Guyanese American Association of Schenectady (G.A.A.S)
1. The address of the Guyanese American Association of Schenectady is P.O. Box 80, Schenectady, NY 12301. The Executive Committee may change this at any time with majority vote but must inform the General Body of the change 30 days prior to the effective date.
2.1 The payment of membership dues shall keep the members in good standing and entitle them to membership for one calendar year or part thereof. Membership shall not be transferable. The annual dues for G.A.A.S membership shall become due and payable on July 1st each year. The Executive Committee by a two third vote can waive this membership fee
2.2 In the case of persons newly moving into the area and joining G.A.A.S on or after July 1st, the Executive Committee may decide to charge one-half of the regular annual dues for the remainder of their first calendar year of membership. The Executive Committee by a two third vote can waive this membership fee
3. Executive Committee
3.1 No meeting of the Executive Committee can be held without a seven-day notice to the Executive Committee members. Minimum of five Executive Committee members shall constitute a quorum for the transaction of business meetings of the Executive Committee. Decisions of the Executive Committee shall be passed only by a majority vote of those present.
3.2 The President, Vice President and or Secretary may prepare an agenda for the proceedings of the meeting of the Executive Committee. He/she shall prepare minutes of the meeting, and these minutes shall be ratified at the next Executive Committee meeting.
3.3 Only an Executive Committee member or a G.A.A.S member authorized by the Executive Committee shall represent the Guyanese American Association of Schenectady at any conference, meeting, seminar or gathering.
3.4 The Executive Committee may appoint committees of members of G.A.A.S to perform special tasks consistent with the realization of the aims and objectives of G.A.A.S, to investigate specific problems, procedures and matters of interest, and to make recommendations to the Executive Committee. These ad hoc committees shall cease to operate after completion of assigned tasks, or at the discretion of the Executive Committee.
3.5 Each Executive Committee member and his/her heirs, executors and administrators, and members of all ad- hoc committees and General Body of the G.A.A.S 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 Executive Committee Officers
4.1 The President shall lead the Executive Committee and serve the General Body, oversee the general and proper conduct of the business of the Association, and shall see that all orders and resolutions of the Executive Committee and the General Body are executed. The President and or Vice President shall present a report on the state of G.A.A.S at the Annual General Body Meeting.
4.2 The Vice President, with the instruction from the President will lead the operational aspects of the Association. He/she shall work closely with the Treasurer and Secretary and serve as backup for them. He/she shall have the authority and responsibility of the President if the President is disabled or inactive for any reason.
4.3 The Secretary shall record and publish the proceeding of all meetings of the Guyanese American Association of Schenectady and its Executive Committee, attend to the incoming and outgoing correspondence.
4.4 The Treasurer shall:
4.4.1 Keep custody of the Guyanese American Association of Schenectady (G.A.A.S) funds and financial instruments.
4.4.2 Keep full and accurate account of receipts and distributions.
4.4.3 Deposit or disburse the Association funds as authorized by the Executive Committee.
4.4.4 Keep track of all G.A.A.S assets.
4.4.5 Render an account of all the transactions conducted as the Treasurer to the Executive Committee at the regular meetings, and present a financial summary to the members at the general body meeting.
4.5 The Cultural Secretary shall take the initiative and leadership in formulating, organizing and executing the cultural activities and programs of the Guyanese American Association of Schenectady.
4.6 The Members at Large shall be responsible for maintaining effective communication with the membership. They may play a leading roles in communications, including web site management, publicity etc., or in any other area designated by the Executive Committee.
5.1 The fiscal year of G.A.A.S shall be the calendar year.
5.2 The Executive Committee will conduct all business for G.A.A.S, including but not limited to, purchasing or hiring goods and services and entering into contracts on behalf of G.A.A.S
5.3 The account in the name of G.A.A.S shall be maintained in a bank or a savings institution and operated jointly by the President, Vice President and the Treasurer. No ad hoc committee of G.A.A.S will be authorized to receive funds or separately maintain a bank account in the name of G.A.A.S
5.4 Only the members of the Executive Committee shall make expenditures on behalf of G.A.A.S. Expenditures of more than $100 by any Executive Committee member must have prior approval from the President and or Vice President.
5.5 Notwithstanding Article 5.2, any contract or financial transaction exceeding $500 shall require two third votes from the Executive Committee.
5.6 The outgoing Executive Committee shall prepare audited financial statements of their fiscal year no later than July 31st of the following year. A copy of these statements shall be published in the Association’s website, newsletter within 21 days. The outgoing Treasurer will retain responsibility for filing taxes for the previous fiscal year.
5.7 The outgoing Executive Committee must hand over control of all business matters and financial and physical assets to the incoming Executive Committee at least 7 days prior to the end of their term.
6. G.A.A.S meetings
6.1 Per Article 7 of the constitution, the Executive Committee 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 Executive Committee, by a majority vote, shall be allowed to call a general body meeting of G.A.A.S membership for any purpose it deems fit.
6.3 Special meetings of G.A.A.S shall be called by the Executive Committee, on receipt of a requisition by at least 1/3rd of the members of G.A.A.S.
6.4 A written notice of any General Body Meeting, including an agenda, shall be given to all G.A.A.S members no less than 14 days before the date of the meeting.
6.5 Except as specified in Articles 8 and 9 of the Constitution, at any G.A.A.S meeting called with proper notice per the By Laws and Constitution, the members present shall constitute a quorum.
6.6 Eligible G.A.A.S 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 President, Vice President or Election Officers (for annual elections) at least 1 day in advance of any G.A.A.S meeting.
7. Election Procedures
7.1 The Executive Committee shall designate two Election Officers per Article 5.8 of the Constitution. These election officers will be responsible for soliciting candidates for all elected posts, conducting the election (if necessary) for the next Executive Committee including counting the votes and certifying the election results. Candidates for all elected post shall be a member of G.A.A.S 90 days prior to June 1st.
7.2 The Executive Committee must communicate the identity of the nominated Election Officers to the General Body by June 1st each year.
7.3 The list of eligible voters will be frozen on June 1st each calendar year. Any person becoming a G.A.A.S member after this date shall not be eligible to vote in elections held during that year.
7.4 The Election Officers shall receive nominations for all positions on the Executive Committee, no later than 14 days prior to the Annual General Body Meeting.
7.5 The Election Officers shall mail/email the names of the candidates in the slate(s) to the G.A.A.S members at least 7 days before the date of the annual meeting.
7.6 The election shall be conducted during the Annual General Body Meeting and the results of the election shall be declared prior to adjournment of the meeting.
8. Official Communications
8.1 Notice of Meetings, elections and other matters can be provided to the General Body by Email, or regular Mail. In case of members wishing to get notice by regular mail, the date of mailing of the notice shall be used in interpreting sufficiency requirements in the By Laws and Constitution.
8.2 The Association shall periodically publish a newsletter and maintain the website. Notice of official Association matters can also be provided through website and or the Newsletter.
9. These By Laws may be amended as follows:
9.1 Any G.A.A.S member, including Executive Committee members, may circulate a notice of intent to amend and a description of the proposed amendment to all members at least 14 days prior to any General Body Meeting. At this meeting the motion to amend must pass by a simple majority of all voting members present.