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HUMANITARIAN ORGANIZATION FOR PHILANTHROPIC ENTHUSIASM- HOPE

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HOPE

HOPE - 12/02/2017

This document is a directive guideline for the Board of Humanitarian Organization for Philanthropic Enthusiasm (HOPE). This document furnishes details on the organizational structure, purposes, the duties and functions of the Board of Directors, financial aspects, and meeting of the Board. It will serve as the reference document for the Board of HOPE to help to function smoothly.

Article 1: The organization Article

2: Mission statement Article

3: Logo Article

4: Purpose of the organization Article

5: Office and Definition of some terminologies: Article

6: Membership Article

7: Board of Directors Article

8: Other officials Article

9: Quorum Article

10: Advisory committee Article

11: Financial Management Article

12: Amendments Article

13: Dissolution Article

14: Miscellaneous Back Ground of the organization

Humanitarian Organization for Philanthropic Enthusiasm (HOPE) is a group of energetic former Bhutanese refugee youths committed to creating a humanitarian environment among the Nepali/Bhutanese community, immigrants, refugees, but not limited to, nationwide. Initially, the organization is to save and integrate the value of Nepali culture among resettled Bhutanese in the USA with their dignified manner. And moreover, HOPE will strive for promoting awareness on the educational rights of Children, youth empowerment, integrity, excellence, creating awareness about its relevance and developing vibrant cultural ethics in the community, and above all to keep-up the cultural identity. Amidst very difficult and awful situations in the refugee camps, we strived for saving our social values in the exiled Bhutanese Community in Nepal and thereby fulfilled the dream of many who were seen disgruntled with their own life being a refugee with no certainty of their future. After the dream of getting back to own homeland got shattered, the opportunity of relocation (resettlement) commenced in various parts of the globe, a need is felt to extend and upgrade the then and existing our moral as civilized and human loving people from Bhutan. Now, HOPE shall be the representative youth organization in the Bhutanese community across the greater state of Ohio (and nationwide in the USA as felt necessary), with a dedication to promote, preserve and develop our social values, arts and culture so as to maintain our ethnic cultural identity as Nepali speaking Bhutanese and to accept social diversity in the USA.

Article 1

The organization

There shall be a non-profit organization called the Humanitarian Organization for Philanthropic Enthusiasm ‘HOPE’. Based upon the will and interest of individuals or any groups, the organization shall represent all the Bhutanese residing legally in the state of Ohio and in any other states in the USA. HOPE will make connections with the other communities as well in order to grow together with love, dignity, and honor.

Article 2

Mission statement:

HOPE shall make all efforts to ensure the preservation of community values associated with health, education, and culture alongside the empowerment and self-sufficiency of every Bhutanese/Nepali on his/her social respect, the same relations, and actions will be established with other communities too.

Article 3 Logo

It shall have a Human Circle holding hands around the globe with an image of symbolizing togetherness among all humans and their rights to live happily and peacefully extending cared support to each-other. The word HOPE stays on the top of the human circled globe. The name of the organization and the year established (2017) will circle the globe, humans, the word HOPE as: “HUMANITARIAN ORGANIZATION FOR PHILANTHROPIC ENTHUSIASM.ESTD.:2017”

Article 4 Location

The main registered office of HOPE shall remain in the city of Blacklick, in the state of Ohio. Other sub-offices can be established elsewhere in other states of the USA whenever deemed necessary.

Article 5 Powers and Purposes

The organization is to be organized as a public charity exclusively for charitable, cultural, health, and educational purposes maintaining the relevance according to the definition of exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code. The purposes and objectives, for which the organization has been formed, shall include but may not be limited to the following:

To act and operate exclusively as a nonprofit corporation pursuant to the laws of the State of Ohio or any of the other states where programs may run, and the federal government laws, to act and operate as a charitable organization.
To preserve and promote the various cultural aspects.
To give special preference in preserving, protecting, and developing a sense of integrity, with a sense of dignified citizens of this nation (The USA).
To regularly bring online awareness programs and also publish other literary materials at different times.
To organize, on different occasions, symposiums, seminars, and cultural programs for the exposition of relevance of our social values, intellectual and cultural backdrop with the rest of the world.
To exercise all such other powers as may be exercised by nonprofit organizations under the applicable laws of the States and the Country to carry out the purposes specified above.
Help immigrants integrate into the American lifestyle and also assist with the basic requirements such as credit building process, financial account maintenance, traffic system, jobs, and etcetera-etcetera in coordination with the stakeholders.

Section 5.1 Powers: The Organization shall have all the powers necessary to carry out the foregoing purposes and all the powers of non-profit corporations organized under the laws of the State of Ohio (or, any of the states’ laws wherever programs may run) and the federal laws of the USA.

