist the Vice President of Marketing in promoting the Society and increasing the membership base.
  3. There shall be a Vice President of External Affairs who shall:
    1. Plan and coordinate the semi-annual networking luncheon.
    2. Work with the Vice President of Marketing and Marketing Coordinator in promoting the networking luncheon.
    3. Greet guests upon arrival for Society related events.
    4. Communicate and maintain contact with external professionals.
    5. Represent the Society in the absence of the President and Executive Vice President.
    6. Plan private events catered to members of the society.
  4. There shall be a Vice President of Internal Affairs who shall:
    1. Assist the Secretary in putting together a weekly newsletter detailing all the upcoming Society and non-Society related events and news.
    2. Plan and coordinate the semi-annual induction ceremony.
    3. Work with the Vice President of Marketing and Marketing Coordinator in promoting the induction ceremony.
    4. Order food and refreshments for club meetings/events.
    5. Assist the President in planning the Society’s program for the semester.
    6. Maintain and update the Society’s online channels.
    7. Use creative means to improve current online channels of communication and use them to promote the Society.
    8. Follow up on inquiries or concerns about the Society and its online channels.\
    9. Facilitate communication between the Society’s members and the Executive Board.
  5. There shall be a Vice President of Marketing who shall:
    1. Provide public notice of all the regular meetings of the Society through use of the school newspaper, school newsletters, posters, flyers, and other sources of media.
    2. Coordinate an effective membership campaign with the Marketing Coordinator.
    3. Network with other student organizations and coordinate joint activities with them as deemed fit by the Executive Board.
    4. Ensure that all events are promoted effectively.
    5. Work with the Vice Presidents of External and Internal Affairs in promoting the networking luncheon and induction ceremony.
  6. There shall be a Vice President of Volunteers who shall:
    1. Plan and coordinate all fundraisers and volunteer events.
    2. Ensure proper paperwork is maintained and communicated to the Treasurer and contact is maintained with charitable organizations and the Office of Student Activities.
    3. Assist the Vice President of External Affairs in obtaining and supervising volunteers for the networking luncheon.
    4. Ensure enough volunteer events are created and organized (at least three per semester) to allow prospective members adequate time to become inducted members.
  7. There shall be a Secretary who shall:
    1. Keep a record of all members and events of the organization.
    2. Assist the Vice President of Internal Affairs in putting together a weekly newsletter detailing all the upcoming Society and non-Society related events and news.
    3. Receive and forward responses from guest’s concerning the networking luncheon to the Vice President of External Affairs.
    4. Maintain accurate records of the minutes of Executive Board meetings.
    5. Maintain complete attendance and membership records.
    6. Assist in the promotion of the Society.
  8. There shall be a Treasurer who shall:
    1. Keep all financial records of the organization.
    2. Prepare the annual budget to submit to the appropriate representative of the Student Government Association.
    3. Prepare all budget requests for funds.
    4. Advise members on financial matters.
    5. Keep records of all money collected and disbursement vouchers.
    6. Update the Society’s budget weekly and provide the President and Vice Presidents with the results.
    7. Countersign all vouchers and disburse funds for any expenditure needed for the activities of the Society.
    8. Work with the Student Government Association on all financial matters related to the Society.
  9. There shall be an Assistant Treasurer who shall:
    1. Assist the Treasurer with tasks regarding the financial and accounting aspects of the Society.
    2. Work together with the Treasurer to submit weekly financial reports to the President and Vice Presidents.
    3. Becomes the Treasurer in the event the current Treasurer resigns or graduate.
  10. There shall be a Marketing Coordinator who shall:
    1. Assist the Vice President of Marketing with promoting and marketing the Society and co-sponsorship activities.
    2. Serve in the absence of the Vice President of Marketing.
    3. Collaborate with the Vice President of Marketing on an effective membership campaign.
    4. Plan social events for the society and its members and prospective members.
  11. There shall be an Events Coordinator who shall:
    1. Fulfill the functions of managing, communicating, and coordinating with the planning committee at Accounting Society events.
    2. Coordinate food arrangement and supply purchases for upcoming events different venues.
    3. Retrieve tax-exempt forms for venues of choice for upcoming events.
    4. Communicate with outside professionals to create new events for the Society to offer to students.

Please note: All officers will be allowed to be excused for a maximum of four events. After the fourth event, absence from any event will not be tolerated unless for the following three reasons: family/personal emergency and job related issues.

Section 3 – Eligibility for Office
Any member seeking a position on the Executive Board must be a matriculated student at the College and have fulfilled the membership requirements detailed in the previous section.

