By-Laws

Nepal America Journalists' Association (NEAJA)
By-Laws of NEAJA

Article I
Name

The name of the organization shall be Nepal America Journalists' Association, hereafter referred to as NEAJA.

The said Organization is instituted exclusively for charitable, educational and scientific purpose, the making of distributions to organizations that qualify as exempt organizations under section 501(C)(3) of the internal revenue code, or corresponding section of any future federal tax code.

Definition of Media

Media organization will imply any print or electronic/visual mass media organization and journalists' organization or union or press freedom organization formed to work or promote press freedom.

Article II
Background and Mission Statement

NEAJA was founded in 2007 April after the first North American regional conference held in Arlington, Virginia. It works as a not for profit organization exclusively to unite and foster the ever growing number of Nepali journalists in North America. The principal mission is to continue to build and develop communication network amongst like minded journalists and organizations with similar missions irrespective of political geography.

Article III
Objectives

The purposes of this organization are exclusively charitable, journalistic and educational and are listed below:

1. Fostering among Nepali journalists and students of journalism in the North American region a greater knowledge and understanding of ethnic Nepali journalism, literature, art, science and economic and government patterns and practices and other facts relating to the diversities and similarities of the Nepali and American ways of life;

1. Fostering among Nepali nationals, including government officials, students and others visiting or temporarily living in the United States, a greater knowledge and understanding of American literature, art, science, and other facts relating to the diversities and similarities of the Nepali and American ways of life.
2. NEAJA will organize many educational, media related and other activities in its bid to promote and facilitate Nepali communities around the continent.
3. Local fraternities or social organizations may work with NEAJA to conduct debate, discussion, or town hall meetings in relevant issues. NEAJA solely or jointly with aforementioned organizations may produce and  or launch cultural shows in special occasions, and may also organize and or conduct classes for children and adults on Nepali ethnic media activities or workshops.
4. NEAJA may involve in establishing awards, publishing news bulletins, magazines, news websites, radio and television programs for the enhancement of Nepali ethnic journalism, art, history and culture. (First Revision 2010)  
1. Carrying out the purposes as described above by the following means, within the limitations described above:
1. By presenting or sponsoring films, radio and television programs, public discussion groups, forums, panels, lectures, exhibitions and performances;
2. By providing reference materials and services for the public dissemination of Nepali literature and information concerning Nepal;
3. By raising funds to help victims of disasters (man-made and natural) and community members at times of dire need precipitated by illness, deaths and other misfortunes.
4. By raising funds to set up small-scale development projects for the economically disadvantaged people.
5. By supporting non-partisan efforts to promote human rights and civil liberties.
6. By engaging in dialogue with other community and media organizations that have similar purposes and values.
2. To advocate for press freedom and professionalism. To support victims of press freedom and humanitarian activities.
3. By such other means as are suitable, within the limitations described above.

Article IV
Membership

Membership is open to all who are currently involved in journalism or media activities. It may also be distributed to those who foresee journalism as their career and are students of journalism and are dedicated and committed to the principles of press freedom and NEAJA. (First Revision 2010)

1. General Member

Journalists demonstrating a sincere, constructive interest in furthering ethnic Nepali journalism in the North American region and Nepal, and subscribing to the purposes of the Association as stated in the Articles of Incorporation, may become general members after completing a Membership Application, and paying the annual due of US $ 50.00. The membership shall be valid for two years. However, the general Convention can change the fees and other requirements. Membership should be renewed before six months of the general convention. Renewal fee shall be US $ 50.00 for one term. For the renewal, the general members should apply in writing with samples of two of their recent journalistic works (articles, audio or video works) along with the renewal fee to the NEAJA's designated mailing address in order to be eligible to vote or participate in the general conventions and the elections. (First Revision 2010)

Applicants for membership need to apply with minimum two references from two reputed media professionals.

Executive Committee shall decide whether or not to grant the membership.

2. Life membership

The extension and continuation of the Association membership can be made life- long. If the person with general membership desires to be a life member, and one qualifies to be a general member, he/she shall receive such membership with a one-time payment of US $ 300.00. The payment received from the life membership will not be used for daily spending but may be used for charity. All officers can be eligible to be a life -member if the amount mentioned is paid. (First revision 2010)

3. Honorary Member

Persons who have made a substantial contribution to the growth of ethnic Nepali journalism can be granted honorary membership. However, they will not be eligible to be elected for the executive committee or cast vote for such committees.

Membership Ineligibility

Any member who commits the following acts shall be declared ineligible for membership:

·         The one who acts or performs against the organization's objectives and principles.

·         Individual who has committed any crimes, felony charges, involved in any unlawful activities and has violated the rule of land.

·         Executive committee can cancel the membership of an individual if any of the above implies but will be given an opportunity to clarify.

Automatic Termination of Membership

• Any member who knowingly violates the Society of professional Journalists (SPJ) Code of Ethics, their membership will be terminated automatically.
• Any member who has been convicted of crime in their local jurisdictions will be automatically terminated upon credible notification to NEAJA. 

