 L C M CONSTITUTION
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CONSTITUTION Of the Liberian Community of Saint Paul, MN (LCM)
Saint Paul, Minnesota
PREAMBLE:
We, the Liberians resident in the States of Minnesota being cognizant of the compelling need to strive
for and promote peace, unity and understanding in a dynamic community; thereby creating and maintaining a cohesive environment;
being aware of need to meaningfully engage each other socially and intellectually: to provide the structures for mutual respect,
support, co-operation and development of our community and it members and attending to their social welfare; To strive for
an understanding of the of our Community and to share our understanding with the broader Liberian community; to organize various
forums to share information about, and develop an understanding of the economic, social and political development needs community
do hereby form ourselves into a independent community based organization after being duly registered and incorporated with
the offices of the Secretary of State of the State of Minnesota as a non-for profit community organization under the name
and banner “Liberian Community of Minnesota in Saint Paul.
Article I. NAME
The name of the Association shall be the LIBERIAN COMMUNITY OF MINNESOTA - SAINT PAUL
Article II. AIMS AND OBJECTIVES
Section 1. The aims and objectives of this organization shall be:
A. To relieve poverty, sickness and the aged and to promote the benefit of the inhabitants of the LIBERIAN COMMUNITY IN MINNESOTA without distinction of age, sex, race, political, religious or other opinion, by associating the statutory authorities, voluntary organizations and inhabitants in a common effort to advance education, and to provide facilities in the interests of social welfare, for recreation or other leisure time occupation with the object of improving the conditions of life for the said inhabitants;
Article I. NAME
The name of the Association shall be the LIBERIAN COMMUNITY OF MINNESOTA - SAINT PAUL
Article II. AIMS AND OBJECTIVES
Section 1. The aims and objectives of this organization shall be:
A. To relieve poverty, sickness and the aged and to promote the benefit of the inhabitants of the LIBERIAN COMMUNITY IN MINNESOTA without distinction of age, sex, race, political, religious or other opinion, by associating the statutory authorities, voluntary organizations and inhabitants in a common effort to advance education, and to provide facilities in the interests of social welfare, for recreation or other leisure time occupation with the object of improving the conditions of life for the said inhabitants;
B. To establish or to secure the establishment of a Community Center and to maintain it and to manage
to cooperate with any local statutory authority in the maintenance and management of such a Center for activities promoted
by the Community and its constituent bodies in furtherance of the above objects.
C.
To create and maintain a cohesive Liberian Community in Minnesota.
D. To provide
the structures for mutual support, co-operation and development.
E. To provide
a means for engaging each other socially and intellectually.
F. To strive
for an understanding of the dynamics of Liberian Community, and to share our understanding with the broader Liberian community.
G. To organize various forums to share information about, and develop an understanding of the economic, social and political development needs of Africa in particular, and of the world at large.
Section 2. In furtherance of the above objects, but not further or otherwise, the Community may:
1. Provide or secure the provision of social services, educational and recreational facilities, and practical assistance for the youth, elderly and disabled people within the area of benefit;
2. Provide or secure the provision of welfare rights advice and information and refer those in need of professional assistance to the relevant agencies;
3. Provide for the protection and advocacy of human and civil rights
Article III. MEMBERSHIP
Section 1. Membership of the organization be shall be open to the following, irrespective of political party, nationality, religion or political opinion: People aged eighteen years or over living within the state of Minnesota who subscribe to the objects of the Community and whose applications for membership are accepted by the Membership Committee; such members shall be called Individual Members and shall be entitled to vote at meetings of the Community;
Section 2. Other nationals whether voluntary or statutory, may upon application to and with the approval of the Committee be admitted as Affiliated Members and such approval shall not be unreasonably withheld;
Section 3. Well-wishers anywhere or persons who, in the opinion of the Committee, have special knowledge or experience to offer to the Association; such members shall be called Associate Members and shall [have] [not have the right to vote at meetings of the Association.
Section 4. Affiliated members shall each be entitled to be represented at meetings of the Association by a duly authorized representative with power to vote on behalf of the Affiliated Member.
Section 5. The Committee shall fix the rate of annual subscription appropriate to each category of membership, shall issue membership cards and shall have the right for good and sufficient reason to terminate the membership of any member provided that the member concerned shall have the right to be heard by the Association before a decision is made.
Article IV. Meetings
G. To organize various forums to share information about, and develop an understanding of the economic, social and political development needs of Africa in particular, and of the world at large.
