Constitution
Part I
Article I. Name
Article II. Objectives
Article III. Location
Article IV. Membership
Article V. General Body
Article VI. Executive Board
Article VII. Committees
Article VIII. Limitations
Article IX. Dissolution
Part II
Article I. General Body
Article II. Board Meetings
Article III. Recall and Vacancies
Article IV. Membership Rights, Duties and Restrictions
Article V. Membership Dues
Article VI. Duties of the Board
Article VII. Amendment to the Constitution and Bylaws
Article VIII: Contractual Obligation
INDIA CULTURAL SOCIETY
PART ONE: CONSTITUTION
Article I. Name:
This organization shall be known as the India Cultural Society, hereinafter referred to as the "ICS". The ICS is a non-profit, secular organization and is registered under the laws of the State of Michigan.
Article II. Objectives:
1. To promote cultural, social, and educational activities about India's diverse cultures in the greater Lansing area.
2. To support humanitarian causes.
3. To support organizations that qualify as exempt organizations under section 501(c) (3) of the Internal Revenue Code, or the corresponding section of any future, Federal tax code, which support ICS objectives.
4. To foster Indian culture among children and adults.
Article III. Location:
The principal office of the ICS shall be located in the greater Lansing area.
Article IV. Membership:
Section 1: Membership of ICS is open to individuals and organizations, interested in furthering ICS objectives listed in Article II.
Section 2: Membership in ICS shall begin upon the receipt of membership dues by ICS Treasurer or by a Board member and continue until June 30 of the following year.
Section 3: A voting member is a member whose dues have been received by a Board member at least thirty days (30) days prior to the election.
Section 4: No voting member shall be denied rights to vote and free speech.
Article V. General Body:
Once every year, the ICS shall meet in a convention to be known as General Body, for the purpose of electing an Executive Board, adopting changes in the Constitution and Bylaws, if any, and serving such other functions as provided in the Constitution and Bylaws. The General Body will consist of all members, who have paid their membership dues, as specified in the Bylaws. Other interested persons and/or parties who are not members may attend the General Body meeting, but shall not vote.
Article VI. Executive Board:
Section 1. The Executive Board hereinafter referred to, as the “Board” shall consist of four officers (President, Vice President, Treasurer, and Secretary) and five directors. The immediate past President will be an ex-officio advisory member of the Board.
Section 2. The affairs of the ICS shall be managed and administered by the Board, which shall be elected by the membership as provided in the Bylaws. The Board shall be legally responsible, on behalf of the ICS, for all assets, liabilities and for the formulation and implementation of policies to fulfill the objectives defined in Article II. The Board shall ensure that all ICS activities are in full compliance with federal, state and local laws.
Article VII. Committees:
The Board may establish various committees from time to time to assist ICS in achieving its objectives. The following may be established as standing committees:
- Cultural Committee
- Social, Educational and Sports Activities Committee
- Liaison Committee: To coordinate activities with other organizations which promote ICS objectives.
- Nominating Committee: To seek and nominate members for election to the Board.
Article VIII. Limitations:
Section 1. Neither the Board nor any committee shall take any action, which is incompatible with the objectives of ICS.
Section 2. No expenditure shall be incurred without the express authorization of the Board as outlined in the Bylaws. The Board may authorize an imp rest from time to time as needed.
Section 3. No part of the net earnings or assets of the ICS shall be disbursed to its members, trustees, officers, or other private persons, except when authorized by the Board. The ICS shall not carry on any other activities disallowed for (a) a corporation exempt from federal income tax under section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or (b) by a corporation, contributions to which are deductible under section 170 (c) (2) of the Internal Revenue Code, or a corresponding section of any future federal tax code.
Article IX. Dissolution:
1. In the event of dissolution of the ICS, any net assets remaining after payments of liabilities and obligations, shall be donated to a secular non-profit, charitable, cultural organization, whose purposes are consistent with ICS. Such donation shall be for one or more exempt purposes within the meaning of section 501 (c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for public purpose. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the society is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine.
2. The assets will be frozen for a period of one year.
3. The last active Board as the trustee will establish a special committee from the life membership.
PART TWO: BYLAWS
Article I. General Body:
Section 1. ICS General Body Meeting
The General Body of the ICS shall meet in annual session in May or June on a date and at a location to be fixed by the Board. The purpose of this meeting is to elect the Board, adopt changes in the constitution and the Bylaws if any, and conduct any other functions that meet ICS objectives.
