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:

•         To promote social, cultural, and educational, well being of Sikhs based on the teaching of the ten Gurus and the Guru Granth Sahib.
•         To teach children the Sikh history, Punjabi language, Kirtan, Gurbani, and Katha.
•         To support efforts for freedom for Sikhs by peaceful means, equal rights and well being for all the people of the world.
•         To promote peace, love, justice and equality for all human beings in the world.
•         To establish a museum of Sikh history in a metropolitan are in the USA.
•         To promote healthy competition among youth through lectures and seminars.
•         To function as a non-profit organization.

        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:

Structure of Board of 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.

        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.

	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.

• E.g. water, electric, gas, or telephone bill, payment stub from employer with picture I.D.

• i.e. U. S. citizen, green card holder or have legal work permit.

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:

• One time membership fee of $1125.00
• Residing with the parents at teh same address (as permanent trustees' address.)
• Must be 18 years of age or older.

        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.

        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.

        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.

        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.

        If more than one nomination is received for any post then election for that post will be held as follows:

• 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 process of Election shall be completed by Honorary Election Committee (HEC) under the guidelines of Board of Trustees.

        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.

      

        The Executive committee shall perform all its functions in accordance with the Sikh Rehat Maryada (SGPC-Amritsar) and the Bylaws of the Gurdwara Khalsa Darbar. The Executive Committee shall consult the Trustee Board from time to time as and when needed. The Executive Committee on behalf of the Gurdwara

        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:
 

1. 1) President, EC
2. 2) Chairperson, BOT
3. 3) Secretary, BOT
4. 4) Any member of the EC as authorized in writing by the Secretary, EC


        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.

        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.

        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.

        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.

        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.

        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.

Structure 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.

• The Chairperson of the Board of Trustees will address the General body.
• All committees submit their progress report to the Chairperson /Board of Trustees.
• General body meeting agenda shall be published at least two weeks in advance.
• The proposal to include additional items in the agenda shall require a written request by five members of the general body.
• The Five or more trustees may ask for a General Body meeting.
• The Chairperson of Board of Trustees on receipt of a notice shall call a meeting of the General Body within 30 days of receiving such notice.

        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 Trustees
• President, EC

        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.

        No fee is required for marriage ceremony. The couple may make donation at their own will.

        It will include Kirtan by children, Katha, and Kirtan by ragi jatha, or any combination of these.

        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.

22.    General:

        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:

• Members: All trustees in good standing.
• Chairperson: Elected Head Official of Board of Trustees
• Secretary: Elected official of the Board of Trustee.

Eligibility for Chairperson:

• 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.

Term of Service:

• 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:

• 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.

Term of Service:

• 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.

Tenure:

• The Newly Elected Chairperson/Secretary of Board of Trustees will assume charge on fourth Sunday of April.

• Chairperson/Secretary shall be responsible for up keep of all the records pertaining to the moveable and immovable property of the Gurdwara Khalsa Darbar.
• Board of Trustee under leadership of the Chairperson/Secretary shall carry all its functions in accordance with the Sikh Rehat Maryada (SGPC-Amritsar).
• Calendar year for BOT officials will be as fourth Sunday of April to fourth Sunday of April, the following year. The Board of Trustees shall hold at least 4 meetings during a calendar year and may hold additional meetings as needed. The Secretary of the Board on the advice of Chairperson will inform the Board Members by mail about the meeting including the agenda with 3 days notice in advance.
• The venue for all Board of Trustee’s meeting shall be Gurdwara Khalsa Darbar premises.
• A trustee may not hold more than two positions in any sub-committees unless BOT under special circumstances decides otherwise.
• The BOT will constitute the following  and additional sub-committees as needed.  The Convenors of all these sub-committees must be “Sabat Soorat”.

• Building Sub-committee:

• Shall be responsible for Land Deal, Construction and Maintenance of the property of Gurdwara.

• Shall work whole heartedly to raise funds in the best interest of the Gurdwara Khalsa Darbar.

• Shall work to develop ways and means to promote the attendance of participating Sangat in all function of Khalsa Darbar.

• Shall involve more Sikh Youth in day to day Sewa and activities relating to the Gurdwara Khalsa Darbar. The Chairperson, BOT shall enlist and encourage Sikh youth of the Khalsa Darbar for more involvement in day to day activities of the Gurdwara. Setting up the Dewan hall and Langar Sewa will be part of their prime involvement.

• To Arrange Lectures, Competition’s, Seminars and Sporting Events and to evolve Sikh youth of Khalsa Darbar for a healthier competition and cultural values and Ethics amongst our youth.

• Shall be constituted by the BOT on the first Sunday of October comprising of three members. The Convenor of this Honorary Election Committee must be a Saabat Soorat Sikh.

	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):

Function:

The sole function of HEC is to have a fair Election for following Post:

• After completing the Election process, the term of Honorary Committee will expire by itself.

• None of Honorary Election Committee members can seek election to the above-mentioned offices for the same year.
• Presence of two members shall constitute the quorum for the HEC meetings.
• Nomination process for electing the Executive Committee shall be over by first Sunday of December.
• After the closing date of nominations, the nominees will have one week to withdraw their names.  HEC will then determine the eligibility of the candidates.
• If more than one nomination still remain in the field for one post, then election will be held either by a lottery system or by a secret ballot by trustees.
• Election shall be completed by the Third week of December for the Executive Committee and by fourth Sunday of March for Chairperson and Secretary of the Board of Trustees.
• Time and location for elections shall always be Gurdwara Dewan Hall.
• Voting when needed shall always be by a secret ballot of trustees and always in-person.

• Vote by fax or mail is not allowed

• The newly elected members shall be sworn in, in the presence of the Guru Granth Sahib, at a regular Diwan to abide by the Charter and Bylaws of Gurdwara Khalsa Darbar and to obey the Sikh Rehat Maryada (SGPC-Amritsar) during their tenure.
• The new EC shall assume charge on 2nd Sunday of January and the BOT officials,  on 4th Sunday of April.

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:

• Any disciplinary action including removal of a trustee rests solely with the Board of Trustees.
• The proceedings may be initiated on receipt of a written petition from at least 5 (Five) members of Board of Trustees.
• A two-thirds of BOT members must be present to constitute quorum for such a meeting.  However, a simple majority (51%) of those present is needed to approve any action.
• To accord a due process to such expulsion, Chairperson shall call a formal meeting of   Khalsa Darbar Board of Trustees members.
• The allegations against the member shall be presented to the Board of Trustees and the member in question will be given a hearing.
• The matter shall be put to a secret vote.

• The member in question shall have no voting right in this matter.

Once approved by the majority of BOT members present, the expulsion shall be effective immediately.  The member once removed may not re-apply for membership for a period of five years after which time his/her application shall be treated like that of a new 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.

This revised constitution was approved by a unanimous vote by members of the Board of Trustees on January 02, 2000 and became effective the

 same day.