TAMIL SANGAM
of Greater Washington, Inc.
(WASHINGTON VATTARA THAMIZH SANGAM)
Registered Non-profit Cultural and Secular Organization
(Incorporated in the State of Maryland, Registered in the District of Columbia)
BY-LAWS
Article 1 - NAME
| 1.1 |
The name of this organization shall be “Tamil Sangam of Greater Washington Incorporated” (hereinafter called TAMIL SANGAM). |
| 1.2 |
The term ‘the Board’ used in this document is invariably refers to ‘the Board of Directors’ of TAMIL SANGAM. |
Article 2 –DURATION
| 2.1 |
The period of duration is perpetual. |
Article 3 - OBJECTIVES
| 3.1 |
To cultivate, promote, and foster the exchange of ideas and understanding between the peoples of Tamil and other cultures. |
| 3.2 |
To cultivate, promote, foster and develop the advancement of knowledge in Tamil language and literature. |
| 3.3 |
To promote fellowship and to provide, organize and participate in cultural and social functions. |
| 3.4 |
The TAMIL SANGAM shall be a non-profit, cultural, and secular organization. |
Article 4 - OFFICE
| 4.1 |
The location of the office shall be decided by the Board of Directors. |
Article 5 - MEMBERSHIP
| 5.1 |
The membership of the Tamil Sangam shall be open to all nationals who subscribe to the objectives of Tamil Sangam. |
| 5.2 |
The Board of Directors may disapprove the membership of any individual whose objectives and activities are opposed to or are not in harmony with the purpose of the Tamil Sangam. |
| 5.3 |
The membership shall be classified as single, family, student or affiliate. Anybody, eighteen or above is eligible for single membership. The family membership consists of husband and/or wife and includes children under age eighteen. One must be a full time student and working towards a degree/diploma to qualify for student membership. Persons who are not residing in the Greater Washington area but are interested in supporting the activities of the Sangam may be considered for affiliate membership, which shall be non-voting. |
| 5.4 |
A member in good standing shall be one without arrears at the time of participating in any activity of the Tamil Sangam. |
| 5.5 |
Any member whose activities are not considered to be in the best interest and welfare of the Tamil Sangam, may be expelled by a two-thirds majority of members present and voting in a general body meeting. |
| 5.6 |
The annual dues to Tamil Sangam shall be determined by the Board of Directors and payable on admission or by January 31 or by any other date as determined by the Board of Directors. The fiscal year of the Tamil Sangam shall be January 1 - December 31 of each calendar year. |
Article 6 - OFFICERS
| 6.1 |
The officers of the Tamil Sangam shall be a President, a Vice President, a Secretary, a Joint Secretary and a Treasurer. |
Article 7 - THE BOARD OF DIRECTORS
| 7.1 |
The Board of Directors of the Tamil Sangam for any fiscal year shall consist of the Officers and six members. |
| 7.2 |
The President shall act as Chairman of the Board of Directors. |
| 7.3 |
The Board of Directors shall have and exercise authority in the management and functioning of the Tamil Sangam. |
| 7.4 |
The Board of Directors does not have the authority to remove any member elected to the Board. Such a removal requires a two third majority vote of the general body. |
Article 8 – ELECTION AND TERMS OF OFFICE
| 8.1 |
Each adult member (above 18) who has been a member as of November 30th of the preceding year and is in good standing is eligible to vote and eligible to contest for any Office/Board member except for the offices of Vice President and President. Nominees for the office of President and Vice President shall be members of Tamil Sangam for at least a year preceding the date of election. |
| 8.2 |
The Returning Officer shall be nominated by the Board of Directors. The Returning Officer shall not contest for any office including the Board membership during the annual election. He/She shall work out the detailed procedure of the election and conduct the election with the approval of the Board. |
| 8.3 |
The term of Officers and members of the Board shall be for a period of one year. |
| 8.4 |
No officer shall be eligible for election to the same office for more than two consecutive one-year terms. |
| 8.5 |
The President, Vice-President, Secretary, Joint Secretary, Treasurer and Board of Directors shall be elected by the members of the Tamil Sangam. |
| 8.6 |
In case of retirement or permanent absence of any officer, the Board of Directors shall elect a successor for the unexpired portion of the term. Permanent absence is defined as absence from three consecutive meetings of the Board and Tamil Sangam function. |
