ARTICLE VIII:
COMMITTEES, EXECUTIVE AND SUBCOMMITTEE
Section I: Executive and
Subcommittees:
The following committees shall be standing committees:
Executive Subcommittees: Finance Committee, News and Information
Committee, Membership Committee. In
addition the President and/or Board of Directors may either authorize or
appoint such other subcommittees as deemed appropriate. Committees shall be
given the purpose(s) of their exploration and timelines commensurate with an
adequate completion date. The President shall serve as ex-officio member of all
committees
Section IA: Reports:
The Chairperson of each subcommittee shall be responsible
for presenting written reports to the Executive Committee on all activities of
the subcommittee. These reports must be
presented in detail covering the proceedings, transactions involved -
accounting and otherwise, challenges encountered, progress and recommendations. All subcommittee reports and recommendations
must be approved by the Board of Directors, in regular meetings, unless
otherwise specifically excluded by these by-laws.
Section II: Executive Committee:
The Executive Committee shall consist of the following:
President, Vice President, Secretary, Assistant Secretary, Treasurer,
Assistant Treasurer, Public Relations Officer, Webmaster, Chairperson of the Membership
Committee and the chairperson of such other subcommittees authorized or
appointed under Article VIII, section I.
a)
The Executive Committee shall act for the Board of Directors
in the interim between meetings, subject to the Board’s control and
direction. Such interim actions shall
be subject to ratification by the Board of Directors at its next regular
meeting.
b) The
Executive Committee shall make recommendations to the Board of Directors and
full body, and carry out special responsibilities assigned to it by the Board of Directors or full body.
c) The
President shall chair the Executive Committee.
d) The
Executive Committee need not hold regular meetings. Meetings of the Executive may be called by the President and any two (2) of its members
upon at least a fortnights (14 days) notice.
A majority of members shall
constitute a quorum for the transaction of business.
e) The
Executive Committee shall have no authority to: (1) fill vacancies on the Board
of Directors; (2) alter or
repeal these by-laws; (3) amend or repeal any action or resolution of the Board
of Directors or full body
Section III: Finance Subcommittee:
The Finance subcommittee shall consist of not less than (3)
or more than (5) members, including the Treasurer, Assistant Treasurer and
Public Relations Officer.
a) This
committee shall prepare a fiscal year budget for the organization.
b) Shall
be responsible for fund raising.
Pursuing corporate sponsorship and organizing activities and programs in support of fund raising.
c) Shall
be responsible to the Board for the fiscal and financial activities and affairs
of the Organization
d) This
shall include but not be limited to:
(1)
Recommending polices which govern the management of the financial affairs of
the Organization
(2)
Oversee the donations and expenditures of related charitable contributions
and/or sponsorships.
e) Perform
such other duties as may be prescribed by the Board of Directors.
Section IV: News and Information Subcommittee:
This subcommittee shall be responsible for all publicity
issues. This includes involvement in
the areas of media relations, brochures, and programs. The Public Relations Officer shall serve as
the Chairperson of this Committee.
Section V: Membership
Subcommittee:
This subcommittee shall be responsible for:
·
recruitment of new members
·
processing membership applications
·
welcoming and orienting new members
·
membership retention
·
ensure that payment of dues from each member has been
received by the Treasurer
Section VI: Committees Coordinator:
The principal duties of the Committees Coordinator shall be.
a) To coordinate DAAS Committees through Committee Chairpersons, (except the Executive and Finance Committees which will be the direct responsibility of the President).
b) To ensure specifically that:
. Committee projects are clearly defined and assigned to project leaders by name,
. Periodic progress reports from Chairpersons are obtained when requested by the Board of Directors,
. Committee websites are kept updated by the webmaster,
. Annual Reports from Committee Chairpersons are submitted to the Board of Directors in a timely manner.
c) In general to perform such other duties and exercise such authority as from time to time may be prescribed by the Board of Directors.
ARTICLE IX: FISCAL YEAR
The fiscal year of DAAS shall commence the first day of
January of each year, and terminate the thirtyfirst day of December of each year.
ARTICLE X: FINANCIAL ADMINISTRATION
Section I: Signing of Checks:
All checks and demands for money shall be co-signed by the
President and the Treasurer or any other person designated by the Board of
Directors. The Board may authorize a Petty Cash Fund in an amount approved by
the Board.
Section IA: Deposit of Revenue:
All funds of the Organization shall be deposited in a bank
or banks designated by the Board of Directors.
Section IB: Treasurer’s Report:
The Treasurer will submit a written report at each meeting.
Section IB: Audits:
The Board shall at the close of each fiscal year or at such
other times as it shall determine, procure an audit of the books and accounts
of DAAS by an accountant of its selection, or by an independent Certified Public
Accountant.
Section II: Bonds
The Board shall require every officer and Subcommittee
Chairperson to whom funds or other property of DAAS is entrusted or who is
empowered to deposit, or authorize disbursement of funds, or is charged with
making or keeping records, to furnish at the expense of DAAS, bond in such
amount as the Directors shall determine.
Section III: Compensation for Board of Directors
The Board of Directors shall serve without pay, provided
however, that the Board of Directors shall be reimbursed for all reasonable and
necessary expenses incurred in carrying out their duties, including but not
limited to meals, lodging, travel expenses or per diems, office supplies, or
equipment, approved by the Board.
Reimbursement may also be in the form of honoraria, subject to the
approval of the Board of Directors.
Section IIIA: Compensation for Executive Committee
The Board of Directors may approve compensation to members
of the Executive Committee as appropriate.
ARTICLE XI:
INDEMNIFICATION
Any person made a party to or threatened with any civil,
criminal or administrative action, suit or proceeding by reason of fact, that
he/she, his/her testator or intestate is or was a Director, officer or member
of this DAAS shall be indemnified by DAAS against the reasonable expenses,
including attorney fees, actually and necessary incurred by him/her in
connection with such action, suit or proceeding, or in connection with any
appeal therein, except as the matters as to which such Director, officer or
member is guilty of negligence or misconduct in the performance of his/her
duties or assigned duties. Such right
of indemnification shall not be deemed exclusive of any other rights to which
such director, officer or member may be entitled apart from these by-laws.
ARTICLE XII: AMENDMENTS
Section I: Altering
By-laws:
These by-laws may be altered or amended by a two-thirds
(2/3) majority vote of a quorum of the Board of Directors or by the General
Assembly as described in Article VI, section IVA.
Section II: Time Span for Altering By-laws:
The desired alteration or amendment shall be in writing
stating the article and section to be altered or amended and shall be laid on
the table at least thirty (30) days before being acted upon. The proposed amendment, if passed shall be
effective thirty (30) days after being tabled.
ARTICLE XIII: MATTERS NOT COVERED BY THE BY-LAWS
The Board of Directors in the event of an occurrence of
matters, issues or concerns not covered by this document, reserves the right to
act in a manner that caters to the best interest of the Organization.
ARTICLE XIV: DISSOLUTION
The General Assembly is the only authorized body to dissolve
DAAS and dispose of its property by two thirds (2/3) affirmative vote of the
General Assembly. In the event DAAS is
dissolved, its assets shall, after payment and settlement of its debts and
liabilities, be disposed of.
Disposition and/or donation of the net assets of this organization shall
be made only to one or more Caribbean organizations registered in the USA,
which operate exclusively for charitable, educational, cultural or scientific
purposes and which are qualified as a non-profit tax exempt organization under
section 501 (c) (3) of the Internal Revenue Code .
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