ARTICLE 11
Membership
Section 1. Eligibility:
All willing Nigerian American women by birth or marriage residing in the states of Pennsylvania, Delaware, New Jersey and New York of the United States of American are eligible to become members of NAMYAUSA. All new Nigerian American women members are encouraged to come in with an unmarried child or unmarried children (biological child, step-child, adopted child, custodial guardianship, God-child) who are between the ages of 18 and 32 and who are willing to be active members, in any capacity of the Nigerian American Young Adult (NAYA).Eligibility also extends to those women with the oldest child 16 years of age, with the understanding that the child must be enrolled into NAYA when he/she becomes of age.
Section 2. Application: Each aspiring member must fill out a membership application form,and pay a $100.00 nonrefundable processing fee. Two recommendations from financial members are required. Each application form must be reviewed, the applicant must be screened and interviewed by the membership board,and approved at the general meeting. Aspiring members cannot attend meetings until an acceptance letter is received. The effective membership starts on the date noted on the membership application form.After registration, there will be a six-month probationary period before membership benefits commence.
Section 3. Lapse of Membership: s/b 4. A monthly dues of $10.00 must be paid by each member or cumulatively $120.00 by end of each calendar year on December 31st.. Financial Secretary will notify members about their financial obligations every quarter and at least one week prior to our face-to face meetings. It is the responsibility of each member to know that her membership has lapsed if payment is not received one year or the next calendar year ending on December 31st. When membership elapses, a re-registration fee of $100 will be required to reinstate membership status.
Section 4. Membership obligation s/b 3
- Meetings: Face-to-face meetings shall be held three times a year, on the last Friday of April, last Friday of July and first Friday of December. Members must attend at least one out of the three meetings. If a member fails to attend any of the three meetings a $10 fine shall be levied and automatically be added to the member’s charges. Phone conferences shall be held every other month or as deemed necessary by the chairperson, and in the case of the chairwoman in consultation with her executives. Teleconferences are recommended to start at 9:00 PM prompt. Members are mandated to attend 50% of the general membership teleconference and 50% attendance of each committee the members belong to.
- Fundraisings: Each member is mandated to submit a minimum of one page sponsorship to the AD Journal subcommittee 2 weeks prior to NAMYAUSA mother’s event or pay in cash the amount of one page sponsorship to the same committee. Each member is mandated to sell a minimum of five gate tickets (the 5 tickets includes 2 tickets for you and your spouse and three tickets for your guests) or pay to the event committee the equivalent in cash. Each member is mandated to sell 100 raffle tickets or pay to the event committee the equivalent in cash. If a member does not leave up to these fundraising obligations she ceases to be a member.
- Member participation: Each person is encouraged to belong to at least one committee.
Section 5. Quorum and Voting Requirements: Quorum by majority vote is ¼ (one quarter) of the general membership for general membership conference calls or face to face meetings, and ¼ (one quarter) committee membership for committee meetings.All members in good standing shall be eligible to vote. Good standing means that all dues are paid prior to the day of election, and that the member has attended at least one face-to-face meeting or two conference calls held in a calendar year. Each member can only hold one membership (1) vote. All actions shall be by a majority of the votes cast, provided that the majority of the affirmative votes cast shall be at least equal to a quorum. New members can vote or be voted for during election after 6 months of active participation.
Section 6. Compensation: Members, officers and directors of the Corporation shall not receive any salaries for their services. Members, officers and directors of NAMYA shall be provided with the necessary tools (such as software to be approved by the membership) to perform the job, and shall be given the liberty to use any media whether print, texting (of which WhatsApp is NAMYAUSA’s preferred) or e-mail to facilitate her job without undue burden.
Section 7. Committees:
If there is a need to form any committee, it shall be voted upon by the general body. Our standing committees are: By-Laws Committee, Youth Committee, Event Planning Committee, Fund Raising, Tax Audit, and Sunshine committee. Conflict resolution committees shall be formed on Adhoc bases. Each committee shall have a chairperson whose term will be two years and can be re-appointed for additional two years. Each committee term expires at the end of two years and members can continue and/or additional members can join. No restrictions shall be placed as to when a member joins or leaves a committee group.
Section 8. Uniform: Our members are bound by uniform to be determined by majority vote of the general body for any given event. The color of our hair-tie and/or special outfit per material type, shall constitute our uniform depending on the occasion as called for by the chair-person in consultation with the Leadership (executives and committee chairs).
Section 9. Code of Conduct – (during conference call or face-to-face meeting):
A.
