BY-LAWS
By-Laws
Washington Association of Arab Journalists (WAAJ)
Constitution and By-Laws
Article 1
Name and Purpose of Association: The Association shall be called the Washington Association of Arab Journalists (WAAJ)
1.1 General
The WAAJ was founded in Washington, D.C., on February 22, 2000. It has no ties with any government and is free from all national and political bias. It is a strictly independent, professional, and not-for-profit organization.
1.2 Objects and Purpose
The objects and purpose of the WAAJ shall be:
a. To further enhance the professional and foster social relationships and the members and their families…
b. To take action, whenever necessary or desirable, on behalf of its members in Washington individually or as a body.
c. To keep members in contact with American life and opinion and with affairs in Arab as well as other countries by entertaining distinguished local, national and international figures.
d. To contribute through the media of all countries to the work of fostering international goodwill.
e. To arrange training sessions for active members at qualified institutions.
Article II
Membership
The WAAJ shall consist of Active, Associate and Honorary members only as defined in the following sections.
II.1 Active Members
An Active Member shall be any journalist of Arab origin, who is properly accredited journalist based or headquartered in the Greater Washington area. Serving news and/or information media published in the Arab world or Arab-owned media. Such media shall include daily newspapers, periodicals, news agencies, and electronic news service and radio and/or television organizations.
II.2 Individuals, who cannot meet the above criteria, may submit a written request to the Executive Committee who shall deal with membership on a case-by-case basis.
II.3 Associate Members
An Associate shall be any person who, in the opinion of the Executive Committee, is a former or present journalist who does not meet the requirement for Active Membership, or any member of a related profession such as academic, U. S. media or public information representative.
II.4 Honorary Members
An Honorary Member shall be any person selected by the President of WAAJ with the approval of the Executive Committee, who deserves honor because in the course of the Honorary Member’s usual occupation that person has given outstanding and valuable service to WAAJ, or to the dignity, standing and general welfare of foreign correspondents in this country.
Article III
Election of Members
III.1. Approval
All nominations for membership will be processed by the President who shall submit each application to the Executive Committee for approval. The President may appoint a membership secretary to manage and organize all matters pertaining to membership. All Applicants must submit accreditation requirements similar to those needed for securing a Washington Foreign Press Center (FPC) Identification Card. These include a letter of appointment from the chief editor of the applicant’s media outlet, which will be duly approved by the concerned embassy; U.S. accreditation from either the White House, State Department, including the Foreign Press Center in Washington, DC, or Congressional Press, Radio-TV, Periodical Galleries or The Pentagon. No exceptions shall be granted to membership except by the approval of two thirds of the members of the Association.
III.2. Objections to Membership
Objections to the admission of any applicant for membership, or for the continuance of Membership of any member can be made by any Active Member and shall be submitted in writing to the President or the Secretary for discussion by the Executive Committee.
III.3. Forfeiture of Membership
The Executive Committee shall have the authority to consider and recommend-by simple majority-forfeiture of the Membership of any member who does not subscribe to the WAAJ Constitution and By-Laws. Only by the simple majority of the Association shall such recommendation be approved.
III.4. Right of Reply
In no case shall the Executive Committee make recommendation regarding the status of a member or potential member without giving the member concerned the right of reply to any charges made, in person if the member concerned so desires.
III.5. Right of Appeal
Any decision to elect or reject a candidate for membership, or to confirm or repeal the status of a current member, may be appealed at any General Meeting. An affirmative vote of simple majority of the General Assembly will be required to confirm the election of any disputed member.
III.6. Good Standing
In the event that any member who is in arrears of Annual Dues for a period of more than three months that member shall have one more month to pay with a late fee equal to the amount of the dues. After three months of no full payment, that member will cease to be in good standing, and will no longer be a member of the WAAJ unless the Executive Committee decides to grant extension for up to one year to pay the double dues.
Article IV
Rights of Membership
IV. I. To make use of all the services and activities and the premises (when available) of the Association.
IV.2. Professional and social support from the Association and solidarity from its members based on review of each case by the Executive Committee.
Article V
Duties of Membership
V.1. Commitment and Respect
All members are expected to show:
- Commitment to the Constitution and By-Laws of the Association.
- Foreswearing any use of the official position of the members of the Executive Committee for material or political gain.
