INDIAN AMERICAN CIVIC FORUM
BYLAWS
(Revised on May 18, 2008 at the annual general body meeting.)
NAME; The name of the entity shall be "INDIAN AMERICAN CIVIC FORUM"
hereinafter called the FORUM.
ADDRESS: The official address of the FORUM shall be.
INDIAN AMERICAN CIVIC FORUM
P.O. Box 389
Princeton Junction New Jersey 08550
MISSION STATEMENT:
IACF'S mission is to foster goodwill through civic responsibility and service. The Forum
plans to achieve its goals by:
Fostering community service for the good of all Americans.
Promoting pluralism and multi-culturalism in America.
Encouraging participation in the US federal, state and local political process.
The aims and objectives of the FORUM as embodied in the above mentioned mission
statement, shall be approved by a general body meeting of the FORUM. Any future
amendments, expansions and /or deletions of items in the mission statement shall require
an approval by two thirds of the members present at a general body meeting,
MEMBERSHIP:
Membership is open to any person who is willing to subscribe to the bylaws of the
FORUM and pay annual dues, that may be set, from time to time by the FORUM,
MEMBERSHIP DUES:
At this time, the annual family membership dues have been fixed @$10, and for the
executive committee members and officers @$25, respectively.
BOARD OF TRUSTEES:
IACF shall elect a Board of trustees of the FORUM comprising of three members. The
board shall perform the following functions:
1. Develop a long-term vision for the IACF and its activities
2. Develop a strategic plan for the IACF and its activities (three to five years)
3. Develop a two-year operational plan for implementation by the President and the
executive committee of IACF.
4. Conduct oversight of the compliance of all legal and tax-reporting requirement of
IACF'S 501 (c) (3) tax-exempt status.
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INDIAN AMERICAN CIVIC FORUM
BYLAWS
(Revised on May 18, 2008 at the annual general body meeting.)
5. Appoint an independent auditor to review the compilation of IACF finances in
accordance with generally accepted principles of accounting (GAAP)
One member of the board of trustees shall retire in a calendar year that ends with an
odd number and two members in a calendar year that ends with an even number,
starting with the annual general body meeting of the year 2003. However, the initial
slate of board members that are elected in 2001 requested to serve a two-year term
(2001-2003) due to the start up stage of the board of trustees.
The board shall meet at a minimum frequency of 90 days. All board members are
welcome to attend the IACF executive committee meetings as non-voting participants.
EXECUTIVE COMMITTEE:
IACF executive committee shall consist of six officers and five committee members.
The elected members are:
President
Vice-President
Secretary
Joint Secretary
Treasurer
Joint Treasurer
Five Committee members
Election of Executive Committee Members:
The executive committee shall call for elections at least thirty days prior to the expiration
of its current term of office. Furthermore, a thirty-day prior notice of the proposed
election of the executive committee must be sent in writing to the membership at large,
with the notice for a general body meeting. The committee may accept nominations for
the officers and committee members up to two hours prior to the elections. Anyone
wishing to serve as an officer on the executive committee, shall have served at least one
year, as a member of the executive committee.
The executive committee of the FORUM shall be elected from, and by a general body
meeting of the members in alternate calendar years. The voting members must be
members in good standing, with their annual dues paid prior to the meeting. An
executive committee member is elected to serve a two-year term.
The committee may expel (by a two third majority vote) any of its members for not
attending four meetings in sequence, or for grossly failing to discharge the duties of his or
her office. The committee may then appoint an interim member to such vacant position,
pending ratification of the appointment by a general body meeting.
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INDIAN AMERICAN CIVIC FORUM
BYLAWS
(Revised on May 18, 2008 at the annual general body meeting.)
The board may remove any officer for failing to discharge his or her duties or for failing
to attend four consecutive board meetings by a two-thirds majority vote.