Section 5.2 Limitations:

(a) The Organization shall neither have nor exercise any power, nor shall it engage directly or indirectly in any activities that would invalidate its status as a corporation which is exempt from federal income taxation as an organization described in Section 501(c) (3) of the Internal Revenue Code of 1986, or any successor provision.(b) The Corporation is not organized for pecuniary profit and shall not have any capital stock. No part of its net earnings or of its principal shall inure to the benefit of any officer director of the Corporation, or any other individuals, partnership or corporation, but reimbursement for expenditures or the payment of reasonable compensation for services rendered shall not be deemed to be a distribution of earnings or principal.(c) Up-On dissolution, after provision is made for payment of debts, all property of the Corporation, from whatever source arising, shall be distributed only to such organizations as are then exempt from tax by virtue of Section 501(c)(3) of the Internal Revenue Code of 1986, or any successor provisions, and as the Board of Directors of the organization shall determine, unless otherwise provided in the instrument from which the funds to be distributed derive.(d) No substantial part of the activities of the Organization shall be carrying on propaganda, or otherwise attempting, to influence legislation, and the Corporation shall not participate in, or intervene in (including the publishing or the distribution of statements), any political campaign on behalf of (or in opposition to) any candidate for public offices.

Article 6 Definition of some terminologies:

By HOPE, it means Humanitarian Organization for Philanthropic Enthusiasm, which is the platform of Bhutanese-American youths dedicated to saving the vibrant identification of Nepali speaking Community in the state of Ohio and across the USA, simultaneously supporting to the other communities with their values and making ethical and supportive connections. This is a non-profit making and non-political organization. It is dedicated to the preservation and promotion of languages, cultures, and diverse-values and steps up to “conflict management” (may have different literal meanings) among Bhutanese people with anyone from within the family to abroad which is about acting as a bridge in between the law enforcement and the community members.
By ‘Bhutanese’, it is meant to understand as former or current Bhutanese citizens, Bhutanese refugees registered in the UNHCR managed camps in Nepal or Bhutanese living in India and resettled Bhutanese in various parts of the world and their descendent.
By ‘bylaws’ it means the present constitution of this organization.
By ‘organization’ it means HOPE.

Article 6 Membership

There won’t be members in HOPE but interested individuals may enroll as community volunteers through HOPE’s official website and if they make any financial contribution, that will be the voluntary donation, not the membership fee. Donation to a non-profit under 501 (C) (3) will be eligible for the tax exemption as HOPE keeps its status valid with the IRS.

Article 7 Board of Directors

The governing body of the organization shall be the board of directors and are all volunteers. The board shall be the highest decision making body of HOPE. The board shall be headed by a Chairman elected by the members of the board of directors. The election of board chair shall be done by a simple majority of the members of the Board of Directors. An executive committee shall be formed from among or outside of the board members who shall function on behalf of the board for carrying out all official duties. Such members may be appointed by the Board Chairman, with the approval of one-third board members. Other subcommittees may be formed by the board as per the need of programs and activities undertaken. The Board of Directors as a unit shall bear the fiduciary and legal responsibilities for HOPE. The executive members shall have the function of overseeing various programs of HOPE as may be necessary for promoting its objectives.

7.1 Responsibilities of Board of Directors: Beside other functions not described here, the basic responsibilities of the board of directors constitutes:

Determines mission and purpose, select the chief executive officer, Support and evaluate the chief executive, ensure effective planning, monitor, strengthen programs and services, ensure adequate financial resources, protect assets and provide proper financial oversight, ensure legal and ethical integrity, enhance HOPE’s public standing

7.2 Compensation.

Directors shall not receive salaries for their services, but by resolution of the Board of Directors, expenses of attendance, if any, may be allowed for attendance at any regular or special meeting of the Board. The Corporation shall not provide personal loans to anyone.

7.3 Removal

Any board member who is not found capable to carry out the assigned duties and who does not attend more than five consecutive meetings or does not respond to the call for meetings more than five times shall be removed by the order of the board chair, recommended by a simple majority of board members. A board member may also be removed with or without cause if seen hampering the objectives and moral of the Organization or if found violating the states or federal laws.

7.4 Resignation

Resignation from any position is the right of the individual, but a board member of the executive committee is required to serve the organization for at least twelve months in the designated position before deciding to resign.
Resignation can be accepted only after having sufficient reasons. All other board members shall function at least for two years before resigning.

Any vacant positions so formed after the resignation of a member shall be filled up as per the need, by taking resolutions from the board meetings.

In case resignation is given by an executive committee member before termination of his/her office-term or if an executive member falls in disciplinary action or in case of demise or insanity of the executive member then the alternative arrangement can be made by the executive committee or if it can’t be made it should be forwarded to council assembly.
The resignation should be submitted to the secretary or to the chairman considering the hierarchy of position.
Resignation (from any post or position) once submitted shall be accepted, however one chance shall be given to withdraw it in case if any damage is not done to the organization by such person.

