Governance & Bylaws

1.

Minnesota Tamil Sangam ("Sangam" / "MNTS") is a member-based, non-profit, cultural, and charitable organization incorporated under the laws of the State of Minnesota, USA.

2.

Organized exclusively for charitable, cultural, educational purposes of promoting Tamil culture to the Tamil community in Minnesota within the meaning of Section 501(c)(3). Brings Tamilians in Minnesota together to strengthen and expand Tamil culture to second-generation children, educating in Tamil language and culture via workshops and stage programs with experts in Tamil literature and art. All funds are devoted to these purposes.

3.

Properties and affairs of MNTS are managed by the Board.

4.

The Board establishes policies, directives to Board Members and Committee Chairpersons, and implements programs.

5.

Each Board Member acts in good faith and signs a No-Conflict-of-Interest statement.

6.

Each Executive Board Member oversees at least one key aspect of each MNTS event; each Director assists in at least one.

7.

Board Members serve voluntarily; reimbursed only for authorized out-of-pocket expenses on submission of original receipts to the Treasurer.

8.

Any member in good standing for 6+ months is eligible to be a Board of Directors candidate.

9.

Any member in good standing on the BOD for 6+ months is eligible for a vacant Executive Board position.

10.

Adding Board members requires a unanimous Executive Board vote and 75% majority of the BOD.

11.

Board meeting attendance limited to Board members (or by invitation). Minimum 4 board meetings per calendar year.

12.

Attendance mandatory (excused for out-of-town / illness / emergency). A 60% quorum is required to transact business; without quorum, only the state-of-MNTS address and treasurer report are allowed, then adjournment.

13.

Automatic termination after two consecutive unexcused absences.

14.

Removal for harm to MNTS: written charges to the President → special meeting within 7 days → 75% affirmative vote (excluding the member).

15.

No financial gain or profit for members.

16.

Members acquire no interest in MNTS property or assets by membership.

17.

No activity except in furtherance of the Article 3 (Constitution) purposes.

18.

Non-political — no propaganda or political campaigns for or against candidates.

18a.

Non-religious — no religious propaganda or campaigns.

19.

No property or assets devoted to non-Article-3 purposes.

20.

Members and officers are not personally liable; liability is limited to unpaid dues.

21.

Uses "Tamil Thai Vazhthu" (Neeraarum Kadalududhdha, Manonmaniam P. Sundaram Pillai) as invocation.

22.

Membership types, fees, and rights (original): Individual $15, Family $25, Student $10; non-member program fee ≥ $10 per person per program; fees non-refundable; open to all who subscribe to the objectives. The Board may disapprove members whose aims oppose MNTS. The EC may propose fee changes by simple majority, effective the next calendar year. (Fees superseded — see Amendment 4.)

23.

No salary or compensation to Directors, Officers, or EC members by virtue of position (professional services may be compensated at customary rates).

24.

Robert's Rules of Order governs procedure; subject to all applicable US laws.

The EC holds title to all MNTS property with duties and powers to purchase, rent, own, and sell property; create endowments and receive gifts and bequests; and make disbursements. Each office bearer and EC member is elected individually by the BOD; majority decisions are binding. The EC may establish ad-hoc task and event committees (term ends at task completion or year-end).

President

Spokesperson; presides over MNTS and EC meetings; serves as a Director; addresses the BOD on the state of MNTS.

Vice-President

Performs the President's duties in absence; succeeds a mid-term vacancy.

Secretary

Convenes meetings and notices; records minutes; maintains correspondence and the membership database; checks the org mailbox; renews licenses and statutory filings; secures insurance; preserves records; hands over documentation at year-end.

Treasurer

Collects dues and donations; deposits in the MNTS bank; pays bills per the EC; notifies members 3 months in arrears; maintains accurate records; files IRS tax returns; furnishes financial reports after each program; serves as a Director; submits quarterly financial and membership reports; may form a ≤3-member ad-hoc finance committee; a Co-treasurer covers in absence.

Communications Committee

Newsletter, membership directory, websites, email distribution and databases; moderates and validates all public member communications; content must be factual and aligned with MNTS values; archives website content for the year-end transition. The Chairman of the BOD and the President have full communications access.

Other EC members

Assist officers and serve on subcommittees.

The EC holds title to all MNTS property with duties and powers to purchase, rent, own, and sell property; create endowments and receive gifts and bequests; and make disbursements. Each office bearer and EC member is elected individually by the BOD; majority decisions are binding. The EC may establish ad-hoc task and event committees (term ends at task completion or year-end).

1.

Composition: EC ≤ 6, of which 5 are Office Bearers (President, VP, Secretary, Joint Secretary, Treasurer); the rest are board members. Elected by the BOD; term 2 calendar years, re-eligible; President and Treasurer max two consecutive years. Enlarged only by a 75% BOD vote.

2.

Meetings: the Secretary and President set date, time, place, and agenda with at least one week's notice; conducted per the bylaws; regular meetings at least once per 3 months; special meetings on request; quorum = a majority of the EC including at least 3 Officers; electronic participation allowed.

4.

Attendance: habitual absence (3 consecutive) → removal by a 2/3 EC vote plus BOD approval → ineligible for the remaining term.

5.

Vacancies: the 6 Office-Bearer positions must not stay vacant more than 2 weeks; if the EC falls below 6, the BOD runs day-to-day affairs until restored.

6.

The outgoing treasurer presents prior-year financials at the first General Body meeting (usually Tamil New Year).

7.

Member email protection — member emails are never shared with businesses or individuals and are kept confidential; former officers are prohibited from disclosing or using member records.

8.

Partnership policy — the EC may collaborate with other non-profits and for-profits with majority BOD approval, documented and signed, conforming to IRS 501(c)(3) rules.

9.

The MNTS website must contain, at minimum: Constitution & Articles of Incorporation; Mission & Vision; Bylaws; Board of Directors; Executive Committee; Subcommittees; contact details (phone/email of the Chairman and President); an EC email; membership information (how to join, membership strength per category); and financial information (IRS-filed statements).