Effective immediately, all members are required to conduct themselves in a respectful and mature manner during meetings. There is zero tolerance for any disruptive behavior.
Disruptive Behavior hereafter is defined as: “being argumentative with another member or a loud, rude, angry argument between two members while a meeting is going on. An argument escalates to an extent that other members feel a need to intervene to bring order or all members who called into the conference were muted to bring order. The argument escalates to an extent which forces the said meeting to come to a halt”. The two or more members involved in the said argument will be treated alike. The following protocol shall be put in place:
First time is a verbal warning given by the provost, the committee chair of the said meeting or the chair lady or next in authority when appropriate. The verbal warning is a chance to go outside of the meeting room to cool off and hang up your phone and call back in or mute your personal phone.
Second warning during, the same meeting, the disruptive members shall be fined $50.00 each.
Third warning shall incur $100.00 each.
Fourth warning shall incur $200.00 each.
Fifth or Subsequent disruptive behavior will lead to a 3 months suspension of both members. (“both members” shall be defined as the person that started the disruptive agreement and the member who allowed herself to be drawn into the disruptive argument by responding in a disruptive manner which may bring a meeting to a halt”). Both shall incur the same penalties mentioned above.
Becomes a pattern – If this becomes a pattern, the member(s) who exhibit such said disruptive behavior will be expelled from NAMYAUSA.
B.
Leadership / Executive Members / Chair Lady / Vice-Chair / Committee Chairs
Should disruptive behavior involve any member of The Board of Trustees, leadership, all executives, all chairs, all officials, the following protocol shall be put in place:
First warning is a verbal given by the chair of the said meeting, the provost if present or next in authority. It is a chance to go outside and cool off, excuse yourself or hang up the phone and call back in or mute your personal phone.
Second warning given during the same meeting is a $200.00 fine.
Third warning given during the same meeting is to relinquish the leadership position and all fines above must be paid in full.
Becomes a pattern – When it becomes a pattern, the official(s) who exhibit such said behavior will be expulsed from N.A.M.Y.A.U.S.A., and the leadership shall meet immediately following the said last incident.
Non-disruptive disputes – Member’s disputes which are not disruptive, may be referred to the “cabinet” and should not be brought to the general meeting. Failure to refrain from bringing it to the general meetings shall incur a fine of $100.00.
“Cabinet” is hereby defined as a group consisting of a few members who will be selected by the Leadership to form a onetime temporary cabinet for dispute intervention. This selected group is put together for that one specific dispute resolution. No friend and / or family member to any members with dispute shall be selected to be a cabinet member. Should this become an issue, the friend / family member shall immediately notify the Leadership and immediately remove herself from that particular dispute intervention hearing.
Interruptions
For interrupting an ongoing meeting, members will pay a $5.00 fine for as many times as they interrupt. The accumulated fine must be collected at the end of the day of occurrence. For this reason, and for effectiveness, the chair of any ongoing meeting and / or conference call, shall appoint a provost if the officially appointed provost is not present at the said meeting and / or conference call. Pay pal is also available for payment. If money is uncollected for any reason, it shall be added to the member’s yearly dues obligations.
C.
Phone Conferences
During a phone conference, members must announce their names when prompted to do so and be recognized and be given a number. That number should be used through the duration of the said meeting when prompted to speak by either the officially appointed provost or a temporarily appointed provost or the chair of the ongoing conference call.
Section 10. Codes of Communication via email or texting
1. Notices that go directly to all the members
* Minutes from secretary & assistant secretary.
* Minutes done by others including any officer should be forwarded to the secretary.
2. Notices that come from publicity secretary to all the members
* Meeting summon for general membership or NAMYAUSA leaders
* Conference call summon for general membership or NAMYAUSA leaders
* Agenda for all general membership meeting or conference call or NAMYAUSA leaders
* Announcements: see Section 11e
* Celebrations: see Section 11e
* Invitations or messages from members, non-members, other organizations: see section 11e
3. Notices that come from publicity secretary & chairwoman
To other outsiders, organization, churches and government officials (not for campaign purposes), advertisements & news media to promote NAMYAUSA. Also see Section 11e
Any outside communication from committee chairs to outsiders, other organizations, churches, government officials & news media.
4. Notices that come from committee chairs
To members of that committee including
*Meeting summon
*Meeting minutes
*Other information as deemed necessary by the committee chair.
5. Notices that go to NAYA
Should go through the chair(s) of the NAYA youth leadership not from any other
officers or members.