- Prompt payment of the membership dues.
Article VI
Annual Dues
The Annual Dues will cover the year starting January 1 and ending December 31, except that if a new member joins in November or December of any year, that member’s Annual Dues will last until December 31 of the following year.
VI.1. Amount of Annual Dues
The amount of the Annual Dues to be charged Active Members and Associate Members can be changed only by a majority vote at a General Meeting acting upon written proposal of the Executive Committee to be contained in the notice calling such General Meeting.
VI. 2. Patron Member Dues
The annual Dues for Patron Members shall be set from time to time at the discretion of the President, with the approval of the Executive Committee.
VI.3 Exemption of Dues
There shall be no Annual Dues for Life Members or Honorary Members.
Article VII
Meetings of the WAAJ
The WAAJ shall hold an Annual General Meeting, other meetings from time to time, and any other meeting or event of a social or professional nature as the Executive Committee sees fit.
VII.1. Annual General Meeting
The Annual General Meeting of the WAAJ shall be called by the President, and shall take place during the month of December of any year, but before the Voting Deadline for the new Executive Committee. At this meeting, the President’s Annual Report and the Treasurer’s Annual Statement and other reports by other officers, if any, shall be presented to the meeting and discussed.
Written notice of the Annual General Meeting shall be sent to all members setting a time and date that is at least two weeks after the date of sending such notice.
VII.2. General Meetings
Other General Meetings may be called by the President, from time to time, after getting the approval of the simple majority of the Executive Committee. A General Meeting must be called by the President upon the (written) request of the majority of the Executive Committee or at least ten Active Members within seven days of the receipt of such a request. Written notice of any General Meeting shall be sent to all members setting a time and date that is at least one week after the date of sending such notice.
VII.3. Quorum and Proxies
A quorum at the Annual or other General Meeting shall be 25% of the current number of Active Members in good standing. The quorum shall not include the count of proxy votes held by any Active Member unless it is limited to an election session.
Proxy votes shall be valid only when they are: (a) in writing; (b) held by an Active Member; and (c) are either for or against a specific proposal that has been included in the notice for the General Meeting.
VI.4. Other Meetings and Events
The President, with the approval of the Executive Committee, shall, from time to time, call meetings to be addressed by invited guests or by WAAJ members, and/or organize events to celebrate appropriate social or professional occasions.
Article VIII
Organization and Officers
VIII.1. Officers
The officers of WAAJ shall consist of a President, a Secretary and a Treasurer. The officers shall be elected by the General Assembly annually and serve without remuneration. All must be Active Members of at least six months standing.
VIII.2. Executive Committee
The Executive Committee of the WAAJ shall consist of five elected members, including the President, Secretary and Treasurer.
VIII.3. Committee Vacancies
Vacancies occurring on the Executive Committee during any year may be filled by the member who had received the most votes in the previous election. If he/she is not able to join the Executive Committee, the position will be filled by any Active Member voted to that position by the Executive Committee until the next General Meeting. The majority of Active Members shall confirm the selection, re-elect that person or elect another candidate.
VIII.4. Presidential Vacancy
When, for any reason, the President is unable to fulfill any duties permanently or for more than three months, the Executive Committee shall elect one of its members as Acting President, as well as a fifth member to the Executive Committee from among the Active Members, an action that necessitates the approval of a General Meeting. The officers shall only serve till the end of the original term of the Executive Committee.
VIII.5 Special Officers & Committees
The President, with the approval of the Executive Committee, may appoint from time to time special officers and/or committees as the President may deem proper and advisable. The special officers and committees shall report to the Executive Committee whenever necessary and shall have the power to take action only with the prior approval of the Executive Committee. All such officers and committees and their offices and appointments shall in any event terminate at the next annual election.
Article IX
Election
Election of Officers and Executive Committee Members Officers and Members shall be elected every two years during the month of December and shall assume their duties on the first day of the following January. They shall hold office until the last day of December of the second year. In addition to the rules mentioned above, the election shall be governed by the following rules and procedures: New members joining after October 1 will not be allowed to vote in the upcoming elections.
IX.1. Nominations
No later than November 1, the President shall notify all Active Members that nominations are open for candidates for the Executive Committee. Nominations shall remain open for at least three weeks from the date of notification. All candidates for the Executive Committee must be Active Members.
