ARTICLE I: LOCATION OF THE ASSOCIATION
For official purposes, the headquarters of the association shall be located in the state of Maryland where it is duly registered.
The logo of the association will be:
"yet to be adapted"
ARTICLE II: MEETINGS OF THE EXECUTIVE COMMITTEE
Section I: The executive committee shall meet at least four times between the annual meetings. The quorum for the executive committee meeting shall be five members of which at least three shall be office bearers.
Section II: The president shall preside over all meetings. The vice president, in the absence of the president, or the secretary in the absence of the president and the vice president shall preside over such meetings.
Section III: The secretary shall prepare the proceedings of the meetings of the executive committee and keep minutes of the meeting.
Section IV: Each person in the executive committee, except the president and the youth members, shall have one vote.
Section V: The president shall vote only if there is a tie in the voting.
Section VI: In the event decisions are made based on telephone, emails or personal discussions with members of the executive committee, such decisions and opinions of the members should be properly documented. The documentation should be saved along with the minutes of the meetings.
ARTICLE III: COMMITTEES AND SUB-COMMITTEES
The executive committee is empowered to appoint members to the sub-committee and ad-hoc committees to accomplish such tasks and operations as to realize aims and objectives of the association, to investigate specific problems, and to make recommendations to the executive committee.
ARTICLE IV: FISCAL YEAR AND FINANCE
Section I: The fiscal year of the association shall be the calendar year.
Section II: The executive committee shall be responsible for the finances of the association.
Section III: A financial account in the name of the association shall be maintained in a bank and operated by the treasurer or the joint treasurer.
Section IV: The auditor shall review the accounts of the association and certify, with his/her comments, not later than the first week of the following year.
Section V: The executive committee shall make it available to all its voting members upon request, the certified financial statements of the preceding fiscal year.
Section VI: Only the members of the executive committee are empowered to make expenditures on behalf of the association.
Section VII: All expenditures made by any individual or individuals on behalf of the association shall require the approval of the executive committee. Expenditures of more than fifty dollars made by an individual shall require prior approval of the executive committee.
1. All efforts should be made by the outgoing executive committee to pay all outstanding bills for the current year before handing over the office to the new committee.
2. In the event the outgoing executive committee, under conditions beyond their control, cannot pay any bills, the new executive committee shall pay these bills provided these bills are individually identified with sufficient funds earmarked for these items by the outgoing executive committee.
3. Any reasonable and legitimate late bills that could not be accounted for or identified, as bills to be paid by the outgoing executive committee shall be paid by the new committee provided the amount is less than or equal to $200.00. For bills of amount larger than $200.00, the general body should approve the payment. However, a provisional decision can be made to pay bills larger then $200.00 at the discretion of the executive committee pending approval by the general body.
ARTICLE V: VACANCIES
The executive committee shall take appropriate action to fill any vacancies in the executive committee, no later than one month of such occurrence. A reasonable attempt shall be made to solicit interest from the general membership.
ARTICLE VI: DUTIES OF OFFICERS
Section I: The President shall be the spokesperson and chief executive of the association.
Section II: The secretary shall keep a full and complete record of all meetings and transactions of the association. The secretary shall be responsible to execute with the help of other members all decisions taken by the executive committee.
Section III: The treasurer shall be responsible for the receipt, disbursement, recording, and safekeeping of all funds of the association. The treasurer shall pay all bills, which have been approved in the manner prescribed by the executive committee. The treasurer should facilitate auditing of the financial records by the auditor.
Section IV: The youth coordinator shall be responsible for forming the youth committee and conducting all youth related activities authorized by the executive committee.
Section V: The polling officers shall solicit nominations for all the positions of the executive committee and the auditor. Polling officers will be responsible for conducting elections during the annual general body meeting for the year. They are empowered to resolve any conflicts during the election process.
ARTICLE VII: ELECTION RULES
Section I: The election of the office bearers and members of the executive committee and an auditor (as stated in Article V, Section II of the Constitution) shall be held at the time of the annual general body meetings of the association, youth committee representatives to the executive committee shall be elected by the youth committee within one month of the formation of the executive committee.
Section II: The executive committee shall appoint three polling officers approximately one month prior to the elections. Polling officers shall be members in good standing of the association.
Section III: Any member (see Article IV, section II for definition of member) may be nominated and each nomination shall be signed by the candidate and one other member of the association. Self-nomination is allowed.
Section IV: To ensure fair election process, the ballot should be coded and the voting shall be conducted by secret balloting. Voting by proxy shall not be permitted.
Section V: Under extra ordinary circumstances polling officers can also seek nominations from the floor.