Section 11. Penalties for violation of code of communication via email or texting
All members are urged to immediately refrain from posting all and any disputes or misunderstanding or message that will tarnish the image of NAMYAUSA. or the image of another member via email and / or texting. All members are urged to refrain from sending out original write-up or responses to original write-up that automatically or intentionally be sent out by “clicking to respond to all”.When that occurs, the verdict is automatically against the complainer or the author who fails to follow the proper pathway.
1. Penalties for first offense all active and non-active member / all officials
*Monetary penalty of $150.00
*A letter of apology to ALL the recipients of the original material circulated.
2. Penalties for second offense all active and non-active members and all officials.
Depending on the severity of the situation, may be asked by the Leadership to:
*Relinquish your position within the organization.
*Lose voting and decision making privileges.
*Partial loss 15% to 25% of membership benefits.
*Loss of potential, future leadership position within the organization.
3. Click to “Respond All”
Is just as guilty as the original author. All above penalties apply for this offense.
4. WhatsApp as a media for communication for NAMYUSA
ALL the groups (chairwoman, executives and committee chairs)shall use WhatsApp. Most importantly, the PRO and her assistant should use WhatsApp for transparency making sure all the members are getting the same message at the same time.
A disclaimer for all NAMYAUSA WhatsApp forum: should read as :
Disclaimer for committee and leadership forums– Welcome to NAMYAUSA (state which authorized NAMYAUSA group). You are in this forum because you are a member of (NAMYAUSA executives or leadership, by-law/event/fundraising/youth/tax-audit/sunshine etc. committee). Group members cannot circulate messages that are illegal, dangerous to national security, violate IT laws or are objectionable. Group admin and NAMYAUSA don’t want such content and are not responsible for it. If you join the group it means you are willing to share your contact number in public, anyone can message or call you. If you have any privacy concerns immediately leave the group or do not join this group. If you are sharing or posting any thing in the group you alone will be fully responsible for the post you shared or posted.Any thing shared or posted in the group will be shared by group members and admin with other groups and people in public without your permission therefore do not post any thing for which you have any kind of privacy concerns. Group admin keeps the right to remove any group member at any time who have violated the approved rules of engagement of NAMYAUSA. Your continued presence in this group means you agree and abide by the terms of the rules of engagement by NAMYAUSA.
Disclaimer for PRO/Assistant PRO/Chairwoman– Welcome to general membership of NAMYAUSA forum . You are NOT allowed to circulate messages that are illegal, dangerous to national security, violate IT laws or are objectionable. PRO, Assistant PRO and Chairwoman don’t want such content and are not responsible for it. If you join NAMYAUSA WhatsApp forum, it means you are willing to share your contact number in public, anyone can message or call you. If you have any privacy concerns immediately leave the group or do not join. You are NOT allowed to post or share anything in this forum. Section 11, codes of communication via texting or email of the by-law of NAMYAUSA is applicable to this forum. Admins being the PRO, Assistant PRO and Chairwoman keep the right to remove any member at any time who have violated the approved rules of engagement of NAMYAUSA and the codes of communication of NAMYAUSA.
The chairwoman of NAMYAUSA shall be one of the admins on this WhatsApp forum for the general membership.
The forum belonging to the PRO/Assistant PRO/Chairwoman to be ADMIN ONLY.
Rules of engagement for the NAMYAUSA leadership or the committee chair
You are in the forum because we value your constructive opinions.
Any topic under discussion shall be handled as per our conference call meeting:
Round one: by alphabetical order of first or last names, the provost calls on you for your constructive opinion. Everyone is required to comment. The provost shall call the next leader who has not offered an opinion to do so.
Round two: follow up of round one if the leader has a correction or revision of her constructive opinion during round one.
Round three is voting : Yes or No or majority carries the vote.
Do’s
*Everyone must write respectfully to other members, experts and admins
*Everyone must write in English and only posts things relevant to the topics being discussed
Don’ts
*No irrelevant contents such as unauthorized videos or announcements, no invites, no inspirational/devotional messages, no greeting messages, no jokes, no forward messages, no blank emotions, no social event wishes and no personal comments.
*No arguing
*Members are prohibited from changing group name and group icon. Only admins will do it as and when necessary.
*No Job postings, no group invite links, no excessive self-promotion
Violators:
1st time: warning by provost or chair of the committee
2nd time: warning by provost or chair of the committee
3rd time: provost recommends that the admin of the group remove the offending member OR the chair of the committee announces that she will now remove the offender and follows through.
