By Laws

Constitution

TELUGU ASSOCIATION OF LOUISVILLE KENTUCKY, INC.

Preamble

Recognizing that service to the public, to the state, and to the country is a fundamental obligation of human beings, the Telugu Association of Louisville Kentucky does hereby dedicate itself to the promotion and protection of culture and language as social and economic influences vital to the welfare of the community and all mankind.

ARTICLE I

Name

Section 1. The name of this organization shall be “Telugu Association of Louisville Kentucky”, hereinafter called TAK.

Section 2. TALK shall be incorporated as a non-profit organization under the laws of Kentucky.

ARTICLE II

Objectives

Section 1. The objectives of TALK shall be:

  1. Promotion of cultural, religious and educational knowledge about Telugu peopleand heir significance to the community in Kentucky and Floyd, Clark, Washington and Harrison Counties of Southern Indiana hereinafter called surrounding areas.
  2. Patronization of promotional exchange programs between Telugu people and the United States of America for mutual benefits.
  3. Contribution to the socio-economical development of the commonwealth of Kentucky and surrounding areas.
  4. Maintenance of cooperation and association among the people who are interested in the objectives of TAK.
  5. Advancement of educational, cultural and religious interest of the community.
  6. Cultivation of public appreciation for the work of the Telugu people through improved public relations.
  7. Development of a civic consciousness by members of the Telugu community.

ARTICLE III

Membership

The membership shall consist of:

  1. Annual members
  2. Single members
  3. Student members
  4. Life members
  5. Honorary members

 

Section 1. All members including honorary members may hold any elected offices in TAK.

Section 2. An Annual member shall be defined as a family composed of a husband and a wife including their unmarried children and their membership is valid only for the year the membership fee has been paid for. Their membership can be renewed at the first event of TAK every year.

Section 3. A Single member shall be defined as a person who is over 18 years of age and is neither a student nor is living with a family.

Section 4. A Life member shall be defined as a family composed of a husband and a wife including their unmarried children. All Life members over 18 years of age shall have voting privileges to a maximum of two votes per family. They will hold the membership for the life of the organization.

Section 5. An Honorary member shall be a person who has attained eminence in the society and has been elected to such membership by the Board of Trustees, hereafter referred to as the Board. Honorary members must be a Life member to be nominated as an Honorary member by the Board.

Section 6. A Student member shall be defined as a full-time undergraduate or graduate student.

ARTICLE IV

Dues

Section 1. The dues of TAK shall be recommended by the Executive Committee and approved by the Board.

Section 2. The procedure for billing and collecting all dues shall be recommended by the executive committee and approved by the Board.

ARTICLE V

Administration

Section 1. TAK shall be administered by a Board of Trustees (the Board) and an executive committee as defined in Article VI. The Board shall determine all questions of policy and shall administer the affairs of TAK under this constitution and the general provisions of the law under which it is incorporated.

Section 2. The Board shall consist of five Trustees and can be expanded up to a maximum of nine members as decided by at least a two-third majority of the existing Board.

Section 3. The Board of Trustees shall be either citizens or permanent residents of the United States of America residing in Kentucky and surrounding areas.

Criteria for nominating Trustees to the Board shall be:

  1. Board of Trustees shall be nominated by a member in good standing and seconded by another member in good standing not from the same family.
  2. If TAK receives more nominations than existing vacancies; the vacancy shall be filled by election by members in good standing. Election can be conducted through a nomination process prior to the annual life member meeting.
  3. No Board of Trustees shall serve for more than two consecutive terms.
  4. Any Board of Trustee absent for three consecutive meetings with unexcused absences shall be asked to resign and be replaced by a new nominee to serve the remainder of the term.
  5. Majority of the Board of Trustees must have served a term of one year on the Executive Committee. One Trustee, who is an eminent member of the telugu community may be nominated by the Chairman of the Board and seconded by another Trustee, without having served a term on the Executive Committee. Such Trustee must be an existing Life Member or shall become a Life Member within 30 days of nomination.

Section 4. Each Trustee shall be elected for a two-year term. Election of Trustees shall be staggered as determined by the Board to avoid a complete change in any one year. In any case, no more than a one-third of the Trustees shall come for election.

Section 5. A majority of a two-third of the Board of Trustees shall constitute a quorum. An affirmative vote of a majority of the Board members present at any regular or duly called meeting shall be required to pass any motion consistent with the constitution and Bylaws of TAK.

Section 6. The Board of Trustees shall direct the investment and care of funds of TAK and shall make appropriation for specific purposes.

Section 7. No member of the Board shall receive a salary or compensation, except for expenses incurred on behalf of TAK, as pre-approved by the Board.

