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Associated Student Government

ASG Bylaws

Associated Student Government
ByLaws
Approved July 12, 2011 Effective Fall 2011

Article Number Purpose
Article I Executive Officers
Article II ASG Officer Aides
Article III ASG Board Members
Article IV General Elections
Article V Elections of Executive Officers
Article VI Operations
Article VII Voting Procedures
Article VIII Funding
Article IX Referendum
Article X Permanent Committees

Article I:
Executive Officers
Section I:
ASG officers must meet the following qualifications:

    • Satisfy requirements of a member under Article IV of the constitution
    • Maintain a 2.50 GPA (4.0 = A)
    • Be willing and able to commit to a full-year term. (Partial year commitments will deem the candidate ineligible for office).


Section II: Executive office positions are as follows:
  • President
  • Vice President
    • Treasurer
    • Secretary
    • Public Relations

Section III:
The duties of the Executive Officers are as follows:
The President shall:

  1. Bear jurisdiction of retention or dismissal by majority vote of executive officers
  2. Facilitate the leadership and development within and around the ASG environment
  3. Coordinate and integrate all activities and duties of officers, members and volunteers
  4. Communicate regularly with ASG members and advisor for planning and updates
  5. Organize, administer, and direct ASG meetings in accordance with Parliamentary Procedures
  6. Designate committee chairs with the approval of ASG
  7. Resolve issues resulting from a tie
  8. Conduct business previously approved by vote of ASG
  9. Serve as official representative of ASG


The Vice President shall:
  1. In the absence of the President, perform the duties of the President
  2. In the event the President office is vacated, the Vice President will assume the vacant office. The new President will then preside over the election of the new Vice President.
  3. Supervise ASG Officers as directed by the President, to report back.
  4. Coordinate ASG Committee Chairs.
  5. Assign Senators to ASG committees.
  6. Designate GCC students to ASG committees, upon their request.
  7. Assist in spokesperson duties as requested.
  8. Serve as the committee chair of the standing Rules committee.
  9. Evaluate the board members once per semester mid-term via a formal written process as outlined under Article V, Section V of the by-laws.


The Treasurer shall:
  1. In the absence of the President and Vice-President, perform the duties of the President.
  2. Operate in accordance with Maricopa County Community College District (MCCCD) fiscal rules and regulations.
  3. Serve as the chair of the standing Finance Committee.
  4. Assist clubs to complete ASG funding request, and present in ASG. Open Business Meetings
  5. Prepare, present and keep records of money matters and report these at the ASG open business meetings.
  6. Develop annual ASG Budget.
  7. Maintain ASG account(s).
  8. Prepare all financial documents and submit to Student Leadership Center.
  9. Purchase ASG supplies.
  10. Prepare and present the year-end financial report.
  11. Appoint, evaluate and remove, as necessary, an aide to assist in duties outlined above. The Treasurer's Aide must meet the Member requirements as outlined under Article IV, Section II of the constitution.


The Secretary Shall:
  1. In the absence of the President, Vice-President, and Treasurer, perform the duties of the President.
  2. Record, publish and distribute minutes of all regular and special business meetings by proscribed deadlines.
  3. Prepare and post agendas by proscribed deadlines.
  4. Maintain all archives and office files.
  5. Take attendance and record minutes for ASG Board and senators.
  6. Submit minutes to Student Leadership Center after each meeting.
  7. Record senator's attendance and communicate with the Treasurer.
  8. Copy, file and share all incoming/outgoing correspondence with ASG.
  9. Appoint, evaluate and remove, as necessary, an aide to assist in duties outlined above. The Secretary's Aide must meet the Member requirements as outlined under Article IV, Section II of the constitution.


The Public Relations Officer shall:
  1. Publicize Associated Student Government signature events.
  2. Develop a proposed advertising budget with the Treasurer.
  3. Work with the GCC campus newspaper (The Voice) and the Public Relations Department to advertise services and events
  4. Facilitate the special events calendar with Student Leadership Center.
  5. Develop and maintain ASG website with an online calendar by utilizing campus resources.
  6. Appoint, evaluate and remove, as necessary, an aide to assist in duties outlined above. The Public Relations Aide must meet the Member requirements as outlined under Article IV, section II of the constitution.