RESPONSIBILITIES OF THE OFFICE BEARERS:
President:
Preside all board and FORUM meetings
Act as a spokesperson for the FORUM
Authorize meetings, correspondence, and other communications for and on behalf
of the FORUM
Safeguard the tax-exempt status of the FORUM under IRS section 501 © (3)
Call for general body meetings upon the approval of the board.
Responsible for all regulatory compliance, including but not limited to the IRS
code 501 ©(3) status.
Vice-President:
Prepare an agenda for all meetings in consultation with the president
Organize the board and general body meetings
Perform the duties of the president in his or her absence
Secretary:
Maintain records of all proceedings in a board or general body meeting
Record attendance at all meetings
Record votes taken at all meetings
Maintain records of all correspondence of the FORUM
Treasurer:
Collect donations and other revenues and disburse expenses of the FORUM
Maintain books of account and other financial records as needed
Present annual financial statements to the general body meetings
Present quarterly financial statements to the board of trustees and to the executive
committee
Fulfill the tax return and other reporting requirements of federal, state and or local
authorities under the law.
Books of Account
The FORUM Books of Accounts and supporting records shall be kept with the
Treasurer.
Disbursement of amounts greater than $250.00 shall require signatures of the
treasurer and another officer of the FORUM.
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INDIAN AMERICAN CIVIC FORUM
BYLAWS
(Revised on May 18, 2008 at the annual general body meeting.)
Any member upon a written notice to the Board of trustees may inspect the
FORUM books.
In a given financial year, the expenses of the forum shall not exceed its income. If
an unforeseen event should necessitate borrowing from the Forum’s reserve
funds, an Emergency meeting of the General Body shall be convened for the
specific purpose of approving that transaction.
The financial year of the FORUM shall end on March 31 of each calendar year,
Responsibilities of the Committee Members:
Vigorously pursue the provisions of the FORUM mission statement
Implement the long-term vision statements and strategic plans that are developed
in conjunction with the board of trustees
Implement the bylaws of the FORUM
Propose amendment to the bylaws, when needed
Establish frequent and timely communication with the membership of the
FORUM on all relevant matters of interest to the community
Establish and conduct annual general body meetings and elections no later than
sixty days after the close of IACF's fiscal year.
Approve annual budgets of the FORUM
Safeguard the finances of the FORUM as a fiduciary
Comply with all federal, state, and local laws and regulations relating to the
activities of the FORUM
Executive Committee meetings:
The executive committee shall hold its meetings monthly, or as frequently as needed, (but
not more than ninety days apart). The meeting must be conducted by two officers with at
least four committee members/officers in attendance. An agenda for the committee
meeting shall be distributed at least twenty-four hours prior to the meeting.
Code of Conduct for Executive Committee Members:
The committee members shall not utilize their office for any personal gain, either directly
or indirectly. Committee members are required to fully disclose any and all conflicts
of interest (either direct or indirect) to the other committee members immediately
upon recognition and excuse themselves from participating in the relevant
Committee proceedings.
Annual general body meeting:
The executive committee must convene an annual general body meeting each calendar
year in writing. However, a signed petition of fifty members of the FORUM to the
committee in writing may also convene an emergency general body meeting. Such
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INDIAN AMERICAN CIVIC FORUM
BYLAWS
(Revised on May 18, 2008 at the annual general body meeting.)
meeting is open to the public, and a member in good standing may participate and vote on
the proceedings of the meeting.
The general body has the sole authority to amend the bylaws of the FORUM and to elect
committee members. The committee is required to hold at least one general body meeting
in a calendar year.
Dissolution of the FORUM:
The FORUM may be dissolved with a two-thirds vote at a general body meeting.
However, the notice for the general body meeting must contain the intent to dissolve the
FORUM and permit members to deliberate the matter in detail, before such vote may be
taken. At least two-thirds of the membership of the FORUM must be voting at the
meeting either in person or by proxy. If the membership decides to dissolve the FORUM,
the committee shall conduct the dissolution in accordance with federal and state laws and
regulations.
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