Section 2. Special sessions of the General Body:
Any other meeting of the General Body, except the annual meeting will be known as "special session". The call to a special session must specify the subjects on which, action by the General Body is sought. Subjects not specified in the call may not be discussed. The special session may be called by 2/3rd majority of the Board or by a written petition signed by twenty five per cent (25%) of the members of ICS, and submitted to the Board
Section 3. Franchise:
Only members of ICS may vote in the General Body. Each member of the General Body (as defined in Article IV and V of these Bylaws) is entitled, to a single vote on each issue. Written proxies shall be recognized.
Section 4. Quorum:
A quorum of the General Body shall be declared by the president without consideration of the numbers present if proper notice has been given to all members of the date, time and place of the meeting, except when amendment to the constitution is under consideration (Article VII, Section 3).
Section 5. Resolutions:
A. Resolutions for consideration by the General Body may be submitted by either a two third (2/3rd) majority of the Board or any member of ICS provided that such resolution is accompanied by the signatures of not less than fifteen (15%) of the ICS membership roster.
B. A resolution intended for consideration at the annual General Body Meeting or special session must be prepared in writing (preferably typewritten), and delivered to the ICS Secretary, at least 30 days prior to the convening of the General Body.
C. The ICS Secretary shall provide a written notice, (US mail, e-mail or fax) of meeting and agenda, including any resolutions received to each member at least twenty (20) days before the convening of the annual General Body Meeting or the special session.
Section 6. Elections:
A. The nominating committee will propose the slate of candidates to the general Body for elections to the Board. The nominating committee must endeavor to nominate a slate that represents gender and the sub-cultural diversity of India. The floor will also be open to members for additional nominations.
B. Election shall be by secret ballot, except that, when no more than one nomination for an office is presented to the General Body, election may be by acclamation. The Board shall prepare ballots for the election of candidates with one blank line for write-in of one name (nominated from the floor) for each office to be elected.
C. An Election Officer appointed by the Board shall supervise the election of the Board and shall be responsible for preparation, tallying of the ballots and certification.
D. Candidates receiving the highest number of votes shall be declared elected. In the event of a tie, new balloting will be held immediately thereafter until a candidate is elected.
Section 7. Duration of Office:
a. The term of a Board member shall be two (2) years, except as specified in section 7b.
b. To provide a rotation in office bearers and maintain continuity in ICS:
1. President will become voting ex-officio after one year and serve as an adviser for one year.
2. Vice President will become President in the 2nd year, subject to the approval by General Body, unless the Vice President declines the offer.
3. Every year, the General Body will elect the Vice President, Secretary and the Treasurer.
4. The term of directors will be for two years.
Article II. Board Meetings:
Section 1. Frequency:
The Board shall meet at least once each quarter of the calendar year. The secretary will provide each member with at least seven days (7) notice of the date and the agenda of the meeting.
Section 2. Special meetings:
Special, additional meetings may be called by a request to the President by a majority of the Board with not less than five (5) days notice to each member of the Board. At such a special meeting, action shall be limited to those matters in the call.
Section 3. Quorum:
A simple majority of the Board members shall constitute a quorum.
Section 4. Remuneration of Board Members:
Each Board member of the ICS shall serve on a purely voluntary basis and will not receive any remuneration for services performed, but may be reimbursed for the expenses incurred for the ICS services performed.
Article III. Recall and Vacancies:
Section 1. Recall:
A. A Board member shall be removed from office for cause, upon presentation to the Board, of a petition for recall, signed by one-third of the total ICS membership, after verification of signatories of the petition, and the subsequent approval of such petition for recall by two-thirds majority of the total ICS membership. Such vote of the membership shall be by secret ballot and held within forty-five (45) days of the receipt of the petition for recall.
B. If a Board member fails to attend three consecutive Board meetings without the Board’s approval, or otherwise fails to perform the duties of the said office, the Board may, by two-thirds majority vote, declare that office vacant.
Section 2. Vacancies:
In the event there is a mid-term vacancy in the Board, that vacancy shall be filled as follows:
A. If the office of the President becomes vacant, the Vice President shall fill that office for the remainder of the term of the President.
B. The Board shall fill all other vacancies that arise during the term, from the membership, for the balance of the term of the office.
C. If for some unforeseen reason, the entire Board intends to resign, the Board shall call a special General Body Meeting to inform the membership, of their intent. In the mean time, the Board will continue to serve until a new Board is elected.
Article IV. Membership Rights, Duties and Restrictions:
Section 1. Membership Rights and Duties:
A. Membership in ICS shall begin upon the receipt of membership dues by the ICS Treasurer or authorized representative of the Board and continue until the following June 30th. The dues paid at the annual General Body Meeting will extend the period of membership through August 31st of the following year.
