BYLAWS OF GAMBIAN AMERICAN ASSOCIATION
ARTICLE I - NAME, PURPOSE
The name of the organization shall be
Gambian American Association is organized exclusively for charitable
purposes which includes but not limited to:
Ø Creating a healthy atmosphere for dialogue.
Ø Rendering financial assistance to Gambians and
local community organizations whose various predicaments warrant such
Ø Promoting and maintaining our cultural heritage
Ø Promoting a good harmonious working relationship
with other Gambian organizations in the United States, The Gambia and around
Ø Promoting cultural diversity;
Ø Affiliate with other organizations with a view to
promoting medical, educational, athletic, social, and cultural well-being;
Ø Participating and promoting good citizenship in the
communities we live and serve;
II – GENERAL MEMBERSHIP
the organization is not a right but a privilege. It is voluntary and open
to all Gambians (by birth or naturalization) and friends of The Gambia who are
willing to: share the common goals of the association, abide by the rules and
regulations of the association, respect and work with fellow members, and meet
all the financial obligation of the organization which include a non-refundable
yearly membership fee of $100.00 for a family (parent(s) and children under
the age of 18 years), and $50 for
single members 18years or older.
Members who meet the above criteria shall have the right
-Nominate, be nominated, to elect and be elected to an
-Fully participate in all decision making which include
but not limited to reviewing financial statements and other records.
2: A member who willfully fails to
meet the criteria stated in section 1 shall lose all membership privileges.
An individual ceases to be a member
if he/she fails to pay monthly membership dues for six months.
To be reinstated such member must
settle all owed arrears.
To be a member in current standing
one must not owe more than two months of monthly membership dues.
III – MEETINGS
General Members of the association shall meet quarterly at a venue
predetermined during the previous meeting. In addition meetings can also be
held via conference calls. The Secretary shall provide notice and instructions
to the general members who wish to join the meetings.
Meetings: - Emergency Executive meetings
can be called upon by the President or one-third of the Executive Members, to
be communicated by the Secretary in the form of regular mail, email, telephone
and/or text messages at least two days in advance.
Section 3: Notice: - Scheduled meetings shall be communicated to
the membership by mail, telephone, text and/or email no less than seven days
before the scheduled date.
IV – EXECUTIVE COMMITTEE
1: The Executive is responsible for
overall policy and direction of the association, and delegate’s responsibility
for day-to-day operations to the association. The Executive shall comprise of
up to ten and not less than three members at any given period. They shall
receive no compensation except for preapproved reasonable expenses.
Section 2: Meetings:-The Executive shall meet at least once every
month, at an agreed time and place or via conference call.
Section 3: Executive Committee Elections: - Election of new
executive committee members or re-election of current executive committee
members to a second term will occur as the first item at business meetings of
the association. Executive committee members will be elected by a majority vote
of the current members of association present at the election venue.
Section 4: Terms: - All Executive Members shall serve a two-year
term, but are eligible for re-election.
5: Quorum: - Business shall be transacted or motion passed only
if there is a quorum; 60% of the executive Committee at any meeting, constitute
Committee Members and Duties: - There shall be tenExecutive
Members consisting of a President, Vice President, Secretary, Treasurer,
Assistant Treasurer, Auditor, Assistant
Auditor, Social Secretary Assistant Social Secretary and Public Relations
Officer ( PRO). Their duties are as follows:
A. Shall co-ordinate and preside over all meetings of the
B. Shall call emergency meetings for the General Membership
and Executive Committee.
C. Shall be the leader and spokesman of the association.
D. Shall be a signatory to the account of the association.
E. Shall in consultation with the executive, appoint members
to various committees
F. Shall delegate tasks when it becomes unclear whose purview
the task is under.
G. Shall in consultation with the Executive, appoint vacant
executive members on an interim basis.
H. Shall appoint members to special projects.
The Vice President
A. Shall in
the absence of the President, be vested with the powers and authority of the
president, and shall perform all functions in the manner specified for the
office of the president.
B. Shall be a signatory to the association’s accounts
Ø The Secretary
A. Shall be responsible for coordinating all meetings
including putting together meeting agenda and posting it a week before a
B. shall be responsible for keeping records of the association’s activities including the taking of meeting minutes,
sending out meeting announcements, distributing copies of minutes and the
agenda to members
C. Shall in consultation with the
president, write all correspondences of the association
be responsible for general administration and internal and external
E. Shall be the custodian of all documents and correspondences
relating to the association
F. Shall be copied on all correspondence.
G. Shall be a signatory to the account
of the association
H. Shall be chair of the publicity
and marketing committee
Ø The Treasurer
A. Shall keep all financial records and valuables of the
B. Shall be responsible
for collecting of funds and depositing it, with at least one other executive member,
to the association account immediately and not more than 48 business hours.
