aka Gurdwara Khalsa Darbar of South Jersey
The Khalsa Darbar of South Jersey, Inc. was established on November 3, 1997. The term Darbar, Khalsa Darbar or Gurdwara Khalsa Darbar of South Jersey shall mean Khalsa Darbar of South Jersey, Inc. as mentioned above, where ever it appears. Khalsa Darbar is a non-profit religious organization.
1. Aims and Objectives of the Khalsa Darbar:
These are the individuals actively involved in the establishment and development of the Darbar. They are the permanent trustees of the Darbar. The term trustee/s will mean permanent trustee/s where ever it appears in the by laws. If a trustee becomes unavailable (expires, moves out of area, and looses membership for non-payment of dues) he or she will be replaced from the list of new members on first come first serve basis. Either a trustee or his/her spouse will be equivalent for all the responsibilities and privileges of a trustee. Collectively the trustees will be referred as Board of Trustees (BOT) and have the following structure:3. New Members:Structure of Board of Trustees:The trustees will be responsible for major policy and long term planning of the objectives and activities of the Darbar; immovable property including all the funds of the Darbar, assure that immovable property of the society is not sold or altered without a two-third majority of the trustees.
- Main Body: All Trustees in good standings are the Members of the Board of Trustees.
- Chairperson: An Elected official by the Board of Trustees
- Secretary of the Board of Trustees: An elected official by the Board of Trustees.
|Be a resident of Burlington City, Burlington Township, Willingboro, Florence, Edgewater Park, or Roebling Township (New Jersey) for the last 2 years.|
|Thisgeographical limit is final and cannot be changed at any time.|
|Produce proof of residency with drivers’ license, and a utility bill in his name.|
|The conditions layed down in item 3 (as above) for new members of the constituiton are waived for children of the trustees' to become permanent members. To Qualify, the following must be met:|
Annual membership fee of $225.00 will be due by October 31st of each year. A late fee of $50.00 will be charged if fee is not received by the above due date. In this case if total fee of $275.00 is not received by Nov. 30th the membership will not be renewed.5. Mailing List:
Annual fee of $10 is required to be on the mailing list. There is no geographical limit to be a member on the mailing list within the USA.6. Executive Committee:
Executive Committee shall consist of total five members. They are the President, Secretary, Treasurer and two Executive Committee (EC) members. While being a member of the executive committee he or she must not use alcohol, tobacco or drugs (not prescribed by a physician). All members of the executive must be ‘Saabat Soorat’ or commit to be and remain as such during their tenure as a member. This requirement cannot be waived or modified. In addition to the five members, the Chairman, BOT will be ex-officio member and may participate in EC meetings as a non-voting member.7. Election of Executive Committee:
The above requirement of being Saabat Soorat Sikh to be member of the executive committee is mandatory and cannot be changed under any circumstances. This is to conform that Sikh rehat maryada is not violated to any extent, at anytime.
If a member of the executive committee starts using alcohol, tobacco, or drugs as explained above, the remaining Executive Committee members will hold a special meeting with him/her giving the individual a chance to explain the situation. If this accusation is held true, the EC will have the privilege to give a one-time warning to quit the practice. On repeat occurrence of the unacceptable practice, the EC will refer the matter to Board of Trustees for final action under the bylaws of Khalsa Darbar.
The Executive Committee is elected for a period of one year. On completion of one year the EC member can not hold any elected office for a period of one year.
The Honorary Election Committee shall complete the election process by 3rd Sunday of December. A member may nominate as many persons as one may wish but not more than one person for the same position of Executive Committee.8. Responsibilities of the Executive Committee:
If more than one nomination is received for any post then election for that post will be held as follows:The process of Election shall be completed by Honorary Election Committee (HEC) under the guidelines of Board of Trustees.
- If all nominees for same post agree for a Lottery pick, then election for the post will be by picking a name by lottery system, else
- If there is a disagreement among the nominees on the use of Lottery system then Election will be held by a secret ballot by trustees present.
The newly elected Executive Committee shall assume the charge by second Sunday of January of the following year.
Nominee and the nominator both must be present at the time of the election. Each of these must produce proof of residency, and two proofs of identification.
This requirement cannot be waived.
