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Mathematics Club Constitution
Article I: Name

The name of this organization shall be Mathematics Club.

Article II: Purpose

The purpose of this club is to help out the students who find the subject of mathematics
challenging and to also allow students to compete in maths competitions, both locally and
globally.

(What is the goal of your club? Be creative, but be realistic,​too. Be clear and concise. Think
about short-term goals, i.e., weekly and monthly, and long-term goals, i.e., yearly. Write 3-5
sentences that explain the purpose and goals of your club and a list of what you want to
accomplish.)

The Mathematics Club serves to help students struggling with the subject of mathematics.
Members can freely ask other members around if they find a problem challenging.
Additionally, the Mathematics Club will host short game sessions to put the abilities of the
members to the test. Speaking of competitions, the Mathematics Club will also serve as a
gateway for students who want to compete in mathematics competitions, both locally and
globally.
The Mathematics Club will also host monthly meetings to discuss the condition of our
members – the mathematical struggles of our members, and their enjoyment in the club
(whether they enjoy the club or wish to leave) – and to plan the upcoming mathematics
competitions or to decide on the next mathematics competition.
Article III : Student Council​

1. The management of all clubs including : organizational framework, guidelines, damage

control will be led by Ascend Student Council. See - Tab : Council Organizational Chart

2. Transparent communication - Feedback, Suggestions, Expression of differing opinions - with

Student Council is necessary and highly encouraged.

3. Neither the Student Council Officers or the President of Mathematics Club will be involved
in appointing club officers. Elections within Mathematics Club will be held instead. See -
Article VI : Elections

If a tiebreaker ballot is needed, a Student Council Representative appointed by the Student

Council President will take part in the voting process.

4. Audit meetings by Student Council will be held once every 2 months to ensure the satisfaction
of the members, improve the productivity of the clubs, and make arrangements to enhance and
support the entirety of the club.

Definitions

all clubs – ALL clubs operating under Ascend International Preparatory College and/or using
AIPC’s resources

organizational framework - the organizational framework defines the product and service flow
throughout an operation and also who will be responsible for making decisions about processes,
projects, product development, and so on.

guidelines - general rules, requirements, restrictions

damage control - measures taken to offset or minimize damage to reputation, credibility, or

public image caused by a controversial act, remark, or revelation

tiebreaker - A person whose vote breaks a tie

​
Article IV: Membership

1.​ Membership is open to all students of Ascend International Preparatory College who
have an interest in Mathematics.
2.​ Members must attend monthly club meetings and actively participate in the club’s
activities.
 3.​ Withdrawal from the club can only be done after at least one month of participation in
club activities.

Article V: Officers and Responsibilities

The club shall have the following officers:

1.​ President
a.​ Preside over all meetings.
b.​ Call special meetings.
c.​ Plan and prepare an agenda for all meetings.
d.​ Act as a facilitator of group discussion by summarising, clarifying, etc.
e.​ Work closely with the other club officers on all planning.
f.​ Participate in student club activities.
g.​ Directly communicate with Student Council on behalf of the club members.
h.​ Supervise mathematics competitions.
i.​ Organise mathematics workshops as necessary (we will try to do it at least once a
month)

2.​ Vice President

a.​ Work closely with the president.
b.​ Serve as the acting president should the president become unable to fulfill their
duties.
c.​ Work with the president and treasurer to prepare the budget and calendar.
d.​ Help the president prepare the meeting agenda.

3.​ Secretary
a.​ Prepare and distribute meeting agendas.
b.​ Notify members of upcoming meetings.
c.​ Take attendance at meetings and keep permanent attendance records.
d.​ Maintain accurate minutes of all meetings, including date and place, presiding
officer and business conducted.
e.​ Prepares the minutes in the prescribed format by the next meeting for distribution
to all members.
f.​ Maintain all files of the organization, including original agendas and minutes, and
relevant documents.
 g.​ Keep copies of activity calendars and special events documents.
h.​ Produce a membership directory of the group.
i.​ Report, answer and file all necessary correspondence.

A rotational leadership system may also be proposed if suitable.

There will be no rotational leadership system in the Mathematics Club.

Differing terms (for eg. Head Coordinator, Editor-In-Chief) may be used accordingly. If used,
said terms, along with their corresponding responsibilities must be mentioned above in proper
format.

{ Proper Formatting -

[ Title of Officer (Corresponding Title)

a.​ Responsibility 1
b.​ Responsibility 2]

​
Example - Editor-In-Chief of Newsletter Club

​
President Editor-In-Chief

a.​ Preside over all meetings.

b.​ Call special meetings.
c.​ Plan and prepare an agenda for all meetings.
d.​ Act as a facilitator of group discussion by summarising, clarifying, etc.
e.​ Work closely with the other club officers on all planning.
f.​ Participate in student club activities.
g.​ Directly communicate with Student Council on behalf of the club
members.
h.​ Censorship of written content

​ ​ ​ ​ ​ ​ ​ }

All officers will have a trial period of one month, after which a meeting between the entire club,
Student Council, and the Club Advisor will be held. Official confirmation of the club officers
will be done after the meeting. Two-thirds of the members must reach an agreement for an
officer to be officiated and resume with their responsibilities for the rest of the term.

If needed, additional positions may be created after gaining approval from the Student Council.

Article VI : Elections

1.​ Elections will be held every 8 months.

2.​ Club president may nominate candidates they see as suitable fits.
3.​ Candidates must be active members of the club.
4.​ All officers will be elected by a secret ballot.

Article VII : Meetings

1.​ Official meetings will be held monthly. Otherwise, regular meetings will be held as
necessary.
2.​ A quorum (minimum number of members present) must be 51% for official decisions.

Article VIII : Finances

1.​ All funds shall be managed by an officer nominated by the club president, and used for
events, supplies, etc.
2.​ For clubs with a membership less than 5, the management of funds will be done by the
club vice president instead of a separate club treasurer.
3.​ The designated officer must keep clear financial records and report to the club regularly.
4.​ If funding is provided by Student Council, the president of Mathematics Club must
present the financial records at monthly Student Council meetings.
5.​ If source of club funding is from club activities, Club President and Fund Manager will
be held responsible should any issues regarding fund management arise. Student Council
will neither intervene nor be held responsible for any financial complication or
confusions.

Article IX : Amendments

1.​ Any member may propose an amendment to this constitution.

2.​ Amendments must be approved by a two-thirds vote of active members.

Article X: Dissolution

If the club disbands, remaining funds shall be given to the Student Council and/or returned to
members depending on source of funds.
Date Adopted [dd/mm/yy]:

Signatures of Officers:

_____________________​ _____________________​ ​ _________

Club President Name​ ​ Club President Signature​ ​ Date [dd/mm/yy]

FOR OFFICE USE ONLY:

Approved:

​ Yes ​ No

Comments:

______________________________​ _________

Student Council President Signature​ ​ Date [dd/mm/yy]

______________________________​ _________

Club Advisor’s Signature​ ​ ​ Date [dd/mm/yy]

Council Organizational Chart
Compiled By : Aye Su Yee Aung ​ Date (dd/mm/yy) - (21/03/25)​ ​ Approved By : _____________________________​
​ ​ ​ ​