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A R C H
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Joined: Feb 2008
Gender: Male 
Posts: 1,060
Location: Doha, Qatar
Karma: 1 |  | ADJ By-Laws
« Thread Started on Apr 4, 2008, 2:16pm » | |
BY-LAWS OF ALLIANCE OF DOHA JARHEADS
Adopted on 04 April 2008
1.0 NAME AND LOCATION
1.1 The name of the Organization will be known as “ALLIANCE OF DOHA JARHEADS” or “Airsoft Doha Jarheads”
1.2 The Main office of ADJ shall be located at DOHA, QATAR with the following contact numbers and website
www.airsoftjarheads.proboards49.com
The ADJ may also maintain offices at such other locations as the Officers may from time to time determine.
EFFECTIVE DATE of ADOPTION OF THE BY-LAWS: These by-laws will be effective as of the following date, 04 April 2008.
2.0 MISSION
2.1 The mission of ADJ is to promote the following purposes and objectives;
2.1.1 Foster fraternal relations amongst members;
2.1.2 Protect the rights and interests of hobby enthusiasts.
2.1.3 Actively participate in Community Service in the interest of the Host Nation
2.1.4 Actively participate in Community Service in the interest of the Consulate of the Republic of the Philippines,
2.1.5 Persuade any members of ADJ from involving in any acts not in favor of the many or unauthorized by law.
2.1.6 Become Ambassadors of Goodwill between members and community.
3.0 HOBBY AND INTEREST
3.1 ADJ was formed by Filipinos who are Airsoft Enthusiast.
4.0 STATUS
4.1 The ADJ shall be a non-profit organization, operated exclusively for the purposes specified in Section 2.
4.2 ADJ Officers and General Membership shall not receive any compensation for their services.
4.3 The ADJ shall use its funds only to accomplish the purposes specified in Article 2 and no part of the funds shall be distributed to Officers or Members.
5.0 MEMBERSHIP
5.1 There are 4 types of membership status; Certified, New, Probation and Honorary.
5.2 A member must be at least 18 years of age and be legally competent to make their own decisions and sign waivers.
5.3 Any person who is below mandatory age requirements shall provide a written consent from parents/guardian and shall state their purpose of joining the ADJ.
5.4 All members MUST follow the ADJ Code of Conduct.
5.5 All members MUST adhere to ADJ Uniform Standards.
5.6 All new members shall be elected by the Officers of the ADJ pending completion of all pertinent requirements.
CERTIFIED MEMBERS
5.7 Active Members are those who have passed the Screening Committee established by ADJ Officers.
5.8 All Active members have full voting rights
5.9 All Active Members are obliged to participate in all Community Services designated and posted in Calendar of Activities
5.10 Any Active Member may become an sponsor for Newbie
NEW MEMBERS
5.11 A New Member is a hobbyist in good standing that has showed consistent interest in ADJ Activities, has declared an interest in joining the club and has been sponsored by any Active Member to join the ADJ.
5.12 A New Member who doesn’t have any sponsor can approach the ADJ Officers or thru web and give details for his/her admission to the ADJ.
5.13 A New Member may attend General Meetings but may not vote.
5.14 A New Member will be under probation for a period of One Month until he/she understands the full mission of the ADJ.
PROBATION
5.15 Any member who has been placed on Probation is at risk of losing his membership.
5.16 Any member who is placed on Probation, ADJ shall notify all members thru Meetings or Website stating the reason.
5.17 Any member placed on Probation will have their membership privileges temporarily revoked until ADJ has issued a resolution.
5.18 A member who is placed in Probation has the right to address the charges against him/her.
HONORARY
5.19 Honorary membership may be rewarded to Individuals or Groups who have made significant contributions to the ADJ.
5.20 Honorary Members shall have the privilege to wear the ADJ Uniform and Patch.
5.21 Honorary Members shall have full membership privileges except voting rights.
FOUNDING MEMBERS
5.22 All founding members will be treated as Honorary Member provided that he/she has voting rights.
DISCHARGE
5.23 When a member leaves or is removed from the ADJ, they shall receive one of 3 classification;
5.24 Honorable – Any member who informs that they will discontinue from the ADJ due to several reasons and with Good Standing shall receive the Honorable Discharge (i.e. transfer of job site, returning to home country )
5.25 Administrative – Any member whom without any information left the ADJ without proper notification will be given Administrative Discharge. This is after consultation with ADJ Officers.
