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1
Home address of one of the current EC members will be
communicated to local authorities as the registered address of GRMM.
GRMM will operate a Post Office box to handle all GRMM postal
communication.
2
Membership
2.1
The payment of membership dues shall keep the members in
good standing and entitle them to membership for one year starting Oct
1st ending Sept 30th or part thereof. Membership shall not be
transferable. Following will be the annual dues for different types of
membership.
2.1.1
Family memberships $30,
2.1.2
Individual membership $20
2.1.3
Senior Citizen and Spouse $15
2.1.4
Student Individual $15 with a valid Student Id from an
accredited educational institution.
2.2
In the case of persons newly moving into the area and
joining GRMM on or after March 1st, the EC may decide to charge
one-half of the regular annual dues for the remainder of their first
calendar year of membership.
3
Executive
Committee
3.1
No meeting of the EC can be held without at least a
seven-day notice to the EC members. Minimum of three EC members shall
constitute a quorum for the transaction of business meetings of the EC.
Decisions of the EC shall be passed only by a majority vote of those
present.
3.2
The Program Director or Communications Director may
prepare an agenda for the proceedings of the meeting of the EC.
Communications director shall prepare minutes of the meeting in
English, and these minutes shall be ratified at the next EC meeting.
3.3
Only an EC member or a GRMM member authorized by the EC
shall represent GRMM at any conference, meeting, seminar or gathering.
3.4
The EC may appoint committees of members of GRMM to
perform special tasks consistent with the realization of the aims and
objectives of GRMM, to investigate specific problems, procedures and
matters of interest, and to make recommendations to the EC. These ad
hoc committees shall cease to operate after completion of assigned
tasks, or at the discretion of the EC.
3.5
Each EC member and his/her heirs, executors and
administrators, and members of all ad- hoc committees and General Body
of the GRMM shall all times be indemnified and held harmless from
matters legitimately undertaken by him/her in the execution of the
responsibilities of his/her office.
4
Responsibilities
of EC Officers
4.1
Role of the President
4.1.1
To effectively carry agreed schedule of activities of GRMM
4.1.2
To organize EC meetings as required
4.1.3
To ensure smooth functioning of EC
4.1.4
To ensure that the organization is adhering to the
constitution
4.1.5
To review the activities related to preparing budgets and
balance sheets
4.1.6
To authorize expenses and payments
4.1.7
To deliver State Of
4.1.8
To assist Election Officers in conducting elections
4.2
Role of the Program Director
4.2.1
To devise/plan programs in accordance with GRMM objectives
4.2.2
To monitor effective execution of planned programs with
assistance from EC and GRMM members.
4.2.3
To authorize expenses and payments.
4.2.4
To assist Election Officers in conducting elections
4.2.5
The program director will be the Vice President and will
carry out the duties of the President if the President is incapacitated
or unable to carry out its duty for any other reason, or if the
President is absent and he expressly delegated such authority to the
Vice President.
4.3
Role of the Treasurer
4.3.1
Keep track of the finances of the organization.
4.3.2
Keep track of receipts and expenditures.
4.3.3
Prepare a budget for the financial year.
4.3.4
Prepare balance-sheet
4.3.5
Assist in the Independent Financial Audit process
4.3.6
Assist Election Officers in conducting elections
4.4
Role of the Cultural Director
4.4.1
Decide cultural activities to be performed at GRMM events
4.4.2
Take initiative in promoting creative talents of GRMM
members for promoting Marathi cultural programs in various events.
4.4.3
Work for organizing events related to every Art Form
related to Marathi culture, Maharashtra in particular and
4.4.4
Devise creative ideas to celebrate and promote traditional
Marathi festivals. Keep focus on bringing forward our traditions in
front of the young Marathi generation.
4.4.5
Assist Election Officers in conducting elections
4.5
Role of the Communications Director
4.5.1
Act as an official spokesman of GRMM in delivering and
distributing communication regarding GRMM activities
4.5.2
Communicate meeting notices, program announcements,
prepare flyers and keep members informed about important events and
activities.
4.5.3
Receive/Review postal mail, email on behalf of GRMM.
4.5.4
Actively encourage and promote quality communication
amongst GRMM community.
4.5.5
Assist Election Officer in conducting elections
4.6
Role of Technology Director
4.6.1
Ensure that the corporation makes use of available
technology for efficient functioning
4.6.2
Manage Web site, email communications, member database and
any other technical software or equipment.
4.6.3
Assist Election Officers in conducting elections
4.7
Role of Membership director
4.7.1
Make sure most of the Marathi families in the region are
members of GRMM and continue to renew the membership.
4.7.2
Collect membership fees.
4.7.3
Keep EC informed about any important events, suggestions,
grievances of GRMM members
4.7.4
Assist Election Officer in conducting elections.