C. Shall give a complete financial report at every Quarterly
D. Shall be the first point of contact for the Auditor and any
E. Shall in consultation with the finance committee be
responsible for the preparation of Annual Reports.
F. Shall be responsible for budget
G. Shall be responsible for the posting of transactions.
H. Shall receive and reconcile Bank Statements every month
I. Shall coordinate all ticket sales including assigning
ticket sellers at the association’s fundraising events
J. Shall be the chair of the finance
Ø The Assistant Treasurer
Shall In the
absence of the Treasurer, be vested with the powers and authority of the
treasurer, and shall perform all functions in the manner specified for the
office of treasurer.
Ø The Auditor
A. Shall be responsible for all controls.
B. Shall review and audit all bank statements to include
requesting significant documents if necessary
C. Shall request and receive all financial information from
D. Shall provide bi-annual Audited financial report to the
E. Shall audit all fundraising events and present such reports
to the executive
F. Shall have unhindered access to all bank accounts and all
other online/offline resources including web portals, social media etc
G. shall have the sole discretion to
audit the association’s account whenever he/she deems it necessary and will
have the full and unconstrained cooperation of the treasurer and executive
Ø Asst. Auditor
Shall In the absence of the Auditor,
be vested with the powers and authority of the Auditor, and shall perform all
functions in the manner specified for the office of Auditor.
Ø The Social
A. Shall Chair the social and programs committee
B. shall serve as the organization’s event coordinator,
including overseeing and assigning responsibilities to members at all events.
C. Shall in consultation with the president, assign
responsibilities to members at the association’s events
D. Shall be responsible for presenting
to the executive through the finance committee fundraising budget for approval.
E. Shall be responsible for membership recruitment of the
Asst. Social Secretary
Shall In the absence of the Social
secretary, be vested with the powers and authority of the Social Secretary, and
shall perform all functions in the manner specified for the office of Social
Public Relations Officer
A. Shall be deputy chair for publicity
and marketing committee
B. Shall be the primary spokesperson of the association in
consultation with the President.
C. Shall in consultation with the secretary, be responsible
for the promotional strategies of the association’s programs and objectives
with members and non-members.
D. Shall be responsible for the association’s Newsletter and other
publications, including social media outlets.
E. Shall serve as the head of the
association’s sponsorship committee
7: Vacancies: - In the event of a vacancy in the Executive
Committee exists, the Secretary shall invite nominations to fill the open
position from current Executive Members two weeks in advance of Executive
Meetings. These nominations shall be communicated to Executive Members with the
regular meeting announcement, to be voted upon at the next Executive Committee
meeting. These vacancies will be filled only to the end of the particular
Executive member's term.
for election as an Executive committee member:-
A person must be in good
standing as a member such as abiding by the bylaws and be up to date with the
payment of monthly membership dues.
Only a member in good standing
can nominate a candidate for office.
Each nomination must be
confirmed by another member(s) of good standing.
A nominated member must accept
nomination before he/she can be on the ballot.
10: Resignation, Termination, and
Absences: - Resignation from the Executive
Committee must be in writing and received by the Secretary. An Executive
Committee Member shall be removed for, embezzlement of funds, any violation of
the bylaws, excess absences that is three unexcused absences in a year from the
executive member meetings. An Executive Committee member may be removed for
other reasons by a three-fourths vote of the remaining Executive Members.
V – SUB- COMMITTEES
Section 1: The Executive Committee shall create sub-committees as
needed, such as in fundraising, education, social services, and entertainment
and sport. The General members may nominate the sub-committee members.
Section 2: Finance Committee: - The Treasurer is chair of the Finance
Committee, which includes three other executive committee members. The Finance
Committee is responsible for developing and reviewing fiscal procedures, a
fundraising plan, and annual budget with members and other executive members.
The Executive Committee must approve the budget, and all expenditures must be
within the budget. The Executive must approve any major change in the budget.
The fiscal year shall be June 30th of the Calendar year. Annual
reports are required to be submitted to the Executive showing income,
expenditures and pending income. The financial records of the organization are
public information and shall be made available to the general membership and
Ad Hoc committee(s) -
As and when necessary, an ad hoc committee shall be formed to plan and execute
special functions or undertake special assignments. It shall be dissolved upon
completion of such assignments.
VI - AMENDMENTS
These Bylaws may be amended when necessary by the general membership or
a two-thirds majority of the Executive Members. Proposed amendments must be
submitted to the Secretary to be sent out with regular announcements.
These Bylaws were approved at a meeting of the Executive Members of Gambian
American Association on September, 19 2010