Section 2. In furtherance of the above objects, but not further or otherwise, the Community may:
1. Provide or secure the provision of social services, educational and recreational facilities, and practical assistance for the youth, elderly and disabled people within the area of benefit;
2. Provide or secure the provision of welfare rights advice and information and refer those in need of professional assistance to the relevant agencies;
3. Provide for the protection and advocacy of human and civil rights
Article III. MEMBERSHIP
Section 1. Membership of the organization be shall be open to the following, irrespective of political party, nationality, religion or political opinion: People aged eighteen years or over living within the state of Minnesota who subscribe to the objects of the Community and whose applications for membership are accepted by the Membership Committee; such members shall be called Individual Members and shall be entitled to vote at meetings of the Community;
Section 2. Other nationals whether voluntary or statutory, may upon application to and with the approval of the Committee be admitted as Affiliated Members and such approval shall not be unreasonably withheld;
Section 3. Well-wishers anywhere or persons who, in the opinion of the Committee, have special knowledge or experience to offer to the Association; such members shall be called Associate Members and shall [have] [not have the right to vote at meetings of the Association.
Section 4. Affiliated members shall each be entitled to be represented at meetings of the Association by a duly authorized representative with power to vote on behalf of the Affiliated Member.
Section 5. The Committee shall fix the rate of annual subscription appropriate to each category of membership, shall issue membership cards and shall have the right for good and sufficient reason to terminate the membership of any member provided that the member concerned shall have the right to be heard by the Association before a decision is made.
Article IV. Meetings
Section 1. General or Regular Meeting:
General or regular meeting shall be quarter as determined by the Executive Committee.
The board may request the president to cite a special, emergency or town hall meetings, if they so deem it necessary.
General or regular meeting shall be quarter as determined by the Executive Committee.
The board may request the president to cite a special, emergency or town hall meetings, if they so deem it necessary.
Section
2. Special Meetings and Town hall:
Special and/or Town hall meeting may be held at any the President and the executive committee deems it necessary.
Special and/or Town hall meeting may be held at any the President and the executive committee deems it necessary.
Section 3. Emergency meetings
Section 4. Annual General Meeting (AGM)
A.
B. The AGM will be held in August of every year, and will be considered the end and beginning of the fiscal year.
A.
B. The AGM will be held in August of every year, and will be considered the end and beginning of the fiscal year.
C.
The agenda for this meeting will include, but not be limited to:
D. Report
by the President on the activities of the organization in her/his term, and a vision for the organization;
E. Report by the General Secretary on the state of the organization;
F. Financial report, audited by an independent auditor, approved by the Executive Committee, summarizing the
fiscal state of the organization as of the end of the previous fiscal year;
G.
Amendments to and ratification of the constitution; and
H. Election of officers by majority rule.
H. Election of officers by majority rule.
I. Written notice of this meeting will be given to all members at least fourteen (14) days prior
to the day of the meeting.
J. A simple majority of voting members and all
members with voting power present constitutes a quorum. A simple majority passes a motion.
K. Notice of amendments to the constitution should be received by the General Secretary at least seven (7)
days prior to the date of the meeting. I) General Meeting (GM)
Article V. VOTING
Section 1. All members are entitled to one vote in person at all of the Association’s General Meetings. Proxy votes are not allowed. If duly challenged, members must be able to indicate proof of their membership status.
Section 2. All motions will be decided by a simple majority, of fifty percent plus one of the votes cast, unless these by-laws or the applicable governing legislation provides otherwise. Any motion to be considered must be moved and seconded by a member. A tie vote will be recorded as a tie vote and the motion will be declared defeated.
Section 3. Except for the election of the Executive Committee, voting will be by a show of hands unless a secret ballot is requested by one third of members present. Election of Executive Committee members will be by secret ballot. The Chief Election Officer for the election of Executive Committee will be chosen by the members present at the Annual General Meeting.
Article VI. Officers
Section 1. The officers of this organization shall be
1. President
2. Vice-President
3. Secretary
4. Treasurer
5. Financial Secretary
6. Parliamentarian
7. Chaplain
Section 2. The day-to-day affairs of this organization are to be administered by the Executive Committee,
Section 3. The officers of this organization shall be also known as the Executive Committee
Section 4. Responsibilities of the Executive Committee shall be:
1. The President’s duties are:
A. Chair all the meetings of the Executive Committee, calling special meetings as required
Article V. VOTING
Section 1. All members are entitled to one vote in person at all of the Association’s General Meetings. Proxy votes are not allowed. If duly challenged, members must be able to indicate proof of their membership status.