ARTICLE VIII: AMENDMENTS TO BYLAWS
The bylaws of the association may be amended, altered, or repealed by a majority of all the members voting at the general body meeting, provided the procedures mentioned in Article VIII of the constitution "Amendments to the Constitution" is followed.
The role of BOT is to develop investment approaches for the Corpus, administer strategic programs utilizing the income generated from investing the Corpus, and monitor the program's implementation. The BOT will also provide an annual report to Kaveri's General Body. In general, the BOT will serve as a source of advice and counsel to KEC. However, both BOT and KEC will report only to the GB, and no hierarchical relation is envisaged among the two. While KEC will be fully responsible for planning and implementing Kaveri's day-to-day activities, it will consult with BOT on any major initiatives which impact either on the use of the Corpus or on Kaveri's Constitution, or span multiple years., all of which are subject to final approval by GB.
Section I - Primary Functions: The BOT is a body created by the General Body of Kaveri to advise the latter and also KEC on the following matters, with a view to serving the best interest of the association.
* Develop a long-term vision for the next five to ten years for Kaveri for the guidance of successive KECs, and recommend actions and programs that contribute to the fulfillment of that vision.
* Prepare a plan for investing the Corpus and any other funds generated as a result of special events such as WKC 2006 that may be undertaken by Kaveri, or donations and grant which the Corpus may receive from Kaveri members or other sources. The disposition of any surpluses that may be generated as a result of Kaveri's year round operations will not come under the purview of BOT, and will be the responsibility of KECs.
* Review proposals from individual Kaveri members, KEC, or non-members whose advice BOT may seek concerning projects, programs or institutions for possible support from revenues generated from Corpus investments. BOT would be fully responsible for the final selection of all activities to be supported from Corpus revenues and also for decisions concerning the amounts and duration of such support.
* Conduct an annual review of BOT supported programs and activities under implementation with a view to monitoring performance, recommending corrective actions if needed, reviewing priorities when appropriate, and providing an annual report to the GB.
* Advise the General Body of Kaveri and/or the KEC on such other matters as either of these bodies may seek.
Section II - Number, Tenure and Qualification: The total number of Trustees shall be seven (7), all of whom shall be members of Kaveri. BOT members shall include:
* The President of Kaveri who will be an ex officio member during her/his tenure; and
* Six Trustees appointed by the GB. KEC will recommend the initial members, subject to the approval of the GB. In the event the GB feels that additional names should be considered, it will determine the procedure, subject to the overall limitation of seven members, including the President of Kaveri.
* The Trustees shall elect a Chairman (other than Kaveri's President) from among themselves to serve for a term of two years;
* The BOT members, other than the Kaveri President, will be appointed for a term of three years. However, the initial BOT will have a different term as described below.
* The initial BOT, other than the Kaveri President, will be appointed for a maximum of 4 years with trustees having staggered term appointments as follows:
a. In order to encourage rotation among the trustees while maintaining some continuity, two trustees will voluntarily retire at the end of two years, two more at the end of three years and the remaining two at the end of four years;
b. Trustees elected at the end of year two and beyond will serve a term of three years. This will allow maintenance of rotation and continuity as desired, with two new trustees added each year; and
c. If trustee retirement and rotation do not take place on a voluntary basis as stipulated above, the President of Kaveri will arrange to draw lots in the presence of trustees to decide who among them will retire at stated intervals.
In the event of a vacancy caused by resignation or other causes such as a trustee's repeated failure to attend meetings or actions deemed detrimental to the interest of Kaveri, the trustees shall select a replacement, who would be subject to confirmation at the next GB.
Section III - Meetings of Trustees: The Board of Trustees shall meet at least thrice a year. A majority of the trustees shall constitute the quorum. The business of BOT may be conducted either at meetings or through conference calls.
Section IV - Disbursement of Funds: The Corpus shall be held by Kaveri in an account which is separate and distinct from its other accounts, but will be overseen by the KEC Treasurer. BOT has sole responsibility for all decisions concerning the use of Corpus resources. When BOT reaches specific decisions on the allocation of funds, its Chairperson will authorize the KEC Treasurer to issue checks or use other means of transferring money to the intended recipients. (The funds which will make up the future Corpus are currently invested by Kaveri in CDs which are scheduled to mature on or about July 31, 2008. At that time the funds will be transferred into newly created accounts which will constitute the Corpus which will henceforth be administered by BOT. Pending the creation of the Corpus accounts, the interest accrued is being transferred to Kaveri's general revenues).
Section V - Compensation of Trustees: No Trustee shall receive any pay or emolument for their service.