ANAMBRA ASSOCIATION OF MINNESOTA
CONSTITUTION AND BYLAWS
(Association Established in 2000, Constitution Adopted in January 2011, and Revised October 2011)
Article 1: Name of the Association
The name of the Association shall be the Anambra Association of Minnesota ("ANAM"), herein after referred to as ANAM, thereby providing identification for all person of Anambra State descent and their families, and/or affiliations residing in Minnesota.
Article 2: Mission of the Association
The mission of the Association is to promote the heritage and culture, and to contribute towards the economic growth of Anambra State indigenes living in Minnesota and to assist in the development of the Anambra State in Nigeria.
Article 3: Objectives of the Association
The Association shall exist to, among other things to:
1. To participate in activities and projects which impact positively on both the short-term and long-term socioeconomic, educational, and health advancement of Anambra State indigenes in Minnesota and in Anambra State, Nigeria
2. To educate and/or improving knowledge in all areas deemed useful to members and the families, in both Minnesota and Anambra State, Nigeria
3. To facilitate information sharing and communications amongst Anambra State indigenes in Minnesota
4. To coordinate with other nonprofit groups when necessary to meet the stated objectives.
5. The Association is organized exclusively for charitable, religious, educational, and scientific purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Article 4: Membership
Section 4.1: Regular Membership
All people who are from Anambra State by birth, marriage, naturalization, and people who are descendents of same and residing in Minnesota are eligible to become Regular members of the Association.
Section 4.2: Associate Membership
This category is open to Anambrarians outside the state of Minnesota, and peoples of African descent residing in the State of Minnesota, who are not covered under Section 4.1, but seek to support the aims and objectives of the Association. Such person will be nominated and voted on by the general body. Any member can initiate such an action and approval shall be by two-thirds of members in good standing present at the general meeting.
Section 4.3: Honorary Membership
Any individual not covered under Sections 4.1 or 4.2, who makes a significant and or outstanding contribution towards the mission of the Association, or seeks to support the aims and objectives of the Association, is qualified as a candidate for honorary membership. Such persons will be nominated and voted on by the General Body (Any member can initiate such action)
Section 4.4: Enrollment Procedure
An Individual seeking Regular or Associate membership must complete an application form. All applications will be reviewed and approved by a membership committee.
Section 4.5: Enrollment fees, Dues and Levies
A member's financial obligation shall include all enrollment fees, dues, levies, fines, and other financial assessments approved in the general meetings.
Sections 4.5.1: Enrollment fees
There shall be enrollment fee for individuals and a discounted enrollment fee for families, which would include a spouse and children under the age of 30. There shall be a one-time new member enrollment fee. This one-time fee shall be fifty dollars ($50.00) for individual and seventy five dollars ($75.00) for family.
Sections 4.5.2: Membership Dues
Membership dues shall be payable in quarterly installments at the beginning of each quarter of the calendar year. Membership dues shall be sixty ($60.00) dollars annually for individual and ninety dollars ($90.00) annually for family, which can be paid on a quarterly basis.
Section 4.5.3: Inactive Membership
A member shall be declared inactive upon failure to meet their financial obligations and failure to attend a minimum of four (4) meetings in one year for individual and three (3) meetings in a year for spouse. An inactive member is not entitled to any membership benefits of the Association. An inactive member may reactivate full membership by meeting their financial obligations from the day they became inactive.
Article 5: Structure and Officer of the Association
This article outlines how all operations of ANAM will be carried out, in order to achieve the objectives outlined in Article 3.
Section 5.1: Structure.
The structure of the organization is designed to promote active member involvement and participation, in carrying out all operations of the Association.
Section 5.1.1: General Body
This body is made up of the general membership, subject to the rights and limitations outlined in Articles 4 and 8. This body has final authority and responsibility to set broader organizational goals and policies through careful deliberations culminating in the exercise of members' votes.