To re-enter the group after removal
A letter of apology addressed to the Admin (s) on behalf of the members of the group pledging to abide by all the rules and regulations. The Admin shares the letter with the group members who then makes the decision to re-admit the offender.
Safeguarding of records/discussions
The records and discussions shall form a permanent document for NAMYAUS and shall be saved by the Admins and forwarded to the custodians of NAMYAUSA records namely the chairwoman and the secretary.That duties belong to the Admins who forward them to the custodians of NAMYAUSA records.
Announcements
Types & need for approval, by what body, time limits
Announcements by PRO/Assistant PRO requiring no approval
*Invitations from members for Events, Weddings, Wakes, Birthdate, bridal Showers, Christening, Baby showers, Fundraising, graduation, anniversaries, Picnics, traditional marriages, chieftaincy titles, Music release, shall be posted to NAMYAUSA general membership WhatsApp forum within 24 hours of receiving them. The member shall also send a copy of the invitee to the chairwoman at the same time for record keeping in case of issues regarding timing of postage.
Announcements by PRO/Assistant PRO requiring approval before postings
*Personal opinions on ANY topic regarding ANY affairs of NAMYAUSA needs to be approved by the leadership comprising of the executives and chairs of committee within one week. That personal opinion shall be forwarded to the chairwoman (NOT the PRO or Assistant PRO) who must post the forwarded opinion to the leadership within 24 hours for approval. Once the personal opinion post is approved then the chairwoman must inform the PRO and/or Assistant PRO to post the personal opinion, within 24 hours of approval. PRO and/or Assistant PRO must post that opinion piece received from the chairwoman within 24 hours of receipt.
Consequences for PRO/Assistant PRO for infractions regarding announcements:
First offense: Suspension for three months
Second offense: Suspension for six months
Third offense: Suspension for one year and the leadership shall convene for further actions
While under suspension, PRO and/or Assistant PRO, whichever one is under suspension, cannot carry out other duties of her office. The chairwoman and the leadership shall appoint a temporary substitute from among them.
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Section 12 – N.A.M.Y.A.U.S.A – Finance and Budget:
- N.A.Y.A.’s end of year party is to be set by the event committee & Youth leadership, not to exceed ¼ (one quarter) of our bank account or $5,000.00 whichever is less.
- N.A.Y.A. yearly picnic – to be set by event committee & Youth leadership, not to exceed 1/8 (one eighth) of our bank account or $2,000.00 whichever is less.
- NAMYAUSA. mother’s day event – to be set by event committee and not to exceed 1/3 (one third) of our bank account or $10,000.00 whichever is less.
- NAMYAUSA. face-to-face general membership meeting – to be set by event committee and not to exceed $500.00 for each meeting.
NAMYAUSA Banking
Checking, Saving and Pay-pal accounts to be set up with TD Bank
Credit Card shall be obtained to take over recurring payment/debit accounts in the name and on behalf of NAMYAUSA
Scholarship Checking and Saving accounts with Principal donor one of the co-signers
Membership Benefit account to be set up with TD bank. Deposits to the benefit account is limited to membership levies designated for death and other benefits as the case may be.
NAMYAUSA’s Check: NAMYAUSA’s bank account will have 3 authorized signatories – Chair person; Treasurer; and Financial Secretary. All written checks must be signed by 2 out of the 3 above mentioned officers.
Fund Raising Event: At the end of every fund raising event, Treasurer; Financial Secretary, the chair lady of the event planning & fundraising committees, and the main person at the door who collected most of the funds will count the amount collected together before leaving the function. The amount collected shall be written, signed by the Treasurer or the Financial Secretary and given to all the persons present at the time the said money was counted.
Using Family Member’s Services:
NAMYAUSA. will make all efforts to utilize our members and our children who have talents and want to advertise their different talents in but not limited to the following: Master of Ceremony, Comedians, Cooks / Chefs, Event Planning, Tailoring, Printing, Designs, Acting, Singing, Painting, Key Note Speakers, Fashion Design, Dancing, etc.
Family members with specialized skills may be used and a competitive rate shall be paid; so long as the use of the said family member is approved and the compensation is negotiated and approved by majority by vote prior to rendering the service. The “majority” hereby, refers to the Leadership (executive and committee chairs). The family member must complete the required “Service Application Requirement – (SAR) form”.
Embezzlement of funds.
NAMYAUSA leadership and Board of Trustees to review the circumstances and make recommendations.Conviction of any criminal offense will call for expulsion after review and confirmation.
