Members of the Nair community, whose origin is from the state of Kerala, India, now living in North Texas have joined together under this organization to conduct, coordinate, and promote activities directed to preserve the values of Hinduism and to preserve the Nair culture & traditions.
The name of the corporation shall be Nair Service Society of North Texas Inc ., herein after also referred as NSS in this constitution
1.2 Registered Office and Registered Agent
The Corporation shall have and continuously maintain in the State of Texas a registered office and a registered agent. The registered office may be, but need not be; identical with the principal office of the corporation in the State of Texas, and the address of the registered office may be changed from time to time by the Corporation's Board of Directors.
The corporation shall be a non-political, non-profit organization to perform religious and charity activities within the meaning Internal Revenue Code 501(c) (3) of 1954.
The objectives of Nair Service Society of North Texas are to:
a. Provide a non-political forum to bring together people of Nair community and   strengthen the common bonds of culture, tradition, and way of life
b. Provide a forum for Nairs to meet and discuss the religious, cultural, and social   needs of the community
c. Work for the uplift of Nair Community and represent the members in all matters   involving the Nair community.
d. Provide the members and their family an environment to establish network   among the Nair families and Collect, create, and maintain a directory of all Nair   families and their roots in Kerala
e. Provide the benefits of history of Nair community, culture, and their rich heritage   to the members at large, their families and children
f. Create and promote women and youth activities to develop and promote   leadership qualities.
g. Identify, extol, and publish the procedures of Nair religious practices from birth   to death.
h. Work as a complementing organization to other Hindu sister organizations
i. Provide intellectual and economic assistance, upon availability of resources, to   needy Nair members all over the world
j. To establish and promote educational and other service oriented institutions to   help Nair members (in particular) all over the world.
k. Organize activities and raise finances for the successful implementation of the   objectives
l. To be part of and support to further the activities any National Organization   which provides a public forum to bring all Nair families in North America
NSS shall have the following categories of membership.
A. Regular Annual Membership
B. Life Membership
B. Honorary Membership
3.2 Regular Membership.
Regular annual membership, either for individual or family, shall be open to individuals or families of Nairs originated from Kerala and their descendents who are married to any other Nair member sharing the objectives of NSS and agreeing to abide by the Articles of Incorporation and the bylaws of NSS.
3.2.1 Regular annual membership fee for individuals shall be US $30.00 and for family (only for husband and wife) shall be US $ 50.00
3.3 Life Membership
3.3.1 Life membership, either for individual or family, shall be open to individuals or families of Nairs originated from Kerala and their descendents who are married to any other Nair member sharing the objectives of NSS and agreeing to abide by the Articles of Incorporation and the bylaws of NSS .
3.3.2 Life Membership fee for individuals shall be US $ 450.00 and for family (only for husband and wife) shall US $ 750.00 or 15 times the annual fees at the time of application, which ever is higher.
Individual/Family seeking Regular Annual or Life Membership shall submit an application on the prescribed form approved by NSS and the duly completed application should be sent to NSS Secretary with the required membership fee.
Individual/Family seeking Regular annual or Life Membership shall have completed 18 (eighteen) years of age.
3.7 Honorary Membership
NSS with the approval of the Board of Directors and Board of Trustees may confer honorary membership on Nair individuals in recognition of their public services, and outstanding contributions to the community.
1. Honorary members will not have voting rights on any matters of NSS which   requires a voting for decision.
2. Honorary members shall not be required to submit any application and shall not   have to pay any dues or application fee. Honorary membership is conferred for   the rest of the life of the individual.
3.8 Application Process
1. All applications for membership in the prescribed form issued by NSS with   appropriate membership fee shall be sent to the Secretary.
2. Review by Board of Directors
All membership application received by the Secretary shall be reviewed and approved by the Board of Directors within thirty (30) days of the receipt of the application to ensure eligibility of the applicant as per the provisions of the bylaws. The Secretary shall write to the applicant within 10 (ten) days of the review of the membership application about their decision. If the application is not approved, the application fee shall be returned to the applicant with appropriate reasons for disapproval.
3. All original applications including the rejected applications shall remain with the   Board of Trustees.
4. An individual or family whose membership application has been rejected by the Board of Directors can reapply for membership after two (2) years from the date of the rejected application.
All membership fees shall be revised from time to time by the Board directors and the Board Trustees in their joint meeting with a simple majority vote.
The regular annual membership shall be valid from the first day January through the last day of December of the year. Regular membership shall be closed as of the last day of September in every year. All applications received after that date shall be processed for the following year.
Life membership application can be submitted at any time of the year and applicants, if approved, can enjoy all benefits of the membership effective immediately.
