hoysala-bylaws

HOYSALA-KANNADA SANGHA OF DELAWARE

By-laws

ARTICLE I: NAME AND OBJECTIVES

Section 1: Name�� The name of this organization shall be Hoysala Kannada Sangha of

� �� Delaware. It is referred to as ?The Sangha? also.

Section 2:Address�� The postal address for correspondencewith IUS-DE is that of the

President?s home.

The current address is 30, Shinnecock road, Dover, DE- 19904

Section 3: Website�� The website is http://www.hoysala.org.Members are encouraged

to visit this site often for updated information on the Sangha activities,

announcements, newsletter and photos of events etc.

Email address for correspondence: [email protected]

�

Section 4: IRSSangha has applied for tax exempt from Federal Income Tax as

Recognition�� SOCIAL CLUB under Internal Revenue Code Section 501 (c) (07). The Employer Identification Number for the Sangha is 20-3074203

Section 5 :�� The Sangha has the following main objectives:-

�Objectives�� a. To sustain and perpetuate the cultural heritage of Karnataka �among

�� the Indian community in the State of Delaware;

b.. To work for the general civic, moral and social benefit and welfare

�� of the members of the Sangha;

c. To promote inter-cultural activities in Delaware community for better

�� awareness of Indian heritage and community relations;

d. To form affiliation and cooperation with other national and regional

�� organizations for common cause of Indian nationals in U.S.;

e. To seek donations and other forms of financial support for meeting

�� the Sangha?s efforts, as permissible under the IRS Code.

ARTICLE II : MEMBERSHIP AND DUES

There shall be five types of membership open to all as detailed below.

Section 1: Annual�� This type is divided into two classes: FAMILY and INDIVIDUAL.��

The FAMILY membership includes the spouse, dependent parents over

60, and unmarried children below 18. An Individual will have ONE vote, and

a Family will have TWO votes at the General Body meeting.

Section 2: Life�� A family or individual contributing the prescribed dues for this type will

be a Life Member. Individual will have ONE vote, and Family will have� TWO votes in the General Body meeting.

Section 3:Patron�� A family or individual contributing $ 1000 or more belongs to this type.

� Each Patron member is entitled to ONE vote. A current Life member may

� become� a Patron by paying the difference.

Section 4: CorporateA firm or organization may become a Corporate member by

a contribution of $ 5000 or more. Each member is entitled to ONE vote in a General Body meeting..

Section 5: Honorary� �� The executive committee of� The Sangha may award, by a majority vote, an honorary membership to an individual or group in recognition of significant service in the cause of Indian community and culture. An honorary member will have all member benefits except voting rights.

Section 6: Dues�� The period is calendar year, and the dues are payable in advance

to cover the following year. The membership dues for annual and life types are determined by the Executive Committee before the annual General Body meeting and approved at the meeting for taking effect from the start of next year.

�The Fees Schedule may be found in Appendix I, and amended as necessary.

Section 7: Voting�� A member should be in good standing at least 3 months before the

Eligibility�� Annual General Body Meeting to be eligible for voting purposes.

Section 8: Rights�� a. All members, Officers and Directors should abide by the terms of the

& Responsibilities�� Constitution and By-laws of �The Sangha.

b. They should not, in any manner, act in behalf of the Sangha against the objectives and rules of the Constitution.

c. Anyone who feels that there may be a conflict of interest in his/her role should abstain from voting on such matters.

d. No member shall use the Sangha website and e-mail id for personal, business, propaganda or political �interest.

ARTICLE III : ELECTIVE POSITIONS

Section 1: Officers�� Elected officers are President, Secretary, and Treasurer.

Section 2: President�� The duties of the President shall be:

a.. To preside over the meetings of the General Body and Executive�� Committee;

b. To serve as the Chair of the Executive Committee;

c. To appoint Chairpersons of committees;

d. To exercise general executive authority between meetings of the

�� General Body and the Executive Committee, subject to ratification;

e. To countersign all requisitions and purchase invoices for payment;

f. To perform such other functions and duties, as may be voted by the�� General Body or the Executive Committee;

g. To serve as ex-officio member of all committees with no vote.

h. To serve as the spokesperson of Sangha to external media etc..

i. To form a panel of members to hear appeal on disciplinary action.

Section 3: Secretary The duties of the Secretary shall be:

a. To give due notice of all meetings of the Sangha and Executive Committee,

�� as directed by the President;

�.�� b. To keep full and accurate minutes of all the meetings, and provide reports�� thereof at all the regular meetings;

�� c. To submit to the General Body at its annual meeting a report of the status�� and the activities of the Sangha since the previous report;

�� d. To sign requisitions and invoices for payment by the Treasurer;

e. To keep accurate, up-to-date records of all members and their dues,

�and take prompt, proper action for collection of such dues;

f. To keep the attendance roster for all Executive Committee meetings,

And take action under these by-laws on delinquent members;

g. To help and coordinate in the work of the various committees.