Section 5.1.2: Officers
There shall be Nine (9) Officers of the board of directors. The offices shall be full members and shall be elected in the provisions of the bylaws. The officers of the Association are as follows:
2. Vice President
4. Assistant Secretary
6. Financial Secretary
7. Social Secretary
8. Assistant Social Secretary and
Section 5.1.2.a: Duties of the President
The President shall:
1. Be the official spokesperson for the Association in the capacity of the Chief Executive Officer
2. Preside over all meetings of the Association.
3. Be responsible for the implementation and execution all of policy decisions by the executive committee and approved of the general body.
4. Be vested with veto privileges to resolves all issues, in the event of disagreements with the executive committee. A two-third (2/3) majority of the executive cabinet shall be required to override the President's veto.
5. Be responsible for the general administration of the Association.
6. In absence of the Treasurer, the President shall be the sole-signatory of all approved expenditures up to the maximum amount specified by the Association.
7. Have the authority to delegate duties to any member as deemed necessary and appoint the chairperson of all non-constitutionally mandated committees.
Section 5.1.2.b: Duties of the Vice President
The Vice President shall:
1. Assist the President in executing the duties of the office of the Presidency.
2. Perform any function(s) delegated by the President or the general assembly.
3. In the absence of the President or in event that the President is unable to execute the duties of the office of the President, the Vice President shall assure the duties of the President during the period of absence.
Section 5.1.2.c: Duties of the Secretary
The Secretary shall:
1. Be responsible for accurate recording and reading of minutes at all meetings.
2. Handle the correspondences of the Association.
3. Keep records of all property of the Association.
4. Send out meeting announcements.
5. Be responsible distributing copies of the minutes and the agenda to each member.
6. Keep an up to date attendance record of all members.
Section 5.1.2.d: Duties of the Assistant Secretary
The Assistant Secretary shall:
1. Perform all described defined duties of the Secretary, as delegated by the Secretary.
2. Perform all the duties of the Secretary in the absence of the Secretary.
Section 5.1.2.e: Duties of the Treasurer
The Treasurer shall:
1. Be responsible for collecting all fees, annual dues, donations, levies, and document the amounts received.
2. Make bank deposits of all cash receipts of the Association within five (5) business days of their receipt.
3. Be the sole signatory on approved expenditure up to the amount specified by the Association
4. Be a co-signatory with the President to the general account of the Association.
5. Make financial information available to board members and the public.
Section 5.1.2.f: Duties of the Financial Secretary
The Financial Secretary shall:
1. Be the custodian of all financial records, financial transactions, dues received, levies, monies received and other financial monetary contributions or disbursements of the Association.
2. Record and report on the financial status of the Association at each general meeting.
3. Provide all financial records in their possessions to the finance committee whenever an examination of the Association's financial record is required.
Section 5.1.2.e: Duties of the Social Secretary
The Social Secretary shall:
1. Schedule, coordinate and oversee all social activities/functions of the Association.
2. Prepare and publicize all authorized activities of the Association.
3. Be the custodian of all property of the Association.
4. Serve as a liaison between the Association and the general public.
Section 5.1.2.h: Duties of the Assistant Social Secretary
The Assistant Social Secretary shall:
1. Perform all described defined duties of the Social Secretary, as delegated by the Social Secretary.
2. Perform all the duties of the Social Secretary in the absence of the Social Secretary.
Section 5.1.2.i: Duties of the Provost
The Provost shall:
1. Keep and maintain order in all meeting.
2. Designate and recognize each member before said member may speak at all meetings.
3. Be the designated Chairperson for all elections.
4. Count votes on all issues including elections.
Article 6: Committees of the Association
The President shall appoint and the general assembly shall approve by a simple majority vote all committees of the Association except those that are mandated by the bylaws. Membership in good standing is a perquisite for appointment or nomination to any of the committees of the Association.
Section 6.1: Executive Committee:
The Executive Committee shall serve as officers of ANAM, having the right to represent the Association. The functions of the executive committee shall be as follows:
1. Initiates and develops yearly budgets in support of the Association's activities and projects.
2. Disburses funds in support of the Association's activities and projects, including investments for, and redemption of financial obligations incurred by the Association.
3. Maintains books and proper records to accurately track and periodically report financial activities consistent with generally accepted accounting principles.
4. Collects membership fees and dues, and funds obtained from sources, and makes timely deposits into the Association's checking and savings accounts.
