GOAN ASSOCIATION OF NEW JERSEY
INC.
THE GOAN ASSOCIATION OF NEW JERSEY, INC.
(A Non-Profit Corporation)
Constitution
By-Laws, Rules and Regulations
(Amended as of October 2004)
1. NAME
The Association shall be called The Goan
Association
Of New Jersey, Incorporated.
2. REGISTERED ADDRESS
Cranbury, NJ 08512
3. OBJECTIVES & GOALS
The objectives of the Association shall be:
a. To promote social,
cultural, educational and charitable activities, primarily for the good of its
members and worthwhile causes in Goa, India as well as the community at large
in New Jersey.
b. To promote and reflect the long standing
traditions of the largely Catholic membership of the Association.
c. To co-operate with other
organizations with similar objectives and foster friendly relations with all
people.
4. QUALIFICATION FOR MEMBERSHIP
All Goans, relatives and friends of Goans
shall be eligible for membership as provided in the by-laws.
5. POWERS TO HOLD AND DISPOSE OF PROPERTY
The Association may receive, accept,
purchase and hold any real or personal property, lands, buildings and
hereditaments for the purpose of the Association, and may sell, mortgage, lease
or dispose thereof. The Association shall apply all its proceeds, or other
income, in promoting its objectives, and shall not at any time pay any assets
to its members for personal benefit. It may award scholarships and charitable
donations, as directed by the Executive Committee of this Association.
6. DEFINITIONS
It is agreed for the purpose of these
by-laws, unless a contrary intention appears, that the words:
a."Association" means The Goan
Association of New Jersey,Inc.
b."Goan" shall mean any person
who is of Goan ancestry.
c."Trustees" shall mean the Board
of Trustees elected and/or appointed in accordance with the by-laws.
d."Member" shall mean a member and
/ or a spouse of a member of the Association.
e."Member in good standing" shall
mean a member:
i
as disclosed by membership
rolls, and
ii whose fees are not in
arrears, and
iii whose
membership has not been suspended or term-
inated in
accordance with these rules and by-laws.
f. ”Voting member” shall mean
an adult member in good standing, entitled to a vote in the Association( e.g.
in each paid up family membership
the head of household and a legal spouse/partner, if any, are the only persons
recognized by the Association as
voting members)
g."Dependent" shall mean:
[i] A child under the age of 18
years who resides with and is wholly dependent upon the member.
[ii] An offspring or immediate
family member 18 years of age or older who because of mental or physical
infirmity is principally dependent upon the member.
[iii] An
offspring 18 years of age or older, who is in
full-time attendance at college or other vocational school and is
principally dependent upon the member.
[iv] A
parent who is principally dependent upon a member.
[v]
Any other individual in question as reasonably decided by the Executive
Committee.
7.
ASSOCIATION GOVERNANCE AND OPERATIONS
A. Executive Committee
The day-to-day activities and
general business of the Association shall be managed by an Executive Committee consisting
of not less than five (5) elected officers and not more than fifteen 15)
members in total to be constituted in such a manner as is provided by the
by-laws and rules. In keeping with the cultural objectives of the Association,
only members of Goan parentage may hold
elected office on the Executive Committee.
[i] The following Executive Committee positions shall be filled by
election or ratification at the Annual General Meeting:
{a} President
{b} Vice President
{c} Secretary
{d} Treasurer
{e} Managing Editor
[ii] The following additional
assistantship positions may be filled, at the discretion of the Executive
Committee officers , by co-opting, as required:
(a) Assistant to the
VP
(b) Assistant to the
Secretary
(C) Assistant to the
Treasurer
(d) Assistant to the
Managing Editor
Note, in the absence of the President the VP will serve as his deputy.
In order to facilitate the uninterrupted operation of regular business,
voting rights may be extended to or withheld from these Assistants, at the
discretion of the Executive Committee.
B. Board of Trustees
The Board of Trustees shall be the Association’s oversight body, court
of last recourse and ultimate guardian.