Section 4: Treasurer The duties of the Treasurer shall be:

a. To receive all monies of the Sangha, and promptly deposit them in

�� Bank account of the Sangha;

b. To act as the Chair of the Finance Committee;

c. To make disbursements authorized by the President and Secretary;

d. To remit checks signed by the President, or Treasurer,

�� and by two signatories in case of checks above $ 500;

e. To keep accurate, up-to-date records of all financial transactions under

�� the GAAP and IRS requirements for nonprofit institutions;

f. To submit reports to the Executive Committee and General Body

�� on the financial status of the Sangha since the last report;

g. To submit reports to IRS and other external agencies, as required;

h. To perform other duties of fiscal nature, as directed by the President

�� or the Executive Committee from time to time.

Section 5: Board Members:� Six Board of Directors has� formed, and the President may appoint, if necessary, persons to fill in vacant positions.

�The duties of Directors shall be:

a. To attend all meetings of the Executive and other Committees where

�� he/she performs specific functions, and inform the President and/or

�� Secretary, in advance, of any absence for valid reason.

b. To perform functions relating to the specific committee(s);

c. To participate in all discussions at the meetings of the Executive and

�� other committees,. and vote on the decision proposals;

d. To recommend prospective candidates for elective offices;

SECTION IV : COMMITTEES

Will be formed� as needed.

ARTICLE V : ELECTION PROCEDURES

Section 1 : Term�� All officers and directors will hold office for two years, starting with an

ODD year, and renewable for another term.

Each officer and director shall hold office until his/her successor is elected

and accepts the office concerned by smooth transfer of power.

Section 2:.Biennial�� The election of officers and directors will be held at the General Body

�� Election�� meeting every EVEN year, to take effect at start of the following year.

Section 3: Notice�� a. Secretary will mail a notice to every member in good standing,

�� to eligible voters� �� at least 30 days prior to the General Body meeting, listing the slate

�� of prospective candidates and calling for any other names on floor

�� at the time of the General Body meeting..

b. An eligible member who could not be present at the General Body

�� Meeting, but would like to exercise his/her vote, should send a PROXY

� appointing another eligible voter to act in his/her behalf at the meeting.

Section 4:Election�� a. Directors will be elected by the General Body.

�� Procedures�� b. A candidate running for election should sign an acceptance form.

c. If a member nominates another for election, the nominee should sign

�� the acceptance form.

d. Persons will be elected by simple majority in secret ballot. If more than 17 persons

�� run for Directorship, the top17 winners will be elected.

e. Three Officers will be elected by the Directors among them

�� by another internal election.

�� f. A Returning Officer, who is not a running candidate, may be selected to�� conduct the elections. Additional members may be summoned, if needed,

�� to help in counting the cast votes and declaring the winner(s).

�� g. Instructions on internal election of Officers are included in Appendix II.

�� ARTICLE VI : MEETINGS

�� Section 1: General Body�� The annual General Body meeting shall be held on the

Karnataka Rajyothsva �functions, before the cultural program.

Election of directors, when scheduled, and approval of the

various reports and proposals for Constitution amendments

shall be the main order of business at this meeting. Only the members who have been active for at least 3 months before the meeting shall vote.

�� Section 2:Executive �� a. The executivecommittee shall meeton thirdWednesday

Committee��  of every even month. The Secretary will mail the agenda of

�items for business in such a meeting.

b. Emergency meetings of the executive committee may be

called by the President, Secretary or any two members of

the Committee by giving two days? written notice and specifying

the purpose of such emergency meeting.

�� Section 3: Standing and�� These committees will meet, as needed, at the discretion of

�� �Special Committees�� the respective chairs. A Standing Committee shall meet at least

once every quarter.

�� Section 4: Quorum�� Quorum at a meeting is determined by a simple majority of its size.

In the absence of a quorum at any regular or special meeting, it may

be adjourned to a day, hour and place to be specified at that time.

All business planned for the original meeting may then be lawfully

transacted at the adjourned meeting without quorum.

Section 5: Order of�� a. Business is conducted in a professional manner at every meeting

�� Meeting Business�� in accordance with a written agenda and parliamentary procedures

�� described in the Robert?s Rules of Order-Newly Revised.

�� b. The agenda for a meeting should include:

- Ascertainment of members present and quorum

- Call to order to start the meeting

- Additions/deletions to agenda

- Reading of previous meeting?s minutes

- Reports of Officers

- Reports of Committees

- Unfinished business from last meeting

- New business

- Next meeting proposals

- Adjournment

c. The minutes of each meeting will be recorded by the Secretary

or a designee, accurately describing the discussions in the order of the

The items on the agenda for that meeting. A list of members present at the meeting, and those who are absent for valid reason should be furnished at

The top of the report of minutes concerned

�

�ARTICLE VII : RESIGNATION AND DISCIPLINARY ACTION

�� Section 1 : Resignation�� An officer or director may resign in writing addressed to

the Executive Committee stating reasons there for.

