Article One and Two
ESTABLISHMENT OF ABACF
The Antigua and Barbuda Association of Central Florida hereinafter, “the ABACF” was established on January 28th, 2000, as an organization to establish and coordinate events, services and provide assistance to Antiguans and Barbudans both in central Florida and abroad.
It is the mission of the ABACF to provide assistance in the areas of health-care education, and natural disaster in Antigua and Barbuda and to institute various programs to aid Antiguans and Barbudans in central Florida and abroad.
Article Three and Four
The ABACF shall be composed of an Executive Board and General Members.
The Executive Board shall be composed of five (5) officers to include four (4) voting members and a tie breaking vote of the President. The five (5) members are the President, Vice-President, Secretary, Treasurer and the Public Relations Officer.
The President shall be responsible for the following:
Presiding over all meetings of the ABACF
Preparing the agenda of all meetings
Carrying out all executive business
Overseeing the maintenance of records to ensure consistency and accuracy
Appointing standing committees and subcommittees as necessary
Representing the ABACF in their official capacity to other organizations to effectuate the goals of the ABACF
Acting as the official spokesperson for the ABACF, should the Public Relations Officer be unable, unavailable, or serves the best interest of the ABACF
Designating any one member to act as President in their absence and the absence of the Vice-President
Performing all duties of the ABACF until such time as a new President has been elected
The Vice-President shall be responsible for the following:
Assuming the duties of President in their absence
In the event the President is no longer able to fulfill their obligation as President, the Vice-President shall assume the duties of the President until the ABACF elects a new President. This person shall be known as the Acting President
In the event of a vacancy in the position of Vice-President, the President may make a temporary appointment to fill the duties of the vacant position until a new Vice-President has been elected
Assisting the President in carrying out their duties
The Secretary shall be responsible for the following:
Recording all minutes of general meetings and Executive Board meetings
Circulating all minutes of the general meetings to members of the association at the next scheduled general meeting for subsequent approval
Providing all approved minutes to the Public Relations Officer or the designated person who will in turn post them on the ABACF website
Ensuring minutes are readily available within a reasonable time of any request made by a member of the ABACF or any authorized government agency
Keeping a record of all correspondence received on behalf of the ABACF
Preparing the annual report and where necessary filing the report with appropriate government agencies. The annual report must be approved by a majority vote of the Executive Board.
Appointing an Assistant Secretary if necessary from among the general membership with the approval of two-thirds (2/3) of the Executive Board. The Assistant Secretary shall serve out the term of the current Secretary
The Treasurer shall be responsible for the following:
Receiving all membership dues, contributions and all other monies paid into the ABACF’s commercial bank account
Ensuring all debts are paid in a timely manner
Ensuring all outstanding credits due are received in a timely manner
Making withdrawals from the account as authorized by the Executive Board and members at a general meeting
Ensuring proper accounting is kept regarding petty cash if determined by the ABACF as being necessary to effectuate a certain event
Recording all financial transactions of the ABACF
Preparing and submitting a quarterly statement of receipts and payments at the first meeting of the quarter
Preparing and submitting monthly reports
Maintaining an inventory of all assets and property belonging to the ABACF
Appointing an Assistant Treasurer from among the general membership with the approval of two-thirds (2/3) of the Executive Board. The Assistant Treasurer shall serve out the term of the current Treasurer
The Public Relations Officer shall be responsible for the following:
Promoting the ABACF to other organizations through the media and in person wherever possible
Prepare and submit a quarterly newsletter
Liaison with the Counsel General of Antigua and Barbuda in Miami
Liaison with local authorities and law enforcement where appropriate to best serve the interests of the ABACF
Enhancing the profile of the ABACF
Appointing an Assistant Public Relations Officer from among the general membership with the approval of two-thirds (2/3) of the Executive Board. The Assistant Public Relations Officer shall serve out the term of the current Public Relations Officer
Officers shall be elected from the body of the general members by a majority vote at the annual meeting held in November of each year.
The term in office shall be two years and no officer can serve more than two (2) consecutive terms.
The ABACF shall consist of two categories of membership.
Full Membership: Applicant must be born in Antigua and Barbuda and a resident of Florida or an offspring of an Antiguan and Barbudan residing in Florida. Their dues must be paid in accordance to this Constitution. Only persons with full membership can be nominated and elected to the Executive Board.
Associate Membership: Applicant’s parent(s) must be born in Antigua and Barbuda, be the spouse of an Antiguan or sponsored by a person with full membership and be a resident of Florida. Their dues must be paid in accordance to this Constitution
General Membership: Comprise of both full and associate members. Officers of the Executive are not considered general members.
Executive Meetings: The Executive Board shall meet monthly at a set time and place. Special meetings can be called by the President or at least three (3) members of the Executive Board.
General Meetings: The ABACF shall meet on the last Friday of each month at a set time and place. Special meetings may be called by the President or at the request of one-third (1/3) members. All general meetings shall be open to the public.
Annual Meetings: Shall be held on the last Friday of January of each year at a set time and place. The Annual Report shall be submitted to all members present.
