By-Laws

Preamble

We, the people having origin or connection by birth, marriage or otherwise with Kerala Hindu community and having come to the United States of America for permanent settlement, studies or work hereby constitute ourselves as an Association to ensure smooth transactions of its activities for the common-good, establish these bylaws for Kerala Hindus of Minnesota.

These bylaws shall have 2 sections. Section-1 shall have fundamental articles that cannot be amended; while Section-2 articles may be changed or modified in the future as deemed necessary, in compliance with Article 9.

Section-1

Article 1. Name of the Organization

This organization shall be called “Kerala Hindus of Minnesota” hereinafter referred to as Kerala Hindus of MN or KHMN in this document and other correspondence. All members of this organization collectively constitute the “general body”.

Article 2. Objectives of the Organization

The primary purpose of this non-profit, religious, cultural and charitable organization is to provide a forum for members living in Minnesota State, to meet, celebrate, and enhance Kerala Hindu Culture, Heritage, and Festivals. The following are expected to achieve by this organization.
 
  1. To represent the social, cultural and religious interests of the KHMN members in the Minnesota state.
  2. To conduct, coordinate and promote all the activities of common interest to the KHMN community of Minnesota State.
  3. To assist members in efforts, which are designed to improve social, cultural and educational programs.
  4. To encourage active participation of all members in social and cultural functions, and other activities concerning the general purpose of this organization.
  5. Promote and educate about the Kerala Hindu Culture and traditions to the people living in Minnesota State.
  6. To preserve and promote culture, heritage, traditions and way of life of the members of the KHMN community.
  7. To coordinate and conduct charitable, educational, literary, scientific, cultural and social activities in Minnesota state.
  8. To organize programs and celebrate Hindu religious events in Minnesota.
  9. Strive to contribute back to the community at large and being a good citizen.

Section-2

Article 3. Membership & Privileges

  1. Membership is open to all who believe and practice Kerala Hindu religious culture.
  2. Membership must be renewed every year by paying applicable fees and dues.
  3. Membership year is from January 1 to December 31 of the same year.
  4. Membership can be obtained any time of the year, but fees cannot be prorated.
  5. The Executive Committee sets the membership fees and privileges for each year.
  6. Membership cannot be transferred.
  7. There shall be two categories of memberships;
    1. Family – 2 adults and their children under 18 years old.
    2. Individual – single adult over 18 years.
  8. The executive committee will have the authority to revoke the membership if any member indulges in activities which is deemed against the objectives of the organization.

Article 4. Executive Committee

  1. A group of office bearers chosen by the General Body constitutes the “Executive Committee”.
  2. The following constitute the Executive Committee of KHMN:
    1. President
    2. Vice President
    3. Secretary
    4. Joint Secretary
    5. Treasurer
    6. Director of Membership
    7. Director of Youth Activities
    8. Director of Charity Activities
    9. Director of Woman’s Forum
  3. The Executive Committee administers the day-to-day functioning of the KHMN. All activities undertaken by KHMN should be prior approved by the Executive Committee.
  4. All decisions taken by the Executive Committee on behalf of the KHMN are binding on the General Body.
  5. The Executive Committee shall meet quarterly and at other times, as it deems necessary.
  6. The President or his designee shall send notices to all Executive Committee members, at least five days prior to the date of the meeting, in writing, by email, or by other electronic media.
  7. General Body members may request to attend any Executive Committee meeting.
  8. Any member who wants to present his or her views or suggestions to the Executive Committee shall contact the President and he or she shall present it to the Executive Committee during the next meeting and the President shall send a reply to the member.
  9. No member shall express his or her own views, suggestions, opinions, or ideas on behalf of the organization in any form that includes but is not limited to mail, email, telephone, or fax unless prior approval from the Executive Committee is obtained.
  10. Five members of the Executive Committee shall constitute a quorum. Proxy arrangements shall not be used for constituting a quorum of the Executive Committee.
  11. Any emergency decision of the Executive Committee shall be taken after discussing and voting through any medium of communication by the President with other Executive Committee members. The decision shall be ratified in the following Executive Committee meeting.
  12. In a situation requiring a vote of the General Body and where there is insufficient time to convene the same, the Executive Committee shall act on behalf of the General Body, provided the decision is approved by two-thirds of the membership of the Executive Committee. Such action shall have the concurrence of the general body at its next scheduled meeting.
  13. A General Body meeting shall be called upon the request of the President or two-thirds of the Committee. The Secretary shall send out notices of these meetings to each KHMN member at least two weeks in advance.
  14. The following are the roles of Executive Committee members.

A. President

  1. The President is the chief executive officer of the organization.
  2. The President shall be responsible to the organization for the supervision and providing general direction of the organization.
  3. Serve as spokesperson for the organization.
  4. Preside over all the General Body and Executive Committee meetings.
  5. Coordinate the work of all committees and sub-committees.

B. Vice president

  1. Vice-President takes the lead in the absence of the President or as delegated by the President.
  2. Vice-President will help President to complete his or her responsibilities.

