PREAMBLE

 

We, the people of Nigeria and Nigerian Americans in the State of Oregon, and Southwest Washington, fully aware of our responsibilities as citizens, desiring to have a unified voice, desiring to trust and enjoy the fellowship of one another, and committed to and guided by a deep sense of justice, honesty, and democracy, and dedicated to promoting the unity, progress, and strength of our countries, do hereby resolve to constitute ourselves into an organization.

 

                                                                  ARTICLE I: NAME

 

This organization shall be known and addressed as the "Nigerian Community in Oregon and Southwest Washington” (NCOSWA).

 

                                                               ARTICLE II: PURPOSE

 

2.1 The association is organized exclusively for one or more of the purposes as specified in section 501 (c) (3) of the Internal Revenue Code, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c) (3) of the Internal Revenue Code.

Specific Purposes:

2.2 Establish funds and engage in activities that will help to provide and improve medical equipment and accessories for community health care clinics and hospitals including teaching hospitals in Nigeria.

2.3 Acquisition of a property to be named “THE NIGERIAN HOUSE’ for cultural and civic activities.

2.4 Promote membership services;

2.5 Promote good government relations;

2.6 Promote good community and international relations.

2.7 Promote and encourage education and arts for Nigerians.

 

                                                           ARTICLE III: MEMBERSHIP

 

3.1.a Eligibility

Membership in the organization shall be open to any Nigerian - by birth, marriage, or naturalization - or a Nigerian American (an individual born in Nigeria who has become a naturalized citizen of the United States of America), a child of Nigerian or a Nigerian American, of good character.

3.1.b An eligible person becomes a member by paying annual dues. If unemployed at the time of request for membership, dues shall be deferred until employment is secured.

3.1c Couples can become members as stated in Article VII. 

3.2 Honorary Members

The status of honorary member may be accorded any person who is not eligible to be a member only upon recommendation by the executive committee and approval by the House. Honorary members at their own discretion may choose to pay annual dues or levies as gifts to the organization.

 

 

                                                        ARTICLE IV: PRIVILEGES OF A MEMBER

 

4.1 A member shall have the right to vote and to be nominated for election to an office.

4.2 A member shall receive, free of charge, any information made available by the organization.

4.3 A member shall be eligible to receive bereavement emergency fund as stipulated in the administrative Rules.

4.4 By paying dues, a member agrees to abide by the constitution of the organization.

 

 

                                                        ARTICLE V: UNITS OF THE ORGANIZATION

 

5.1 The Units of the organization shall Constitute:

 

HOUSE

EXECUTIVE OFFICERS: President, Vice-President, Secretary, Treasurer, PRO EXECUTIVE BOARD: Standing Committee Chairs plus Executive Officers.

STANDING COMMITTEES: Complaint, Mediation & Conciliation; Community Summer Picnic; Community Relations & Cultural Development Services; Budget & Fiscal Responsibility; Banquet Planning, and Service Recognition & Awards.

Ad Hoc COMMITTEE

 

 

5.2 THE HOUSE

The House shall be an assembly of members of record who have paid their annual dues or part thereof. The House shall have the authority to:

1. Ratify policies formulated by the Executive Committee;

2. Amend the constitution by a two-third-majority vote;

3. Adopt Administrative Rules;

4. Approve annual budgets, committee membership and programs;

5. Expel members for cause;

6. Approve meeting sites

7. Annually review and approve NCOSWA’s participation in other organizations.

8. Appoint an auditor.

9. Appoint a Returning Officer during election.

 

 

5.3. THE EXECUTIVE BOARD

 1. The Executive Board shall manage the affairs of the organization, give assignments to other committees.

2. Prepare programs, develop and implement the policies of the organization.

3. Prepare annual budget.

4. Implement bereavement emergency fund assistance as stipulated in the Administrative Rules.

 

5.3.1 The President:

The President shall have the authority to:

1. Call all meetings of NCOSWA.

2. Chair all meetings, except during the election of officers at the annual meeting of the House;

3. Appoint members to committees;

4. Coordinate the activities of the Executive Committee and Committee Chairs;

5. Act as spokesperson and chief executive officer of the organization;

6. Delegate to vice-president or officers, as necessary and appropriate.

7. Present Annual Budget during the regular February meeting.

8. Appoint a provost as needed.

 

5.3.2 The Vice-President:              

1. The Vice-President shall assist the president, and act as the presiding officer in the absence of the President.

2. In the absence of the Secretary, the Vice-President shall inform members of meeting date, time and place and record minutes of the meetings.

