The Constitution

of

The Caribbean Association of North Alabama

Drafted: January 2005

 

Article 1 (Name of Organization)
This organization is, and shall henceforth be called, “The Caribbean Association of North Alabama. 

 

Article II (Mission, policy and Objectives) 

Section 1:

“Our mission will be to unite and empower the Caribbean Community of North Alabama by fostering economic, social and political networks that promote social interaction, the continuity of Caribbean cultures and the advancement of the Caribbean community.” 

Section 2:
This organization shall not be profit driven. Its focus shall be on the social, political and economic development of the Caribbean Community, without being sectarian or partisan. The organization shall not condone, be involved with or support any activities contrary to the laws of the land and natural laws.

In the event that the organization is dissolved, all its assets shall be donated to a similar Caribbean-centric organization based in the United States. 

Section 3:
The primary objectives of the organization are to:

(i)                  Render assistance to Caribbean nationals in Northern Alabama

(ii)                Establish political networks to promote economic development of the Caribbean Community in North Alabama

(iii)               Establish central lines of communications for the Caribbean community

(iv)              Establish social connections for the Caribbean community in North Alabama

 

 Article III (Membership) 

Section 1:
General members will be Caribbean nationals, their family members, descendants and friends with an interest in Caribbean affairs; residing within the geographic area of North Alabama.

Section 2:
Voting members will constitute all the members numerated in article III, section 1, who have expressed an interest to be a voting member, is duly registered and have remitted the requisite annual association’s fees.

Section 3:
The annual membership fees for the association shall be:

Individuals ……….    $20.00

Family ……………    $35.00

Students ………….    $15.00 

Section 4:
Voting members’ commitments shall include:

a. Regular attendance at general meetings of the organization

b. Willingness to serve on committees when required

c. Performing various other duties when called upon by the organization

 

 Article IV (The executive and Management Team) 

Section 1:
The Management of the activities, finances and properties of the organization shall be entrusted to a team consisting of five (5) executive members.

To avoid conflict of interest, two or more immediate family members shall not hold executive positions of the association at the same time.

 This executive management team shall consist of:

(i)                  President

(ii)                Vice President

(iii)               Secretary

(iv)              Treasurer

(v)                Events Planner

 

Section 2:
Members of the executive must be:

(a)    A voting member who have demonstrated a willingness to serve

(b)   Democratically elected, not appointed

(c)    An active member for at least ninety (90) days.

 

Section 3:
The President

            Must meet all the requirements of article III

            Call and conducts meetings

            Monitor the functioning of the organization

            Effectively delegate duties and responsibilities

            Visibly support the programs of the organization

            Signatory to the association’s external communications,

financial and accounting transactions as well as projects

Perform all other duties as called upon by the organization

 

The Vice-President

            Must meet the requirements of article III

            Coordinate and assist the operational and developmental efforts of the association

            Assume the responsibilities of the president when necessary

            Perform all other duties when requested by the organization

 

The Treasurer

            Meet the requirements of article III

            Maintain the financial reports of the organization

            Keep an accurate ledger

            Create and monitor the budget

            Chair the finance committee

            Submit timely financial reports to the president and the association

            Signatory to all financial and accounting transactions

            Perform all other duties requested by the organization

 

The Secretary

            Meet the requirements of Article III

            Accurately record the minutes of scheduled general meetings

            Disseminate the agenda and minutes prior to the start of every general meeting

            Notify the date, time, and venue of meetings to members

            Assist the president in communicating with the wider Caribbean community

            Perform public relations and other communications functions

            Signatory to all accounting and financial transactions

            Perform all other duties when called upon by the association

 

The Planning Director

            Meet the requirements of article III

            Coordinate social and development activities

            Chair the social and functions committee

            Perform all other duties when requested

 

Article V (Nominations and Elections of Officers) 

Section 1:

The process of electing the officers of the association shall be conducted every twelve (12) months or at such time as requested by a motion from the floor and approved by a majority vote of the qualified members.

 

Section 2:

A quorum of sixty (60) percent or more of the eligible members must participate in the election of officers.

Fifty (50) percent or more of the eligible voting members of the organization must be present at a regularly called meeting for a quorum to conduct other legal business of the organization.