Section IV: All executive officers shall:
  • Be entitled to remuneration in accordance with the Maricopa County Community Colleges District Governing Board policy and Administrative Regulations.
  • Serve on College Committees as appointed by the ASG president as requested by the College President.
  • Not be an officer in another club.


Article II:
ASG Officer Aides Section I:
ASG Officer Aides must meet the following qualifications:
  • Satisfy requirements of a member under Article IV of the constitution
  • Maintain a 2.50 GPA (4.0 = A)
  • Be willing and able to commit to a full-year term. (Partial year commitments will deem the candidate ineligible for office).


    Section II:
    Officer Aides positions are as follows:

  • Treasurer
  • Secretary
  • Public Relations


    Section III:
    The duties of the Officer Aides are as follows:
    The Treasurer's Aide shall:

    1. In the absence of the Treasurer perform the duties of the Treasurer.
    2. Operate in accordance with Maricopa County Community College District (MCCCD) fiscal rules and regulations.
    3. Serve as the co-chair of the standing Finance Committee.
    4. Assist the Treasurer in completing club's ASG funding request(s), and present in ASG Open Business Meetings when called upon.
    5. Assist the Treasurer in the preparation and maintenance of records pertaining to all ASG money matters and to report these at the ASG open business meetings when called upon.
    6. Assist the Treasurer in the development of the annual ASG Budget.
    7. Assist the Treasurer in the preparation, to include making duplications of all financial documents for submission to the Student Leadership Center.
    8. Assist the Treasurer in the acquisition of ASG supplies.


    The Secretary's Aide Shall:
    1. In the absence of the Secretary perform the duties of the Secretary.
    2. Assist the Secretary in recording, publishing and distributing minutes of all regular and special business meetings by proscribed deadlines.
    3. Assist the Secretary in the preparation and posting of agendas by proscribed deadlines.
    4. Assist the Secretary in maintaining all archives and office files.
    5. Assist the Secretary in taking attendance and recording minutes for ASG Board and senators.
    6. Assist the Secretary in the submission of minutes to Student Leadership Center after each meeting.
    7. Assist the Secretary in recording the senator's attendance and communicate with the Treasurer.
    8. Assist the Secretary in copying, filing and sharing all incoming/outgoing correspondence with ASG.


    The Public Relations Officer's Aide shall:
    1. Assist the Public Relations Officer publicize Associated Student Government signature events.
    2. Assist the Public Relations Officer in the development of a proposed advertising budget with the Treasurer.
    3. Assist the Public Relations Officer in working with the GCC campus newspaper (The Voice) and the Public Relations Department to advertise services and events.
    4. Assist the Public Relations Officer in maintaining the ASG website, Facebook page to include an online calendar by utilizing campus resources and working with the Student Leadership Center.
    5. Maintain an accurate inventory of ASG promotional items.
    6. Assist in the selection, ordering and replenishing of ASG promotional items.
    7. Work in tandem with the Public Relations Officer to attend GCC Club meetings.


    Article III: ASG Board Members
    Section I:
    Associated Student Government Board Members Duties:
    • Attend all ASG meetings
    • Request student input regarding their concerns and/or issues as to the improvement of campus life
    • Active participation in ASG committees
    • Actively promote and participate in community service activities sanctioned by the Associated Student Government and approved by the Student Leadership Center


    Article IV: General Elections

    Section I:
    Candidates for membership in the ASG must meet the requirements as outlined under Article IV, Section II under the Constitution.

    Section II:
    A completed application, provided by either the Student Leadership Center or the ASG, shall be submitted to the Student Leadership Center no later than 12:00 p.m. the Wednesday preceding the election.

    Section III:

    • General elections shall be held on Tuesday and Wednesday of the third week of classes of the fall semester. The polls shall remain open for four (4) consecutive hours each day. Online election voting will remain open until the end of the second day of voting at 11:59 p.m.
    • A board member can be added during the year, after general elections are held. Voting will be held after the validation of all signatures provided by the candidates and after the required attendance of two (2) prior open meetings.