Its principal purpose is to ensure the continuous well being and ethical
conduct of the Association as well as its proper governance in the best
interest of the general membership and traditions of the Association.
The Board of Trustees shall consist of the following positions:
{a} Chairperson
{b} Vice Chairperson
{c} Treasurer to the Board
{d} Secretary to the Board
{e} President of the Association (ex officio
member of the Board)
c. Planning Committee
The Planning Committee shall constitute the operational arm of the
Association. It shall include the
Executive Committee as well as other members co-opted to it as deemed necessary
to plan, organize and lead the various events and agenda of the Association.
Additional Sub-committees may be formed to focus the Association’s
attention and deliver programs and services in specific, targeted fields (for
example social, charitable, project related).
8. NOMINATIONS & ELECTIONS
OF OFFICERS TO SERVE THE ASSOCIATION
a.The Executive Committee
shall act as a committee of the whole and shall nominate an official slate of
candidates for elections
consisting of one candidate
for each position to be filled by the election or ratification process, referenced
in 7 (a) [i] above
b.The nominees for the official slate shall be offered by
the Executive Committee primarily from members who have served on the Planning Committee (or
designated sub committees) for at least two (2) years.
c.Any other properly
qualified candidate (i.e. with 2 or more
years of experience in the Planning Committee), who is a voting member in good standing, may
choose to run for elective
office. To do so, the candidate must,
at least 60 days prior to the
published election date, be duly nominated
and seconded, in writing, to the Executive committee. The said candidacy must be supported by
signatures from the greater of 50 voting members or 20% of the voting
membership in good standing.
d.Any voting member, in good
standing, may file an action with the Board of Trustees to show cause that one
or more candidates be permitted to run for elective office, who have not
attained the 2-year experience in the Planning Committee. Such a filing must be made, in writing,
to the Board of Trustees at least 60 days prior to the published election date
and must be supported by the greater of 50 voting members or 20% of the voting
membership in good standing.
e. To ensure continuity and
efficient operations, the Executive Committee slate offered for election, in
any year, must comprise at least 60% of members who have recently served as
officers of the Association. The
remainder (up to 40%) of the slate
may be comprised of new members who have satisfied the Planning Committee 2-year
experience requirements.
f.The President’s position, when vacated for any reason,
shall be filled either by the Vice President or, with approval from the Board
of Trustees, by an alternate member of the existing Executive Committee who
meets the required Planning Committee experience criteria.
g.To the extent possible and for the same reasons
described in 8 (e) above, the Board of Trustees slate must consist of 50%
officers selected from members who have recently served as officers of the
Association. The remainder of the slate
may be comprised of new members who have satisfied the Planning Committee
requirements.
h.Except as prescribed in 8
(d) above, all nominations of candidates for election shall be completed at
least 60 days prior to the election date and the list of accepted candidates
shall be published in the “Goan Connection” newsletter.
i.The election at the
General Body meeting shall be conducted by the President or other designated
official of the Association. The President shall present the official nominated
slate of officers and any other nominees or slates that have been duly qualified and been accepted to
run in the elections.
9. VOTING FOR THE OFFICIAL
NOMINATED SLATE TO BE OFFERED AT THE ANNUAL GENERAL MEETING
a. Voting for the
nominees to the official slate shall be conducted during an Executive Committee Meeting, which is also attended by
the Planning Committee members. This shall be done at least 60 days before the
election.
[i] When there is only one nominee for a
given office or
a slate of officers, the voting shall be by voice vote.
[ii] When there is more than one nominee for
an office, the voting
may be by show of hands or by secret ballot, if so requested by an
attending
member. The candidates shall be
voted on in the order
in which they were nominated.
[iii} As soon as one nominee
or slate of nominees
receives a majority vote, the President shall declare the winner as
elected as the official nominee.
[iv] If no candidate receives a 50% majority plus
one (1) of the total votes counted, the two top nominees shall compete in a
runoff election by a second show of
hands or ballot.