C. Secretary

  1. Act as the general administrator of the organization, including managing and directing operations.
  2. Record the minutes of the meetings and share it with all Executive Committee members, and make it available to general body members on request.
  3. Help the president and Vice president in coordinating the activities of KHMN.
  4. Keep a record and track all materials purchased and owned by the organization.

D. Joint Secretary

  1. Joint Secretary takes the lead in the absence of the Secretary.
  2. Joint Secretary will help Secretary to complete his or her responsibilities.

E. Treasurer

  1. Collect and disburse the operating funds as directed by the Executive Committee.
  2. Maintain a complete record of all income and expense of the organization and to make the records available to members upon request.
  3. Submit the annual financial statements to the Executive Committee.
  4. File and maintain all necessary paper work needed to keep the non-profit status of the organization with the government.

F. Director of Membership

  1. Maintain a record of all members and their contact information in organization coordinating with the treasurer.
  2. Conduct membership drive with the approval of the Executive Committee.

G. Director of Charity Activities

  1. Plan and execute charity activities for KHMN with the approval of Executive Committee.
  2. Maintain the record of all activities with the support of Secretary and Treasurer.

H. Director of Youth Activities

  1. Plan and execute activities related to the youth members of KHMN with the approval of Executive Committee.
  2. Maintain the record of all activities with the support of Secretary and Treasurer.

I. Director of Woman’s Forum

  1. Plan and execute woman’s forum activities for KHMN with the approval of Executive Committee.
  2. Maintain the record of all activities with the support of Secretary and Treasurer.
  3. This is a reserved board position for ladies.

Article 5. Election of office bearers

  1. The General Body shall meet in the second quarter of each year.
  2. The term of each Executive Committee member is for two years.
  3. The Executive Committee may decide the election process.
  4. An individual can be nominated to the Executive Committee only if he or she has spent a minimum of one year as a regular member of KHMN.
  5. Each adult General Body member of KHMN has one vote.
  6. Only members who are eighteen years of age or older are eligible to vote and hold any elected office of KHMN.
  7. Members need to be present at the meeting to have a valid vote. There is no provision for proxy voting for members who are absent.
  8. Resignation from the Executive Committee must be in writing or email and received by the President.
  9. Executive Committee can decide how, when or whether to fill a vacant position.
  10. Office bearers shall not have any financial interest in the activities of KHMN.

Article 6. Sub-Committees

  1. Sub-committees form the actual workhorse of the organization doing various activities of the organization. The sub-committees work under the supervision and guidance of executive committee and have no decision-making power. The executive committee has the right to form or deactivate any sub-committees at any time.
  2. Only KHMN members can be part of a sub-committee.
  3. Each sub-committee should have at least 1 Executive Committee member as it member and should report its activities to the Executive Committee.
  4. Some of the sub-committees suggested are: 
    1. Cultural & entertainment activities
      1. Plan and organize cultural programs
    2. Sports, games and picnic and field trips
      1. Plan and organize annual picnic
    3. Literary and newsletter
      1. Prepare newsletter, directory and or souvenir
    4. IT & Social Media group, Website
      1. Maintain Social Media groups
      2. Maintain website (If any)
    5. Food Committee
      1. Coordinate food during various programs
    6. Marketing and advertising
      1. News, press release, posting information
    7. Scholarship
      1. Call for and review to select suitable candidate(s).
      2. Periodically review and suggest updates to the selection criteria

Article 7. Finance

  1. The fiscal year of KHMN shall be from January 1st to December 31st every year.
  2. The Treasurer shall close the account at the end of each fiscal year, using projected Amounts / figures where necessary, and present it to the General Body. Copies with final details are to be made available to members at all times. The Treasurer shall close the accounts as on December 31st of each fiscal year and hand over all the financial documents to the new treasurer taking charge on January 1st of treasure’s tenure including the details of account receivables/payables.
  3. The Organization shall not borrow or pledge its credit without the written consent of 2/3 (two-thirds) of the members and endorsed by the Executive Committee.
  4. Individual members of the Organization including Executive Committee members shall not be liable for any legal action taken against the Organization.
  5. Accounting shall consist of an Operating Fund, generated by annual membership dues, event fees, donations and other funds.
  6. Executive Committee may decide to set up separate and independent accounts, other than the one stated above, for special programs they plan to start.
  7. Operating Fund shall pay for expenses related to annual programs once operating funds are established. Programs may be decided by the executive committee.
  8. Any decision to dissolve the organization shall be made by 2/3 (two-thirds) majority of members.
  9. In the event of the dissolution of the organization all asset shall be donated to a charity selected by the 2/3 (two-thirds) majority of the voting members of the organization.

Article 8. Amendments

  1. These bylaws have no time limits and are effective perpetually unless modified.
  2. All amendments to Section-2 of this bylaw can be proposed by KHMN members.
  3. All amendments will be discussed and passed subject to the 2/3 (two-thirds) majority approval by voting of the general body. This will prevail on any other by-laws defined above if found to be conflicting in nature.

Article 9. Miscellaneous

  1. All inventories of properties and documents including correspondence, publications and accounts relating to the Organization activities belong to the Organization.

Amendment History

Year/Month Detail