Resignation

Any member may resign by giving notice in writing to the NEAJA Executive Committee through General Secretary. Refunds of the membership fee will not be made.

Article V
1. Officers

1. All officers shall serve for a two year term and shall be eligible to be reelected to the same position or higher for one more consecutive term. No officer shall serve in the same position for more than two consecutive terms or four consecutive years. (First revision 2010)
2. The officers of the Association shall be the President, senior Vice-president, Regional Vice-president, General Secretary, Secretary, Treasurer, media coordinator (to be nominated as and when deemed necessary by the executive committee) and executive members. (First Revision 2010)
3. These officers, except the media coordinator, shall be elected at the General convention of the Association which shall be held every two years. (First Revision 2010)
4. NEAJA is a registered institution under section 501(c)(3) of the US internal revenue code as a non-profit organization. To comply with the law of the land and also to retain this status all officers should be legal resident/citizen of the USA or any other countries in North America.(First Revision 2010)

2. Duties of the officers

1. The President shall preside at all meetings of the Association and of the Executive Committee and shall be responsible for the general supervision of the work of the Association.
2. The president represents or sends representative on behalf of the Association to court cases against the Association.
3. The president represents or assigns representative on behalf of the association to related authority, organizations or programs.
4. The President will inform the executive committee in writing and seek their written approval if he/she exhibits interest of involvement in other organization. The president shall not contest in the elections in other organizations for the same position in order not to display the conflict of interest. (First Revision 2010)
5. The senior vice-president shall perform such duties and have such powers as may be delegated to them by the President with the advice of the Executive Committee. In the absence of the President, the senior Vice President will serve and shall have the power to perform the duties of the President.
6. The regional vice president shall perform as a Regional Coordinator. He/she shall organize program, run projects, mobilizes local members. He/she shall represent related local authorities, organizational or programs on behalf of the Association. In the absence of the president, and senior vice president, he/she shall chair the meeting of executive committee. President can assign additional duties to regional VPs. The executive committee can limit their assignments as or when needed. (First Revision 2010)
7. The General Secretary shall keep and read minutes of the meetings, maintain an up-to-date roster of NEAJA members, send out notices of meetings, and be the custodian of all records of the Association. Notice of annual and special meetings must be sent to all resident members at least three weeks in advance of the proposed date.
8. The general secretary prepares and presents annual report to the general convention.
9. The Secretary will help the General Secretary in his or her duties and in his or her absence shall function as the acting General Secretary.
10. The Treasurer shall receive and be the custodian of all funds of the Association and shall pay all bills upon authorization of the Executive Committee. He or she shall open and keep a joint bank account in the name of NEAJA. The Treasurer shall keep account of all funds of the Association, of all monies received and disbursed, and shall submit a written report in full at the annual meeting of the Association, at intervals to the Executive Committee and at other meetings as required by the President. The financial records of the Association shall be audited annually by an independent person selected for that purpose by the Executive Committee. The Treasurer shall have a limitation on the amount expended on any single transaction. Such limitation shall be set by the Executive Committee.

3. Executive Committee:

The Executive Committee shall consist of the elected and nominated officers of the Association who will be elected/nominated for a term of two years at the general convention of the Association and will be eligible for reelection/re-nominated for one additional term. The executive committee members receive no compensation, and their service will be entirely voluntary. The Executive Committee may appoint up to four members-at-large, who have special expertise in helping carryout the duties of the Executive Committee. These members-at-large shall also serve on the Executive Committee.

4. Duties of the Executive Committee:

a)     The Executive Committee shall follow the guidelines and policy set forth by the Board of Advisers. It shall have authority to conduct and transact on behalf of the organization, any necessary official business activities to promote and further the interest of the organization. It shall make recommendations as to policy and program of the Association, advise the President and fill vacancies that occur between elections. A majority of the Executive Committee shall constitute a quorum and a majority of those present shall decide on issues. Written letters, emails and telephone calls shall be valid for the Quorum to discuss the agenda of the meeting. Written letters and printed copies of the emails will be valid for Proxy authority to vote on the issues under discussion in the meeting.

b)     Steering Committee: A steering committee comprised of President, Senior Vice President, Regional Vice-Presidents, General Secretary, Secretary and Treasurer shall be formed. This committee will have power and authority to conduct meetings and make decisions in abnormal situations. However, the decisions of the steering committee should be approved by the full committee as and when such meeting takes place thereafter. (First Revision 2010)

5. Executive Committee meeting

The Executive Committee shall meet as called by the President or when deemed necessary.

6. Written Consent

Any action required or permitted to be taken at any meeting of the Executive Committee may be taken without a meeting, provided that prior to such action notice of the proposed action is mailed or telephoned to all members of the Executive Committee and a written consent thereof is given by a majority of the members of the Executive Committee and such written consent is filed with the minutes of the Executive Committee.