Annual dues shall be due on the first day of each calendar year and payable in full. If payment is not received within thirty (30) days from the due date, the membership shall remain suspended until renewed by the full payment.
Life Membership dues shall be a one time contribution and payable in full.
All collected membership dues shall be deposited with the NSS account opened and operated for NSS .
3.15 Voting Rights
2. All members of NSS except honorary members in good standing(without any past dues) shall be eligible to vote as an individual or family as follows:
a. Those who hold single membership are eligible for only single vote.
b. Those who hold for family membership shall be eligible for two votes for husband and wife provided they have taken Family Annual membership or Life Membership.
3. Each individual member shall be entitled to one vote on any matter which requires a voting of the members to reach at a decision.
3.15.4 Voting right under family membership shall be restricted to two (2) adults, husband and wife as identified in the application. Children over the age of 18, from member families will have to submit an application and pay membership dues to vote in elections.
3.15.5 All voting rights are not transferable and no proxy vote shall be considered as valid vote.
The Annual membership shall be renewed every year by submitting the duly filled application, issued by NSS , along with the required membership fee. Receipt of the duly filled form by NSS with the proper payment of the dues will automatically complete the renewal process.
Membership of an individual or family can be revoked if individual/family has been proven to be in violation of the Bylaws of NSS and a resolution to that effect is passed by two-thirds of the members present and voting in the General Body.
4.1 General Body
4.1.1 The individual members, family members, and life members are the members of the General body.
4.2 Annual General Body Meeting.
General body meeting of the members shall be held annually or as needed by a resolution of the Board of Directors and declared to the membership for the purpose of electing the Board of Directors and for the transaction of such other business deemed necessary. Written notice of the Annual meeting shall be sent at least thirty (30) days prior to the meeting to all members of NSS.
4.3 Special General Body Meeting
4.3.1 Called by Board of Directors
Special meetings of the General Body may be held whenever called in writing by a majority decision taken by a joint meeting of Board of Directors. At least thirty (30) days notice shall be given to all members for such general body meetings.
4.3.2 Called by NSS Members
A member can also petition the Secretary or the Board to call a Special Meeting of the members by explicitly stating the purpose for such a meeting. The request for such a meeting, signed by at least 25 per cent of the total voting shall be submitted to the NSS Secretary in writing. Such a meeting, after verifying the validity of the members, shall be called within forty-five (45) days from the receipt of such a petition.
A quorum of the general body meeting, except for bylaw amendment, shall be at least 33% of the total members as mentioned in Article IV.
1. Board of Directors
5.2 There shall be Eleven (11) members in the board directly elected from the general body membership for a period of one (1) year and shall consist of the President, Vice President, Secretary, Jt. Secretary, Treasurer, Jt. Treasurer, the immediate past President and four(4) other directors.
5.4 No board members shall be elected for the same office for more than two consecutive terms.
5.5 Each Board member is elected for a period of one year and shall hold office until the next Annual meeting or until his/her successor is elected. The members will act only as Board; individual board members shall have no power as such. All board members need to be active members of NSS .
5.6 Board Meeting
The Board of Directors may meet as needed. Meetings shall be held in a timely fashion and devoted to discuss the day to day affairs of NSS.
5.7 Place of Meeting
The meeting of the board shall be normally held at a place convenient to all the members.
A simple majority of the number of the Board members elected by the membership should physically attend the meeting to constitute the quorum.
Any vacancy occurring in the Board of Directors shall be filled by a majority decision by the Board of Directors for the unexpired term of the predecessor in office.
Any elected official of NSS can only be removed by a two-third majority in a Special General Body meeting called for that purpose by giving a written notice of such meeting before forty five (45) days of such General body meeting.
The Board of Directors shall have the privilege to appoint one or more sub-committees to complete any special task which shall be very specific in nature. There shall be a Chairperson for such committee and proper records of such committee meetings should be submitted to the Board of Directors including the minutes. All sub-committees shall be reporting to the board of directors. Sub-Committee shall submit a detailed budget for any projects involving finance before the Board of Directors for their approval.
5.12 Removal of Sub-Committee
Any Sub-Committee appointed for a special task or project shall be automatically dismantled with the completion of the task/project or with the Annual election and the installation of the board of directors.
6.1 Board Officers
The Officers of the organization shall be the President, Vice President, Secretary, Joint Secretary, Treasurer, and the Joint Treasurer.
The President shall be the Chief Executive Officer of the organization and shall preside at all meetings of the members and of the Board of Directors. The President shall perform all duties incident to the office of the President and such other duties as may be prescribed by the board. Outgoing President shall serve as an Ex-Officio for a year in the upcoming committee.
