Nebraska Kerala Samajam Bylaws

"THE MISSION OF NEBRASKA KERALA SAMAJAM IS TO PROMOTE AND CELEBRATE THE CULTURE AND VALUES OF KERALA DIASPORA IN THE STATE OF NEBRASKA AND THE SURROUNDING COMMUNITIES" 

Article I  

NAME, MISSION AND PURPOSE

1. Name The name of this organization shall be the Nebraska Kerala Samajam (hereinafter referred to as "the Association")

2. Mission and Purpose The mission of the Association is to promote, preserve, and celebrate the culture, heritage, and values of the Kerala diaspora within the State of Nebraska and surrounding communities. The Association is organized exclusively for charitable, cultural, and educational purposes. Its primary objectives are to:

• Promote an understanding of the culture and languages of Kerala, India.

• Offer programs and services that highlight the contributions of the Kerala diaspora to North American society.

• Foster unity, affinity, and community assimilation among Kerala community members residing in Nebraska.

• Cooperate and collaborate with other humanitarian and cultural organizations in Nebraska to improve the quality of life in the broader community.

3. Non-Profit Status and Restrictions The Association is a non-profit organization. It shall not engage in, nor dedicate its resources to, political campaigning or religious activities.

The purpose of Nebraska Kerala Samajam is to promote the understanding of the culture and languages of Kerala, a state rich in heritage and culture and part of the Indian union. Here forth, the Nebraska Kerala Samajam may be referred to as "The Association." 

The Association offers programs and services that help promote the awareness of Kerala heritage and recognition of its diaspora’s contribution to North American society. The Association shall also direct its efforts to promote unity and a higher level of affinity between the members of the Kerala community in Nebraska. Such efforts may include activities which allow assimilation and adoption of the Kerala community members in their present environment. The Association shall cooperate and collaborate with other humanitarian and cultural organizations in the State of Nebraska to assist in improving the quality of life in the community at large. 

The Association is a non-profit organization dedicated to promoting charitable work and to educate members of the community about Kerala culture and Heritage. It shall not participate in political or religious activities.

Article II
MEMBERSHIP

1. Eligibility and Non-Discrimination Membership shall be open to all individuals residing in the State of Nebraska who have lineage in the Indian state of Kerala, as well as any Nebraskans demonstrating a strong interest in Kerala's culture and heritage. The Association shall not discriminate in granting membership on the basis of race, color, religion, gender, age, or national origin.

2. Classes of Membership The Association shall offer the following classes of membership:

• Family: Includes a husband, wife, and dependent children.

• Small Family: Includes couples, elderly individuals, and families with children aged 0–3 years.

• Individual: Single adults.

• Student: Individuals under 21 years of age.

• Guest: Visiting parents or relatives or friends.

Note: The Executive Committee reserves the right to establish additional membership classes as deemed necessary. Membership Period: The membership is valid from the date of payment of membership fees to the end of the running fiscal year.

3. Dues Annual membership dues for each classification shall be determined by the Executive Committee in consultation with the Advisory Committee. Dues shall be payable on an annual basis, with the exception of Life Memberships, should such a class be established.

Article III
GOVERNANCE AND MANAGEMENT

1. Executive Committee 

• Role and Authority:The Executive Committee  shall be responsible for the overall operations of the Association and for identifying issues of concern and items for recognition and celebrations in the community.

• Composition and Appointment: The Executive Committee, known as the Officers of the Association, shall consist of a President, Vice-president, Treasurer, Assistant/Advisory Treasurer, Secretary, Assistant Secretary. All officers shall be elected by a simple majority vote of the members present at the annual election meeting.

• Eligibility: To be eligible for election to an office of the Association, a person must be an active member for a minimum of one year and is expected to be a resident of Nebraska throughout their term.

• Term of Office: All officers shall be elected annually and shall hold office for a renewable term of one year. A President shall not hold or contest that position for the two years immediately following their term's end, but they may serve on the Executive Committee in other capacities.

2. Advisory Committee  (Board of Directors)

• Role and Authority: The Advisory Committee shall provide guidance and recommendations to the Executive Committee but shall not exercise any governing authority. Its primary role is to assist the Executive Committee, upon request, in setting annual programs and activities and ensuring the timely execution of the Association’s projects.

• Composition and Appointment: The Advisory Committee shall consist of a minimum of five (5) and a maximum of seven (7) appointed members. These members shall be appointed by the President with the consent of the Executive Committee. Past Presidents shall be known as Emeritus members of the Advisory Committee.

• Eligibility: 

  • Only past members of the Executive Committee of the Nebraska Kerala Samajam are eligible to be appointed as members of the Advisory Committee.

  • To be eligible, a person must be an active member of the Nebraska Kerala Samajam  and is expected to be a resident of Nebraska throughout their term.