5.26 Dishonorable – Any member who has been placed on probation and later on after consultation found the gravity of the offense such as violation of the Rule and Regulations, disrespect to other members, and fighting will be discharge from the ADJ and will not be allowed to participate in any activities under the ADJ.
DISCIPLINE
5.27 As unpleasant this task might be, this may sometimes necessary to promote in order to have discipline among members;
5.28 Any member may be discipline for the following reasons but not limited to, violating the by-laws and or Code of Conduct, flagrant disrespect of members and or safety rules.
5.29 The following Actions will be distinguished into 3 categories
5.30 Warning Level 1 (WL1) – Should a member commit an offense, ADJ Officers shall issue a warning; this will be verbal/email but to be recorded by the Operations Officer. If the problem has been rectified, no further action will be taken. Should a member is unresponsive; Warning Level 2 will be issued.
5.31 Warning Level 2 (WL2) – The offending member will be given a written or emailed letter stating that the member is now at WL2. The offence will be stated in the letter/email. If the problem has been rectified, no further action will be taken but this will be in his record for a period of three months. If there is repetition of the previous offence, the member will be given PROBATION status.
5.32 Dishonorable Discharge – If the member has been given 2 WL2, he/she will be Dishonorable Discharge from the ADJ.
5.33 All Disciplinary Actions will be made by the Operations Officer after consultation with other Officers.
6.0 OFFICERS
6.1 Alliance of Doha Jarheads will be composed of the following Elected Officers:
6.2 President
6.2.1 Preside at organization meetings
6.2.2 Represent the organization to the
institution
6.2.3 Be aware of all money matters and
transactions
6.2.4 Assist all executive officers
6.2.5 Serve as spokesperson for the
organization
6.2.6 Provide motivation/merits/awards for the
organization
6.2.7 Prepare for all meetings
6.2.8 Coordinate with programs
6.2.9 Be open to all opinions and inputs
6.2.10 Provide follow-up on organizational tasks
6.3 Vice-President
6.3.1 Preside at organization meetings in the
absence of the President
6.3.2 Direct By-laws and Rules & regulations
updating and revision
6.3.3 Facilitate election
6.3.4 Submit progress report for the
organization, internal and external.
6.3.5 Serves as liaison to other officers
6.4 Secretary and Asst Secretary
6.4.1 Record and maintain minutes of all organization meetings
6.4.2 Send minutes to all appropriate members and staff
6.4.3 Prepare an agenda with the President and Vice-President for all meetings
6.4.4 Keep the organization informed
6.4.5 Maintain attendance at all meetings
6.4.6 Maintain calendar of events
6.4.7 Maintain information of all members (email, telephone, mobile, addresses and other info which might be of importance)
6.5 Treasurer and Asst Treasurer
6.5.1 Prepare the organizational budget
6.5.2 Maintain a financial history of the organization
6.5.3 Coordinate solicitations for projects assigned
6.6 Auditor
6.6.1 Audit finances with Treasurer
6.6.2 Audit materials owned by ADJ which is maintained and kept by Logistics Officer.
6.7 PRO/Intelligence Officer
6.7.1 Gathering information within the community for projects the organization might participate
6.7.2 Prepare updates of external communications with other organizations on such ADJ maybe favorable.
6.8 Operations Officer and Dep Operations Officer
6.8.1 Prepare guidelines for any activities to be participated by ADJ
6.8.2 Assign game plans
6.8.3 Impose rules and guidelines prior to game start.
6.8.4 To act as temporary Head of Organization during the absence of both President and Vice-President.
6.9 Logistics Officer
6.9.1 Maintain an inventory of ADJ materials and possession.
6.9.2 Prepare purchase orders, requisition orders, requisition forms or supply request.
6.10 Safety Officer
6.10.1 Safety of all will be the primary objective.
6.10.2 Provide guideline of safety awareness in
outdoor and indoor activities.
6.11 Elected Officers shall have supervision and direction of the affairs of the ADJ, shall determine its policies or changes therein within the limits of the by-laws shall actively execute its purposes and shall have discretion in the disbursement of its funds.
6.12 ADJ shall meet upon the call of the President or by the call of majority of its members at a time and given place.
6.13 REMOVAL OF OFFICERS: Any Officer may be removed from Office by majority vote of the remaining Officers at any meeting at which notice of removal has been given as hereinafter to at least 14 days advance written notice, with confirmation receipt thereof, of the proposed removal and of the meeting time and place at which such removal is to be voted upon and shall be entitled to appear before and be heard at such meeting.