Section 13 – Election process, Officers and their obligations
Election of returning officers shall be done at the last teleconference prior to the day of membership general election.
The returning officers shall ensure that all NAMYAUSA records are handed over to them a week prior to election.
Members must be nominated for an office.
Officers shall be elected by the members for a two year term; can be voted in for one
more term.
Only one family member (related by blood or marriage) shall be elected for an
executive position, for example, two sisters, sister-in-law may not be members of
the same executive committee.
Election will be conducted by secret ballot. There shall be no voting by proxy.
Only active members who are financially up to date and have met all membership
requirements, to include completion of the six month probationary period and an official acceptance into NAMYAUSA shall be allowed to vote for anyone and / or be voted for.
Election date shall be on the face to face meeting scheduled for the last Friday of July.
A month’s notice shall be given to members in writing via e-mail or text messages.
Officers shall include:
- Chair Lady
- Vice-Chair Lady
- Secretary
- Assistant Secretary
- Financial Secretary
- Treasurer
- Publicity Secretary
- Assistant Publicity Secretary
- Provost
- Board of Trustees
- Chairs for all committees.
OBLIGATIONS of OFFICERS
Officers or committee chairs shall exceed the attendance requirement of a regular member. a. Each officer is required to attend a minimum of two out of three mandatory face to face meetings, and a minimum of 80 percent of conference calls each year.
1. For each meeting or conference call, each officer or committee chair is expected to be on time for her designated job or make an arrangement ahead of time for a substitute otherwise that officer is negligent of her office or position.
2. Officers who are negligent of their office or position shall be notified by the chair lady of NAMYAUSA and shall be encouraged to abide by the stipulated rules.
Duties of Officers:
All officers are to stay within the scope of their responsibilities.
Chair Lady:
1. Calls and presides over all general membership meetings and conferences calls.
2. Prepare the Agenda for each general membership meetings and conferences, in consultation with the leadership (executive & committee chairs). Presides over social functions in consultation with the executive / leadership. Serves as the Chief Spokesperson of the Association.
3. Co-signatory on all checks. Upholds the associations’ goals and objectives, and prepares an update of the progress of the organization at the end of the year.
4. Appoints the chairperson of each committee in consultation with the executive committee. Works with the event planning committee to set the yearly budget.
5. Serves as the co-custodian of the records of the association including relevant WhatsApp discussions.
6. Carries out other duties required for the smooth operation of the association.
Vice-Chair:
1. Performs the duties of the Chair Lady when the chairperson is absent and / or is incapacitated.
2. Performs other duties as designated by the Chair Lady.
Secretary:
1. Records minutes at every meeting,and sends the minutes directly to members one week prior to the general membership meetings.
2. Maintain up to date list or updated list of all members.
3. Serves as the custodian of the records of the association including relevant WhatsApp discussions.
4. Performs other functions as designated by the chair lady.
Assistant Secretary
Performs the duties of the secretary when the secretary is absent and / or is incapacitated.
Financial Secretary:
1. Keeps financial records of the Association.
2. Keeps up to date records of members’ dues and fines.
3. Provides financial statements upon request. NAMYAUSA is a public entity, so all the financial information of NAMYAUSA. is an open book to the membership and IRS and any auditor approved to perform work for NAMYAUSA
4. Prepares financial reports on a quarterly basis and upon request. Co-signatory on all checks.
Treasurer:
1. Makes all deposits and financial transactions. Co-signatory on all checks.
2. Provides bank statements upon request.
3. Prepares treasurer’s reports on a quarterly basis and upon request.
4. Treasurer shall compile and give the list of paid members and guests during NAMYAUSA functions to the event planning chair. Event planning committee is thus responsible for chair assignments and table arrangements for all NAMYAUSA. events.
Publicity / Assistant Publicity Secretaries:
1. Serve as the Spokespersons for the Association.
2. Announce all meetings.
3. Publicize the activities of the Association.
4. Maintain up-to-date information on all members.
5. Direct activities during functions in conjunction with the Chairperson, Event Committee, Fundraising committee and the Master of Ceremonies.
6. The PRO shall not be the master of ceremony unless by unanimous vote of the event committee members as well as the general membership.
7. Intervene in any form of misrepresentation not sanctioned by membership or the officers.
8. Shall follow the code of Communications as specified under section 11 above.
Provost:
1. Ensures that meetings are conducted in an orderly manner.
2. Collects fines if and when necessary. If fines are unpaid, gives the amount owed by the said individual, in writing, to the Financial Secretary. The unpaid fines will be added to the said member’s yearly dues obligations.