5. Develop and publish financial statements of the Association to the General Body, and the Internal Revenue Service as may be appropriate.
6. All withdrawal from ANAM checking and savings accounts must be signed by both the Treasurer and the President.
Section 6.2: Finance Committee
The finance committee shall be required for each calendar year by mandate of these bylaws and shall have the following responsibilities:
1. Conduct internal audits of the Association's records as required;
2. Oversee and coordinate the conduct of external audits of the Association's records.
3. Monitor the financial operations of all other committees of the Association.
4. Report the financial status of the Association to the general membership.
5. The finance committee shall manage all the Association's investments
Section 6.3: Audit Committee
This is an independent three-member committee elected every two years by the general body. The Chair of the committee shall be appointed by the President.
1. Present periodic reports to the general body.
2. Periodically reviews all financial records to ascertain that transactions are proper, valid and have the proper authorizations.
3. Periodic audits of the Association's activities and program to ascertain their effectiveness in achieving the goals and objectives outlined in Article 3.
4. Conduct financial audits annually and present the findings/report to the general body.
5. Make recommendations on proper control systems and processes, as needed, to ensure sound management of the Association's funds.
Article 7: Elections Process
Section 7.1: Election Committee
1. The President shall appoint a two person election committee at least two months, which includes the Provost.
2. The committee shall organize and conduct all elections.
3. Candidates for elections shall not belong to the election committee.
Section 7.2: Conduct of the General Election
1. Every officer of the Association shall be elected by secret ballot.
2. A member in good standing shall nominate candidates for each office. Each nomination shall be seconded, and each nominee shall signal acceptance of such nomination to be eligible for votes.
3. Each nominee shall be a member in good standing.
4. Any office not filled due to resignation and/or because no candidate accepted the nomination, shall remain under the control of the President until such an office is filled.
5. Elections shall be held during the month of November.
Section 7.3: Term of Office
1. Officers shall be elected for a term for two (2) years.
2. New officers shall assume office in January of the new fiscal year.
3. Neither the President, nor Treasurer shall not hold the office for more than two consecutive terms.
4. There shall be no term limit for the other executive
Section 7.4: Vacancies and Resignations
1. Any officer may resign his/her position in writing to the Board Secretary.
2. Any vacancy created by the inability of an officer to perform his/her duty, or resignation shall be filled during the meeting following such action; provided that the meeting notice indicates that such a vacancy shall be filled.
Section 7. 5: Transfer of Power, Documents, and Property
All books, records, and property belonging to the Association must be handed over by each incumbent officer to his/her successor at the end of the month following the election. Every officer shall remain personally liable to the Association monetarily for any damages to books, records, and property not accounted for and turned over.
Section 7.6: Compensation of Officers
No officer shall, by reason of the office, be entitled to receive any salary, or compensation, but nothing herein shall be construed to prevent an officer from receiving any compensation from the Association for duties other than as an officer.
Section 7.7: Removal from Office
Any officer may be removed from elected office by "cause" by two-third (2/3) majority vote. Grounds, or "cause" for the removal of an officer shall include, but not limited to the following.
1. Embezzlement of funds of the Association
2. Misappropriation or conversion of property of the Association.
3. Intentional refusal to perform duties of the office
Article 8: Meetings of the Association
Section 8.1: General Meetings
1. The general meeting shall be held on every third Saturday of each month, at an agreed upon time and place. There will be no general meeting in the month of December.
2. Notice of each general meeting shall be given to each voting member, by email, not less than five days before the meeting date.
3. In a general meeting, a minimum of one-third (1/3) of regular membership in good standing present shall constitute a quorum.
4. If a designated member is unable to host, it is the responsibility of that member to make alternate arrangement
Section 8.2: Emergency Meetings:
1. The president and the executive committee may call emergency or special meetings.
2. An emergency general meeting may be called by the President to respond to crises, and/or matters requiring immediate action by the General Body.
Article 9: Membership Status, Rights and Responsibilities
A member in good standing shall be accorded all the rights, benefits and responsibilities of the Association, and shall be bounded by the duties and obligations to the Association, as enumerated below and/or subsequently modified by amendment.