 

5.3.3 The Secretary:

1. Shall maintain custody of the official records of the organization, except for the

financial books and records;

2. Shall record or cause to be recorded minutes of the meeting of both the House and the Executive Committee.

3. Shall inform members of meeting dates, times and place.

 

5.3.4 The Treasurer:

1. Shall be the chief financial officer of the organization;

2. Shall collect annual dues by June 30.

3. Shall keep and maintain adequate and correct accounts of business transactions of the organizations, including receipts, and disbursements. The books of account shall at all times be open to any member.

4. Shall initiate the implementation of the bereavement emergency fund assistance as stipulated in the Administrative Rules.

 

5.3.5 The Public Relations Officer (PRO):

1. Shall assist the presiding officer during House meetings to maintain law and order. 

2. Shall be responsible for recruiting prospective members to the organization.

3. Shall work with the Community Relations and Cultural Development Committee to develop brochures, newsletters, and other pertinent publications. 

5.4 The Auditor:

1.  Shall examine the accounts and property of the organization.

2.   Prepare a summary of findings to the house.

 

5.5 Committee:

1. There shall be two types of committees: regular and ad hoc.

2. Regular committees shall be standing committees for programs and serve a minimum of two years.

3. Regular committees shall be established by the Executive Board and approved by the House at the regular annual meeting.

4. Ad Hoc Committee [s] shall be constituted as task force [s] for specified projects and shall be dissolved upon completion of the specified project [s]

5. Ad hoc Committee [s] shall be established by the president in consultation with the Executive Board and approved by the House.

 

 

                                                    ARTICLE VI: MEETINGS

 

6.1 Meetings of the organization shall consist of:

a. The HOUSE

b. EXECUTIVE BOARD MEETINGS

c. COMMITTEE MEETINGS

d.   EXECUTIVE OFFICERS

 

6.2 Quorum

A simple majority of over 50% shall be necessary to constitute a quorum for transaction of a House meeting.  Every act or decision by a majority of members present at a House meeting duly called and at which a quorum is achieved shall be regarded as the Act of the House.

 

6.3 Frequency of Meetings

a. The House shall meet at least once a month.  The meeting shall be held on the last Saturday of every month at a predetermined centralized venue. Upon request of a member, the meeting could be held at a member's house.

b. Annual meetings shall be held on the last Saturday in November of each year.

c. The President or in the absence of the President, the Vice-President shall call emergency meetings of the House.

 

6.4 Elections/Oath of Office

a. Elections shall take place every two years in September.

b. Voting shall be by mail.  Newly elected officers shall be introduced at the annual banquet and take the oath of office in January.

c. Officers so elected shall be in office for no more than two consecutive two-year terms.

 

 

ARTICLE VII: DUES, ASSESSMENTS, SOLICITATIONS, DISBURSEMENTS

 

The fiscal year of the organization shall run from January 1 to December 31.

 

7.1 Dues Structure

a. Annual dues shall be $85.00 and payable by January 31. Alternatively, annual dues shall be payable in two installments of $45 and $40 by January 31 and June 30.

b. To be eligible for the Emergency Fund, a member must be in good financial standing. This means they have paid the $100 emergency fund, paid their annual membership dues and attended at least half of the scheduled monthly meetings. New members must pay their $100 emergency fund levy within 6 months of becoming a member.

c. In addition to the annual dues, members shall pay a minimum levy of $25.00 per fiscal year.

d. Couples who become members shall pay a total of no more than $90.00 in annual dues and only one spouse shall be eligible for other financial obligations as defined in 7.1.c

e. To maintain the emergency fund, 10% of the annual banquet profit will be deposited in the emergency fund.