[v] In a run off election, a tie vote may be
broken by the Chairperson of the Board of Trustees or a member of the Planning
Committee delegated by the Board’s
Chairperson.
b. Other voting
contingencies will be handled according to the current edition of Robert's
Rules of order.
10. ELECTION DATES FOR OFFICERS
OF THE ASSOCIATION
a.
The election of the following officers of the Executive Committee shall
be held in every odd numbered calendar year at a General Body Meeting, usually
during the Summer Picnic.
[i] President
[ii] Vice President
[iii] Treasurer to the
Association
[iv] Secretary to the Association
[v] Managing Editor
b. The election of the following officers
of the Board of Trustees shall be held in every even-numbered calendar year at
a given General Body
meeting, usually during the Summer Picnic.
[i] Chairperson
[ii] Vice Chairperson
[iii] Treasurer to the Board
[iv] Secretary to the Board
ll. VACANT POSITIONS
a. If deemed necessary, the
Executive Committee Officers shall be responsible to appoint members to fill
other vacant Committee positions as in
Section 7 a. [ii].
b.
Similarly, responsibility to
fill vacancies created on the Board of Trustees between election cycles shall
fall upon the Executive Committee
Officers, using the same power to appoint as shown above.
12. TERMS OF OFFICE &
RESTRICTIONS
a. The term of office for
all officers of the Association shall be for a period of two years
b. A Board of Trustees officer
is not permitted to serve simultaneously on the Executive Committee and vice
versa, nor is an officer on either of these bodies permitted to hold more than
one position at the same time.
c. Members of the Board of Trustees can, however, serve on the Planning Committee and other sub
committees of the Executive
Committee during their term of office.
d. No member of the
Executive Committee or the Board of Trustees shall be under the age of 18 years.
e. No remuneration shall be paid to any member of the Executive
Committee or the Board of Trustees.
f. To avoid conflict of
interest, a member and spouse will not be permitted to serve concurrently as
elected officers of the Association. An elected officer’s spouse may, however,
serve in a non-elected role.
13. REMOVAL OF OFFICERS & ABSENTEEISM
a.Any member of the Board
of Trustees and/or the Executive Committee may be removed from office, for
cause, by a Resolution passed to that
effect by not less than a two-thirds (2/3)majority vote of Planning Committee
members present at a special
Executive Committee meeting convened
for that purpose.
b. Absence at Executive Committee Meetings
Any member of the Executive Committee, who
fails to attend three (3) consecutive meetings or 75% of meetings convened in a
calendar year, without giving justifiable reason, shall automatically cease to
be a member of the Executive Committee. Should the vacancy thus created be that
of President, Vice President, Secretary, or Treasurer, the respective
deputy/assistant to the position shall assume the responsibility of the post
until the vacancy is filled by appointment of a suitable replacement, or until
the next election. Should the position
not have an assistant, the Executive Committee shall appoint an officer for the
balance of the term. Note: For the purpose of this clause, the Vice President
shall replace the President.
14. DUTIES OF THE OFFICERS OF
THE EXECUTIVE COMMITTEE
a. President
[i]
To call meetings of the Executive Committee and of the Association.
[ii] To preside at all the
Executive Committee meetings with other officers.
[iii] To be a member ex-officio
of all sub-committees.
[iv] To represent the
Association to the public.
[v]
To be the liaison to other Associations.
(vi)
To provide leadership regarding social, cultural, educational and charitable
activities of the Association.
[vii] To receive , answer, and keep records of
all
correspondence.
b. Vice President
[i] To
assume the duties of the President in the
event of the President's inability
to perform his/her duties.
[ii] To assist the President and
act for him/her, or preside when requested.
[iii] To present documents concerning the
Association to the Government and other
Bodies as directed by the Executive Committee (ie. Post Office,IRS., etc.).
[iv] To assist other officers as
required.
c.
Secretary to the Association
[i]
To record Minutes of all Executive and General Body meetings.
[ii] To
keep all records except accounting records.