Section 2. All motions will be decided by a simple majority, of fifty percent plus one of the votes cast, unless these by-laws or the applicable governing legislation provides otherwise. Any motion to be considered must be moved and seconded by a member. A tie vote will be recorded as a tie vote and the motion will be declared defeated.
Section 3. Except for the election of the Executive Committee, voting will be by a show of hands unless a secret ballot is requested by one third of members present. Election of Executive Committee members will be by secret ballot. The Chief Election Officer for the election of Executive Committee will be chosen by the members present at the Annual General Meeting.
Article VI. Officers
Section 1. The officers of this organization shall be
1. President
2. Vice-President
3. Secretary
4. Treasurer
5. Financial Secretary
6. Parliamentarian
7. Chaplain
Section 2. The day-to-day affairs of this organization are to be administered by the Executive Committee,
Section 3. The officers of this organization shall be also known as the Executive Committee
Section 4. Responsibilities of the Executive Committee shall be:
1. The President’s duties are:
A. Chair all the meetings of the Executive Committee, calling special meetings as required
B. Provide leadership to the Executive Committee
and the Association
C. Represent the Executive Committee and speak on behalf
of the Association at public functions and activities
D. Sign documents on
behalf of the Association, co-signed by at least one other director. (Cheques must be signed by the Treasurer and any one
of: President, Vice-President or Secretary.)
E. Ensure that the members of
the Association and appropriate staff of the LCM are kept informed of the Association’s activities, and ensure that
working relations with the City remain amicable and productive
F. Make presentations
as applicable to the appropriate committees of the LCM.
2. The Vice-President’s duties are:
2. The Vice-President’s duties are:
A. Fulfill all the duties of the President in his or her absence
B. Prepare a yearly action plan for the Association
C. Ensure
proper information and publicity are provided for the Association and its activities
D.
Fulfill additional duties as assigned by the President
3. The Secretary’s duties are:
A. Keep a record of the deliberations and attendance at all meetings of the general membership and of the Executive Committee
3. The Secretary’s duties are:
A. Keep a record of the deliberations and attendance at all meetings of the general membership and of the Executive Committee
B. Provide access to the above records to members upon their request, to be made available no later
than at the next General Meeting
C. Prepare correspondence as instructed by
the President or alternate
D. Ensure that minutes of the meetings are approved
by the Executive Committee
E. Prepare agendas for upcoming meetings, in consultation
with the President or alternate
F. Maintain copies of Letters Patent, Supplementary
Letters Patent, By-Laws, Special Resolutions and the Corporate Seal
G.Maintain
a register of members who have attended meetings and directors
Ensure that the following are available at all times:
1. Constitution
2. Last year’s financial statement
3. Current’s year’s proposed budget
4. Agendas and dates for upcoming meetings
4. The Treasurer’s duties are:
A. Deposit and keep all monies received by him or her on behalf of the Association in a double signature account(s) maintained in the name of the Association at a chartered bank or credit union.
B. Be the chief custodian of all funds of the LCM obtained from any source, by or through any person or persons, acting for or in the name of the LCM or under its direction or authority.
Ensure that the following are available at all times:
1. Constitution
2. Last year’s financial statement
3. Current’s year’s proposed budget
4. Agendas and dates for upcoming meetings
4. The Treasurer’s duties are:
A. Deposit and keep all monies received by him or her on behalf of the Association in a double signature account(s) maintained in the name of the Association at a chartered bank or credit union.
B. Be the chief custodian of all funds of the LCM obtained from any source, by or through any person or persons, acting for or in the name of the LCM or under its direction or authority.
C. At each meeting
of the council receives from the Financial Secretary all moneys whatever received by said Secretary at such meeting, or between
meetings, and shall give a written receipt to such Secretary therefore, specifying the funds to which the same shall be credited.
The moneys received by such Treasurer shall be forthwith deposited by the said Treasurer to the credit of the council in an
approved bank or other secure institution of deposit, subject to approval of the Board or majority vote of the LCM.
D. Record all financial transactions in the books of account(s) of the Association
E. Maintain appropriate financial records and receipts
F.
Prepare the annual financial statement
G. Provide access to previous financial
statements to members, upon their request with reasonable notice
H. Make all
required financial transactions such as deposits, payments and other transactions in accordance with approved financial procedures
I. Sign all cheques issued by the Association, co-signed by any one of: President, Vice-President
or Secretary
5. The "Financial Secretary" has the following duties to:
A. Collect and receive all moneys due the community, and all funds obtained from any source, by or through any person or persons, acting for or in the name of the community or under its direction or authority, including all moneys resulting from any form of program or other activity carried on by the community or with its authority, or in which its name or any part thereof used, or in which any representation is made in any way that such activity is a community activity.