3. Assists the Chair Lady in conducting meetings.
Board of Trustees
1. The Leadership (executive and committee chairs) shall nominate the members of Board of Trustees
2. The Board of Trustees shall have up to 5 members who shall serve for 2 years and can be selected for additional 2 years in line with the committee chairs tenure..
3. The chairwoman shall be a member of the Board of Trustees.
4. The board of trustees shall uphold the By-Laws & Constitutions of NAMYAUSA.
5. The board of trustee shall neither serve as members nor chair of the by-law committee
6. The board of trustees shall hold a yearly face to face meeting.
7. The members of the board shall have NO governance roles.
8. The board of trustee shall help the Leadership to promote and facilitate the yearly objectives of NAMYAUSA such as membership recruitment, fundraising and other promotions.
9. The Board of Trustees shall not as a group be involved in any conflict resolution. Individual members can be selected to serve in an ad-hoc conflict resolution committee.
10. The Board of trustees’ functions include promotion and advancement of the yearly goals of NAMYAUSA as duly voted and adopted by the general membership.
Committee Chairs
1. The chairwoman of NAMYAUSA shall appoint the chairs of each committee in consultation with her executives.
2. The committee chair shall serve as many times as she is appointed by the chairwoman and her executives.
Updated roles of the youth leadership committee
One of the youth leaders/mothers shall serve on rotational basis yearly to relay information from NAYA to general membership for consideration during the next meeting of NAMYAUSA. In an urgent situation when information is needed before the next membership meeting then the leadership (executives plus chairs of committees) shall convene to provide guidance. NAYA messages shall be presented in its original format without interpretation or redaction. NAMYAUSA’s decision shall be given to NAYA leadership in its original format without interpretation.
NAYA’s yearly stipend of $5,000 toward their end of year party shall continue but will be dependent on NAYA leadership conforming to NAMYAUSA’s set of rules such as:
* A safe and secure hotel with security for the party
* Rules and regulations of the hotel must be upheld
* Alcoholic consumption must conform to the State’s regulation
* NAYA will take control of everything about their party from entertainers, advertisement, DJ, MC, food and beverages, fund-raising etc.
* A yearly report from NAYA leadership regarding the state of NAYA shall be given to NAMYAUSA.
* In the event when no end-of-year party is conducted, NAYA may not receive the stipend?.
* NAYA shall be encouraged to conduct a yearly fundraising activity to make up the difference in expenses for their end of year party
Reward shall now go from members of NAMYAUSA to NAYA for recruitment of NAYA members. The incentive shall be determined by the general membership.
.
Consequences for Over-Stepping
1. The by-law committee chair lady will have a discussion with members who have overstepped their job descriptions only when the members involved fail to resolve the issues on their own.
2. By-laws committee chair lady must hear from both parties involved. A written warning will be sent to the member who overstepped her boundaries. If overstepping continues and a third warning letter is warranted, then, the chair lady involved must step down from the position due to continued exhibition of behavior which is unbecoming of a person in a leadership position.
Section 14 – After Verbal or Written Resignation.
After an official or a member resigns by either a verbal or a written notice, certain protocols must be followed to return back to NAMYAUSA.
1. The initial resignation must be noted in the current minutes.
2. The concerned member must write a letter to the Leadership.
3. The grace period for receiving the letter is two (2) weeks from resignation date.
4. After two (2) weeks without retraction the resignation is considered permanent. What will be the nature or the general content of the letter?
5. Must be apologetic, respectful of other NAMYAUSA members and the letter will be made available to the general membership.
Section 15 – Member Benefit Death Benefits
Effective immediately, members must have completed their six month probationary period and be officially accepted into N.A.M.Y.A.U.S.A. to be eligible for full benefits for self or for immediate relatives which consist of parents, spouse, and children. After six month of probationary period and the new member is officially accepted into N.A.M.Y.A.U.S.A, benefit is pro-rated for self only, not for immediate relatives.
Active members in good standing – means members who have paid their dues in full prior to the death of a parent, a spouse, and children:
1. Thus, a member in good standing is entitled to $1,000.00 death benefit every 2 years of membership (for example, 2 years of membership will be $1,000.00 & 4 years of membership will be $2,000.00 etc.), to a maximum of $5,000.00 less any outstanding bills. This benefit shall be payable to member’s immediate family upon member’s death.