[iii] To have the records open for inspection by
the Executive Committee and the Auditors.
[iv] Upon request by the Board of
Trustees, to gather and submit to the Board all recorded minutes of the
Executive Committee and Sub-Committee meetings.
d. Treasurer to the Association
[i] To receive and account for all
funds paid to the association and to deposit them at such banking institutions
as may be designated by the Executive
Committee.
[ii] To deposit funds
as directed by the Board of Trustees.
[iii] To issue receipts for all
money received.
[iv] To disburse payments on behalf of the Association ensuring that all
such payments are properly approved and are within the approved Budget. All payments shall require
prior approval of the Executive Committee and shall require two authorized
signatures.
[v]
To maintain proper books of accounts.
[vi]
To maintain an inventory of all the assets of the Association and
present the same to the Executive Committee and the Board of Trustees when required to do so.
[vii] To keep the accounts ready
for inspection by the
Executive Committee and the Auditors.
[viii] To submit annual financial statements
as required to the Executive Committee, Auditors, and the Membership of the
Association.
[ix] To keep accurate records of
membership in conjunction with the Secretary and the President.
e.
Assistants to the above positions
To assist the officers in all their duties within the Association.
f.
Editor
[i]
To be responsible to publish the Association's Newsletter the "
Goan Connection"
[ii] To appoint the necessary
staff members and reporters to
facilitate publication of the "Goan Connection".
[iii] To obtain approval from the
Executive Committee for expenditures needed to publish the Newsletter.
[iv] To publish material in the newsletter
subject to the approval of the Executive Committee
15. DUTIES OF THE OFFICERS OF
THE BOARD OF TRUSTEES
a. Chairperson
[i] To call a meeting of the Board of
Trustees as needed. The Board shall meet at least once during its term of office.
[ii] To preside at all the Board
of Trustees meetings.
[iii] To receive any
legal documents regarding the activities of the Association.
[iv] To provide
leadership in the oversight of the Association, Executive Committee, and the
members.
b. Vice Chairperson
[i]
To assume the duties of the Chairperson in the event of the
Chairperson's inability to perform
his/her duties.
[ii] To assist the Chairperson
and act for him/her when
requested.
c. Treasurer to the Board
[i] To accept bequests, endowments, and
hereditaments presented
to the Association.
[ii] To transfer funds
to the Treasurer of the Association as received from sources or
transfer as requested by the Executive Committee.
d.
Secretary to the Board
[i]
To record all minutes of the Board of Trustees meetings.
[ii] To receive and verify
copies of the inventory of the assets of the Association.
[iii] To facilitate the orderly
transfer of office from the outgoing Executive Committee Officers to the incoming
Executive Committee officers.
[iv] To submit a report of the
activities of the Board of Trustees to the General Body Meeting.
16. FUNCTIONS & POWERS OF THE EXECUTIVE COMMITTEE
a. To
conduct the day to day activities and business of the Association in order to
achieve the objectives of the Association and the General Body.
b. To
incur expenditures in accordance with estimates approved at an Executive
Committee meeting.
c. To
make contracts for any specified purpose within the objectives of the
Association and incur expenses from funds collected, provided that such
expenditure shall not exceed the amount estimated without the prior sanction of
the Executive Committee. All contracts
must be in writing and signed by two officers of the Executive
Committee. No verbal contracts can be made by officers.
d. To submit financial reports to the Assoc., as needed.
e.
To discuss and deal with matters pertaining to the general policy of the
Association.
f. To
appoint committees and sub-committees for the conduct of any specific purposes.
g. To
receive, review and act upon, as necessary, reports from its committees and
sub-committees.
h. To
submit to the Board of Trustees, copies of minutes of the Executive Committee
Meetings as required.
i. To
present a “Summary Annual Report” to the Board of Trustees.
j. To
call Special Meetings of the Association, as necessary.