 

7.2 Disbursement of Funds

a. Disbursement of funds shall be for budgeted expense items only, and for

Bereavement emergency fund.

b. The President, Treasurer and Secretary shall retain signature authorities on checks and other financial obligations on behalf of the organization but only two signatures are required to validate transactions.

 

 

                                                        ARTICLE VIII: VACANCIES

 

8.1 Elected Office

When vacancies for an elected office exist, the House shall elect a replacement for the remaining term of the office.

 

8.2 Committee Chair

When vacancies exist for chair of committee [s], the President shall nominate and the House shall approve a replacement for the remaining term.

 

 

                                                        ARTICLE IX: LIABILITY AND INDEMNIFICATION

 

No member of this organization shall be held responsible or indemnified for any liabilities, settlements, losses, costs, and/or expenses about any action suit, or claim stemming from negligent acts of omission or commission at the time a member or members performed any activities delegated by the organization under this constitution.

 

 

                                                        ARTICLE X: AMENDMENTS

 

Amendments to the constitution shall occur during the annual meeting.

 

10.1 Powers of the House:

The power to adopt, amend or repeal this constitution shall be vested in the voting membership of the House,

as defined in Article 5.2.

10.2 Method of Amendment shall be by two-thirds votes of the eligible membership in good standing in attendance at an annual meeting.

Proposed changes shall be mailed to members at least seven days before the scheduled election meeting.

 

                                                 

                                                        ARTICLE XI: DISSOLUTION 

 

Upon the dissolution or final liquidation, after the payment or provision for the payment of all the liabilities of NCOSWA, the remaining assets of NCOSWA shall be distributed to such organization(s) that are then described in Sections 501©(3) and 170©(2) of the Internal Revenue Service Code, as the House shall determine.

 

 

 

NCOSWA Administrative Rules

January, 2009

 

 

1. Meeting Times:

 

All House meetings shall start no later than fifteen (15) minutes following the official meeting time specified in the agenda.  Persons who arrive after meeting begins shall pay a $1.00 fine. However, no binding decisions shall be made if there is no quorum.

 

2. Conduct of Meeting:

 

Use of abusive language by members is prohibited.   The House will determine the type of discipline for members violating this rule.

 

3. Absenteeism:

 

A member in good standing who fails to attend three consecutive monthly meetings without cause shall be deemed to have resigned from the organization. Membership may be reconsidered on re-application. Absence from a monthly meeting without cause carries a fine of $2.00, except for emergency or out-of-town travels.

Incentive for Perfect Attendance:  Award recognition of the member at the annual banquet.

 

4. Donations:

 

a) Charities: Disbursement of funds to ethnic Nigerian organizations shall be based on approved guidelines.  Limit is $50.00 per year for an organization that is 501c recognized.

b) Births: members shall be eligible for a $50.00 gift for new babies by birth or adoption; and

c) Bereavement:   

    1. A member shall receive a one time $500 + donation upon the death of either parents

         2. A member next of kin of record shall receive $1000 + donation upon the death of a member.

    3.  A member shall receive $350 + donation upon the death of immediate family of record (spouse & children under 21years old).

    4. Items 4b and 4c apply only to members in good standing.

 

5. Annual Awards:

 

Upon the recommendation of an Awards Committee, awards may be given to individuals during an annual meeting/Banquet.

 

 

6. Previlages of the President:

 

As part of the NCOSWA annual budget, the sum of $250.00 per year shall be set aside for the President for attending important events on behalf of the organization.  Receipts shall be provided for reimbursement.

 

 

7. Annual Banquet:

 

NCOSWA Annual Banquet shall be held in October.

 

 

 

NCOSWA bylaws 2009