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ByLaws of Seattle Tamil Sangam

Article I. Definition:

The Name of the organization shall be called “The Seattle Tamil Sangam” (STS)
hereinafter called the association,  will be organized by residents of Seattle,WA and adjoining areas.

Article II. Location of Principal Office
The registered office of the Seattle Tamil Sangam shall be located in Seattle or , or suburb of Seattle, WA  It will be based on the resolution of the Board of Directors of the Association from time to time.

 

Article III. Objectives/Mission

Section-1

This corporation is organized exclusively for CHARITABLE, EDUCATIONAL purposes of promoting Tamil Culture to Tamil community in the state of Washington within the meaning of Section 501(c)(3) of the Internal Revenue Code of 1986.The Association shall be a nonprofit, nonpolitical, and nonpartisan organization. The objectives are as follows:

  1. Serve and bring together the Tamil community in the Greater Seattle area.
  2. Provide the stage for many generations of Tamils living in the greater Seattle area to showcase their talents. Both cultural and popular.
  3. Promote knowledge of Tamil language and Tamil culture among those who are interested.
  4. Arrange Tamil literary, cultural, social and sports functions of interest among Tamils living in Greater Seattle area
  5. Promote Tamil related music, dance, drama, literary debates and lectures by inviting experts in those fields.
  6. Identify and support some charitable NPOs in Tamil Nadu, India when we can.
  7. All funds, whether income or principal, and whether acquired by gift or contribution otherwise, shall be devoted to said purposes.

Section-2

  1. The Seattle Tamil Sangam shall not align with or lend support to any national Tamil association. It will attempt to participate in all events organized by all national Tamil  associations in Canada and US without prejudice.
  2. The Seattle Tamil Sangam shall not align with or lend support to US political parties or any political campaigns.
  3. The Seattle Tamil Sangam shall not align with or lend support to any Indian political /  religious group or such campaigns.
  4. The Seattle Tamil Sangam shall not engage in caste based activities.

 

Article IV  Governing Body

Section 1. Board of Directors
The governing body shall consist of 6 officers elected annually. their title are as follows: President, Vice-President, Secretary, Treasurer, Joint Secretary and Joint Treasurer. The Governing Body will be called as the Board of Directors.

  1. The President, Secretary and Treasurer should not be a board member in other Non Profit organizations to address conflict of interest and Bandwidth issues.
  2. Members of the Board should have served STS, as a Committee member, at least for a year, and will either be nominated without opposition prior to the annual general body meeting to be held in the month of January, or if more than one individual is nominated.
  3. Elected officials shall serve in their position for duration of one year from January to December of that calendar year and can be re- elected for an additional term. The absolute voting majority in a general body meeting may expel any governing official violating the code of conduct of this organization.
  4. Board Members term and two role election policy: No Board member can serve in the same role more than two years and Board members will have to step out after serving the board for three years. Every board member should have served as a Committee member at the least for a period of one year to be eligible for a board position.
  5. No Board Member may serve two different NPOs at any given time. This is to ensure the good health of STS.
  6. If a board member/committee member has to leave mid term, that position will be filled by other board members. The leaving member cannot resume the role they played before quitting or any other role in the Board or the Committee. They will remain as a STS-volunteer for that calendar year.

 

Section 2: Duties of Officers

5.2.1 President

  1. The President shall call and preside at meetings of the Tamil Sangam and the Board of Directors.
  2. Shall present at each annual meeting of the Tamil Sangam a report of the Tamil Sangam’s activities during the year.
  3. Shall, with the approval of the Board of Directors, appoint members of all Special Committees as and when he/she deems necessary.
  4. 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. Shall see 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. Shall assume charge of the duties of Secretary, Joint Secretary and/or Treasurer during their temporary absence.
  7. Shall enforce the Constitution; perform all the duties incident to this office and such other activities which may be assigned to him from time to time by the Board; and carry out the policies and affairs of the Tamil Sangam.

5.2.2 Vice-President

1.Shall perform all of the duties of the President during his temporary absence, and any

   other duties which may be assigned to him from time to time by the President.

 

5.2.3 Secretary

  1. Shall operate under the general direction of the President.
  2. Shall be responsible for recording and presenting the minutes of all the meetings.
  3. Shall sign and attend to correspondences and present the same to the Board of Directors at its meetings.
  4. Shall be the custodian of the records, papers, minutes, and documents of the Tamil Sangam other than those of under the jurisdiction of the Treasurer.  Secretary shall maintain an up-to-date list of all members of the Tamil Sangam.
  5. Shall send to all members, notices of all meetings and functions held in the name of or on behalf of the Tamil Sangam.
  6. Shall file any certificates required by any statute, Federal or State.
  7. Shall perform such other duties as needed to aid the Board of Directors.

 

5.2.4 Joint Secretary

  1. Shall send to all members, notices of all meetings and functions held in the name of or on behalf of the Tamil Sangam. Shall arrange for places and reserve auditorium for Tamil Sangam functions.
  2. Shall perform all the duties of the Secretary in his/her absence and shall perform any other duties assigned  by the Board.