7.5 Tenure

The tenure of the board of directors shall be of five years. The first elected Board of Directors shall serve at least two years from the date of their election. The signers of the Article of Incorporation shall elect at least five board members, who in turn shall elect other Board members and officials.

7.5 Meetings:

Meeting of Board of Directors and officials shall be both virtual and physical. The board shall meet at least four times a year, but may meet more than that, if any emergency arises. Notice of the meeting shall be given via text, email, or call at least a week earlier. Virtual meetings are considered valid. All proceedings of the meetings shall be recorded in meeting minutes. Any meeting shall be adjourned until further notice if the required quorum is not fulfilled.

7.5 Officers and Agents

There shall be a minimum of four officials- Chairman, Vice-Chairman, Secretary, Treasurer; other officials and agents can be appointed by the board as deemed necessary.

Section 1 Chairman

The chairman shall chair all of the meetings of the BOD. Chairman manages and provides leadership to the BOD of the organization. He/she must be accountable to the board and acts as a direct representative between the board members and stakeholders.

Section 2 Vice-Chairman

The vice-chairman assists in carrying out the functions of the organization and performs designated duties assigned to him/her. The vice-chairman collaborates with the BOD and staff to evaluate the performance of the executives.

Section 3 Secretary:

All administrative functions of the organization shall be looked after by the secretary for general administration. He/she shall be responsible for maintaining all official records of the organization and filing them. The chief responsibility of the secretary shall be, but not limited to, keeping minutes of all meetings of the executive committee, the board of directors, and the advisory committee. It shall be the responsibility of the secretary for general administration, to appraise the executive director and deputy executive director of any discrepancies or inconsistencies in the planning and decision-making process. The secretary shall also be responsible to call meetings of the executive committee, or other committees, whenever necessary besides the regular calendar meetings.

Section 4 Treasurer

The treasurer shall be chiefly responsible to raise funds and maintain the treasury of HOPE. He/she shall have the duty to prepare an annual budget, oversee income and expenditures, and make appropriations to ongoing programs. He/she shall be responsible to mobilize sources of funding, make appropriate expenditures, and sign all transaction vouchers. It shall be the duty of the treasurer to announce a total outlay of the budget for a year at the initial meeting of the board and make formal closing of the budget at the end of the fiscal year or the term.

7.3 Other officials7.3.1 Outreach Coordinator:

The Outreach Coordinators or public relations officers shall be responsible to foster both intra and inter-community relationships. Also, he/she shall be the liaison for HOPE to establish effective coordination between governmental bodies, Bhutanese community organizations, other community organizations, or resettlement agencies, as necessary. He / She shall play a proactive role in reporting any conflict of interest or disputes to the board for a timely solution.

7.3.2 Coordinator, Cultural affairs

All activities of cultural significance such as the promotion of language, literature, arts, and music are the cultural affairs of the community. He/she shall work actively in promoting literature, arts, music, and folk cultures to the highest extent of possibilities. He/ She shall take part in various world cultural festivals or fairs upon receiving an invitation when accessible.

7.3.4 Coordinator, Adult education:

The Adult education coordinator shall be in charge of all affairs of developing manual for volunteers who run citizenship classes in respective cities and states, help accelerate the syllabus-making process and work towards introducing USCIS on our social nature upon the educational aspects. He/ She shall form committees and clubs on behalf of HOPE mainly focusing on the Citizenship classes, seek training and seminars, and report to the executive on all matters stated above. The position of coordinators is subject to change or eliminate as per the programs and projects indeed, the budget, as may be decided by the board. The structure of the executive committee is subject to adjust according to the need that may arise in the future.

Duties and functions of respective Office bearers: BOD Chairman:

Shall act as the guardian of the organization.
Shall call meetings of the Board on the recommendation of the executive committee of HOPE or when a written application is given by one-third members of HOPE to convene meetings of the BOD.
Shall not exercise any executive rights.
Shall chair the meeting of BOD.
Shall deal with the resignation of the Executive Director of HOPE.
Shall act in the best interest of the Council.
Shall cast a special vote in case of a tie in Council BOD.