Sections 9.1: Rights of Full Membership
1. Equal right shall be enjoyed by all members, with no preferential treatment based on tribal or national origin, sex race, or creed.
2. Each regular member is entitled to one vote.
3. Associate and Honorary member do not have voting privilege.
4. Each Regular member is eligible to hold an elected office.
5. Associate member may serve on standing Committees.
6. A grievance may be filed by any member with the Executive Committee.
Section 9.2: Responsibilities
1. All regular members shall have the responsibility to pay their dues. Failure to do so will result in the loss of voting rights and other privileges.
2. Members shall be governed by the rules set forth in this Constitution and Bylaws.
3. Members are required to attend all meetings punctually, to ensure full participation in the organization.
4. A Member must attend a minimum of four (4) scheduled general meetings during each calendar year, and one of the meetings must be within the first six months of the year.
5. A member's spouse must attend a minimum of three (3) scheduled general meetings during each calendar year, and one of the meetings must be within the first six months of the year.
6. No member shall use the name or the property of ANAM for any personal gain.
Section 9.3: Good Standing
All regular members are required to be in good standing, which means that each member shall be in good financial standing by paying all dues and other financial obligations; and each regular member is also expected to meet the attendant requirements for each calendar year.
Section 9.4: Lateness/Tardy at Scheduled Meetings
A member that arrives more than thirty (30) minutes late to a scheduled meeting shall be assessed a fine in an amount to be determined by the general body.
Section 9.5: Conduct at Meetings and Functions
The Association reserves the right to discipline any member whose behavior is not conducive to the objectives of the Association during meetings or other gatherings.
Article 10: Finances
Section 10.1: Sources of Funds:
The finances of the Association shall be derived from dues, levies, donations, fundraising activities, and from other legal sources.
Section 10.2: Expenditures:
No expenditures shall be incurred by any member on behalf of the Association without prior approval by the general membership or by the Executive Committee, acting on behalf of the general membership.
Section 10.3: Disbursements:
All payments by or on behalf of the Association shall be drawn on bank accounts of the Association.
Sections 10.4: Donations
A donation, as defined by ANAM, means a voluntary gift of cash or material possessing a cash value, given willingly by a member or a group of members, non-member or group of non-members through a verbal pledge or in writing, to ANAM.
Section 10.5: Signatories:
All checks or drafts issued on the bank accounts of the Association shall be signed by the President or the Treasurer.
Section 10.6: Fiscal Year:
The fiscal year of the Association shall be from January 1 through December 31 of each year, unless otherwise determined by the Executive Committee or the general meeting.
Section 10.7: External Auditing:
A two-third (2/3) majority vote of the Association's membership shall approve a periodic external audit of the Association's financial records. Upon approval, the Finance Committee shall select affirm to audit the Association's financial records.
Section 10. 8: Net Earnings of the Organization:
No part of the net earnings of the organization shall inure to the benefit of, or be distributable to, its members, trustees, officers, or other private persons, except that the organization for services
rendered and to make payments and distributions in furtherance of the purposes set forth in the purpose clause hereof. No substantial part of the activities of the organization shall be carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of this document, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization 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 an organization, contributions to which are deductible under section 170(c) (2) of Internal Revenue Code, or corresponding section of any future federal tax code.
Section 10.9: Dissolution of the Organization:
Upon the dissolution of the organization, assets shall be distributed 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 a public purpose.
Article 11: Amendments
Section 11.1: Period:
This Constitution and Bylaws may be altered, amended, repealed, or added to if the need be at any general meeting.
Section 11.2: Procedure:
Member may submit proposals in writing to the Secretary of the Association. An affirmative vote of two-thirds (2/3rd) majority of members in good standing present at the meeting shall be required to effectuate the amendment.
Section 11.3: Effective Date of the Amendment:
Any amendment adopted shall be inserted as an addendum to the Constitution and Bylaws by the Secretary, and shall become effective on the date of adoption, but shall not be applied retroactively.
This Constitution is Adopted today, the 20th day of November 2010 and shall become effective at 12:01am on January 1, 2011
Article 12: Effective Date of the Amendment of the Constitution and Bylaws
The Amendment shall become effective immediately upon adoption by the majority vote of the members.