Khalsa Darbar can make contribution and donations to any charitable cause, religious, educational and humanitarian grounds up to the limits authorized by Board of Trustees in its Annual Budget. Any Contribution in excess of the limit shall be reviewed case by case and decided by the Board of Trustees.
The executive committee shall hold at least 4 meetings during the calendar year, and may hold additional meetings as needed. The Executive Committee Secretary after consulting with President will inform the Executive Committee members and the Chairperson, BOT in writing about the meeting including agenda at least one week in advance.
Two or more members of the Executive Committee may call an emergency meeting of the executive committee. EC President or Secretary must be present in such meetings. The BOT Chairperson may or may not be present in all EC meetings as an ex-officio non-voting member.
The President (or Secretary in the absence of President) shall preside over all functions of the Darbar and exercise control and supervision over the day to day function of the Darbar. The presence of three members of the executive committee shall constitute the required quorum for the meetings.
The secretary in consultation
and harmony with the President will manage the Stage of the Gurdwara in
Diwan. In case the Secretary is not present or available, then following
order will follow to mange the Stage:
The secretary shall assist the president in all function of the Darbar and assume charge of the duties and functions of the president in his absence. The secretary shall be responsible for maintenance of all the records, documents, registers, and other official papers of the Darbar. He shall keep records of the meetings of the executive committee and the general body. He will prepare agenda of the meetings, progress reports in consultation with the president. He shall keep the general body informed of the activities of the Darbar. All correspondence to the general body shall have the signature of the secretary or the president.
The treasurer shall collect dues, keep accounts of all the receipts and expenses, deposit all funds of the Darbar in such a bank or banks as designated by the executive committee. All checks must have two signatures, one of the treasurer and second of either the president or the secretary. In the absence of the treasurer the president and the secretary together have the authority to sign checks. He shall prepare the budget estimate in consultation with trustees and executive committee for the next calendar year. Any member may have access to the financial records of the Darbar.10. Budget and Finance:
The financial year will be from Jan.1, to Dec. 31 each year. A copy of the audited annual financial report will be made available to the general body members upon request and shall be posted at the premises for a period of two weeks following the second general body meeting.11. The Records:
Annual budget prepared by the treasurer in consultation with the trustees and the executive committee shall be presented to the general body meeting.
All the records and registers of Gurdwara Khalsa Darbar shall be brought to date on the day the new Executive Committee/BOT officials are sworn in.12. Functions of the Trustees:
The Board of Trustees shall appoint for one year a two-member audit committee to audit each income and expense report for the financial year. The appointees need not be members of Khalsa Darbar. The audit committee shall submit the audit report to the Board of Trustees. Any trustee may request access to the audit report by making a written request to the Secretary, BOT.
If the trustees believe that the Executive committee is not performing its function as required by the Sikh Principles and by the constitution of the Gurdwara Khalsa Darbar, or that the committee has become dysfunctional, they may take a vote and dissolve the Executive Committee by 51% majority. In such case Board of Trustees will appoint two qualified Sewadars (Excluding the members of the dissolved committee and those who have just served one year in any capacity as member of Executive Committee) to carry out functions of the Khalsa Darbar till a new committee is sworn in. The Board of Trustees will appoint Election within four weeks of dissolution of the Executive Committee. The election for the new committee will be held within 3 months of the dissolution of the Executive Committee.13. Conflict Resolution Committee:
The trustees will appoint five-member conflict resolution committee from the general body. Such a committee will function for one year. At the end of one year the general body may chose to renew one or more members as needed. If this committee cannot be formed unanimously then a procedure similar to election of executive committee will be followed. This committee will become activated at the request of any member of the general body.14. General Body:
General Body shall consist of all the members at that time. This includes trustees and new members. There will be two general body meetings per year. Mailing list members are not members of the general body. Seven individuals of the general body can request a general body meeting at any time by giving a written notice to Chairperson, BOT. The Chairperson will be required to hold such meeting within 30 days following the request. The general body will be sent written notice of such meeting with the disclosure of agenda of such meeting, no less than two weeks in advance. The members present will constitute the quorum.15. The executive committee or any of its members cannot issue sponsorship for visitor or immigration visa to any person or group of persons without writtenStructure of General Body.
Head official: Chairperson of Board of Trustees. Main body: All trustees and members in good standing.
Only the trustees shall be empowered to make changes or amend constitution with two-third majority.