    Section IV:
    The ASG Board is made up of 15 elected seats total to include the executive board. Those candidates for board membership with the highest number of votes will win the election. In case of a tie, a special run-off election will be held, in which the candidate with the highest number of votes will win.

    Section V:
    All irregularities or complaints about the election procedure shall be reported in writing, before the polls close, to the Dean of Student Life or designee for review.

    Article V:
    Elections of Executive Officers

    Section I:
    Executive officers will be elected during the last meeting of the spring semester. The newly elected executive officers will serve until the last meeting of the following spring. An election committee consisting of two (2) ASG members not running for executive office will run the election. One of these members will preside over the election to ensure fairness. The other member will hand out, collect, and count all ballots.

    Section II:

    The voting shall proceed as follows:

    • Only current ASG Board members are eligible to vote for executive officer positions.
    • Voting shall be by secret ballot.
    • There will be no "write in" candidates or "tickets."
    • The candidates must be elected in at least a 2/3 vote of the members.
    • Voting shall go in the order of President, Vice President, Treasurer, Secretary, and Public Relations.



    Section III: All irregularities or complaints about the election procedure shall be reported in writing to the Dean of Student Life or designee for review.

    Section IV:

    Executive positions are:

    • President
    • Vice President
    • Treasurer
    • Secretary
    • Public Relations



    Section V: Remuneration to officers may be made in accordance with Maricopa Governing Board policy and administrative regulations. Funds will be set-aside at the beginning of each fiscal year for this purpose.

    Section VI: Board Members who are appointed to Aide positions (support positions for Public Relations, Secretary and Treasurer) following the Officer Elections will serve until the last meeting of the following spring.

    Article VI: Operations
    Section I:

    Associated Student Government shall:

    • Serve as the official representative of the Association.
    • Have the power to delegate duties, to elect officers, and appoint committees and their chairpersons.
    • Execute all other duties necessary for the successful administration of the Association.
    • Be in session during the summer session and fall and spring semesters as outlined in Article V of the constitution
    • Govern student clubs in accordance with MCCCD regulations and policies with the oversight of the Student Leadership Center.


    Section II: ASG business may be conducted at regularly scheduled or special meetings. The advisor or designee must be present to conduct business.
    Section III:

    • Executive sessions of the ASG members (others by invitation of the ASG) may be called by President, ASG advisor, or other ASG members with a vote of 2/3 the members present.
    • No voting regarding general ASG policies shall occur during executive sessions.
    • Minutes shall be in accordance with the by-laws during the executive session.


    Section IV:
    Publicity Process

    • The ASG Public Relations Officer will work with ASG committees to oversee the creation, approval, and distribution of their event/activity-related publications and communiqué.
    • Committee representatives are to present their respective requests via an official written request with attached files to the ASG Public Relations Officer no later than one month from the scheduled and calendared event/activity.
    • The ASG Public Relations Officer will then work with the Student Leadership Center for final edits and approval.
    • Once final edits and approval have been secured from the Student Leadership Center the ASG Public Relations Officer will then work with various campus departments (Student Leadership Center, IKON, and Media Services) to produce flyers, Gaucho TV ads, and emails for campus-wide distribution.


    Section V:
    Evaluation Process

    • The ASG President, in tandem with the ASG Advisor, shall evaluate each of the ASG officers during mid-term via a formal written process. In turn, the officers will then evaluate the ASG president via the same process.
    • ASG Officers, in tandem with the ASG Advisor, shall evaluate their respective aides once per semester during mid-term via a formal written evaluation.
    • The Vice-President, in tandem with the ASG Advisor, shall evaluate the remaining board members during mid-term via a formal written process.
    • Feedback will then be used to modify and/or enhance job performance.


    Article VII: Voting Procedures

    Section I: All voting procedures outlined in this article shall be for the purpose of business meetings. It will not apply neither to the election of ASG executive officers nor to the approval of ASG policies.

    Section II: A quorum is defined as 2/3 of the board members.

    Section III: All members in attendance shall be voting members. The ASG President may vote in the case of a tie.

    Section IV: All Students at large may vote in a GCC student vote for the purpose of influencing the vote of the board.

    Section V: All voting shall be conducted by a show of hands unless a member requests a vote by secret ballot.

