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Bylaws Of the Bul Community Association (BCA)
Introduction of Bul Community Association Bylaw
Fundamental Freedoms of Bul community members
Everyone has the following fundamental freedoms:
- Freedom of conscience and religion you can be Muslim, Christian, and believe in African’s gods.
- Freedom of thought, belief, opinion and expression as long as it is not offensive to the other members.
ARTICLE ONE.OBJECTIVES OF THE ASSOCIATION:
The main objectives of the Bul Community Association are to promote:
a) Unity and solidarity among Bul Chol people forever
b) Education
c) Development in Bul county
d) Cultural activities in diasporas as well in the Sudan
e) Bul global networking internationally where ever they are
f) To stimulate an active interest of Bul and to work with other southern Sudanese as well.
ARTICLE TWO.
MEMBERSHIP AND REGULATIONS:
Sub section (A). THE MEMBERSHIP:
a) The membership of the Bul Community shall consist of adults, women and men 18 years old or older.
b) Each single member shall pay $10.00 per month, or $120.00 per a year, and each family shall pay $20.00 per month or $240.00 per a year.
c) All members are required to make their payments during the year. The fiscal year of the society shall be December 31st of each year.
d) All the money shall be deposited to the “Bul Community United Account” by each member. There will be no collector for the membership fees.
e) When the funds accumulate, the active members will decide the way the funds shall be used.
f) The Registration fee of the BUL Community shall be $50.00 per member.
Subsection (B). REGULATIONS:
a) All members of the BUL Community are expected to pay special attention to their membership fees in particular.
b) Every member, who has paid his/her membership fee to the Bul Community, whether resigned or dismissed there will be no refund absolutely.
c) Every member of the BUL Community is expected to comply with the Bylaws and protect the name of the Association as well.
d) Members are also expected to respect the regulations and the decisions passed by the board of directors and the general assembly.
SECTION (C). THE LOSS OF MEMBERSHIP:
A membership of a member may be terminated when:
a) A member fails to comply with the Community’s Bylaws
b) Dismissed
c) Resigned.
d) Die
SECTION (D). RIGHTS OF MEMBERSHIP:
- Every member is equal before and under the Bylaws, and has the right to the equal protection and benefit of these Bylaws.
- All members must respect and obey the rules of the Association while exercising their rights.
All members of the Bul Community shall have the following rights:
a) Right to run for any position in the Community during election regardless of their sex
b) Right to talk out his/her personal point of view in the meeting
c) Right to withdraw his/her membership from the community
SECTION (E).REMUNERATION:
Unless authorized by the Bylaws or by General Assembly, no officer or member of the Association shall receive any remuneration for his/her service(s).
Rules and Orders. From Subsection: (A-L)
a) No member shall have the right to speak more than five (5) minutes on any subject, nor to speak again on the same subject, except when all other members who so desire have spoken. No member shall have the right to speak more than three (3) times on the same subject without the approval of the chair or by the majority of members present.
b) No notion shall be discussed until accepted by the chair.
c) No member may be interrupted when talking, except to be called to order by the chair.
d) If a member is called to order when speaking, he or she shall sit down until the point is determined. The member may resume his or her presentation only on permission from the chair.
e) No member shall offer any motion or speak on any subject before recognition from the chair.
f) If two members rise at same time the chair shall decide who shall speak first.
g) Any member shall have the right to request for a meeting if he or she notices something that is not going well enough.
h) All business shall be conducted in the order indicated by the Board of Directors, except by a decision of the majority of the members present.
i) The chair speaking on a point of order shall have precedence over all members.
j) No member should leave the meeting except by the permission of the chair.
k) To rescind a motion which was previously passed, it must require a vote of two–thirds of the members voting.
l) All bills, cancelled checks, bank statements and other important records must be held for seven years.
ARTICLE THREE. ANNUAL MEETING:
SUBSECTION (A). The annual meeting:
a) The annual meeting of the Members of the Bul Community, for the election of directors, shall be held each year after Christmas without any particular location.
b) Annual meeting shall be held anywhere as the Board of Directors shall determine and specify in the notice of the meeting.
SUBSECTION (B). SPECIAL MEETINGS:
Special meetings of the Members shall be called by the President, Vice president, Secretary, or by any one of the Board of Directors, at the consent of three or more Members of the Board of Directors.
SUBSECTION(C). ACTION WITHOUT MEETING:
a) Any action required or permitted to be taken by the Board at a meeting may be taken without a meeting if all of the officers in good standing shall consent in writing to such action.
b) The action shall be evidenced by one or more written consents describing the action taken, signed by each officer, and included in minutes or filed with the association’s records reflecting the action taken.
c) Any action taken hereunder shall be effective upon the receipt of the written consent of all the officers in Good Standing for approval of the action under consideration.
SUBHSECTION (D). LANGUAGE(S):
a) Nuer Language shall be an official language to be used in all meetings of the members of the Bul Community.
b) English language shall be used in all office documents.