Procedure: The current edition of Roberts Rule of Parliamentary Procedure governs the ABACF in all parliamentary situations that are not provided in the Constitution and Bylaws.
Attendance at Executive Board Meetings: Regular attendance is expected of all officers of the Executive Board. Written or oral notification of an anticipated absence is requested in advance of any Executive Board meeting. This notice shall be provided to the President or Secretary. Officers missing two (2) unexcused meetings in one (1) quarter shall be considered for dismissal from the Executive Board. A two-thirds (2/3) majority vote of the Executive Board is required for dismissal and consent of a majority of the general members.
Quorum at an Executive Board Meeting: Two-thirds (2/3) of its members shall constitute a quorum.
Quorum at General Meetings: At least three (3) members of the Executive Board and fifty percent plus one member of the general membership shall constitute a quorum.
Rules of Debate: Members will discuss the item on the agenda in an orderly and courteous manner. Members shall speak in turn, directing their comments through the President or the designated person presiding over the meeting. Members shall keep their discussion to the item on the agenda which is currently under discussion or to a question of order. The rule of the President or the presiding officer on a point of order shall be final.
Disorderly Conduct: All members must observe the code of conduct in accordance to the following:
No member shall at a meeting persistently disregard the ruling of the President or the presiding officer for the meeting, willfully obstruct business, or behave offensively, improperly or in such a manner as to bring the ABACF into disrepute.
If the President or the presiding officer deems a member has acted in a manner contrary to that regard, the President or the presiding officer shall express that opinion to the general membership and thereafter any member may move that the member named be no longer heard or that the member named leave the meeting, and the motion, if seconded, shall be put forthwith without discussion.
If the motion mention in paragraph (b) is disobeyed, the President or the presiding officer may suspend the meeting or take such further steps as may reasonably be necessary to enforce them
Voting: Voting shall be by a showing of hands unless written ballots are requested by any member of the ABACF.
Appeals: Any member, standing committee or sub-committee may appeal a decision of the Executive Board or the ABACF in the following manner:
All grievances shall be appealed to the Executive Board by submission to the President or Acting President. Any further appeal shall be made to an Appeals Board
An Appeals Board shall be presided by and appointed by the President
The Appeals Board shall comprise of the President and four (4) members. The President shall only vote in the case of a tie
Any member has the right to appeal an Executive Board decision or decision of the ABACF
The Appeal must be filed within five (5) business days of the decision
The Appeals Board by a majority vote may either affirm or deny the Executive Board or ABACF’s decision
Individual Responsibility: Unauthorized expenditures or overdrafts in the ABACF’s bank account(s) incurred by individuals shall be the sole responsibility of those persons incurring the obligation.
Article Five and Six
FISCAL YEAR, AND MEMBERSHIP DUES
Fiscal Year and Membership Dues:
The fiscal year shall commence in January and conclude in December
Dues shall be set by the Executive Board
Dues for current members shall be payable in full by the end of the first quarter of each year, which is March 31st
Dues for new members joining in the months of January through June shall be payable at the next scheduled meeting
Dues for new members joining from July to October shall be half of the membership dues set by the Executive Board
Dues for new members joining in November and December shall be allocated for the new calendar year
ELECTION AND VOTING
Eligibility to Vote:
All members, excluding those cited in subsection (b) below are eligible to vote. Members are those persons who have paid their dues in accordance to the Constitution.
New members joining in November shall not be allowed to vote or be nominated to the election ballot for the November election.
Members who paid their dues in full for the immediate previous year but have yet to pay their dues for the current year shall be eligible to vote during the first quarter of the current year.
Eligibility to be elected to the Executive Board:
All members, excluding those cited in Article VI. A.(b). shall be eligible for election to the Executive Board. Any such member must first be nominated and seconded to their name being placed on the ballot.
Election Process: An election committee not compromising more than three (3) members elected at the general meeting preceding the November elections shall conduct the election and shall be responsible for the following:
Verifying nominees are eligible to be placed on the ballot
Verifying voters paid their dues in accordance to the Constitution
Voting for officers shall be by secret ballot
Formulating a voter’s list by October 31st of the election year.
Article Seven and Eight
AMENDMENTS TO THE CONSTITUTION AND BYLAWS
Constitution Amendments: Amendments must be approved by a two-thirds (2/3) majority vote of the ABACF present. Amendments can only be made at the annual general meeting.
Bylaw Amendments: Amendments must be approved by a two-thirds (2/3) majority vote of the ABACF. No Bylaw shall be adopted that is contrary to the provisions of this Constitution. Amendments can only be made at the annual general meeting.
In the event of the dissolution of the ABACF, any funds remaining after discharging all debts and other liabilities shall be donated to such charitable or disaster funds as may exist for Antigua and Barbuda.
Any motion proposing the dissolution of the ABACF shall be made on proper notice by the Executive Board at a general meeting and shall be carried only if at least two-thirds (2/3) of the members present and voting are in favor.
Ratified: January 29th, 2010
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