16. The annual meeting of the general body shall be held by last Sunday of November each year.
All meetings of the General Body will be presided over by the Chairperson of BOT. In his/her absence the following order will follow:
Secretary of the Board of Trustee will record the minutes in writing. Use of audio/video equipment is not allowed for such purposes. The minutes of these meetings shall be accessible to all the members. 17. Suggestions:
Suggestions must be submitted in writing. These may be anonymous. Executive committee shall discuss these suggestion at the next scheduled meeting and inform the suggestor of their decision within two weeks following the meeting.
18. Cultural Meetings:
The expenses of these meeting will not be the responsibility of Khalsa Darbar. The Darbar will promote participation in sports and extra-cirricular activities in co-ordination with other Sikh organizations.19. Marriage Ceremony:
No fee is required for marriage ceremony. The couple may make donation at their own will.20. Weekly Gurduwara Routine:
It will include Kirtan by children, Katha, and Kirtan by ragi jatha, or any combination of these.21. The Budget:
The treasurer will be present next year’s budget at the annual meeting of the general body. The treasurer shall prepare the annual budget of the Darbar, in consultation with the executive committee and trustees.
Certain cases and situations may arise from time to time with regards to which specific provisions do not exist in this text. Such cases or situations shall be dealt in accordance with the generally accepted principals. In case of conflict the trustees with majority vote will make final decision. The trustees are authorized to fill any vacancies in the executive committee for the remaining term or till elections are held which ever comes first.
No part of the net earning of the Darbar shall ensure to the benefit of or be distribute to its members or officers or other private individuals; except that the Darbar shall be empowered to pay reasonable compensation for services rendered, or make distributions provided that such payments or distributions are in furtherance of the purposes of the Darbar.
Upon the dissolution of the Darbar, the executive committee and the trustees shall, after paying all the liabilities and compensation for services rendered, dispose of all the assets of Darbar exclusively for the society, in such manner, and to such organization or organizations, organized and operated solely and exclusively for religious purposes under section 501 (c) (3) of the Internal Revenue Code of 1954.Structure of the Board of Trustees:
Eligibility for Chairperson:
- Members: All trustees in good standing.
- Chairperson: Elected Head Official of Board of Trustees
- Secretary: Elected official of the Board of Trustee.
Term of Service:
- He/she shall be a member of Board of Trustee for at least two years in good standing. Must be Sabat Sarup Sikh and remain as such during the tenure as a Chairperson. The requirement cannot be waived or modified, without two third majority of the Board of Trustees.
- Chairperson shall be elected for One Calendar Year. Following tenure of one year, he/she cannot seek re-election for office for a period of one year.
Eligibility for Secretary of Board of Trustees:
Term of Service:
- He/she shall be a member of Board of Trustee for at least two years in good standing. Must be either Saabat Soorat Sikh or a Turban Wearing Sikh and remain as such during the tenure as a Secretary, Board of Trustees. The requirement cannot be waived or modified, without a two-thirds majority of the Board of Trustees. The provision allowing a Turban Wearing Sikh expires on last Sunday of April, 2002 and is subject to a review after that.
- Secretary, BOT shall be elected for one calendar year. Following tenure of one year a member cannot seek re-election for the office for a period of one year.
- The Newly Elected Chairperson/Secretary of Board of Trustees will assume charge on fourth Sunday of April.
|Fund Raising Sub-committee:|
|Sangat Welfare Sub-committee:|
|Sikh Youth Awareness Sub-committee:|
|Note: Number of members in all such sub-committees shall be decided by the BOT|
|Sports & Sikh History Seminars:|
|Honorary Election Committee (HEC):|
|The sole function of HEC is to have a fair Election for following Post:|
24. The provisions of the bylaws may be amended by two-third majority of the members of the Board of Trustee’s when and where the need arises.
25. Disciplinary Action/Removal of Board of Trustees Member:
26. Legal Support:
In case the members/trustees of Khalsa Darbar, while performing duties of and/or representing Khalsa Darbar in any activity, are challenged in a court of law, the Khalsa Darbar funds shall be used for their legal defense and to fulfil legal obligations.APPROVAL:
This revised constitution was approved by a unanimous vote by members of the Board of Trustees on January 02, 2000 and became effective the