2. $1000.00 to be given to member in good standing upon death of a spouse or children. The said $1000.00 shall be collected as the event occurs.
3. $500.00 to be given to member in good standing upon death of parents. If there are multiple sibling members to same parents, all multiple members shall be given $500.00 individually.
4. Visits with the family will occur after consultation with the family. The bereaved member must be consulted prior to program being put together for the visit. Foods to the visits are optional but appreciated.
Wake-Keeping
1. The Wake-keeping of member’s “immediate family” is specified here as husband, parents and children. To be eligible for wake-keeping benefit as specified here, you must be an active member. To be eligible, a member would have attended at least 60% of the Wake-Keeping of member’s immediate family member and met all required member obligations.
2. During each eligible wake-keeping, N.A.M.Y.A.U.S.A. protocol shall prevail as specified below. Each member is levied $20.00 for not attending an eligible wake-keeping. Money collected shall be given to the bereaved family. Members can give to another member going to the function the $20.00 to be delivered to the financial secretary/treasurer/chairwoman.
3. If there is no wake-keeping for an eligible member’s family, a visitation by N.A.M.Y.A.U.S.A. membership is mandated. The same monetary benefit that applies to wake-keeping shall apply to visitation as well as the levies. Food is optional for each member but not mandatory.
N.A.M.Y.A.U.S.A. Protocol during eligible wake-keeping:
As the members gather during any eligible wake-keeping, the publicity secretary, assistant publicity secretary or the chair lady, vice chair lady shall introduce all the officers. The chair lady shall speak on behalf of NAMYAUSA. In the absence of the chair lady, the vice-chair lady shall speak on behalf of NAMYAUSA. The publicity secretary or her assistant or another designated member shall officiate other rituals as needed. Each member is required to shower the bereaved family a minimum of $10.00.
Inactive Members:
Members can visit or go to a wake but not as a group representing N.A.M.Y.A.U.S.A.
Requested announcements can be posted on N.A.M.Y.A.U.S.A. website for wakes.
SECTION 16: PROTOCOL FOR SAFE-KEEP OF NAMYAUSA DOCUMENTS
Financial document
Receivables:
All checks, money order etc. from financial secretary within a reasonable time frame, will be given to the treasurer. During event periods, all checks must be given to the treasurer within a week.
Accounts payables:
All invoices/receipts from responsible person to financial secretary and treasurer within a reasonable frame of time. During event periods, all invoices will be given to the treasurer within a week of transaction.
Opening / Closing Accounts
Copies of all banking paper-works, all necessary document for opening any account or closing any account or making changes to existing accounts must be sent to the chair lady, financial secretary and treasurer within a week.
Treasurer and Financial Secretary Reports:
Four reports in a year due on the 2nd Friday in February during conference call. At face to face meetings scheduled on the last Friday in April, the last Friday in July, and the first Friday in December. Chair lady, secretary, financial secretary and treasurer will be required to keep copies.
Tax filing paperwork:
Original copy to be sent to chair lady and transferred as chair ladies change following elections or expulsion from N.AM.Y.A.U.S.A. Copies will be sent to financial secretary & treasurer within a week. Tax / Audit committee keeps a copy.
Internal Revenue Services (IRS) AND STATE OF PA DOCUMENTS
Form BCO-10 of the state of PA shall be filed yearly to update the current officers of NAMYAUSA and if necessary and appropriate NAMYAUSA fundraising efforts. The sale-tax exemption certificate shall be filed and copies to be kept by the Chairwoman and the Tax-audit committee. Other original paperworks should be sent to the chair lady and a copy to the financial secretary and treasurer within a week. Tax / audit committee maintains a copy.
LEGAL PAPERS
Original papers to be sent to chair lady and a copy to the publicity secretary and the secretary within a week of receipt.
CONTRACTS, AGREEMENTS WITH VENDORS/HOTELS/CONTRACTORS OR ANY THIRD PARTY
Original papers to be sent to the chair lady and copies to financial secretary, treasurer, publicity secretary and the committee chair lady overseeing the event within a week.
MINUTES
Minutes to be ready within a reasonable period of two weeks of meeting or conference call. The minutes are to be made available to all concerned members within two weeks via their emails. Minutes sent out to members within two weeks of any scheduled face to face or conference calls will not be read at any scheduled meetings. All members are responsible to read the minutes prior to the scheduled meetings and conference calls, only corrections will be accepted. The general members’ face to face meetings and general members’ conference calls are recorded. Chair lady and secretary must safe-guard all the minutes.