6.3 Vice President
In the absence of the President or in the event of the President's disability or refusal to act, the Vice President shall perform all duties of the President, and when so acting shall have all the powers of the President.
The Secretary shall keep all the records of the NSS and record the minutes of the meetings of the members, and Board of Directors, give all notices in accordance with the provisions of these bylaws or as may be required by law; file all needed documents with the State as needed in a timely manner; keep a record of each member; transition records from one term to the other; and in general perform all duties incident to the Office of Secretary and such other duties as from time to time may be assigned by the Board.
6.5 Joint Secretary
The Joint Secretary shall perform the duties of the Secretary in the absence of the Secretary or in the event of the Secretary�s disability or refusal to act and shall have the full powers of the Secretary in doing so. Also the Joint Secretary shall assist the Secretary in the discharge of the Secretary�s responsibilities.
The Treasurer shall have charge and custody of accounts and be responsible for all funds and books of the organization; receive and give receipts for money due and payable to the organization; and deposit all such money in the name of the organization in such banks or depositories as shall be selected by the Board; transition record of accounts from the previous Treasurer and transition record of accounts to the new Treasurer within 30 (thirty) days after the installation of the new officers, and co-sign with the transitioning Treasurer a letter of transition of accounts describing any discrepancies or actions pending; seek professional help from accountants as necessary and authorized by the Board from time to time; prepare and file tax returns or present information to the individual or company authorized by the Board of Directors for such purposes; and in general perform all the duties incident to the office of Treasurer and such other duties as from time to time may be assigned to the Treasurer by the Board of Directors.
6.7 Joint Treasurer
The Joint Treasurer shall assist the Treasurer in maintaining the books of accounts and any other activities as requested by the Treasurer and perform the duties of the Treasurer in his absence or in the event of the Treasurer�s disability or refusal to act and shall have the full powers of the Treasurer in doing so.
Contracts, Checks, Deposits, Books & Records
The Board of Directors may authorize any officer or officers, agent or agents of the corporation, in addition to the officers so authorized by these Bylaws, to enter into any contract or execute and deliver any instrument in the name of and on behalf of NSS . Such authority shall be specific in nature.
8.1.1 Checks and Drafts
All checks, drafts or others for the payment of money, notes, or other evidences of indebtedness issued in the name of the corporation shall be signed by the Treasurer and one of the officers of NSS and in such manner as shall from time to time are decided by resolution of the Board of Directors. In the absence of such decision by the Board of Directors, such instruments shall be signed by the Treasurer and countersigned by the President or the designee by the board of directors.
All funds of the corporation shall be deposited within two weeks of the receipt to the credit of NSS in its name and Tax ID number in such banks, trust companies, or other depositories as the Board of Directors may select.
The Board of Directors may accept on behalf of the corporation, any contribution, gift, bequest, or device for the general purpose or for any special purpose of NSS .
8.4 Official Records and Seal
The corporation shall keep correct and complete books and records of account and shall also keep minutes of the proceedings of its members, Board of Directors and shall keep at the registered or principal office a record giving the names and addresses of the members entitled to vote. All books and records of the corporation may be inspected by any member or his/her attorney for any purpose at a mutually acceptable time and place. The corporation may charge for reasonable expenses incurred for such inspection(s).
8.5 Fiscal Year
The fiscal year of the corporation shall begin on the first day of January and end on the last day in December in each year.
Financial Records and Annual Procedure
9.1 Financial Records.
The corporation shall maintain true and accurate financial records with full and correct entries made with respect to all financial transactions, including all cash receipts and cash disbursements, in accordance with generally accepted accounting procedures. The above accounts shall be kept in accordance with requirements of the of Internal Revenue code section 501 (c)(3) organization. All required tax and information returns must be filed in a timely manner stated in the above IRS section. Financial and all other record must be kept for a minimum of seven (7) years or for a period consistent with IRS regulations whichever is greater. The corporation must not engage in any activity outside the scope of 501 (c ) (3) of Internal Revenue code.
9.2 Annual Report
The Board of Directors shall prepare and approve a report of the financial activity of NSS for the preceding two years. This report shall conform to accounting standards as promulgated by the America Institute of Certified Public Accountants and must include a statement of support, revenue, expenses and charges in fund balances, a statement of functional expenses, and balance sheets for all funds
9.3 Public Inspection
All financial records, books, and annual reports of the financial activity of the corporation shall be kept at the registered office or principal office of the corporation in the state the corporation is registered for a period consistent with the IRS requirements or any other laws and shall be available to members for inspection by appointment.