SUBSECTION (E).ELECTION OF OFFICERS:
a) The election of the officers of the BUL Community shall be conducted by secret ballot or appointment.
b) The General Assembly shall select three active members from the mass to manage the election formally.
c) The presidential candidate shall be an active member for a two year period, able to write and speak English Language, and committed to obey and act according to the Bylaws of the BUL Community.
d) All other candidates who shall run for any position in the Board of Directors shall be active members for at least one and a half years.
e) Failure to meet the above requirements might disqualify the candidate.
f) The electoral Committee shall select their Chairperson. Every candidate shall be given six minutes to address her or his vision to the members.
SUBSECTION (F). VOTING RULES:
a) Every member in a good standing is allowed to vote once on all matters.
b) Such a vote must be made in person and not by substitute.
c) Illegal voting will result in member’s voting being refused from the vote cast by the electoral committee.
SUBSECTION (G).ANNUAL REPORTS:
The Board of Directors shall present at each meeting of the membership a report, verified by the president and the Treasurer or by a majority of the Board of directors, showing in appropriate detail the following:
1) The assets and debts, including the funds of the Bul Community at the end of the year.
2) The principal changes in assets and liabilities, during the year.
3) The verification of all kinds of receipts of the association, during the year
4) The expenses of the association, during the year.
ARTICLE FOUR. THE BOARD OF DIRECTORS:
SUBSECTION (A). THE BOARD OF DIRECTORS:
a) The Board of Directors (shall mean the Board of Directors of the Society.)
b) The Board is central to the governance system of the BUL Community Association and the minimum are established within the Bylaws of the BUL Community Association.
c) The Board is responsible for all policies and directions of the association. The Board shall, subject to the Bylaws.
d) Meetings of the Board shall be held as often as may be required, but at least once every three months, and shall be called by the President.
TERM OF OFFICE:
- The President, Vice President, Secretary General, Treasurer, and all other officers that are elected or appointed to fill the positions in the Board of Directors.
- The Board shall hold the office for a period of six years in total, three years per term. Unless determined by law, the Board of Directors shall hold the office until their successors have been elected or appointed.
- Any officer, however, may be removed or have his/her authority suspended by the Board of Directors, if he or she does not act according to the Bylaws of the Association.
- The Board of Directors shall have the power to fill any vacancy.
- Any officer may run for the second term.
SUBSECTION (B).HANDING OVER AN OFFICE:
a) An office shall be handed over by the previous Board of Directors to the recent Board of Directors on January 6, every time after the election or appointment of the Board of Directors.
b) At all meetings of the elections of the President and the board of directors, every candidate who had been elected and qualified for the new office shall wait at least 10 days to take over the office.
SUBSECTION (C).RESIGNATION:
a) Any officer may resign at any time by notifying the Board of Directors, the President, the Vice-president and the Secretary General of the association by giving a written note of his or her resignation to the association.
b) Such a resignation shall specify the reason why such officer chooses to resign.
c) The resignation is effective when received by the association.
SUBSECTION (D).OFFICERS:
The officers of the association shall be the:
a) The President
b) The Vice-President
c) The Secretary General
d) The Treasurer
e) The Information Officer
f) The Youth Coordinator Officer
g) Women Affair
h) The Advisors
SUBSECTION (E). DUTIES OF THE OFFICERS:
THE (CHAIRMAN) PRESIDENT
a) The President shall be the chief executive officer of the association, shall have the general powers and duties of management and supervision of the association, responsible for the overall direction of the Board and shall perform all such other duties as usually pertain to the office or are properly required by the Board of Directors.
b) The President shall preside at all meetings of the members and Board of Directors. In his/her absence, the Vice-President shall preside at any such meetings.
c) In the absence of both, a Chairperson shall be elected at the meeting to preside.
THE (DEPUTY) VICE-PRESIDENT
a) The Vice-President shall act in the absence or at the request of the President, perform the duties and exercise the powers of the President.
b) Ensures Bylaws, policies and procedures are kept up to date.
c) The Vice-President shall also have such powers and perform such duties as usually pertain to the office or as are properly required by the Board of Directors.
THE SECRETARY GENERAL
a) The Secretary shall attend all meetings of the Members and the Board of Directors. The Secretary shall keep accurate minutes of such meetings, give notices, prepare any necessary certified copies of association’s records, and perform all other duties as may be determined by the Board of Directors.
b) The Secretary shall also make copies of all meetings available to each board member.
c) The Secretary shall have charge of all the correspondence of the Society and be under the direction of the President and the Board.
d) The Secretary shall keep the general file of all members and be responsible for those who paid only a part or did not pay their membership fees at all.
THE TREASURER
a) The Treasurer shall have charge of the association’s treasury.
b) Ensures all monies paid to the Association are deposited in the financial institution selected by the Association.
c) Ensures a detailed account of revenues and expenditures is presented to the Board as requested.
d) Ensures an audited statement of the financial position of the Association is prepared and presented to the Annual General Meeting.
e) Ensures all financial records are accurately kept and filed with the appropriate organizations and/or authorities.
f) Ensures all annual fees are deposited into the BUL Community United Account.
g) The Treasurer is also responsible for receiving and keeping the monies of the association, and disbursing association’s funds as authorized.
h) The Treasurer shall be accurate and honest with all monies received and paid on account of the association.
i) The Treasurer shall keep all receipts of deposits and payments of the Community account.
j) The Treasurer shall present correct statements to the Board of Directors and to the members of the Bul Community if requested.
k) Any misused or mismanaged money and funds of the Bul Community under the care of Treasurer or anyone in the Board of Directors and other members of the Bul Community shall result in the Court of Law.
l) The Treasurer and the President shall sign cheques, notes and drafts of the Bul Community account.