• Term of Office: The term of office for appointed members of the Advisory Committee shall be one year, renewable..

The following are sub committees of the Association:

3. Entertainment Committee  

• Role and Authority: The Entertainment Committee shall oversee and execute all cultural activities and new programs. This includes reviewing, evaluating, and approving proposals to ensure alignment with the Samajam’s objectives, designing and arranging programs (such as organizing sports for the annual picnic), and presenting all planned items for collective review and agreement by the full committee and Executive Committee at a pre-event planning meeting.

• Composition and Appointment: The Entertainment Committee shall consist of not less than five members.

• Eligibility:To be eligible, a person must be an active member of the Nebraska Kerala Samajam  and is expected to be a resident of Nebraska throughout their term.

• Term of Office: The term of office for appointed members of the Entertainment  Committee shall be one year, renewable.
  
  

4. Food Committee 

• Role and Authority: The Food Committee is responsible for planning and executing all food services and necessities for cultural functions, working alongside the Entertainment Committee. The committee must present the proposed menu and arrangements at a pre-event planning meeting, where the full committee collectively reviews and agrees upon the menu, budget, and food-related guidelines after considering suggestions from the Executive Committee.

• Composition and Appointment: The Food Committee shall consist of not less than four members.

• Eligibility: To be eligible, a person must be an active member of the Nebraska Kerala Samajam and is expected to be a resident of Nebraska throughout their term.

• Term of Office: The term of office for appointed members of the Food Committee shall be one year, renewable.

Note: In the event an elected member moves out of Nebraska during their term, the Executive Committee shall initiate the process to identify and finalize a replacement through a voting procedure.

Adhoc Committee

• The President may appoint Ad Hoc Committees as needed. The Executive Committee fills any elected position vacancies for the remainder of the term.

•  Subcommittees operate without designated chairs unless appointed by the Executive Committee. Decisions are collaborative, with unresolved disputes escalated to the Executive Committee.

  • Nominating Committee

• Role and Authority: The committee shall nominate a slate of officers and submit these nominations to the Executive Committee prior to the annual election meeting. 

  • Submission of Candidates: All formal nominations must be received prior to the established deadline set by the Nominating Committee. To maintain procedural order, nominations from the floor shall not be permitted.

• Composition and Appointment: The President shall annually appoint the Nominating Committee, with advice from the officers and the Advisory Committee. The committee must consist of at least three (3) persons.

• Eligibility: 

  • The committee shall be chaired by a former Executive Committee member, and two other members must be persons who are not current members of the Executive Committee.

  • To be eligible, a person must be an active member of the Nebraska Kerala Samajam  and is expected to be a resident of Nebraska throughout their term.

  • Formal nominations must be submitted strictly within the timeframe established by the Nominating Committee.

    • In instances where multiple candidates are proposed for a single office, a formal vote shall be held to determine the appointee.

    • Should no candidates be presented for the Presidency, the Vice President may be nominated and confirmed through a majority vote of the Advisory committee.

• Term of Office: The term of office for appointed members of the Nominating Committee shall be one year, renewable.

The following subcommittees are not mandatory for the functioning of the Association. However, it is advisable for the Executive Committee to appoint individuals to oversee volunteer coordination and social media communication. As the Association grows, these areas may evolve into independent subcommittees.

5. Volunteer Coordination Committee

• Role and Authority: The Volunteer Coordination Committee is responsible for planning, coordinating, and assessing volunteer needs for all events, working with the Executive, Entertainment, and Food Committees to secure volunteers and ensure smooth event execution. The committee also oversees the Youth Volunteer Program, which includes identifying suitable tasks, coordinating assignments, and guiding youth volunteers.

• Composition and Appointment: The Volunteer Coordination Committee shall consist of two members appointed by the Executive Committee. The Youth Volunteer Program operates with a Youth/Teen Volunteer Lead and additional youth volunteers. The Youth/Teen Volunteer Lead reports to the Volunteer Coordination Committee and communicates with the Executive Committee. This could be led by the Vice President.

• Eligibility: To be eligible, a person must be an active member of the Nebraska Kerala Samajam and is expected to be a resident of Nebraska throughout their term.

• Term of Office: The term of office for appointed members of the Volunteer Coordination Committee shall be one year, renewable.

6.  Social Media and Communications Committee 

• Role and Authority: The committee will manage the Association’s social media presence, including Facebook, and oversee digital communication related to events, announcements, and community activities. All official communications will be coordinated with the President or Executive Committee prior to publication.

• Composition and Appointment: The Social Media and Communications Committee shall consist of at least two members appointed by the Executive Committee. They could be members from the Entertainment committee.

• Eligibility: To be eligible, a person must be an active member of the Nebraska Kerala Samajam and is expected to be a resident of Nebraska throughout their term.