17. SPECIAL POWERS OF THE EXECUTIVE COMMITTEE
a. Only
the Executive Committee shall have special powers to collect money or authorize
such collections, for any specific purpose to fund approved projects and
activities.
b. The
Executive Committee may, when authorized by the duly constituted general
meeting and supervised by the Board of Trustees, hold, purchase or take or
lease any movable or immovable property and sell, exchange, mortgage, lease or
build upon the same.
c. The
movable and immovable property of the Association and all operating funds shall
be vested in the care of the President,Vice President, Secretary and
Treasurer during their term of
office on the Executive Committee
on behalf of the Association.
d. Subject
to the rules and regulations in force, the Executive Committee shall have full
discretion and powers to govern the Association in accordance with the
Constitution By-Laws, Rules and Regulations.
e. The Executive Committee shall have full
discretion and power to draft and/or recommend amendments to the Constitution
and Bylaws, if deemed necessary.
f. Such
amendments to the Constitution will only take force either when they have been
approved unanimously by the Executive Committee and a majority of the Board
of Trustees, or when they have been
voted on by at least two thirds of the eligible voting membership of the Association.
18. FUNCTIONS & POWERS OF THE BOARD OF
TRUSTEES
a. To
administer any bequests, endowments or hereditaments that may be entrusted to
the Association.
b. The
Board of Trustees shall receive the Minutes of the Executive Committee and
Sub-Committee meetings as required but shall take no action except that if they
find any discrepancies in the affairs of the Association, they shall consult
with the Executive Committee. After
consultation, any three members of the Board of Trustees may require the executive
Committee to call a special meeting of the general body of the Association.
19. AUTHORIZATION TO SIGN DOCUMENTS
a. All
documents and contracts dealing with matters concerning bequests, endowments and
Trust Funds of the Association shall be signed jointly by any two members of
the Board of Trustees and by any one of the following members of the Executive
Committee: the President, Vice
President, Treasurer, or the Secretary. Three different Officers’ signatures
are required.
b. All
other documents and contracts necessary for the day to day running of the
Association shall be signed jointly by any two of the following members of the
Executive Committee: the President, Vice President, Secretary or the Treasurer.
No verbal contracts shall be allowed by the Officers.
20. COMMON SEAL/LOGO
The Common Seal of the Association
shall be a device or logo containing the name of the Association as follows:
The Goan Association of New Jersey INC.
and the seal shall be kept by the
Treasurer and shall be used by the officers delegated. It shall not be affixed except by the
resolution of the Executive Committee.
21. FUNDS; DISPOSITION & RESTRICTIONS
a. All
monies belonging to the Association shall be banked in the name of the
Association.
b. Banking
accounts shall be operated as follows:
[i] Endowments hereditaments, bequests
and trust funds shall be controlled by any two elected members of the Board of
Trustees and by one of the
members of the Executive Committee. Three different signatures required.
[ii] Two different authorized signatures are required on all disbursements,
the Treasurer and one other except when a disbursement is made to the
Treasurer. In such case, any two other
authorized signatures shall approve.
22. BY-LAWS, PASSAGE, AMENDMENTS, & REPEAL
a. The
objectives and powers of the Association shall be carried out and exercised
under by-laws and resolutions passed by the Executive Committee.
b. The Association, in a general body meeting
or a special meeting assembled, may
also make by-laws for carrying out its objectives .
c. Any by-law
may be amended, repealed or otherwise dealt with by the Executive Committee,
when deemed necessary.
23. GENERAL BODY MEETING
a. The
Annual General Meeting shall be held in New Jersey during the fiscal year, preferably
at the Annual Summer Picnic.
b. Special General
Meetings of the General Body of the Association may be called by the Executive
Committee whenever deemed necessary.
The Chairman of the Board of Trustees shall be advised in writing.
c. Whenever
the greater of fifty (50) voting members, in good standing, or 20% of voting
members make a written request for a special meeting and specify the purpose
for which such a meeting is called, it shall be the duty of the Secretary, within 30 days, to order and call
a special meeting within 60 days of such a request.
d. The
Executive Committee shall name the date, place and time of any Special General
Meeting of the General Body.
e. A
quorum at any Annual General or Special Meeting of the Association shall
consist of a minimum of fifty percent (50%) of the eligible voting membership
being present. Provided that a quorum
is present, a simple majority vote of those present will be sufficient to
decide any action with respect to the matter for which the said meeting was
called.