6.14 Any ADJ members who have been a Certified Member as eligible to run for office.
6.15 Elected officers shall serve and be responsible for administering the duties of the ADJ.
6.16 The President shall serve as the highest ranking member of the ADJ.
6.17 Should the President be temporarily unable or have filed for leave of absence, Vice-President may perform his/her duties.
6.18 Should both the President and Vice-President are temporarily unable to perform their duties, Operations Officer will temporarily takes the place and should hold election within 2 weeks grace period.
6.19 A vacancy in the office of the President shall be automatically filled by the Vice-President.
6.20 A vacancy in the office of the Vice-President shall be filled from the existing officers by majority vote.
6.21 Any other vacancy shall be filled by nomination of any member approved and through majority of vote.
7.0 TERM OF OFFICE
7.1 Each elected Officers shall serve for a term of one year.
7.2 Turn-over of office will be in the period of one week after election.
8.0 MINUTES AND MEETINGS
8.1 A General Membership meeting of the ADJ will be held on Monthly basis whereas topics and discussions are to be documented.
8.2 Meetings shall be held in location convenient to most/all the members.
8.3 Meetings shall be held every 1st Friday of the Month without fail.
8.4 The President shall be the presiding officer of the meeting; all queries should be addressed only through him.
8.5 In the event, the President is unavailable to perform his/her duties the Vice-President will preside.
8.6 The Vice-President shall be responsible for all announcements in regards to the meeting.
8.7 The ADJ Secretary shall be responsible for all the minutes of the meeting.
8.8 At least 4 Officers must be present at every meeting.
8.9 All Officers must give reports on areas of administration that they are responsible. If such an Officer is unable to attend, he/she should submit his report for meeting discussion.
8.10 Meetings must be scheduled & announced through the website or by email.
8.11 ADJ may announce additional General Membership meetings if deemed necessary for proper administration of the club. All additional meetings must follow the guidelines as mentioned above except the purpose of such meeting cannot be of Election of Officers or By-Laws Amendments. These can only be conducted at the Monthly Meeting.
8.12 Minutes of the Meeting and the results of any Votes shall be made available within 2 weeks after the meeting.
8.13 No meetings shall be conducted by any/part of Membership without any information given to ADJ Officers at all cost.
9.0 VOTING
9.1 All ADJ matters will be decided by the Officers Vote with the following exceptions; game rules, amendments, new members and major website changes which shall be decided by all.
9.2 Each Official Member shall be entitled to One Vote.
10.0 PROPOSAL, AMENDMENTS AND PROPOSITION
10.1 A Proposal is used by any member to vote on the following subjects; game rules, rules and regulation and changes in the website.
10.2 To activate a proposal, Any Member may submit a proposal in the Web and will be discussed only in the Meeting.
10.3 Should the Proposal fail, the same issue may not be brought up for another vote for three months.
10.4 Amendments are only use to make changes in the By-laws.
10.5 Amendments can only be enacted at any ADJ Monthly Meeting and should be informed prior through the web.
10.6 An amendment requires full majority of votes to pass.
10.7 A proposition primary function is to act as check and balance against the ADJ. It allows the General Membership to bring any issues to the ADJ.
10.8 ADJ cannot revere a Proposition.
10.9 A proposition is the final authority and supersedes any ADJ Vote.
10.10 A Proposition cannot be used to change the By-Laws.
10.11 A proposition requires a majority of 60% of all votes to pass.
10.12 Should a proposition fail, the same cannot be brought in the General Membership for another three months.
11.0 ADMINISTRATION
11.1 All administrative positions shall be elected by the General Membership.
11.2 No Member may hold any two positions.
11.3 Team grievances will be taken by the appointed Team Leaders and should be address to the Operations Officer or Deputy Operations Officer.
12.0 RANK
12.1 The primary purposes of rank in the ADJ are titles that are awarded as recognition for a member’s dedication and contribution for its purposes.
12.2 A secondary function of the rank is to establish a command structure for organizational purposes.
12.3 ADJ ranks will not be construed as giving one member lawful authority over another member. However, orders given by Ranking Officers should be honored as long as they are reasonable and within the confines of the game and missions.
12.4 Considerations for the advancement in rank will primarily be based on longevity, attendance, leadership and contribution to ADJ.
13.0 MISCELLANEOUS
13.1 All details mentioned in the By-Laws has to be imposed and followed by ADJ Members and at no cost be violated.
13.2 The By-Laws will become effective upon signature of the Officers of ADJ.
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