5
Finance
5.1
The fiscal year of GRMM shall be the calendar year.
5.2
The EC will conduct all business for the GRMM, including
but not limited to, purchasing or hiring goods and services and
entering into contracts on behalf of the GRMM.
5.3
The account in the name of GRMM shall be maintained in a
bank or a savings institution and operated jointly by the President or
Vice President and the Treasurer. No ad hoc committee of GRMM will be
authorized to receive funds or separately maintain a bank account in
the name of GRMM.
5.4
Before new EC takes charge, the new President, Vice
President and Treasurer will go to the bank where GRMM has account and
update the signatories.
5.5
No EC member will be allowed to make any expenditure
without approval by President or Vice President and the Treasurer.
Expenditures of more than $100 by any EC member must have prior
approval from the EC.
5.6
Notwithstanding Article 5.2, any contract or financial
transaction exceeding $1000 or 30% of total GRMM budget, shall require
the consent of the General Body.
5.7
The outgoing EC shall prepare audited financial statements
of their fiscal year no later than Sankrant Day of the following year.
A copy of these statements shall be published in the AssociationÂ’s
newsletter within 30 days. The incoming treasurer will be responsible
for filing taxes for the previous fiscal year.
5.8
Any charitable donations solicited by GRMM with a
predetermined specific purpose, will strictly be used for the said
purpose. The accounts of these funds will be maintained separately and
it is the responsibility of the President and the Treasurer not to
divert the monies to any other purpose than what it was solicited for.
5.9
It will be the responsibility of EC to prepare a sound
budget for the financial year keeping in mind the available resources.
5.10
EC will not be allowed to spend more than 80% of the
available funds in one financial year.
5.11
If EC decides to donate funds to other charitable, not-for
profit organization it must get approval of majority of the GRMM
members.
5.12
From time to time depending on the need, GRMM may
participate in fund-raising activities to help the local and global
community in the event of any calamity. Any funds raised during such
drives will solely be used for the cause. In situations that the funds
cannot be used for the cause, partially or fully, any remaining funds
will be diverted to other charitable causes with a majority vote from
the donors.
5.13
The outgoing EC must hand over control of all business
matters and financial and physical assets to the incoming EC within 1
week after the end of their term.
5.14
The GRMM accounts must be audited every year.
6
GRMM Meetings
6.1
Per Article 7 of the constitution, the EC shall call an
Annual General Body Meeting each year
6.2
In addition to the provisions of Articles 7, 8 and 9 of
the constitution, the EC, by a majority vote, shall be allowed to call
a general body meeting of the GRMM membership for any purpose it deems
fit.
6.3
A written notice of any General Body Meeting, including an
agenda, shall be given to all GRMM members no less than 30 days before
the date of the meeting.
6.4
Except as specified in Articles 8 and 9 of the
Constitution, at any GRMM meeting called with proper notice per the By
Laws and Constitution, the members present shall constitute a quorum.
6.5
Eligible GRMM Members must routinely cast their ballots in
person. If one spouse in a Family membership is present, he/she may
cast a proxy vote for his/her spouse in addition to his/her vote.
Absentee ballots shall be permitted only as arranged with the Vice
President or Election Officer (for annual elections) at least 1 day in
advance of any GRMM meeting.
7
Election
Procedures
7.1
Only the members who have paid all the due membership fees
will be eligible to vote in the GRMM elections.
7.2
Only the members who have paid all the due membership fees
will be eligible to stand for election.
7.3
The Election Officers shall receive panels containing
nominations for all positions on the EC, no later than 15 days prior to
the AGBM.
7.4
The Election Officers shall mail/Email the names of the
candidates in each panel to the GRMM members at least 1 week before the
date of the AGBM
7.5
The election shall be conducted during the AGBM and the
results of the election shall be declared prior to adjournment of the
AGBM
7.6
No canvassing will be allowed during the cultural events
organized by GRMM.
8
Official
Communication
8.1
Notice of Meetings, elections and other matters can be
provided to the General Body by Email, or regular Mail or any other
convenient means deemed fit by EC.
8.2
The GRMM will make use of a web-based email group to
distribute communication to its members. The GRMM members list will not
be sold or distributed to any third party or used by any GRMM, EC
member and its business affiliates for promoting their business
activities.
9
These bylaws may be amended as follows:
9.1
Any GRMM member, including EC members, may circulate a
notice of intent to amend and a description of the proposed amendment
to all members at least 30 days prior to any General Body Meeting. At
this meeting the motion to amend the must be passed by a 2/3rd majority
of all voting members present including the absentee ballots.
10
If the EC or any EC member contemplates any litigation or
legal proceedings of any kind that will bind GRMM resources, the EC (or
the EC member) must obtain the approval of three-fourth majority of the
members of GRMM before initiation of litigation or legal proceedings.