THE INFORMATION OFFICER
a) The Information Officer: shall issue written notes to all meetings of members and the Board of Directors.
b) He or She shall be responsible for informing all members about all the emergency meetings and contributions.
c) An information officer shall keep the record of all members, such as telephones, e-mails and addresses, on file for him or her to make easy contact with each member at such time.
d) He or She shall be available for contact by any member seeking an excused absence, and shall report absentees to the Board.
e) An information officer shall perform such other duties as ordered by the Board of Directors.
TELEPHONIC MEETINGS
a) The Board shall permit any or all officers to participate in a regular or special meeting; by conducting the meeting through use of any means of communication by which all officers participating may simultaneously hear each other during the meeting.
b) An officer participating in a meeting by these means is deemed to be present in person at the meeting.
ADVISORS
a) The Advisors shall be helpers to the President or the Board of Directors.
b) They shall keep the President informed about the mood of the membership
WOMEN AFFAIR
a) Shall be an active member, a women affair shall work closely with women and the Board of Directors. She shall present women dissatisfied to the Board of Directors, and brings all women into the deliberation of the Community.
b) The Women affair shall be in charge of all women, and activities that are always done by them.
YOUTH COORDINATOR OFFICER
a) The youth coordinator officer shall be responsible for youth conditions.
b) He or She shall co-operate with youth, and encourage them.
c) Youth coordinator shall work closely to the Board of Directors.
ARTICLE FIVE. COMMITTEE:
a) This committee or special commission shall act as a Supreme Court to the Bul Community.
b) It shall have power to investigate or interview members on any serious issue that might bring differences or disputes among the members of the Bul Community.
c) They have a right to put a conclusion to all kind of problems with little supervision from the executives of the community.
d) Hopefully, it shall bring peace and better relations within society.
e) The President and the Board of Directors shall appoint five active members to take this responsibility, making sure that the operation of the BUL Community is running smoothly.
ARTICLE SIX.FINANCE:
SUBSECTION(A).
a) All Bul Community money shall be deposited into one account only, namely the “Bul Community United Account,” as agreed by General Assembly.
b) No City, State, Province or Territory shall open a separate account, unless specified by these Bylaws.
c) Violation of this article shall result in any Court of Justice where BUL Community shall be operated, according to the majority decisions and the general assembly of all members of the Bul Community.
SUBSECTION (B). WITHDRAWAL OF MONEY FROM BUL COMMUNITY UNITED ACCOUNT.
The withdrawal of money from Bul Community United Account, will take place only in the presence of the following officers:
a) The President
b) The Vice president
c) The Secretary General and
d) The Treasurer
- Those above officers are responsible for handling any concerns of the association’s financial issues.
- All cheques, notes and drafts of the association shall be signed by the President and Treasurer only.
- No officer or member shall have power to make this alone.
SUBSECTION (C). BORROWS:
No borrows shall be made by the association to its officers or members at all.
SECTION (D).WARNING FOR OFFICERS:
- As mentioned earlier that any officer or member who shall misuse or mismanage the association’s money he/she shall be charged in the Court of law.
- There will be no excuse for such an officer or a member, and he/she will also be dismissed from the association.
ARTICLE SEVEN. ITEMS OF THE ASSOCIATION:
SUBSECTION (A). COMMUNITY WEBSITE:
a) The Community Website is an important tool that advertises the Community’s name and its activities online.
b) A website shall be operated under the authority of the new Board of Directors.
c) The President and the Board of Directors have the right to choose the Webmaster that shall be a professional and honest caretaker for the Web.
SUBSECTION (B). COMMUNITY SEAL:
The Seal of the BUL Community shall be kept by the President, Secretary General, or by any officer that might be determined by the Board of Directors.
SECTION (C). DISCUSSION BOARD:
a) There shall be Discussion Board for the members of the BUL Community to discuss the Community activities and to debate over the new ideas.
b) However, no member or members shall be allowed to abuse others, in any ways.
c) Violation of these rules shall result in a member restriction.
ARTICLE EIGHT. THE AMENDMENTS OF Bylaw:
a) Amendments to the Bylaw of the association must be approved by the Board of Directors.
b) The Board of Directors shall have the authority to amend the above Bylaws at any regular or special meeting of the Directors where a quorum is present.
c) In order to make changes, two third of the Board members must vote in favor of the change.
d) All proposed changes must be given to the Board at least 10 days before the meeting.
The first draft of this bylaw, it was done by Chairman James Nhial Gatduel Zoal.
The first edition and general review of this bylaw, was finalized by the deputy chairman Gattour Loch Bakham Gai-thone.