COMMITTEE REPORTS
The committee chairs shall forward their reports prior to a scheduled face to face meeting or a scheduled conference call to the chair lady and secretary. This practice helpful for minutes, meetings and conference calls.
WhatsApp Forum Decisions and Documents
The Chairwoman, Secretary and Chairs of all the committees shall compile all the decisions and votes cast prior to the general membership meeting. Such documents shall constitute part of the minutes during the next general membership meeting.
ARTICLE III
Website, Stationaries, Phone numbers, Post-office box, Logo and Email Accounts
All accounts of NAMYAUSA obtained under individual member’s names shall be transferred to NAMYAUSA’s name within three months of such accounts being opened including the monthly or recurring payments under the credit card of NAMYAUSA. Such accounts include but not limited to phone company account with RingCentral, website domain name www.namyausa.org with GoDaddy, post-office mail box and any other accounts.
All officers’ email accounts, stationaries and logo belonging to NAMYAUSA shall be duly transferred to the next officers.
PROTOCOL FOR MAKING REVISION OF THE CONTENT OF THE WEBSITE OR THE STATIONARIES
The key to make changes remains with the Publicity Secretary and the Chair Lady. All changes made must receive authorization from the leadership. Fundraising Committee, N.A.M.Y.A.U.S.A. Leadership (Executive and Committee Chairs) can request to make changes on the website. Request to make changes shall be in writing to the leadership for approval, two weeks prior to deliberation. Only the Chair lady and the Publicity Secretary are authorized to get into the website to make any authorized changes. Conference calls or face to face meetings for deliberation requires the majority decision to be approved. General membership does not need to be notified of any changes made on the website.
The builder of the website maintains the website and N.A.M.Y.A.U.S.A. stationaries.
Any other issues not covered here will be left to the discretion of the fundraising committee.
ANNOUNCEMENT SECTION OF THE WEBSITE
1. Obituary posting is limited to one month duration and must be an active member in good standing’s family such as spouse, children, parents and siblings. Inactive members can pay to post, cost to be determined.
2. Posting must be one page and must be ready-to-post format.
3. Calendar of activities can be posted by all members active or not.
4. Anonymous posting is welcome to secure or block a certain day.
5. Celebration postings will be limited to active members and must be in a ready-to-post format.Any other postings not covered here will be at the discretion of the fundraising committee
ARTICLE IV
CONFLICT OF INTEREST
Section 1.
Conflict of Interest:
No person who is Director, Member, or officer of the Corporation shall engage in a personal transaction or enter into a contract with the Corporation or a transaction or contract between the Corporation and any other corporation, firm association or other entity in which the director, member, or officer of the Corporation is a director, member, or officer, or has a substantial financial interest, unless such director, member, officer of the Corporation has in good faith disclosed all material facts concerning her personal interest to the organization. Such transaction or contract may be entered into by the Corporation only if approved by majority of financial member
ARTICLE VI
DISSOLUTION
Dissolution: Upon the dissolution of the corporation, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Service’s Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the corporation is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
ARTICLE V
AGREEMENT
THIS AGREEMENT, made this 11th day of October 2019, by and between the undersigned members (hereinafter referred to as the “Members” of the Nigerian American Mothers for Youth Advancement U.S.A. (“N.A.M.Y.A.U.S.A.”)
WHEREAS, the above organization is a non-profit organization with 501(c) (3) of the Internal Revenue Code pending, with a membership of twenty (20) women; and,
WHEREAS, the Members all agree that any legal action against the organization or its officers would adversely affect each and every Member of the organization.
NOW, THEREFORE, in consideration of the premises and of the mutual promises, covenants and undertakings hereinafter set forth and for other good and valuable consideration, receipt of which is hereby acknowledged, the undersigned, intending to be legally bound hereby, covenant and agree as follows:
- The undersigned Members, individually and collectively, agree that they will not as individuals or in concert with any other member or members engage in any legal actions of any kind against the organization or its officers.
- They further agree that, in the event they individually or in concert with any other member or members engage in any legal action against the organization or its officers and they do not prevail in the legal action, then the non-prevailing party or parties shall be responsible for and will pay all attorneys’ fees, court costs and expenses incurred by the organization and/or its officers in defending any such action.
- This Agreement shall be construed in accordance with the laws of the Commonwealth of Pennsylvania which are in effect as of the date of execution of this Agreement.
IN WITNESS WHEREOF, the parties hereto intending to be legally bound by the terms of this Agreement have set their hands and seals below.