B. Members may renew their membership at any time between the annual General Body Meeting and August 31st. Those who have not paid their dues by September 1(one) will be dropped from the membership roster.
C. Membership in ICS empowers the individual and organization with one vote and all rights and duties customary in a membership organization as outlined in Robert's Rules of Order.
Section 2. Restrictions:
A. An individual must be a member of the ICS at least for one (1) month before the right to vote and to serve on the Board.
B. A member to be eligible as a candidate for election to the Board, must be physically present at the annual General Body Meeting or provide written consent to be a candidate to the ICS President or the Election Officer.
Article V. Membership Dues
Section 1. The fiscal year of ICS shall begin on July 1 of each year and extend through June 30th of the following year.
Section 2. The General Body shall decide membership dues, as it deems necessary.
Section 3. Anyone over 21 years of age will have his or her own membership.
Section 4. Organization membership entitles the organization one vote and one committee
Membership on Liaison Committee.
Article VI. Duties of the Board:
Section 1. President:
The President shall preside at all meetings of the Board, maintain order and shall assign the directors and members to various tasks or committees with advise and consent of the Board. The President shall acquire the understanding of the ICS Constitution and Bylaws and ensure that the latest edition of “Roberts Rule Of Order” shall govern the ICS in all cases to which they are applicable and in which they are not inconsistent with the Bylaws of the society. The President will be responsible for all public relations, media releases, web site development and maintenance for these purposes.
Section 2. Vice President:
The Vice President shall serve as President during the absence or incapacitation of the President. He or she shall carry out assignments as directed by the President, will advise and work closely with the President on matters relating to the ICS operations. If there is unwillingness to perform these duties, the Vice President should resign from the office.
Section 3. Secretary:
The Secretary shall be responsible for:
- All official correspondence
- Keep minutes of the meetings and any official action taken by the membership as provided in the constitution and Bylaws of the ICS.
- Will oversee the preparation and delivery of the newsletter, e-mail, and regular mail distribution lists and membership renewal reminders.
Section 4: Treasurer:
The Treasurer shall:
- Be the custodian of the funds of the ICS.
- Get approval by the Board for all major expenditures.
- Keep membership rolls of ICS.
- Receive all moneys paid to ICS.
- Keep accurate records. Pay all bills upon proper proof that the expenses were for obligations of ICS
- Once a year, or all such occasions as the Board may require, make full and complete statement of receipts and disbursements of ICS funds, together with the balance of funds on hand as of report date.
- Keep operating funds of ICS in a bank account in the name of ICS. Funds not needed for operation shall be invested at the discretion of the Board.
- At the end of the term, turn over all funds of the ICS to the succeeding Treasurer after the records have been evaluated by an audit committee appointed by the outgoing Board.
Section 5: Directors:
The directors shall participate in Board meetings and carry out tasks agreed by the Board, including working as a Chairperson or member of a committee.
Section 6: Historian:
The Board may, at its discretion, appoint one of the members of the ICS to serve as Historian for the ICS. The duties shall include taking photographs at ICS events, collecting newspaper and magazine articles about ICS and maintaining a scrapbook. The Board would provide reasonable funds for the materials.
Article VII. Amendment to the Constitution and Bylaws:
Section 1. The amendments to the constitution may be proposed by a two-thirds (2/3rd) majority of the Board, or by a petition signed by not less than fifteen (15) percent of the voting members, and submitted to the secretary.
Section 2. The proposed amendment to the constitution shall be delivered (US mail, e-mail or fax) to each member at least twenty (20) days prior to the annual General Body Meeting.
Section 3. A quorum for discussion and vote for the amendment shall be twenty-five (25) percent of the membership roster.
Section 4.The proposed amendments should be ratified by a two-thirds (2/3rd) vote of members present and voting.
Section 5. The amendment to the constitution and by- laws shall occur only during Annual General Body Meeting.
Section 6. The amendment shall be effective on the date specified by the General Body.
Article VIII: Contractual Obligation:
All four officers of the Board shall sign on behalf of the Board, the contracts or agreements approved by the Board in accordance with ICS Constitution and Bylaws.
Authenticity of this document approved by:
Urmila Pateriya President
Jairam Rajan Vice President
Maya Dedhia Treasurer
Kunwar Rajendra Presiding officer
Aparna Agrawal Officer
Constitution revised, effective date: May 17, 2003
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