 

5.2.5 Treasurer

  1. Shall make, counter sign and endorse in the name of the Tamil Sangam all checks, drafts, notes, and other orders for the payment of money, under the direction of the Board of Directors.
  2. Shall have charge and custody of and be responsible for all funds which the Tamil Sangam may receive and shall deposit such funds in the name of the Tamil Sangam in such banks as are designated by the Board of Directors.
  3. Shall maintain books of accounts and records of receipts, disbursements, and other financial transactions made by or on behalf of the Tamil Sangam in accordance with accounting principles approved by the Board of Directors.
  4. Shall present an up-to-date financial report at the Board of Directors meetings and the General Body Meetings.
  5. Shall send the financial statement of the year to all members, at least two weeks in advance of the annual general body meeting and present the same at the general body    meeting. He/she shall present the financial statement within two weeks whenever a written request is made by a group of one-third of the members.
  6. 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 every year shall be decided by the Board of Directors.
  7. Shall assume charge of the duties of the Vice-President and Joint Secretary during their temporary absence.
  8. He shall perform all duties incident to the office of Treasurer and such other duties as may be assigned to him by the Board of Directors.
  9. Shall prepare and file tax returns each year as required.

5.2.6 Joint Treasurer

  1.  Shall perform all of the duties of the treasurer during his temporary absence, and any other duties which may be assigned to him from time to time by the treasurer.

 

Section 3.  Committees

Committees to arrange cultural activities, education and other essential services to the members shall be formed to encourage wider participation and planning. Convenors of such sub committees formed shall participate in the meetings of the Board.

 

There will be seven committees with a lead  and the leads are selected through self nomination process. If there are more than one nomination for the same position, they will be chosen by simple majority in the election during GBM.

 

Committee leads for areas like Events coordination, Event – logistics, Membership, Marketing, Food, Tech, Visual Media. Committee leads should have actively volunteered for STS for at least a year and at least three events in that one year period. Each board member is responsible to support 2 committees at the very least.

 

  1. The executive committee shall have 15 voting members consists of 6 board members

    and the 9 committee leads.

 

  1. The executive Committee shall appoint officers for any mid term or temporary vacancies by a simple majority vote.

 

  1. No committee shall have the authority of the board in reference to amending, altering or repealing the bylaws; electing, appointing or removing any member of any such      committee or any director or officer of the tamil sangam.

 

  1. The designation or appointment of any committee and delegation to it of authority shall

    not operate to relieve the board or any director of any responsibility imposed by law.

 

Article V.  Membership
(a) Any resident of Seattle, or suburb of Seattle, WA, who can speak or read or write or has an ethnic background related to the language of Tamil or any interest in the language of Tamil, or Tamil culture shall be eligible to become a member of this organization.
(b) Any eligible resident paying the appropriate membership dues and complies with the organization’s rules and regulations, shall become a member.
(c) The governing board may expel any member violating the code of conduct of this organization.
(d) The membership dues can be changed by maximum vote obtained from the Board of Directors and the sub-committees. However, it should always have at least two annual rate plans – Family membership rate plan and an Individual membership rate plan.

(e) Members with an individual membership plan cannot avail the benefits of Family Membership.

(f) The membership dues can be waived by the governing board at any time.

(f) All BOD members must pay membership for serving term years in advance.

(g) Members do not have voting rights to nominate or elect the Committee Leads or the Board of Directors or change any existing amendments. Changes that are proposed by the members have to be presented to the Board, for consideration and prior approval, before presenting it to the General Body. The Board has the right to dismiss the changes if there are no majority of votes to implement the change.


Article VI. General Body Meeting
1. The general body of the Tamil Sangam shall meet at least once a year in or around    Seattle, WA. The specific date, time and location of this annual meeting will be designated by the Board of Directors. The admission to such a meeting shall be free.
2. All resolutions to be passed in a general body meeting have to be presented to the Board of Directors for consideration and prior approval before presenting to the General Body.

  1. The newly formed Board of Directors and the Committee for the current year, will be introduced to the members present in the meeting
  2. At the annual meeting, the members present shall receive oral reports on the past year’s activities of the STS, and highlight the direction of STS for the coming year.

 

 

Article VII. Code of Conduct
1. The Board of Directors can expel any member from the membership of Seattle Tamil

   Sangam, who violate the objectives of the association, after due process.

  1. Any member or a volunteer causing disruptions of the Sangam’s activities including the General Body Meeting shall be barred from attending such activities in the future or for a definite period of time as determined by the Board of Directors.
  2. The Board of Directors can also expel any member or volunteer from returning to serve the organization, if found misusing STS  

 

Article VIII. Amendments

1.Any member of the Executive Committee shall propose any amendment to the

  Constitution.

 

2.Any proposed amendment can be considered approved when a simple majority of the  

  executive committee agrees to it.

 

  1. The amendment shall be effective from the date of its approval.


Article IX. Dissolution
In the event of dissolution, the Board of Directors will dispose all the assets remaining exclusively for charitable and educational purposes. Remaining funds can be utilized for the purchase of Tamil books, Tamil educational material, or Tamil media such as CD/DVD/audio cassettes and donate them to the Seattle Public Library System. The Redmond/Bellevue is considered as the ideal location.