Section 8. Any disciplinary decisions against an elected official shall have approval of a two-third majority of the Board.

Section 9. The Board shall elect a Chairman, who will conduct and preside over the Board meetings. The election shall be by secret ballot of the Board and the Chairman shall serve in office for one single year and shall not succeed himself/herself. The chairman votes only to break a tie. The Board shall also elect a Secretary, who will keep all records, proceedings of the meetings, etc.

Section 10. The immediate past Chairman of the Board of TAK shall serve as ex-officio and shall attend all of the Board meetings without voting privileges.

Section 11. The present President and the immediate past President of the Executive Committee shall attend the Board meetings without voting privileges.

Section 12. All members of the Sub-Committee support the Executive Committee. The sub-committee members do not have voting privileges.

Section 13. The Board shall nominate and select three Honorary Trustees, who will oversee any issues that may arise between the Board of Trustees and the Executive Committee.

Section 14. Honorary Trustees may serve in their position for a period of two years and may be reelected by the Life Members. An Honorary Trustee must have served one year on the Executive Committee or on the Board.

Section 15. Honorary Trustees may take control of the administration if both the Executive Committee and the Board have been dissolved. Honorary Trustees may help with the creation of the new Executive Committee and the Board.

ARTICLE VI

Executive Committee Officers

Section 1. The elected officers of TAK shall be the President, Vice President, Secretary, Joint Secretary and Treasurer and Joint Treasurer. Only due-paying members in good standing for two years shall be eligible to hold an elective office in TAK.

Section 2. The Board is authorized to appoint an Executive Vice President, when financial and other conditions warrant, to fix his compensation and to define his duties. He shall be bonded at the expense of TAK.

Section 3. Eligibility to nomination, election or retention of a position as an elective officer of TAK shall be contingent upon residence in Kentucky and surrounding areas.

Section 4. The duties of the officers shall be as defined in the Bylaws.

Section 5. The treasurer shall be bonded, at the expense of TAK, for such amount as shall be determined by the Board.

Section 6. The elected officers shall take office on January 1 following their election and shall hold office until December 31 or until their successors have been duly elected and installed.

Section 7. Should a vacancy occur in the office of the President, the order of precedence shall be the Vice President and the Secretary. Other vacancies among the elected officers, including the Trustees, occurring during the year shall be filled for the unexpired term by appointment by the Board.

ARTICLE VII

Nomination and Election of Officers

Section 1. Nomination for elective officers shall be made by the nominating committee or by email communication to the nominating committee as defined in Article VII, Section 4.

Section 2. Nominations for TAK officers and Trustees shall be made by a nominating committee selected at least ninety days prior to the Annual meeting. Nominations can be submitted to the nominating committee via email or by being present at the annual life member/general body meeting.

Section 3.The Nominating committee shall consist of the current President, Board Chairman and an Honorary Trustee designated by the Board Chairman whose term is not expiring at the end of that year.

Section 4.The Nominating committee will request nominations from the community for each vacant position at least thirty days prior to the annual meeting. Nominations for all positions must be received 15 days prior to the annual meeting..

Section 5. Nominated candidates must be present at the meeting, no proxy candidates shall be allowed.

Section 6. The election of the Executive Committee and the Board should be completed by the end of the year.

Section 7. Election of the Executive Committee shall be held by nominations through email communications sent to the nominating committee as defined in the Bylaws.

Section 8. The Sub-Committee members are nominated by the Executive Committee and approved by the Board of Trustees for a term of 1 year.

ARTICLE VIII

Meetings

Section 1. TAK shall hold an annual general meeting; the date, time and place to be fixed by the Board. An agenda of the meeting shall be circulated to all members at a minimum of two weeks in advance.

Section 2. The Board shall meet at least once in a quarter

Section 3. The Board shall call a special Board meeting when petitioned to do so by twenty five percent or more of the Board members or upon written petition by at least thirty three percent of eligible voting members of TAK.

Section 4. The Sub-Committee members are invited to the Executive Committee meetings by invitation only from the President or the Chairman of the Board.

ARTICLE IX

Headquarters

Section 1. The location of headquarters of TAK shall be determined by the Board.

ARTICLE X

Sub-Committee

Section 1. Such Committee, as may be desirable, shall be established in accordance with the provisions set forth in the Bylaws.

Section 2. The duties of all Sub-Committees shall be defined by the Board.

ARTICLE XI

Ratification & Amendments

Section 1. This Constitution shall become effective upon its adoption by the voting members of TAK.

Section 2. Amendment to this constitution may be made by a majority of the Board and ratified by a resolution adopted by a majority vote of those present, eligible and voting at a regularly scheduled annual meeting.

