Bylaws of the Cultural Exchange Association

# Bylaws of the Culture Connection. ## Name and Purpose ### Name of the association The name of the organization is the "**Culture Connection**." #### Associations address **Culture Connection** Address: Pelarplatsen 8 Post code: 352 52 Country: Sweden City: Vaxjo ### Purpose of the association The purpose of the Culture Connection is to promote culture exchange and understanding among students of the Linnaeus University, Linnaeus University alumni, and the broader community. ## Membership ### Eligibility Membership is open to all current students of the univeristy, alumni, faculty, and interested members of the community. ### Membership Maintenance #### Recruitment Cost: - A membership is for someone who has paid the membership fee for a period. Period one: August-December, Second period: January-June. - The membership is determined by the annual meeting. - The membership is not refundable. - Paid membership fees will not be reimbursed if the board decided to remove the before mentioned member. ##### Membership fee Any fees necessary for membership will be set by the board in the annual meeting per period. ##### New Members When someone decides to join the association, the Recruitment Manager shall ensure that their payment has been received. A screenshot from a bank transaction via Swish or a receipt is sufficient proof. ##### Old Members The Recruitment Manager shall confirm the status of existing memberships for continuity. ##### Updated Membership List Maintain an up-to-date list of members. This is crucial for effective communication, especially for upcoming events and monthly newsletters. ## Board of Directors ### Composition The board of directors shall consist of at least the following officers: President, Vice President, Treasurer, Secretary and Social Media Manager. ### Duties and Responsibilities The duties and responsibilities of each officer shall be as follows: #### President: - Lead the association and represent it at official functions. - Preside over meetings. - Coordinate the activities of the board and committees. #### Vice President: - Assist the President in their duties. - Preside over meetings in the absence of the President. - Coordinate the activities of the various committees. #### Treasurer: - Manage the financial affairs of the association. - Prepare the budget and financial reports. - Handle fundraising efforts. #### Secretary - Membership managing. - Summary of the board members meeting. #### Social Media Manager: - Manage the association's online presence. - Coordinate online advertising and promotion. - Maintain the association's website and social media accounts. ### Election and Terms The officers of the board of directors shall be elected by the general members of the association and a committees at the annual general meeting. Officers shall serve a one-year term and may be re-elected in the annual meeting. ## Committees ### Standing Committees The association shall have the following standing committees: #### Election Committee: - The Election Committee shall be composed of 3 or more members, provided it's an odd number. - Members of the Election Committee must not be current members of the Board of Directors. #### Planning and Events Committee: - Responsible for planning and organizing events and activities. - Coordinate with other organizations and speakers. - Handle promotion and advertising for events. #### Membership and Outreach Committee: - Responsible for recruiting new members. - Handle communication with members and the broader community. - Coordinate with other organizations and university departments. ### Special Purpose Committees Special Purpose committees may be created by the board of directors as needed. The President shall appoint the chair and members of Special Purpose committees. ## Meetings ### Bi-annual Meeting The bi-annual meeting of the association shall be held at a time/date and place determined by the board of directors every Period. - Period 1: **October** - Period 2: **March** #### The purpose of the annual meeting - Elect officers. - Receive Treasury reports. - Conduct any other issues that may arise. #### Notification of meetings Notifications need to be announced at least two weeks in advance of the scheduled date. Notifications will be given – social media. ### Regular Meetings Regular meetings of the association shall be held at least monthly during the academic year, at a time and place determined by the board of directors. ### Special Meetings Special meetings may be called by the President or by a majority of the board of directors. Notice of special meetings shall be given to all members at least one week in advance. ### Voting rights - Only active members in good standing with Culture Connection can vote. - The majority of the vote determines the role of the officer. ## Finances ### Fiscal Year The fiscal year of the association shall be from March to March. ### Budget The budget for the association shall be prepared by the Treasurer and approved by the board of directors. ### Financial Records The Treasurer shall keep accurate records of all financial transactions and shall make regular reports to the board of directors. ## Event Policies ### Entrance Fees For larger events, which will be announced beforehand, entrance shall be free for members of the Association, while non-members shall be required to pay an entrance fee price decided on annual meetings. Smaller events, which happen occasionally, shall be free of fees for everyone. ## Amendments ### Proposal Amendments to these bylaws may be proposed by any member of the association. Proposed amendments shall be submitted in writing to the board of directors at least one month before the annual meeting. ### Adoption Amendments to these bylaws shall be adopted by a two-thirds vote of the members present and voting at the annual meeting. ## Dissolution In the event of the dissolution of the association, any remaining assets shall be distributed to a non-profit organization with a similar purpose, as determined by the board of directors.