| 8.7 |
Nominations for all officers and board members shall be received by the Returning Officer prior to Election Day meeting. No nomination can be made on the floor. Any unfilled/vacant position will be filled by the Board. |
| 8.8 |
Each eligible member shall vote for each of the office bearers and members of the Board through a single ballot paper. |
| 8.9 |
Immediate past President shall be an Ex-officio Director who will be one of the eleven members of the Board. To ensure equitable representation in the Board, of all areas and interests from the Suburban Maryland, Baltimore, District of Columbia, and Virginia, the total number of members in the Board of Directors including officers will be distributed in such a manner that at least one representative from each geographic Greater Washington location. For the year 2001, two immediate past Presidents, one from each sangam will be the members of the Board of Directors. |
| 8.10 |
The election of officers will be declared first and then the remaining six members of the Board to achieve the distribution determined in accordance with 8.9 |
Article 9 - DUTIES OF OFFICERS
9.1 President:
| 1. |
The President shall call and preside at meetings of the Tamil Sangam and the Board of Directors. |
| 2. |
He/She shall present at each annual meeting of the Tamil Sangam a written report of the Tamil Sangam’s activities during the year. |
| 3. |
He/She shall, with the approval of the Board, appoint members of all Special Committees. |
| 4. |
He/She shall sign all documents in the name and on behalf of the Tamil Sangam. He/She can also sign checks on behalf of the Tamil Sangam. |
| 5. |
He/She shall ensure that all account books, reports, statements, minutes and other papers pertaining to the activities of the Tamil Sangam are properly kept and filed in accordance with the requirements. |
| 6. |
He/She shall assume charge of the duties of Secretary, Joint Secretary and/or Treasurer during their temporary absence. |
| 7. |
He/She shall enforce the By-Laws, perform all the duties incident to his/her office and such other activities which may be assigned to him/her from time to time by the Board. |
| 8. |
For the smooth functioning of Tamil Sangam the President, and the Secretary should personally hand over a transfer document to his/her successor. He/She shall hand over with this report all documents, checks, property papers, articles of incorporation and any other documents pertaining to Tamil Sangam activities. |
9.2 Vice President
| 1. |
The Vice President shall perform all of the duties of the President during his/her absence, and any other duties assigned to him/her from time to time by the Board. |
9.3 Secretary
| 1. |
The Secretary shall operate under the general direction of the President/Board. |
| 2. |
He/She shall be responsible for recording and presenting the minutes of all meetings. |
| 3. |
He/She shall sign and attend to all correspondences and present them to the Board at its meetings. |
| 4. |
He/She shall be the custodian of the records, papers, minutes, and documents of the Tamil Sangam other than those under the jurisdiction of the Treasurer. He/She shall maintain an up-to-date list of all members of the Tamil Sangam. |
| 5. |
He/She shall send to all members, notices of all meetings and functions held in the name of, or on behalf of the Tamil Sangam. |
| 6. |
He/She shall file any certificates required by any statute, Federal or State such as annual property tax. |
| 7. |
He/She shall perform such other duties as may be assigned to him/her by the Board. |
9.4 Joint Secretary
| 1. |
He/She shall assist the Secretary in sending to all members, notices of all meetings and functions held in the name of, or on behalf of the Tamil Sangam. He/She shall arrange for meeting places, and reserve auditorium for Tamil Sangam functions. |
| 2. |
He/She shall perform all the duties of the Secretary in his absence and other duties assigned to him/her by the Board. |
9.5 Treasurer
| 1. |
The Treasurer shall make, countersign, and endorse in the name of Tamil Sangam all checks, drafts, notes, and other orders for the payment of money, under the direction of the Board. |
| 2. |
He/She shall have charge and custody of, and be responsible for, all funds, which the Sangam may receive and shall deposit such funds in the name of the Tamil Sangam in such banks as are designated by the Board. |
| 3. |
He/She shall maintain books of accounts and records of receipts, disburse transactions made by or on behalf of the Tamil Sangam in accordance with accounting principles approved by the Board. |