Section 3. Amendment to this constitution may also be made by a two-third vote of those present, eligible and voting members at a regularly scheduled annual meeting and approved by the majority of the Board.

ARTICLE XII

Bylaws

Section 1. The Board shall prepare and adopt a series of Bylaws which shall govern all procedures under this constitution including those of the Board and of the Committees.

Section 2. The Bylaws may be amended by an affirmative vote of three-fourths of all members of the Board present in a regular meeting provided that the text of a proposed amendment shall be furnished to each member of the Board at least ten days before the meeting at which a vote on the amendment will be taken.

ARTICLE XIII

Fundamental Rights and Privileges of Members of TAK

Section 1. All duly paid members shall have the following rights and privileges:

  1. To vote in the election of the Executive Committee and Board.
  2. To approve the Constitution and the Bylaws and any subsequent amendments as they arise.

End of Constitution

Note: Articles of Constitution established in August 2003

BYLAWS

TELUGU ASSOCIATION OF KENTUCKIANA, INC.

Bylaw 1. Membership

  1. Any person becoming a member of TAK shall agree to abide by the constitution and Bylaws of TAK.
  2. Any member may be expelled, suspended for a stated period of time or censured for cause by two-thirds vote of the Board members present and voting at any Board meeting. Violation of TAK Constitution and Bylaws or conviction of a felony shall be considered as just cause for disciplinary action.
  3. Any applicant or member who has been refused membership or suspended, censured or expelled shall have the right of appeal to the Board.
  4. In hearing appeals, the Board may admit oral or written evidence which most fairly presents facts. Prior to all hearings, the Board shall exhaust efforts at conciliation and compromise.

Bylaw 2. Fiscal and Administrative Years

  1. The Fiscal and administrative year of TAK shall be from January 1 through December 31.

Bylaw 3. Dues

  1. Dues shall be payable on or before January 1 of each year.
  2. The dues for membership in TALK shall be as follows:

Annual members $____25_______

Single Members $____15_______

Student Members $____10_______

Life members $____175_______

Honorary Members  $ 175

  1. The Board shall provide for and supervise the publication of TAK and its distribution and shall have the authority to appoint an editor.
  2. The Board shall be empowered to invest and reinvest such funds as may be available for the creation of a reserve fund. A three-fourths vote of the Board shall be required to authorize expenditure from this fund other than for investment or reinvestment.
  3. A Trustee must notify the Chairman of the Board if he is unable to attend a Board meeting. In such case, he may designate a good member of the executive committee, not another Trustee, to have his or her proxy. Such proxy must be given in writing. The total number of proxies should not exceed more than fifty percent of the existing board of trustees.
  4. Any Trustee or Executive Committee member absent unexcused for three consecutive meetings shall lose their elected position and shall be replaced as stated in the Article V, Section 3D.
  5. All the Board of Trustees, Executive Committee shall be a Life Member within 30 days from the date he/ she was elected.
  6. All sub-committee members shall be a Life Member within 30 days from the date he/she was elected.

Bylaw 4. Election of Officers

  1. Email communication requesting nominations will be sent out to the community thirty days prior to the annual meeting. Any due paying member can nominate candidates for the Executive Committee.
  2.  . All nominations must be received by the Nomination Committee fifteen days prior to the annual meeting.
  3. Nominated candidates shall be announced in the annual meeting to be elected by the Life members present at the meeting.