5. The "Financial Secretary" has the following duties to:
A. Collect and receive all moneys due the community, and all funds obtained from any source, by or through any person or persons, acting for or in the name of the community or under its direction or authority, including all moneys resulting from any form of program or other activity carried on by the community or with its authority, or in which its name or any part thereof used, or in which any representation is made in any way that such activity is a community activity.
B. Keep an account of the indebtedness of each member and the amount received from each, giving credit for the whole amount, and the purpose for which the same is paid, and the purpose for which the same is paid, upon the precise day of payment, be the same made for arrears or advance or both, and make proper record of same in the books provided for that purpose.
C. Pay over to the Treasurer of his council all moneys received
at meetings, or between meetings, for fines, dues, contributions, death benefit assessments, initiations fees or from other
sources, at and to the close of each meeting, for which said Treasurer shall forthwith give a written receipt to such Secretary,
specifying the funds to which the same be credited.
D. Keep a roll of the
members
E. Keep a record of the financial and business transactions of his
council upon books approved by the Board of Directors
F. Be the accountant
of the community, keeping said accounts, so that same will show complete and accurate financial standing of the council and
its members at all times, and such books and records as are required by the laws and rules, and furnished by the Executive
committee or Board.
G. Perform all other acts required by the by-laws of
his community and the Order and the rules of the Board of Directors.
6. The duties of the Parliamentarian shall be:
A. Attend and assume the role of Parliamentarian during the meeting.
6. The duties of the Parliamentarian shall be:
A. Attend and assume the role of Parliamentarian during the meeting.
B. Sit in the designated area for visual access to the President.
C.
Function in the role of the Parliamentarian as a non-interventionist, and assist and support the President in maintaining
order and adhering to time schedules as approved by the Board or membership.
D.
Be available to confer with the President as needed.
E. Be available to meet
with the Board at meetings whenever needed, as assigned by the President.
F.
Be available to the membership during normal conference hours or after meetings to answer questions about the role and function
of the parliamentarian and parliamentarian procedure.
G. Be available to work
on other tasks as specified by the President.
H. Assist with the coordination
of motions and resolutions as requested.
I. Assist with the election and voting
procedures.
J. Other services as determined necessary by the President.
7. The Duties of the Chaplain shall be:
A. upholding spiritual and moral values in the community;
B. advising the leadership on the moral and
spiritual welfare of members of the community;
C. coordinating and supervising
all religious activity in the Community;
Article VII. BOARD OF DIRECTORS
This organization shall have a nine member Board of Directors
There shall be four honorary member of the board with vote right who need not be member of the Liberian Community
Article VII. BOARD OF DIRECTORS
This organization shall have a nine member Board of Directors
There shall be four honorary member of the board with vote right who need not be member of the Liberian Community
The officers
of the Board shall be a Chairman, Vice-chair, Secretary and a Treasurer.
The duties and function of the officers of the board shall be as follow:
The duties and function of the officers of the board shall be as follow:
B. The Chair shall convene regularly scheduled
Board meetings, shall preside or arrange for other members of the executive committee to preside at each meeting in the following
order: first, Vice-Chair; second, Secretary and Treasurer.
C. The
Vice-Chair will chair committees on special subjects as designated by the board.
D. The
Secretary shall be responsible for keeping records of Board actions, including overseeing the taking of minutes at all board
meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each Board member, and assuring
that corporate records are maintained.
E. The Treasurer shall make a
report at each Board meeting. Treasurer shall chair the finance committee, assist in the preparation of the budget,
help develop fundraising plans, and make financial information available to Board members and the public.
1. The Board of director shall be the highest decision body of the organization in the absent of the annual meeting
1. The Board of director shall be the highest decision body of the organization in the absent of the annual meeting
2. The Board shall review and approve all contracts, agreements,
memorandum of understanding, public policy statement and all other legally binding document and instrument of the organization
3. It shall enact all laws, rules, regulation and policies of the organization for the lawful
execution of power and authority of all officers, members and institution as vested in the constitution.
4. The board shall have a two year term with the provision to be reelected for as many times
as possible.
5. The Board shall draft and determine its own rule and procedures
for its governance and operation.
6. The president shall be ex-officio member
of the board with no voting rights. He shall attend Board meetings to provide examination, clarification and the like on various
issues as per the request of the board.
VII. Due Payment
Section 1. All members of the LCM shall pay monthly due of $5.00
Section 2. The annual dues for each member and any other fee or assessment shall be established by the general at the Annual community Meeting. Dues, fees or assessments shall be paid to Financial Secretary or Treasurer.