An exception to this rule is provided
for recommendations from the floor of a General Meeting to make changes to the
Association’s Constitution and bylaws.
Any such recommendation must first be submitted for review to the
Executive and the Board of Trustees.
Except as prescribed under the Special Powers clause (17.f.), a change
to the constitution will only be ratified after it has received the approval of
2/3 of the eligible voting membership of the Association.
f. No
business that requires a vote of the general membership shall be conducted at
any General Body Meeting other than that which has been previously specified on
the published agenda for that meeting.
g. Meetings shall be held in New Jersey unless
otherwisedecided by the Executive Committee.
24. MEETING OF EXECUTIVE COMMITTEE AND BOARD OF
TRUSTEES
a.
The President or Chairperson of each of the above mentioned committees
shall call the meetings giving reasonable notice to the other members of
the committees.
b. An agenda shall be prepared and distributed
prior to the meeting to all those in attendance.
c. A
two-thirds majority shall constitute a quorum
d. A member who is not in good standing will
not be allowed to attend or participate in meetings until reinstated, except
when specifically invited by the Executive Committee to do so.
e. The Executive Committee shall meet a minumum
of 6 times a year or have special meetings as required to conduct the day to
day business of the Association and plan activities to achieve the goals of the
Goan Association of New
Jersey, Inc. The Board of Trustees
shall meet, as required but at
least once during their term of office.
f. Voting at the meetings shall be by voice
vote.
g. If the vote is close, any two members can
call for a motion to vote by hand or by
secret ballot.
h. A tie vote on any
decision at the Executive Committee meeting can be broken by the Chairman of
the Board of Trustees or his /her representative.
i. Meetings shall be held
in New Jersey unless otherwise decided by the Executive Committee.
j. The meetings shall be conducted according to
the current edition of Robert's Rules of Order.
25. MEMBERSHIP
a. Ordinary Member -
Any Goan, relatives or friends of Goans shall be eligible for admission as an
Ordinary Member. He/She shall have full voting rights. Any dependents of said
ordinary member shall not have voting rights except dependent youth members
when they are conducting or deliberating Youth Organization activities.
b. Ordinary
Member Family – An Ordinary Member with a legal spouse/partner will together be deemed an Ordinary Member
Family. Both member and legal spouse/partner will each be vested with an independent vote (except such
voting rights shall lapse during any
period that a voting member’s dues are not paid up ie member is not in good standing)
c. Dependents
of members will automatically be considered members of the Association upon
their being registered on the prescribed membership form.
d. Dependents of members in all classifications shall automatically
be considered non-voting members.
e. Application for admission to membership shall
be made in writing on the approved association form:
[i] The
application shall be referred to the Executive Committee for final approval.
[ii] Every applicant shall have
reached 18 years of age, be of sound mind, and of good moral character.
[iii] Every application received
shall be accompanied by the annual membership fee, which fees, shall be
refunded should the application not be accepted.
[iv] Membership is renewable for
two calendar years or five calendar years or any other period as deemed
necessary by the Executive Committee. Paid membership dues are not refundable
for any reason.
f. If, for any cause whatsoever, a dues paying
person ceases to be a member of the Association,
he/she shall not, nor shall any of his/her dependents have any interest or
claims against the funds and property of the Association due to or by reason of
his/her membership in the Association.
26. MEMBERSHIP DUES/FEES
a.
Membership dues/fees are to be
set and reviewed by the Executive
Committee of the Association periodically.
b. Membership dues/fees, as
determined by the Executive Committee
will be levied and become payable by ALL members, including Officers of the
Association.
b. Definition of membership dues – dues
determined by the Executive Committee to be paid by all members.