Bylaw 5. Duties of Officers

  1. The president shall be the Chief Executive Officer of the Executive Committee and shall perform all the duties necessary for the smooth running of TAK
    • The President shall recommend overall policy for TAK, coordinating with the Board of Trustees, individuals, groups, various standing committees, or organizations as may be required.
    • The President shall prepare an annual budget in conjunction with the Executive Committee and the Board.
    • The President shall appoint chairs of the standing committees.
    • The President shall serve as an ex-officio member of all standing committees.
    • The President shall be responsible for all aspects of the public relations to the community and for providing information about the activities of TAK.
    • The President shall prepare and submit an annual report to the members of TAK at the annual meeting.
  2. In the absence of the President, the order of succession as presiding officer at meetings of TAK shall be the Vice President and the Secretary.
  3. Vice President: The Vice President shall be responsible for and assist the President with the supervision of membership promotion and retention, scholarships, public relations and publications. In the absence of the President, Vice President conducts the business of TAK and officiates for the President.
  4. Secretary: The Secretary shall keep an accurate record of TAK membership and proceedings of TAK and Board meetings. He/She shall inform the President and the Board from time to time, of duties to be performed at stated times or at stated intervals. He/She shall issue all calls and notices as instructed by the Chairman of the Board. He/She shall conduct the correspondence of TAK and shall have custody of all books, papers, records and documents. He/She shall maintain a complete record of past members of the Board for the purpose of establishing information for appointment or election. The Secretary shall be responsible for the continuing review of the Constitution and Bylaws and for any revision(s) thereto.
  5. Joint Secretary: The Joint Secretary shall assist the Secretary in arranging for and coordinating various TAK activities. He/She shall also help the Secretary with any other special assignments.
  6. Treasurer: The Treasurer shall be responsible for preparation of the annual budget and shall serve as Chairman of the Budget Committee named by the President. He/She shall report the current financial situation to the Board at regularly scheduled meetings and be responsible for determining ways and means of financing TAK operations. The treasurer shall maintain a set of books showing the receipts and disbursements of TAK and the account of each member. He/She shall submit a complete report of the year’s business of TAK at each annual meeting, which shall be audited as directed by the Board. The treasurer shall not draw more than $ 500 per month for activities other than the scheduled ones without the prior approval of the Board. Expenses and Receipts relating to the withdrawal must be submitted to the Executive Committee.
  7. Joint Treasurer: A Joint Treasurer is a Treasurer-in-transition. While the past Treasurer’s term has ended, a Joint Treasurer can assist with all the Treasurer duties and learn the financial process to make a smooth transition. A Joint-Treasurer cannot withdraw any amount of funds from TAK’s bank accounts.
  8. All expenditures above $ 500 need to be pre-authorized by the Executive Committee.
  9. All expenditures and checks above $ 1000 have to be signed by both the Treasurer and the Chairman of the Board.
  10. All records and audited accounts for the year shall be handed over to the incoming Executive Committee.

Bylaw 6. Meetings

  1. The Executive Committee comprising of the President, Vice President, Secretary, Joint Secretary and Treasurer shall meet at the call of the President at such intervals as necessary to conduct the business of TAK. When practicable, one meeting per month should be conducted.

Bylaw 7. Committees

  1. The standing Committees of TAK shall be:
    • Constitution and Bylaws
    • Membership
    • Cultural activities
    • Food
    • Website/ Publication
  1. The Chairman and members of standing committees shall be appointed by the President for a period of one year and shall be designated prior to the beginning of the administrative year in which they have to serve.
  2. Special Committees as may be required shall be appointed by the President.
  3. No Committee shall commit TAK without specific authorization from the Board.
  4. Each Committee shall make an annual report to the Board.

Bylaw 8. Order of Business

  1. The order of business at meetings of the Board shall be: roll call, seating of the Trustees, reading of minutes of previous meeting, reading of communications, reports of officers, reports of committees, unfinished business, new business and adjournment.
  2. The order of business at the Annual meeting shall be: state of the association address by the President, financial report from the Treasurer, introduction of officers-elect, new business and adjournment.

Bylaw 9. Official Periodical/ Website

  1. TAK shall publish an official periodical to be known either as _TAK__ or any other title selected later.
  2. TAK shall maintain an official website known as “www.kytelugupeople.org”.

End of Bylaws

Note: Articles, Constitution and Bylaws established in August 2003.

Amendments to Constitution

 ARTICLE V, Administration (Amended January 2006)

Section 3. The Trustees shall be either citizens or permanent residents of the United States of America residing in Kentucky and surrounding areas. If the nominated Trustee has served in the past Executive Committee, he/she is eligible to be nominated to the Board of Trustees by the Chairman and does not have to be a U.S. Citizen or a permanent resident of the United States.

Section 3. C. No Trustee shall serve for more than two consecutive terms.

Exception: If no new Trustees have been nominated to replace the retiring Trustees, the Chairman of the Board has the authority to reappoint the retiring Trustees to continue on the Board until new Trustees have been nominated and elected.

 ARTICLE V, Administration (Amended September 2016)

Section 13, Section 14 and Section 15. Election of three Honorary Trustees and their role has been added.

ARTICLE VII, Nominations and Election of Officers (Amended September 2016)

Section 2, Section 3, Section 4, Section 5 and Section 7. The nomination process of Officers has been amended.

Amendments to By-laws

Bylaw 3. Dues (Amended January 2006)

Life Membership dues have been amended as below:

Life members $____125_______ January 2005

Life members $____150_______ Before Ugadi 2006

Life members $____175_______After Ugadi 2006

Bylaw 3. Dues (Amended September 2016)

 Honorary Members $   _175_________

Bylaw 4. Election of Officers (Amended September 2016)

The process for the election of officers has been modified from Letter Ballots to Email nominations.

Bylaw 5. Duties of Officers (Amended September 2016)

Joint Treasurer office has been added to assist with transitioning to a Treasurer office.