�� Section 2: Removal or�� a. Any IUS-DE member may be removed or suspended

�� Suspension�� from membership, upon satisfactory evidence that such person

�is guilty of conduct not in accord with its objectives.��

b. Any Officer or Director may be removed from his/her

position for any or all of the following reasons:-

- Unexplained absence from 3 consecutive meetings of the

�� committee concerned,;

- Justified complaints by members on conflict of interest;

- Committee decision on lack of contribution to Sangha.

c. Any person, removed or suspended as above, may appeal

�against such disciplinary action. The President will form a panel

to review the case for final decision in the matter.

�� ARTICLE VIII : FINANCIAL CONTROL AND PROCEDURES

Section 1:Fiscal Year�� Calendar Year will be the fiscal year for the Sangha

Section 2: Bank�� a. All payments shall be made only by check, drawn on the bank

Account(s)�� account(s) opened for the purpose.

b. Payment requisitions and invoices should be properly supported

�� by details and paid receipts for the amounts claimed for payment.

c. No check should be made for CASH or to the signatory

Section 3: Check�� a. President, Secretary and Treasurer will be the signatories

signatories�� for checks issued by the Sangha.

b. For checks above $ 500, two signatories are required.

Section 4:�� An officer who incurs an expense on behalf of Sangha shall

Separation of �� not approve the requisition for payment or sign the check.

duties

Section 5:Restricted� All monies received� for PATRON and� CORPORATE memberships

Account�� shall be recorded under a RESTRICTED account, and not mixed up

with the normal operational account.. Such amounts may be invested

diligently to earn interest, this may be utilized for operations.

Section 6: Indemnity�� No Officer shall be held responsible� for any loss or liability to��

for Officer�� the Sangha, unless such person is found to be culpably negligent in

his/her acts in administering the assets and liabilities of the Sangha..

Section 7: Indebtedness�� Any transaction of indebtedness shall not be incurred

or committed by any officer in behalf of the Sangha without express

approval by the Executive Committee.

Section 8: Financial�� Financial transactions of the Sangha should be recorded

Records & Reports�� by the Treasurer in an acceptable book-keeping system, and reports

�prepared and submitted in accordance. with the Generally Accepted Accounting Principles (GAAP) and IRS requirements.

Section 9: Internal�� The financial books of the Sangha shall be audited by an

Audit of books�� Internal Auditor to be appointed by the Executive Committee from

�the membership on an annual basis. The internal auditor will submit a

Report with recommendations, if any, to the Executive Committee.

ARTICLE IX : AFFILIATION AND COOPERATION

The Executive Committee may form affiliation and cooperation with other national or regional groups, organizations or coalitions on the following major criteria:-

- Common cause of Kannadigas in the US;

- Encouragement of Kannadiga youth for better understanding of

�� Karnataka?s culture and heritage;

-Promotion of Indian culture and heritage among local communities.

ARTICLE X : AMENDMENT OF BY-LAWS

a. This Constitution and by-laws may be amended by a two-thirds majority of the members present at the General Body meeting.

b. Proposals for any such amendment should be submitted in writing at least

60 days in advance of the annual General Body meeting for purposes of review and recommendations by the Executive Committee to the General Body.

c. Any such proposal(s) on amendment of by-laws shall be circulated to all

members in good standing, along with other information on the annual meeting.

d. If approved, the amendment will take effect at start of the following year.

ARTICLE XI : DISSOLUTION

The Sangha may be dissolved by two-thirds majority of eligible members voting

on such a resolution at a General Body meeting. In such an event, the funds of

the Sangha will be donated to a non-profit organization, as determined by the

Executive Committee.

APPENDICES

I. Schedule of Membership Dues ( as at 1-1-2003)

ANNUAL :�� Individual�� $ 15�� Family�� $ 25

�� LIFE:�� $ 250

II Procedure for Internal Election of Officers by elected Directors:

�� a.� A Director should have served Sangha for at least 2 years for election as Officer.

�� b. A Director who is not a candidate for any office is nominated as Election Officer.

�� c. The election is held by secret ballot by simple majority for each office, starting with

�� President, and following the same procedure for the remaining offices.

�� d.� If only one candidate runs for a position, he/she is declared the winner unopposed.

�� e. If there is an election for an office, all Directors cast their vote in secret ballot.

�� f. The Election Officer collects the ballots, counts the votes gained by each candidate,

�� and declares the candidate with majority as the winner.

�� g. In case of a tie, the Election Office may ask one or more candidates to withdraw,

�� and repeat the election process for the office in question.

�� h. On completion of election for all offices, the Election Officer will sign up a tally-

�� sheet with the final votes obtained by each officer-elect for record and publicity.

Timing of Final Results: If at all possible, the internal election of 5 Officers should be

�� held just after the General Body meeting, and the final result announced to the General

�� Body before the Rajyothsva function comes to a close.

�� Otherwise, the newly elected Directors follow the above steps soon thereafter, and

�� arrange for the announcement of the Final Election of the new Cabinet of Officers by

�� mail to all members with a Letter from the new President to all members at large.

� The results may also be publicized on the Sangha?s website and in the local press.

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