• Term of Office: The term of office for appointed members of the Social Media and Communications Committee shall be one year, renewable.

Article IV
MEMBER CONDUCT AND DISCIPLINARY PROTOCOLS

The Association shall maintain a provision governing the review, discipline, suspension, or removal of general members in order to ensure fair, consistent, and legally compliant procedures. 

Such provisions shall establish procedures for addressing member conduct that materially disrupts, interferes with, or undermines the safety, integrity, or orderly operation of Association programs, meetings, events, or other officially organized activities. The provisions shall also provide guidance for addressing exceptional or unforeseen circumstances requiring additional review or judgment.

An adhoc committee established or designated by the Executive Committee/Board of Directors to review member conduct or recommend disciplinary action shall operate within clearly defined authority. The committee’s jurisdiction shall be limited exclusively to matters arising from or directly related to Association-sponsored or Association-organized activities, programs, meetings, or events.

Any recommendations for disciplinary action, including suspension or termination of membership privileges, shall follow the procedures and approval requirements established elsewhere in these Bylaws.

1. Discipline and Removal of Officers and Appointed Members: Any elected officer or appointed committee member may be subject to disciplinary action, including formal reprimand or removal from their position, if the Executive Committee and Advisory Committee determine that such action serves the best interests of the Association. The removal of any elected or appointed member shall require an affirmative vote by a two-thirds (2/3) majority of all elected and appointed members. Committee members are expected to attend every meeting (in person or online). Committee members who are absent for 3 or more meetings during their term may be considered for removal from office at the discretion of the Executive Committee.

2. General Member Discipline and Due Process: The Association shall establish and maintain written provisions governing the review, discipline, suspension, or termination of general members to ensure procedures are fair, consistent, and legally compliant. These provisions shall outline the procedures for addressing member conduct that materially disrupts, interferes with, or undermines the safety, integrity, or orderly operation of Association programs, meetings, events, or other officially sanctioned activities, including exceptional or unforeseen circumstances.

3. Legal Convictions and Action: In the event that a member is legally convicted of a criminal offense, the Association shall initiate a formal review process to determine the impact on membership eligibility and to ensure the continued integrity and safety of the community.

4. Scope of Jurisdictional Authority: Any committee established or designated to review member conduct or recommend disciplinary action shall operate strictly within clearly defined authority. The jurisdiction of such a committee shall be limited exclusively to matters arising from, or directly related to, Association-sponsored or Association-organized activities, programs, meetings, or events. Under no circumstances shall the committee exercise authority over personal disputes, private disagreements, or other matters occurring entirely outside the scope of Association activities or governance.

5. Legal Compliance and Enforcement: Prior to adopting or enforcing any disciplinary action or removal under this Section, the Association shall consult with qualified legal counsel as necessary to ensure strict compliance with applicable laws and nonprofit governance requirements. Any recommendations for disciplinary action, including the suspension or termination of membership privileges, shall strictly follow the procedural and approval requirements established elsewhere in these Bylaws.

Voting and Decision-Making guidelines

Voting guidelines for yearly committee decisions: Voting rights shall be granted to all duly appointed members of the current fiscal year committee. Actions and recommendations of the committee shall require approval by a two-thirds (⅔) vote of members present and eligible to vote. For the purposes of this provision, “eligible to vote” shall mean members who are officially appointed to the committee, in good standing, and not recused due to a conflict of interest.

Each subcommittee shall adopt clear procedures governing its voting processes, including quorum requirements, permissible voting methods, and documentation of decisions. Such procedures shall also establish when matters must be elevated to the Executive Committee for review, guidance, or final determination, as appropriate.

Voting of members nominated by nominating committee: If there are more than 1 nomination for a position - the slate of candidates shall be formally presented for a vote at a convened General Body meeting. The presiding President will invite and address any formal objections raised by the assembly regarding the proposed nominees.

Voting Rights and Quorum: Only members in good standing who have settled their annual dues are eligible to cast a ballot, with one vote permitted per family unit. To be adopted, all nominations require an affirmative vote of two-thirds of the eligible members present at the session.

Article V
MEETING AND VOTING PROTOCOLS

1. Meetings: The President shall convene regular meetings of the Association no less than four (4) times per fiscal year.

2. Quorum: A simple majority of the Executive Committee and appointed Advisory Committee members shall constitute a quorum for the transaction of official business. 

3. Voting: Committee actions and recommendations require an affirmative vote of two-thirds (2/3) of the eligible members present. "Eligible to vote" designates officially appointed members in good standing who are not recused due to a conflict of interest. 

4. Parliamentary Authority: All general, board, and committee meetings of the Association shall be governed by the procedural guidelines outlined in Robert's Rules of Order(attached in Appendix), provided such rules do not conflict with these Bylaws or any special rules of order adopted by the Association.