7. Board of Advisers

Elected Executive committee shall recommend list of advisers for the Board. There will be 3 members in the Advisory Board (Past NEAJA Presidents will preside over as the ex-officio advisors). Term of the Board of Advisors shall be three years. Board will set forth policies and guidelines in the interest of the organization which will be pursued by the executive committee. Board Members will not be paid and will determine their own meeting schedules or may coordinate with the executive committee. It will also review the financial statements after audit. Board of advisors will have a voting authority. (First revision 2010)

8. Financial Set Up

1. The association will have restricted and unrestricted funds.
2. The funds will be received from the following sources:

1. Membership and renewal fees from members of the association will be unrestricted
2. Financial help and donation received from national and international organizations or donors may be restricted or unrestricted.
3. Money or assets received by service provided by association or other fund raising programs will be unrestricted.
4. A bank account will be opened in the name of the association and the account shall be operated with the signatures of president or vice-president or general secretary or treasurer.

9. Annual Audit

1. An annual audit of financial report of annual income/expenditure will be performed.
2. Treasurer will present financial report in the general convention.
3. Upon written request, financial report will be made available to any general member of the organization or government authorities.

10. No Confidence Motion

1. No confidence motion can be brought against any elected or nominated executive committee member with the signature of minimum of 25 percent of general members with written request.
2. The person against whom the motion is brought will be given chance to explain his/her position before the special convention or during general convention. By simple majority of the members present, issue shall be resolved. 

11. Office of the Association

Head office of the NEAJA will be in Washington DC, USA.
It can open branches and conduct related work in any part of the country or in Canada and Mexico in accordance with the rule of the land. There might be provision to change office and address in accordance with the law. (First Revision 2010)

Article VI Meetings

1.     The ordinary meetings of the Association will be held at intervals as prescribed by the Executive Committee.

2.     The annual meeting of the NEAJA shall be held each year at a place determined by the Executive Committee. Advance notice of three weeks shall be given. The annual meeting is held to approve the general policies of the Association to approve the balance sheet of the Association and to discuss any other matters that may be properly presented at the annual meeting.

3.     Special meetings may be called by the President or the Executive Committee upon the written request of 35% of general membership, with the purpose of the meeting stated in the call, and no other business to be transacted.

Notice of regular meetings and other meetings can also be given via email, telephone calls, posting on the NEAJA website and announcements in the local Nepali media.

Article VII
Nominations and Elections

An Election Committee of five members of the membership at large shall be appointed by the executive committee at least two months prior to the general convention of the Association. The committee shall appoint one of these five as Chairperson. This committee shall invite nominations for all positions. Nominations can be made by any member and should include a letter from the nominee expressing his/her intention to serve and perform assigned duties if elected.

The committee shall check the eligibility criteria (as decided by the election committee) of the nominee and the voters, and shall supervise the elections at the NEAJA general convention. The nominees shall be full dues-paying NEAJA members at the time of at least six months before the convention. It shall apply for the voting members as well.

After checking all the nomination papers, the committee shall compile a list of candidates for all positions. This list shall be sent with announcement of the annual meeting to all members. At the annual meeting, nominations from the floor may also be made. Persons nominated from the floor must sign a letter expressing their intent to serve and perform assigned duties if elected.

At the annual meeting of the Association a plurality vote shall elect and where there is only one candidate for an office or the exact number of the Executive Committee, the election may be made by a voice vote.

An election committee of not less than three members shall be appointed by the President prior to the general convention of the Association. This committee shall provide all election materials and shall act as tellers for the election.

Article VIII
Resignation

Resignation from any of the member of the Executive Committee must be in writing and should be received by the President or the Executive Committee.

Article IX
Committees

1.     Standing committees shall include: Souvenir Publication Committee, Media Relations Committee, Audio Visual Committee, Disciplinary Committee, Financial and Emergency Fund Operation Committee.

2.     Special and ad hoc committees may be created and officials may be appointed by the approval of executive committee.

3.     All committees shall report to the Executive Committee, as directed by the President.

4.     NEAJA Regional chapters shall be formed in every region as and when deemed necessary. Regional vice president shall chair the chapter. Regional territory shall be defined by Executive Committee. Regional Chapters shall work under the direct supervision of the NEAJA Executive Committee. (First Revision 2010)

Article X
Amendments

The Executive Committee shall have the power to make, alter, amend, or repeal the by-laws of the Association, except that the first by-laws of the Association may be adopted by the incorporators. The by-laws so made, altered, amended or repealed must be approved by a vote of NEAJA members at any annual or special meeting. Amendments may also be made available by mail in accordance with Article VI, section 4, of the By-law and such amendments will be effective for the interim period until the next general meeting approves or rejects them.

The amendments have to be passed by two-third majority during general convention and passed amendment will need to be approved by local authority before that can be implemented.

Creation of Rules

Executive committee can create additional rules and regulations to fulfill the objectives of the Association in accordance with the law of the land.

By-Laws

Stamp and Logo

Executive committee shall decide the stamp and logo of the Association to be approved by the majority during the general convention.

Article XI
Liquidation or Dissolution

The liquidation and dissolution of the Association or the amendment of these rules may be decided upon by a two-third majority of those present and voting at a general convention, provided that notice of the proposed dissolution or details of the proposed amendment shall have been circulated with the notice of the meeting. In the event of dissolution, any residual funds or assets of the Association shall be transferred to other not for profit organizations.