All business before the association requiring a vote shall require the approval of a democratic majority of the quorum present for passage.

 

Section 3:

Physical voting, absentee ballots and electronic voting shall be considered legitimate means of exercising one’s franchise.

 

Section 4:

Officers must be nominated and seconded from the floor at least at the last meeting of the association prior to the election.

 

Section 5:

An election committee shall manage the process of electing the officers of the association.

 

Section 6:

The new executive team must present to the general meeting a tentative plan of action for their term of office, within two weeks after being elected. 

 

Article VI (Vacancies of Executive Positions) 

Section 1:

The resignation of an executive Officer must be submitted to the President at least two (2) weeks prior to the effective date. If the President expressed a wish to demit office, that resignation letter shall be presented to the Vice-President.

Resignations shall be announced at the next meeting subsequent to notification of the executive committee.

 

Section 2:

Whenever there is a vacant executive position during the course of the year, the president shall appoint an acting officer pending the by-election to select a new representative for the post.

 

Section 3:

Impromptu or snap by-election for an executive position will be conducted when the post is vacant as a result of resignation, impeachment, or consecutive absence from three or more regularly scheduled general meetings without a plausible reason or explanation.

 

Section 4:

If the President’s position is vacated, the Vice-President shall assume the post of President for such time until a by-election to fill the position is carried out.

 

 Article VII (Impeachment of Officers)

Section 1:

Executive Officers may be impeached.

 

Section 2:

Any qualified member of the association may tender charges of impeachment against any member of the executive. These charges shall then be included on the next meeting’s agenda for thorough discussion.

 

Section 3:

A three quarters majority of the general meeting’s quorum shall be required to pass an impeachment.

Every voting member in attendance must cast a vote by secret ballot.

 

Section 4:

§         Grounds for impeachment shall include but not limited to the following:

§         Misuse of executive position

§         Failure to fulfill obligations of office

§         Gross misrepresentation of the association

§          Unethical personal or professional practices that will negatively impacts the     creditability of the association

§          Prolonged absence

§         Lack of participation in the association’s activities

 

Article VIII (Meetings) 

Section 1:

General meetings are construed to be meetings of the organization where all voting members regularly attend.

Section 2:

General meetings shall be held at least once per quarter. Members shall be notified of the date, time and place at least seven (7) days in advance.

 

Section 3:

Special general meetings may be called at the discretion of the president.

 

Section 4:

Committee chairs shall establish meeting times, places and locations at their discretion.

 

Section 5:

Executive meetings shall convene at least once per month.

Section 6:

The term ‘regular attendance’ shall mean attending at least 75 percent of all general meetings

 

Article IX (Committees)

Section 1:

There shall be no standing committees.

Committees will be formed as the need arises. These committees shall be dissolved as soon as their tasks are completed.

The president shall appoint committee chairs from among the committee members nominated and elected. 

 

Article X (The Budget) 

Section 1:

The Treasurer shall keep an accurate up-to-date ledger of all the associations’ financial transactions and receipts.

Section 2:

The Treasurer shall present an annual budget at the beginning of each financial year at a general meeting.

The Treasurer shall present quarterly budgetary reviews to the general body.

 

Section 3:

A valid receipt must accompany all requests for reimbursement of authorized purchases made on behalf of the organization.

 

Section 4:

Every voting member has the right to inspect and query the association’s accounts at any general meeting.

 

Article XI (Constitutional amendments and By-laws)

Section 1:

Amendments to this constitution and by-laws of the association may be proposed and discussed by any voting member of the organization.

 

Section 2:

The constitution and by-laws of the association may be amended or revised by a seventy five (750 percent affirmative vote of the quorum present at any regular meeting, providing that a copy of the proposed amendments or revisions are made available at least seven (7) days prior to the meeting on which the item is on the agenda for discussion.

 

Section 3:

This constitution and by-laws are written in accordance with, and consideration of the ideals and principles upon which the association is founded.

 

Section 4:

This constitution, its by-laws, revisions and amendments shall be the source of law and reference for all deliberations of the organization, once its is ratified and accepted by a general meeting.

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