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The name of this organization is India Association of Tallahassee, Inc., hereinafter called the "Association".
All references herein to the Association shall mean the India Association of Tallahassee and all references to the Board shall mean the Board of Trustees of the Association and all references to the Committee shall mean the Executive Committee of the Association. All references to Community shall mean community of Indian origin residing in the United States of America (USA).
Membership is open to anyone over the age of 18 years and interested in the furtherance of the Association and residing in the USA. All members shall hold and enjoy equal rights and privileges.
The primary objectives of the Association are:
1. To establish communication among the members of the community.
2. To promote understanding and corporate welfare among the members of the community.
3. To provide possible help and assistance for the needy and deserving in the community.
4. To develop and encourage social/cultural activities among the members of the community.
5. To promote political awareness among the members of the community and to interact with similar organizations in the USA.
The Association is a non-profit 0rganization and will not discriminate anyone based on religion, caste or creed and will encourage the members to develop cordial and friendly relationship with other similar organizations. The members will bear no ill-will or malice towards any other groups.
The policies of the Association shall be formulated by a Board of Trustees and shall be responsible for the general membership of the Association.
The Board shall constitute five members. Three are duly elected by the general membership of the Association, the fourth one is the President of the Association as ex-officio member with voting rights and the fifth one is the immediate past President with voting rights. The President of the Association shall also serve as Secretary to the Board.
The duly elected trustees shall hold office for three consecutive years. Each year one trustee shall retire and election shall be held to fill the vacancy. All trustees are eligible for reelection.
Each trustee is expected to attend at least one meeting of the Board. Two meetings of the Board shall be held in each calendar year at such time and place as the Board shall determine to transact the Association business. Special meetings of the Board may be called at any time by the majority of the Board by giving notice to each member of the Board at least ten (10) days before date of meeting. At all meetings of the Board, majority of the Board shall constitute a quorum for the transaction of business. The members present at any meeting of the Board shall be entitled to vote on any matter requiring the vote of the Board. Voting may also be conducted by mail ballot.
The Board shall meet with the Executive Committee at the beginning, middle and end of the year to get informed of the Association activities.
Any trustee may resign at any time by giving written notice to the President of the Executive Committee. Such resignation shall take effect on the date of such notice or any time specified therein.
The Board, by majority of votes, may declare vacant the office of a trustee for the following reasons:
(1) If a newly elected trustee does not accept such office in writing within 10 days after notice of election.
(2) If a trustee fails to attend at least one meeting of the Board in one year.
(3) Any other appropriate cause as determined by the Board.
The day-to-day activities of the Association shall be conducted by an Executive Committee consisting of the following:
1. President
2. Vice-President
3. Secretary
4. Assistant Secretary
5. Treasurer
President, Vice-President, Secretary, Assistant Secretary and Treasurer shall be elected annually for a one-year term by the general membership of the Association in December. Their term of office shall begin January 1 and they are eligible for reelection.
Prior to the general body meeting in December, the Secretary shall inform the general membership, in writing, of the impending election and call for nominations for the various offices. Elections shall be held if there is more than one nomination for any office. The Secretary shall mail the required ballots to all members of the general body for voting. Actual voting shall be done at the general body meeting after listening to a brief presentation by the candidates. The ballots shall be marked and handed over to the Secretary who shall count the votes in presence of the members and announce the results immediately.
a. President - The President shall preside over all the meetings of the Executive Committee and shall be ex-officio member of the Board of Trustees, with voting rights. The President shall have general supervision over the activities and operation of the Association. The President shall sign, execute and acknowledge, in the name of the Association, all transactions authorized by the Executive Committee. He shall have the authority to constitute and appoint members, thereto, to transact specific functions/activities.
b. Vice-President - The Vice-President shall assist the President in carrying out the duties of the President and shall act in his stead, when necessary.
c. Secretary - The Secretary shall have the responsibility to maintain the Association records, arrange meetings, programs and activities, conduct elections for the members of the Board and the Executive Committee and be in general communication with the Association members. He shall also keep minutes of the Executive Committee meetings. He may delegate some of his duties to the Assistant Secretary.
d. Assistant Secretary - The Assistant Secretary shall assist the Secretary in the performance of his duties and shall act in his stead when necessary. He shall also function as a public relations officer and shall be responsible for publicising the Association activities.
e. Treasurer - The treasurer shall have the responsibility of maintaining the funds of the Association. The Treasurer or the President (or his designee) shall have the authority to sign all financial transactions not exceeding $100. Any transaction exceeding $100 shall be signed jointly by the Treasurer and the President or his designee. The Treasurer shall submit quarterly financial reports to the Executive Committee.
If the President fails to complete a term, the succession in office shall be the Vice- President. If a Vice-President, Secretary, Assistant Secretary or Treasurer fail to complete a term, the President shall appoint someone from the general membership of the Association to complete their term subject to the approval of the Board of Trustees.
The members of the Board and the Executive Committee shall hold their offices in a honorary capacity and are not entitled to any emoluments.
The President shall convene the general body meeting once a year at such place and time as determined by the Committee. The Secretary shall communicate this to all members of the Association, in writing, at least two weeks in advance. The President shall convene the Executive Committee meeting as necessary to transact the Association business. The decisions of the Executive Committee shall be by majority of the members who are present and voting.
The membership fee shall be decided by the Board and the members shall be informed of the same by the Secretary. The fee is due to be paid by January 1. However, if it is not paid by February 28, the membership shall expire and it can be renewed for the rest of the year only after paying the required fees.
A membership roster shall be prepared annually and a copy shall be given to every member of the Association.
The Bylaws of the Association may be altered, amended, or replaced , in any particular, and the new Bylaws may be adopted ,in each case, by affirmative vote of majority of the members of the
Board and the Executive Committee who are present and voting at a regular meeting or at a special meeting. Such action may also be taken by written unanimous approval of the members of the Board and the Executive Committee voting by mail.
In case the Association has to be dissolved, any asset of the Association, after satisfying all the indebtedness, shall be donated to one or more of a charitable non-profit organization(s)/institution(s). Such dissolution of the Association shall be based upon the decision of majority of the general membership.
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