    Section VI: All votes must pass by a simple majority of members present unless otherwise stated in this constitution.


    Article VIII: Funding
    Section I: Guidelines for club funding startnumbers

  • To be considered for funding, clubs must submit a formal proposed budget to the ASG Treasurer by the fortieth (40th) day of the fall semester for the entire academic year. Clubs wishing to request funding prior to the submission of their budgets may do so—funding; however is not guaranteed in either case.
  • As per the ASG Constitution Article VI; Section V Clubs may have their funding request reduced based upon the consistency of attendance at ASG Open Business Meetings. Club senators or designated alternate must attend the two (2) prior ASG Open Business Meetings, with the exception of voting in August or September. The senator must be present at the ASG Open Business Meeting for the funds to be voted on and shall be prepared to answer any questions for the ASG Board prior to the allocation. A written proposal for funding stating the purpose of the request must be submitted a minimum of four (4) weeks prior to the date of the desired funding on the official ASG funding request form (substitutions will be refused).
  • ASG will not fund socially based activities. Funded activities include those that are educationally based or those that are directly related to the mission of the club/organization.
  • Clubs/organizations who have received ASG funds must present a brief report on the funded activity within one (1) month of said activity. Presentation style is optional, i.e., PowerPoint, written report, 8.5 x 14 collage.
  • Clubs must adhere to the ASG Club


    Funding Guidelines listed herein:

    • Contribution: Any club/organization(s) requesting funds from the ASG budget will be required to contribute the following minimum amount for a request of: * $500 - $999 - Club Contribution 10% *$1,000 - $1,999 - Club Contribution 15% * $2,000 - $3,000 *Club Contribution 20% –Applies to established clubs.
      Newly formed clubs are exempt.
    • Fund Allocation Caps: Please note: clubs/organizations have the opportunity to request up to $3,000 per academic year to include travel expenses contingent upon funding availability.
    • Travel – Not to exceed $2,500
    • Funding Request > = $1,000 (single request) - Shall need prior executive board approval before going to an open business meeting, and shall need a 2/3 majority vote to pass.
    • Funding Requests > $1,000 (combined requests) – Shall need a 2/3 majority vote to pass.


    Section II:
    ASG reserves the right to deny any request.

    Section III:
    Information about requesting funds may be obtained from the Treasurer or at the Student Leadership Center.

    Article IX: Referendum

    Section I: Any rule or regulation adopted by the ASG may be referred back to the ASG upon presentation of a referendum petition signed by at least ten (10) percent (%) of the Associated Students.


    Section II: Upon presentation of such a petition, a review of the measure in question shall occur among the ASG board and the Dean of Student Life or designee.

    Section III:
    If 2/3 of the votes of the ASG are cast in favor of the measures in question, such measures shall be declared adopted.

    Article X: Permanent Committees
    Section I:
    Finance Committee

    Committee members must include:

    • Vice President
    • Treasurer
    • Treasurer's Aide if applicable, and Secretary


    The ASG Treasurer must be the committee chair as stated by his/her duties. Duties of this committee include but not limited to: Review and propose any changes of the finance policy to the ASG Board. Under extenuating circumstances propose one-time deviations to the ASG Board.

    Section II:
    Rules Committee


    Committee members must include:

    • All of the ASG executive officers, and
    • The Vice President must be the committee chair as stated in his/her duties.


    Duties of this committee include but not limited to:

    • Review the constitution and ASG policies annually *Propose and/or create changes
    • Draft and propose resolutions to the administration.


    Section III:
    Club Presidents' Networking Council (CPNC)
    The purpose of this committee is to promote unity and communication between GCC clubs and to provide feedback to the ASG President on collective and individual needs of their respective clubs.

    CPNC Membership and Requirements:

    • The President Council shall be comprised of the ASG President and the presidents of each officially recognized student club at GCC.
    • A minimum of two (2) meetings per semester (said meetings shall not coincide with any regularly scheduled ASG meetings).


    CPNC Duties:

    • The Presidents' Council shall act as a roundtable advisory forum for club and campus issues.
    • The Presidents' Council shall pass no legislation or exert control over any other body.


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