In order to become President, a member must have held an Executive Board position in the prior semester and be at least a junior in the following semester (semester of service). In order to become a Vice President, a member must have held an Executive Board position in the prior semester or be a nominated committee member (described in Article IV, Section D) and in both circumstances, the member needs to be at least a junior in the following semester (semester of service).

Section 4 – Nominated Committee Member
A committee member as defined by guideline, Committee Members, can be classified as a nominated committee member for election purposes only if the committee member meets all of the following requirements:

  1. Has fulfilled the membership requirements detailed in the Article III, Section 1.
  2. Served as a committee member in the prior semester (i.e. the semester that the election is held).
  3. Obtained a majority vote from current President and Vice Presidents approving the committee member for nomination.

If the committee member meets all of the above requirements, then they have been nominated for the rights to be allowed to participate in the running for a Vice President position alongside the already running Executive Board member(s) (as described in Article IV, Section C). After the election has been completed, the nominated committee member loses these rights and loses the status of a nominated committee member and would need to reacquire the three requirements for each proceeding election. Otherwise, the committee member would follow the same procedures as all members do (as discussed in Article IV, Section F: Vacancy).

Section 5 – Elections and Nomination
All officers shall serve (one term, one semester) and may be re-elected for (one) additional term.

  • Nominations for all positions are open for any board member to declare but will be reviewed by the President.
  • Nominations may also be made from the floor on the day of the election, but must be seconded by another board member.

Elections

  1. Elections should be held prior to the induction ceremony at the end of each semester.
  2. Those eligible to run for a position will briefly present their candidacy to the Executive Board.
  3. Elections are to be held by a secret ballot and will be tallied by the President and Treasurer.
  4. Only Board Members may vote at the election meeting except for the individuals running for office.
  5. There are not to be any proxy votes.
  6. A candidate who received the most number of votes shall be elected.
  7. In the event that there is a tie, the President’s decision shall stand ground.
  8. If there is only one candidate running for a position, the ballot will be a yes/no vote.

Section 6 – Vacancy
Should an office become vacant, the Executive Board will conduct interviews/screenings of potential candidates and through majority voting, select the candidate deemed most suitable. Also, should one of the officers wish to become President in the subsequent semester and the current President wishes to serve out the remainder of his/her term, then the Executive Board shall decide the outcome via majority voting.

Section 7 – Resignations
If at any time an Executive Board member wishes to resign from office, the officer will communicate that to the President and sign a letter of resignation. The President should present the resignation to the Executive Board at its following meeting.

Section 8 – Impeachment
Any Executive Board member found guilty of misconduct shall be asked to resign or be removed from office by a one-half vote of all officers present at such proceedings. The Executive Board member will be provided with a written statement of such charges from the Secretary one week before the meeting in which a vote on expulsion is to be taken. Upon receipt of such charges, the Executive Board member is given the opportunity to respond in writing prior to the vote.

Article V – Executive Board

  1. Section 1 -The Executive Board shall consist of the elected officers of the organization.
  2. Section 2 – The Executive Board shall formulate the agenda, take emergency action, and have general management of the student organization in the absence of the full membership.
  3. Section 3 – The Executive Vice President shall assume the duties of any vacant office until a special election is held. If more than one office is vacant, they shall be filled by presidential appointment until a special election is held.
  4. Section 4 – The Executive Board shall choose a faculty advisor for the organization.
  5. Section 5 – The Executive Board shall attend functions as required by the College of Mount Saint Vincent Office of Student Activities.
  6. Section 6 – The Executive Board shall know the fiscal guidelines for expenditure of student activity fees as established by the Board of Trustees the College

Article VI – Meetings

  1. Section 1 – This organization shall hold regular meetings.
  2. Section 2 -A quorum consisting of fifty percent plus one of the officers is necessary for the transaction of any business.
  3. Section 3 – Meetings should be held at any reasonable time deemed advisable by the President or any other Executive Board member.
  4. Section 4 – All Executive Board members must be notified in writing of all meetings preferably at least one week in advance.
  5. Section 5 – The rules contained in Robert’s Rules of Order Newly Revised shall govern this organization in all cases in which they are not inconsistent with the constitution and the bylaws of this organization.

Article VII – Amendments and Ratification

  1. Section 1 – Any proposed amendments to this constitution should be submitted to the Executive Board for approval.
  2. Section 2 – The entire membership shall be notified in writing at least seven days prior to a vote on the proposed amendment.
  3. Section 3 – Ratification of the constitution requires two-thirds vote of the members present.
  4. Section 4 – The constitution will become effective upon recognition by the Department of Accounting, Business, and Economics at the College of Mount Saint Vincent.

Article VIII – Dissolution
In the event of the dissolution of this group, all accrued funds and assets shall revert to the College of Mount Saint Vincent Department of Accounting, Business, and Economics.

This constitution was enacted on July 31, 2018.