Article VI
OFFICERS

President
The President shall be responsible for the overall operations and budget of the Association. He/she shall also be the primary spokesperson for the Association. He/she may designate any of the responsibility on an ad hoc basis to the other officers or members of the Advisory Committee, 

Vice-President
The Vice-president shall preside at all events/ meetings and perform other duties of the office of the president in the absence of the President. He/she may succeed the President if the President is unable to serve his/her term. 

Secretary  
The Secretary shall keep minutes of proceedings of all meetings and shall perform all the duties incident to the office of secretary and other duties that may be assigned by the President or the Advisory Committee. 

Treasurer
The Treasurer is responsible for keeping an accurate account of all income and expenses of the Association. It shall be the responsibility of Treauer/Asst. Treasurer to supervise the financial affairs of the Samajam and formulate policies for sound financial growth. They will also be responsible for planning and supervising all fundraising activities. They should make regular reports to the Executive Committee with respect to the current financial affairs of the Samajam. Advisory Treasurer shall assist the Treasurer in preparing annually, for submission to the Executive Committee and the General Assembly, a budget for the ensuing fiscal year.

Asst./ Advisory Treasurer

The Advisory Treasurer is responsible to strengthen financial governance and ensure full compliance with nonprofit standards. This role provides oversight, guidance, and expert support to the Treasurer and Assistant Treasurer, helping the organization manage budgeting, audits, tax filings, donor tracking, and financial reporting with accuracy and transparency. By leveraging prior nonprofit finance experience, the Advisory Treasurer will enhance internal controls, support smooth transitions, and maintain long-term financial stability. This structure aligns with best practices widely used in nonprofits to ensure accountability and continuity. Advisory Treasurer may also serve as Asst. Treasurer.

Article V
CONTRACTS AND INSTRUMENTS

1. Conflict of Interest and Compensation To rigorously protect the Association’s non-profit, tax-exempt status, no member of the Executive Committee, Advisory Committee, or any duly appointed committee shall receive any salary, compensation, or personal financial benefit from the Association’s funds. Furthermore, any officer or committee member who has a direct or indirect financial interest in any contract, transaction, or governance matter pending before the Association must fully disclose such interest to the Executive Committee and shall be formally recused from any discussion, deliberation, or vote on the matter.

2. Contracts  The Executive Committee may authorize any officer or designated agent to enter into contracts or execute legal instruments on behalf of the Association. Such authority may be general or strictly confined to specific instances.

3. Banking and Drafts All checks, drafts or other orders for the payment of money, and all notes or other evidence of indebtedness issued in the name of the Association, shall be signed by such officer or agent of the Association and in such manner as the Executive Committee may determine from time to time.

4. Limitation of Liability The highest amount of corporate indebtedness or liability shall never exceed the total value of the property owned by the Association. The members, Advisory board members, and officers of the Association shall not be held personally liable for corporate debts and legal obligations of the Association, personal and business assets shall be strictly exempt from such liability.

5. Indemnification of Officers To the fullest extent permitted by the laws of the State of Nebraska, the Association shall indemnify, defend, and hold harmless its current and former Officers, Executive Committee members, and committee members against any and all claims, liabilities, judgments, settlements, and expenses (including reasonable attorney’s fees) arising out of their good-faith service to the Association. This indemnification would only apply provided the individual acted in a manner they reasonably believed to be in the best interests of the Association and had no reasonable cause to believe their conduct was unlawful.

6. Dissolution Upon the dissolution of the Association, the Executive Committee shall, after paying or making provisions for the payment of all the liabilities of the corporation, dispose of all the assets of the corporation exclusively for the purposes of the corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, community service, or scientific purposes as shall at the time qualify as an exempt organization or organizations under section 501(c)(3) of the Internal Revenue Code of 1986 (or corresponding provision of any future United States Internal Revenue Law), as the Advisory Committee (Board of Directors) shall determine. Any such assets not so disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the association 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 VI
FISCAL YEAR

The fiscal year of the association shall begin January 1, and end on December 31. 

Article VII
AMENDMENTS

Any amendments to the By-laws shall be adopted by a majority vote of the Association members present at a regular General Body meeting. Changes to the By-laws shall first be discussed and authorized in an Advisory Board meeting of the Association before they are finalized and adopted in a subsequent meeting by a majority vote of the Association members (who paid Annual membership). If Annual members are not able to be present in the General body meeting they can email the vote before the meeting date.  All amendments made after the adoption of the bylaws shall be published in the association’s website and emailed to all the members.

It is hereby certified that these amended Bylaws were adopted by the Association at a duly called meeting held on 31st  day of May 2026.

Nebraska Kerala Samajam

First Adopted 2024

Appendix:

Roberts Rules of order