Valley Malayalee Arts and Sports Club

Constitution and By-Laws

I. NAME

The name of the organization shall be Valley Malayalee Arts and Sports Club, there after called

VMASC or Valley Club.

II. ADDRESS

The address shall be P.O. Box 3941, Chatsworth, CA 91313-3941, or the address of the president.

III. AIMS AND OBJECTIVES

A. To gather all Malayees, who have originally, came from Kerala and their descendents living in Southern California.

B. To promote and progress the social and cultural activities of the members and to keep up Malayalee sports spirit.

C. This Malayalee Club not organized for private gain of any person and called a non-profit organization.

IV. The family means at least one of the spouse from Malayalee origin and their descendents residing in Southern California.

V. Organs, office bearers and powers

The organs of the Valley Club are General Body and the Executive Committee

GENERAL BODY

General Body shall be the sovereign body of the club and shall be composed of all members registered and paid their dues.

The general body shall meet at the place and time determined by the Executive Committee and should be held before January 31st of every year.

To approve the annual report and audited statement of account of the current year.

To approve the budget and activities planned for the following year.

To elect the Executive Committee and the auditor for the following year.

The authority to purchase movable and immovable property for the club is vested in the General Body.

In the event of an Election, there is one vote per membership and the voting member must be 18 or older and must be present to vote.

The emergency meeting of the General Body can be held if one-third of the total members of the

General Body express their desire for such meeting by giving notice 15 days in advance.

EXECUTIVE COMMITTEE

There shall be a governing body known as Executive Committee, which will be consisted of President,Vice-President, Secretary, Joint-Secretary, Treasurer, Auditor, Arts Coordinator, Sports Coordinator, Charity Coordinator and seven Committee members.

The members of the Executive Committee shall hold office for a period of one year or till the next election, barring contingencies such as death, resignation or removal.

The Executive Committee shall meet at least once every three months.

The Executive Committee shall be responsible for the conduct of the following matters:

To organize and conduct the programs and projects for the Valley Club.

To present annual report and accounts in the meeting of the General Body

To present budget for the following year.

To purchase or sale of a property for the club in accordance with the decision of the General Body.

The members of the Executive Committee shall work honorary and should not draw honorarium.

OFFICE-BEARERS

The office-bearers of the Valley Club are President, Vice-President, Secretary, Joint-Secretary, Treasurer, and Auditor.

The President shall be the chief executive officer of the VMASC and shall preside over the meetings of the General Body and Executive Committee.

The President can appoint advisory committee for expert guidance on special project and programs, in accordance with the decision of the Executive Committee.

The Vice-President shall assist the President and carry out all his/her duties of the President in his/her absence.

The Secretary shall keep the minutes of all meetings of the General Body and the Executive Committee and maintain files and records of the Valley Club.

The Secretary is authorized to carryout all correspondence for the VMASC. He/she is responsible for presenting the annual report in the General Body meeting.

The Join-Secretary shall assist the Secretary in the execution of his/her duties and act in his/her place in the absence or on his/her behalf whenever necessary.

The Treasurer shall be responsible for maintaining the proper accounts, collection, and disbursement of money for the Club. He/she shall be responsible for presenting the accounts before the General Body meeting and for the annual tax return.

Treasurer can make payment for the expense to be incurred on any item for the club up to a maximum amount of $250.00. The Executive Committee must approve payments over $750.00 and General Body must approve any payment above $1000.00.

The outgoing Treasurer should hand over the accounts to the incoming treasurer.

Auditor shall audit all the accounts before the General Body meeting.

VI. QUORUM AND FILLING OF VACANCY

1. The quorum for the General Body meeting shall be 30% of the total members.

2. The quorum for the Executive Committee shall be 60% of the total members of the committee. Those, who for any reason are unable to attend the meeting, should inform the president and/or Secretary before his absence.

3. The members who absent themselves from two consecutive meetings without notice and/or without sufficient reason shall be removed from his position.

4. Vacancy occurs in the Executive Committee due to any reason shall be filled in by co-option by the President with the approval of the Executive Committee.

5. If more than three vacancies occur in the Executive Committee shall be filled by election in the General Body.

VII. FUNDS AND ACCOUNTS

1. There will be an annual membership fee of $40.00 per family and $25.00 for single unless the General Body decides to change.

2. An account shall be opened in the name of Valley Malayalee Arts and Sports Club (VMASC) with three signatories – President, Secretary, and Treasurer. The account shall be operated with two signatures and one of them should be Treasurer.

3. Auditor shall audit the account prepared by the Treasurer.

4. The accounting year of the VMASC is calendar year.

VIII. AMENDMENTS

1. The Executive Committee on its own if can initiate any amendments to the constitution and bylaws of the Club more than 30% of its members agree for such amendment.

2. The General Body can also sponsor the amendment if more than 30% of the members give notice to such amendment 15 days before the meeting.

3. The amendment shall take effect if 75% of the total members present approve in the meeting of the General Body.

IX. CHARITY

1. The Charity collection will be used to help the needy people especially in Kerala.

2. Charity collection will be put together with club account but will keep a separate record.

3. Charity Coordinator will handle the documentation of the charity account.

4. A minimum of $200 for each requests approved by executive committee and one request per year from a member.

RVSD: FEB. 2010