Article 8 Executive Director:

Executive Director shall be hired by the board to manage all programs and activities of HOPE, who may hire other staff as per need. The Executive Director shall be fully responsible to the board and reports to the board of all day to day affairs of programs and projects. Also,

Provides leadership to the organization discharging the administrative responsibilities.
Upholds legal, administrative, literary, and social responsibilities as the executive head of the organization.
Works / makes others work for the good of the organization with full allegiance
Maintains relations and communicates with various social organizations.
Accepts the resignation of the office bearers below his/her position.
Keeps the official documents.
Assigns responsibilities to office-bearers below his/her position.
Seeks clarification from other office bearers in case of doubt or suspiciousness on the latter’s conduct or lapses in the latter’s duties.
Chairs the meeting of the executive committee of HOPE.
Looks for ways of financial mobilization to strengthen the financial position of the organization.
Prepares periodical and annual reports as to the performance and activities of the organization and to present them wherever and whenever necessary.

Deputy Executive Director

Discharges all the functions and duties of the executive director in his/her absence.
Deputy executive director is responsible to discharge day-to-day activities of the organization.

Administrative Secretary

Discharges day- to -day administrative duties of the organization.
Co-ordinates the activities of various sections of this organization.
Acts as directed by the Executive Director.
Organizes meetings, programs, conclave (closed sessions), etc.
Prepares letters, reports, documents, etc. whenever necessary.
Prepare agendas for a meeting in consultation with the Executive Director and other office bearers and disseminate the information to concern persons and to prepare the minutes of a meeting.
Keeps all the official documents, other records, correspondence, etc. safe in custody.
Implements the policies and guidelines passed by BOD.
Overview volunteers and keeps the records thereof.

Treasurer

Keeps full records of the financial activities of the executive body of HOPE.
Acts and explores ways lawfully for the mobilization of financial resources.
Disburses the fund as directed by ED or on any other regular activities.
Works in coordination with other sections as well.
Prepares financial reports and presents in the meeting of the BOD/General meeting.
Be accountable and transparent for any financial dealings.
Proves all of the transactions with the receipts.

Article 9: Quorum One-third majority of the total number of Board of Directors shall constitute the quorum for taking any decision by the board. A meeting shall be adjourned if one-third of the board members are not present (literally). However, critical decisions impacting the future of the organization shall be made only with the two-third majority of the Board Members.

Article 10: Advisory committee

A committee comprising of prominent members of the Bhutanese community as well as outside the community shall be selected by the board. The advisory committee shall have members not exceeding eleven and not less than five, the individuals who are resourceful in terms of knowledge in social aspects and literary values and who can invest valuable ideas to overcome difficulties within the Bhutanese and others in the USA. The advisory board shall enjoy a minimum term of seven years. The advisory body shall be consulted by the Board/Executive whenever an unforeseen situation of crisis arises or any matter that cannot be solved by the majority of Board Members. It shall not have any immediate functions on the Board.

Article 11: Financial Management

The fiscal year for operating the budget of HOPE shall be of one year from 1 January to 31 December.

Funds shall be generated by soliciting donations and Grants.
It shall seek unconditional financial assistance from various organizations and well-wishers and it can also accept the grants from government and non-governmental organizations.
The responsibility of keeping all the financial records transparent and up-to-date shall remain in the hand of the Treasurer.
All revenue and expenses must be proven by the receipts.
Withdrawal of any amount from the organization’s account should be signed by ED, Treasurer, and Secretary. In absence of the designated signatories, authorized board members can sign.
Any spending on the meeting, the project cost should be done by joint consultation of the board chair, ED, Deputy ED, and the Treasurer.
Every year auditing the financial activities of the organization shall be done.

Article 12: Amendments

The Bylaws of the organization are flexible to be amended as deemed necessary. But amendments shall be brought only at intervals of three years, proposed by disinterested members who serve at least two years on the board. Amendments shall be done only by a sitting of the board of directors with two third majorities. The amendments shall bring a negotiable change to the clauses felt most ineffective and contradictory. Any changes to the number and function of the board members and the officials, if felt necessary, shall also be incorporated in the amendments.

Article 13: Dissolution

Humanitarian Organization for Philanthropic Enthusiasm –HOPE shall have perpetual existence unless decided otherwise through a special resolution passed by the BOD with a two-third majority.
Dissolution is unexpected and this clause cannot be used purposely by self-interested groups in an organization and before it is dissolved thorough discussions need to be held and, only and only if, the rightful solution cannot be sought to continue it due to differences in opinion and conflict in the interest of the members it shall be dissolved.
Upon dissolution, every physical and non-physical property shall go to as mentioned in article 5, section 5.2 of this bylaws or incase no more than two members are alive on its behalf or can’t be handled by them when they are asked it shall be decided by the BOD and as to the monetary and physical property of this organization, it shall be given as a donation to philanthropic organizations in accordance with the decision of BOD.

Article 14: Miscellaneous Branch-units:

The branch- unit of HOPE can be opened in any US states wherever deemed necessary under the states or federal laws.
The regional representative of HOPE for that particular region shall be the Director of that particular region.
The regional representative of HOPE shall be nominated by the BODs.

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