| 4. |
He/She shall present an up-to-date financial report at the Board of Directors meetings. |
| 5. |
He/She shall prepare and present the complete written financial statement of the year at the annual general body meeting. He/She shall prepare and present the financial statement within two weeks whenever a written request is made by a group of one third of the members. |
| 6. |
He/She shall establish and maintain a reserve fund with the annual balance and the reserve fund shall be used only with the approval of the members of the Tamil Sangam. The amount to be set aside in the reserve fund shall be decided by the Board. |
| 7. |
He/She shall assume the charge of duties of the Vice President and Joint Secretary during their absence. |
| 8. |
He/She shall perform all duties incident to the Office of theTreasurer and such other duties as may be assigned to him/her by the Board. |
Article 10 - MEETINGS
10.1 Regular Meeting:
| 1. |
Regular meetings of the Tamil Sangam shall be held on any date decided by the Board. There shall be at least one such meeting every year. Notice including the agenda of the meeting shall be given to all Tamil Sangam members at least two weeks in advance. |
| 10.2 Meeting of the Board of Directors: |
| 1. |
At least four meetings of the Board of Directors shall be held in a year. |
| 2. |
The Board shall meet at the call of the President or a majority of its members. |
| 3. |
Agenda for Board meetings shall be prepared by the President and notice there of shall be sent to all members of the Board of Directors. |
| 10.3 Quorum: |
| 1. |
One fourth of the members in good standing of the general body shall constitute a quorum in all meetings of the Tamil Sangam. A majority of the Board of Directors shall constitute a quorum. |
| 10.4 Resolutions: |
| 1. |
A majority of all members present at the meeting shall be necessary to adopt any resolution. On all questions a vote shall be taken. There shall be no votes by proxy for any reason whatsoever. |
| 10.5 Annual General Body meeting: |
| 1. |
The annual general body meeting shall be held no later than thirty days after the end of the Tamil Sangam’s fiscal year that is the calendar year. |
| 10.6 Special General Body meeting: |
| 1. |
The Board shall call for and conduct a general body meeting at the written request of 20% of the total members of the Tamil Sangam. |
| 2. |
Each adult member above 18 who has been a member for at least 30 days prior to the special general body meeting and is in good standing is eligible to vote. |
Article 11 - MANAGEMENT OF FUNDS
| 11.1 |
If requested, signed receipts shall be given to all contributions/payments received. |
| 11.2 |
All the collections shall be deposited in the bank within two weeks. |
| 11.3 |
Any instrument used to draw funds from the bank or to make payments must contain at least two signatures, of which one must be that of the Treasurer. The other signatory(ies) must be authorized by the Board. |
| 11.4 |
The Treasurer shall submit the status of the financial position of the Sangam at every Board meeting, which shall be reviewed and certified by all members attending the meeting. |
| 11.5 |
A detailed financial statement for the previous year must be presented at the annual general body meeting and approved by the members. |
Article 12 - AMENDMENTS
| 12.1 |
Any amendment(s) to this BY-LAWS must be submitted in writing to the Board at least sixty days prior to the annual/special general body meeting. |
| 12.2 |
The Board shall communicate in writing the proposed amendment(s) to this BY-LAWS to all Tamil Sangam members at least two weeks prior to the annual /special general body meeting. |
| 12.3 |
Amendments to this BY-LAWS shall be made by only at the annual/special general body meeting by a two-thirds affirmative vote of the members present. |
Article 13 - PUBLICATIONS
| 13.1 |
The publications of the Sangam include "THENRAL-MULLAI”, which is the property and official organ of the Tamil Sangam, and any other literature sanctioned by the Board. |
| 13.2 |
To run “THENRAL-MULLAI” efficiently, an editorial committee shall be appointed by the Board. The editorial committee shall consist of an Editor, a Joint Editor and five sub editors. The President and one other member from the Tamil Sangam Board shall be included in the editorial committee. |
Article 14 – EFFECTIVE DATE
| 14.1 |
If approved by general body, this BY-LAWS will be effective as of December 9, 2000. |
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