A. CONSTITUTION / Principles of Existence
A. CONSTITUTION / Membership
A. CONSTITUTION / General Body
The calendar year of the Association will run January 1st through December 31st each year.
A. CONSTITUTION / Executive Committee
A. CONSTITUTION / Board of Trustees
A. CONSTITUTION / General Election
A. CONSTITUTION / Finance/Asset Management
A. CONSTITUTION / Dissolution of the Association
If the Association ceases to function or if the Executive Committee and the Board of Trustees feel that the Association is no longer able to fulfill its original goals and objectives outlined in this constitution (article 1.2) then the Executive Committee may recommend to the Board of Trustees to dissolve the Association.
The Chairman of the Board is obligated to call a special General body meeting within 90 days after receiving written request from the Executive Committee.
A motion for the dissolution of the Association shall be placed before the General Body. If the motion is passed by a 2/3rd-majority vote of all active members of the Association then the Association shall be dissolved.
Immediately following the dissolution of the Association, the Executive Committee was as well as the General Body shall be disbanded. The Board of Trustees however, shall continue to function for a period of 60 days. During this period it shall payoff all liabilities of the Association from the Association’s assets and shall disperse any remaining assets according to the Asset Dispersion plan previously approved by the General Body.
A. CONSTITUTION / Roberts Rules of Order
B. THE ASSOCIATION BYLAWS
B. THE ASSOCIATION BYLAWS / Membership
B. THE ASSOCIATION BYLAWS / Executive Committee
As per the provisions of the Association Constitution Section 4.3, the Executive Committee shall consist of the minimum of the following five members:
(1) President, (2) Vice-President, (3) General Secretary, (4) Treasurer, and (5) Cultural Secretary
Eligibility: A person nominated for a post in the Executive Committee shall be a dues paying member of the Association for at least one full year prior to the election date. In addition, a person nominated for the position of the President shall meet the following requirements:
Two years experience as a member of the Executive Committee or as member of the Board of Trustees or as a chairperson of a Committee or a subcommittee of the Association.
President: The President of the Association shall be the Chief Executive Officer of the Association. He/she shall convene, conduct and preside over the Association’s functions. The General Body Meetings and the Executive Committee Meetings. He/She shall ensure that the decisions of the Executive Committee are implemented in a timely manner. Upon request, he/she shall periodically brief the Board of Trustees about the status of the Association.
In addition, the president develops yearly budgets and present to the board by 31st December for approval. Incorporates recommendations from the board to finalize the budget. The budget must be finalized by January 31 of the calendar year. The newly elected committee shall be involved in the preparation of the budget, if applicable.
Annual financial summary report to be published on the IAMV web site and paper copy distributed at the Diwali program.
a. Shall receive all funds, including dues, fees, charges and other assessments and shall deposit such funds in the name of the association in banks or other depositories.
b. All bills in the name of the Society shall be submitted to the Executive committee within two weeks of the receipt of the bill. All expenses incurred for the Society shall be discussed during the monthly meeting of the Executive Committee and only then the Treasurer or the President shall be authorized to pay the bills.
c. Shall disburse funds only as authorized by the (1) Signature authority identified in 11.3.4.i, and (2) Association's Board of Directors, shall keep appropriate records of receipts and expenses, and shall exhibit such records at all reasonable times to any of the Board of Directors.
d. Shall receive membership dues, and maintain membership roster. Also, works with the General Secretary to send out the membership due notices.
e. Shall complete, execute and file any statements or returns incidental to federal or local taxation.
f. Shall prepare and present financial statements at the Board of Director's and General Body Meetings, or as directed by the Board.
g. Shall facilitate an audit of accounts by independent auditors or by the audit committee.
h. Shall maintain an up to date list of the assets of the society.
i. The association checks must be signed by two elected members of the executive committee - the treasurer, the president, the vice president, the secretary, listed in order of preference.
j. Shall format the accounting spreadsheet to include budget vs. actual for each program/function.
k. Shall present account to the board/executive committee within four weeks of the program.
l. Shall reconcile bank statement and check book, on a monthly basis.
m. Shall maintain receipts for all expenses.
n. Shall maintain back-up records - hard and electronic copy, if possible.
B. THE ASSOCIATION BYLAWS / Board of Trustees
B. THE ASSOCIATION BYLAWS / Sub-Committees
All members of the subcommittees shall be responsible for carrying out the mission assigned to it in an organized and orderly manner. The subcommittee shall operate only within the framework of its charter.
The chairperson shall be responsible for maintaining minutes of the subcommittee meetings and copy the same to the President. He/She shall periodically report the status to the Executive Committee.