27. FISCAL YEAR / CALENDAR YEAR
The fiscal year shall be the same as the calendar year beginning January
1st and ending December 31st for bookkeeping purposes.
28. AUDITORS
a. The
accounts of the Association shall be audited at least once every five years by
one or more Auditors, who shall be selected by the Executive Committee and who
shall not be a member of the Board of Trustees or the Executive Committee. The Auditor shall have access to all books
and accounts of the Association. The
position shall be honorary.
b.
No member who has served on the Board of Trustees or the Executive
Committee in a fiscal year shall take up a position as an Auditor in the
following fiscal year.
c. In the event of the Auditors finding any
discrepancies requiring the urgent attention of the Executive Committee, they
shall require the Executive Committee to call a meeting. If the Executive
Committee fails to respond to the request of the auditors, the auditors shall
call a special meeting of the Board of Trustees.
29. AFFILIATION
a. The Association may affiliate with any
other associations to further the
objectives of the Association as may be recommended by the Executive
Committee A current list of affiliated
associations shall be kept by the
Secretary.
b.
Reciprocal Arrangements
{i} Only social courtesies may be
extended to members of the affiliated associations.
{ii} Members of affiliated
associations may enjoy some financial benefits of membership of the associations
such as discount rates at
each other's functions if agreed to, in writing, by both affiliated
associations.
The Planning Committee is made up of Officers on the Executive
Committee as well as additional co-opted members who assist in planning and
organizing Association functions. In
addition to its operational role the Planning Committee also serves as the
Association’s best training ground for its future leaders and officers.
1. Absence by a member at
3 consecutive Planning Committee meetings (or 50% of the total meetings) held
in the year will not be acceptable without justifiable reason and shall be
sufficient cause for said member to be removed from the committee.
2. Generally, within two
years of service on the Planning Committee, members must be willing to serve in
a leadership role in at least one of the Sub-committees.
3. Members must serve at
least two years on the Planning Committee or one of its Sub-committees before
being eligible for nomination to the Executive Committee or Board of Trustees.
4. New members must attend
at least three (3) consecutive meetings before being eligible to vote on
deliberations.
5. On a rotation schedule,
members are required to host a meeting.
Meeting dates are at the convenience of the host/hostess family.
6. Members must be on time
or be present for at least 75% of a meeting to be considered as having attended
the meeting.
7. No later than one week before
a scheduled meeting, members must notify the host whether or not they will
attend. This is to help the host family
with logistics and planning for the meeting.
8. Guests may be invited
to the meeting with the approval of the Executive Committee but they will have
no voting rights during the deliberations.
9. For practical reasons,
the number of members on the Planning Committee is limited to 25, or as
determined by the Executive Committee.
10. Executive Committee
members are also part of the Planning Committee. Accordingly, these rules are equally applicable to them.
11. In recognition of
their dedicated service to the Association, its three surviving Founding
Members have been accorded Emeritus Member status on the Planning Committee, as
long as they remain in good standing.
Organization Chart
Board of Trustees and Executive Committee
-------------------
--------------------
+-------------------_---------_-------------------+
| | | | | |
| Chair
| Vice |President|Treasurer|Secretary|
| Person | Chair |
| To | To |
| of
| | |
Board | Board
|
| Board
| | | | |
| | | | | |
+-------------------_---------_-------------------+
|
|
|
|
+-----------------------------------------------+
| | | |
| | |
|
+---------+ +---------+ +----------
----------+
| Vice
| |Treasurer| |Secretary| | Editor |
| Pres |
| To | | To
| | |
| |
| Assoc |
| Assoc |
| |
| |
| | |
| | |
+---------+ +---------+ +---------+
----------+
|
| | |
+-------+ +-------+ +-------+
+-------+
| Asst |
| Asst | | Asst
| | Asst |
| to
| | to
| | to
| | to
|
| VP |
| Treas.| | Sec. |
|Editor |
+-------+ +-------+ +-------+
+-------+