9.4 Audit and Books
Audit of books and records shall be responsibilities of the Board Officers
9.5 Audit Committee
The annual General Body shall appoint an auditor from the members present in the General body to inspect and review the books of NSS for the forthcoming fiscal year . Such auditor appointed shall not be the members of the current Board of Directors. The auditor shall examine all the books and reports and submit the audited accounts to the Board of Directors at least three weeks before the General Body meeting. The Board of Directors shall review and approve the audited report before the Treasurer presents the annual financial report to the General body. All findings of auditor shall be noted for improvement by the Board of Directors.
9.6 Audit by Certified Public Accountant
NSS shall audit the books by an independent certified public accountant or equivalent appointed by the Board of Directors and the audit shall be completed before the first of March of every fiscal year. The Board of Directors shall assume the responsibility to file the necessary paperwork with state and Federal authorities.
Any movable/immovable properties procured or transacted should be done on behalf of and for the NSS . The signatories for transactions are to be President, Treasurer, and the Secretary for NSS.
10.1 Election Committee
The Board of Directors shall appoint an Election Committee consisting of three people before two months of the actual election date for conducting the Annual election of NSS . The Election Committee thus nominated shall consist of the Immediate past President and two members from the membership at large. In the �first meeting of the committee, the three members shall appoint a chairman to coordinate the process.
Election Committee Chairmanr shall invite nominations in the prescribed form approved by the Election Committee within 10 days of his appointment. In the event of not having eligible nominations, the Election Commissioner shall call for nominations from the floor or from active volunteers at the general body meeting.
Any member of the NSS general body shall be eligible to submit the nomination for the Board of Director position provided he/she has been a member of NSS for three (3) months prior to the election date.
All completed nomination forms shall be received by the Election Committee Chairmanr, two (2) weeks prior to the election date. Nominations received after the due date shall not be considered for the election. Candidates shall withdraw their name from the race before three (3) days of the final election through a written request.
10.2 Voters List
Election Committee Chairmanr shall announce the final list of the candidates through electronic media to all members in good standing. The Secretary shall provide the final voters list before one (1) month of the election to the Election Committee Chairmanr. Election Committee Chairmanr, shall make the voters list available for candidates, if requested in writing.
10.3 Election Process
In the event of more than one candidate running for one position, the election shall be held by secret ballot at the Annual General body meeting. No proxy vote shall be allowed or counted for the election. If there is a tie for any position, the winner shall be announced by drawing a lot.
10.4 Election Expense
All reasonable expenses incurred for conducting the election shall be reimbursed to the Election Committee by the Board of Directors.
11.1 Amendments to the Bylaws
Members in good standing shall propose amendments in writing and submit to the Secretary. Secretary shall present the proposed changes in the next Board of Directors meeting
These bylaws may be amended by the General Body at any meeting provided a notice of the proposed amendment has been mailed to all members no later than forty-five days prior to such meeting. The amendments must first be discussed in the Board of Directors and then in the Board of Trustees before sending the notice to the General Body. No such amendment shall be contrary to the provision set forth in Section 501 (c) (3) of the Internal Revenue Service Code of 1954.
An affirmative vote of a two-thirds majority of the members in good standing shall constitute an acceptance of the proposed amendment. For bylaw amendments the voting can be done in person or by postal ballot.
The approved amendment shall be implemented immediately unless a specified date of implementation is voted upon, before the vote is taken to approve the amendment
An officer or Director shall receive no remuneration for his/her service but shall be entitled to reimbursement of reasonable expenses, incurred by him/her in connection with the organization business. All transportation and food expenses to attend the meetings shall be considered voluntary and shall not be reimbursed on individual basis except those incurred in carrying out special assignments with prior understanding and approval of the Board.
11.3 Rules of Order
The rules of procedure contained in Robert�s Rules or Order Revised' shall be used in the conduct of business of the organization in all cases which are not covered by these bylaws, or other special rules adopted by the organization
Upon the dissolution of the corporation, the Board of Trustees shall, after paying or making provisions for the payment of all of the liabilities of the corporation, dispose of all of the assets of the corporation exclusively for the purpose of the corporation in such manner, or to such organization or organizations organized and operated exclusively for charitable, educational, religious or scientific purposes as shall at the time qualify as an exempt organization under Section 501 (C) (3) of the Internal Revenue Code of 1954 as the majority of the members in good standing shall determine. Any such assets not disposed of shall be disposed of by the Court of common Pleas of the County in which the principal office of the organization is located, exclusively for such purposes or to such organization or organizations, as said Court shall determine which are organized and operated for such purposes.
11.1 Courts in Texas shall have exclusive jurisdiction on all matters pertaining to this organization.
BYLAWS - Approved by General Body on 07/19/2009