Section 2. The annual dues for each member and any other fee or assessment shall be established by the general at the Annual community Meeting. Dues, fees or assessments shall be paid to Financial Secretary or Treasurer.
Section 3. Member and friends of the community shall be free to make any donation in assess of their duty
as they are led for the general good of the community or an emergency situation.
VIII Bylaws
Section 1: Authority
This Organization shall establish bylaws to carry out the policies set forth in this constitution.
VIII Bylaws
Section 1: Authority
This Organization shall establish bylaws to carry out the policies set forth in this constitution.
Section 2: Approval of Bylaws and changes in bylaws shall be approved by two-thirds (2/3) approval
of those members present and voting.
Article IX Procedure
The rules contained in Roberts Rules of Order, Revise Edition shall govern the society in all cases
to which they are applicable and in which they are not inconsistent with the bylaws or the special rules of order of this
society.
Article X Ratification
This
Constitution shall be ratified by a two-thirds (2/3) affirmative vote of the membership of this Organization and approval
of this organization's registration by the Student Activities Office.
Article
XI FUNDS
Section 1. The Association’s fiscal year will be from September 1 through August 31.
Section 1. The Association’s fiscal year will be from September 1 through August 31.
Section 2. The Executive
Committee’s financial responsibilities are to
1. Keep proper records of the Association’s revenues and disbursements in accordance with accepted business accounting practices and to prepare an annual report and financial statement for the membership
2. Preserve all accounts and records of the Association for seven years
3. Maintain insurance for whichever activities and liabilities are considered essential for the financial security of the Association
4. In the event the Association decides to become a registered charity, to appoint an auditor and file the required financial statements in order to maintain the status of a charity.
1. Keep proper records of the Association’s revenues and disbursements in accordance with accepted business accounting practices and to prepare an annual report and financial statement for the membership
2. Preserve all accounts and records of the Association for seven years
3. Maintain insurance for whichever activities and liabilities are considered essential for the financial security of the Association
4. In the event the Association decides to become a registered charity, to appoint an auditor and file the required financial statements in order to maintain the status of a charity.
Section 3.
Any expenditure exceeding $500 must be proposed and approved in advance at a regular or executive meeting.
Section 4. An independent auditor will be approved by the Executive Committee at the end of the fiscal year to audit the accounts, and provide a report to the AGM
Section 4. An independent auditor will be approved by the Executive Committee at the end of the fiscal year to audit the accounts, and provide a report to the AGM
Section
5. All cheques issued by the organization will be counter signed by at least one person on the
Executive Committee.
Section 6. The entire Executive
Committee will have to be notified at least 48 hours ahead of time before money is withdrawn from the organization's account.
Section 7. The Executive Committee will issue the additional guidelines for
the use and disbursement of the money of the organization.
Article XII QUORUM
Article XII QUORUM
Quorum. A quorum must be attended by at least forty percent of the board and the executive
committee and any fifteen or more members before business can be transacted or motions made or passed.
Article XII AMENDMENTS TO THE CONSTITUTION
Article XII AMENDMENTS TO THE CONSTITUTION
Section 1. Notice of all proposed amendments
to the constitution of the Association must be given in writing to the Executive Committee.
Section 2. The Executive Committee must notify all members of the Association in writing of amendments proposed
by members at least one week prior to the next General Meeting.
Section 3.
No additional amendments will be accepted at any meeting. However, revisions to published amendments will be allowed at any
meeting.
Section 4. Amendments to the constitution will be passed by
a majority of members present at the General Meeting for which prior notice of the proposed amendments had been published,
unless these by-laws or the applicable governing legislation provides otherwise. A two-thirds majority is required to change
the clause concerning the number of directors or to change the head office away from the MINNESOTA area.
Section 5. The Executive Committee has the discretion to hold any proposed constitutional amendment
until the next Annual General Meeting.
Section 6. Any amendment to the constitution
takes effect immediately upon adoption, unless there is a requirement in law for the amendment to be approved by the government
agency responsible for corporations or registered charities, in which case the amendment takes effect after the required approval
has been obtained
Done this 10th day of March in the year of our
2008
Constitution Committee:
Benoni Tarr Grimes, Chairman
Natt O. Earley
Julia Gibson
Augustine Zaizay
Patrick Morris
Lucinda Dennis
Momolu Kemokai
Constitution Committee:
Benoni Tarr Grimes, Chairman
Natt O. Earley
Julia Gibson
Augustine Zaizay
Patrick Morris
Lucinda Dennis
Momolu Kemokai
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