IX.2. Ballot Papers
No later than December 1, the Secretary shall send to each Active Member a ballot paper, by mail or electronically. Containing the names of all the candidates for the Executive Committee.
IX.3. Voting and Annual General Meeting Notice
The voting instructions on the ballot paper must include the date, time and place of the General Election Meeting, as well as instructions for absentees to designate another Active Member to deliver their ballot paper in the General Meeting. The President
Should be informed in writing or by electronic mail no later than one day in advance of the meeting of any designated names for voting by proxy. The Election General Meeting must be at least two weeks from the date of sending out the ballot papers.
IX.4. Annual General Election Meeting
To be held according to the deadlines stated above. The President shall present, on behalf of the Executive Committee, the annual budget and brief the General Assembly on the highlights and achievements of the ongoing Executive Committee. A three-member committee, none of whom a candidate, will be elected to supervise the voting session.
IX.5. Voting Procedures
To ensure the validity of the vote as well as to retain the secrecy of the ballot during the voting process, a member of the Election Committee shall read out from the ballot paper the names of the candidates for President, as well as the names of candidates for the other four positions in the Executive Committee. A member of the Election Committee shall call on each attending Active Member, reading from a list of attendees, to drop his/her ballot paper and that of others he/she represents by proxy in a box. Two members of the Election Committee shall read out the ballots after mixing them in random in a box. In the presence of the General Meeting, a member of the Election Committee shall take the count of the vote and read out the results.
IX.6. Term Limits
The Executive Committee members cannot serve in that position for more than three consecutive full terms.
IX.7. Eligibility
Only Active Members in good standing shall be qualified to stand for election or to vote upon matters pertaining to WAAJ.
Article X
Duties of the President
The President, in addition to any other duties that may be willingly undertaken, shall be responsible for the overall administration and financial affairs of the WAAJ, and specifically the following:
X.1. Constitution and By-Laws
The President shall ensure that the Constitution and By-Laws of the WAAJ are properly and fairly observed by all WAAJ members.
X.2. President’s Annual Report
The President must present this report to the Annual General Assembly summarizing the activities of the WAAJ, the meetings held, the decisions of the Executive Committee, and any other matters the President wishes to raise.
X.3. Executive Committee Meetings
The President shall call regular meetings of the Executive Committee at least once a month when possible. The President shall present an agenda to these meetings which may include, where appropriate, the following:
- Apologies from absent Executive Committee members
- Confirmation and approval of the minutes of the previous Executive Committee meeting and the minutes of any Annual General Meeting or other General Meeting convened since the last Executive Committee meeting.
- Presentation of the current balance statement together with copies of the latest WAAJ general account bank statement(s).
- Presentation of copies of the application forms received from any new members since the previous Executive Committee meeting for approval by the Executive Committee.
- Report on any events held since the previous Executive Committee meeting.
- Suggestions and discussion on proposed future events of the WAAJ.
- Time and date of the next meeting.
Article XI
Duties of the Secretary
The Secretary, in addition to any other duties the President may delegate to him/her, shall be responsible for assisting the President with the general administration of the WAAJ and specifically the following:
XI.1. Recording the Minutes
The Secretary shall be responsible for the recording of the minutes of every meeting. The minutes so recorded must be written up and presented to the next regular Executive Committee meeting for confirmation and approval.
Article XII
Duties of the Treasurer
The Treasurer shall be responsible for the funds and other properties of the WAAJ and for the accounting of all funds received and expended during the financial year, running from January 1 to December 31 in any one year.
XII.1. Annual Balance Statement
The Treasurer shall present to the Annual General Meeting an Annual Balance statement showing the income and expenditure of the WAAJ summarized under the various appropriate financial categories, and the value of any current assets and/or liabilities. The Annual Balance statement shall be for the period of December 1 the previous year to November 31 of the current year. It shall be submitted to the Executive Committee for approval prior to the Annual General Meeting.
XII.2. Final Balance Statement
If the Treasurer resigns, is voted out, or leaves office for any other reason, he/she will present to the Executive Committee a final balance statement for the period from the previous November 1 to the time of the cessation of office.
XII.3. Current Balance Statement
The Treasurer shall present to every regular Executive Committee meeting, or once a month if that is less frequent, a brief Current Balance statement giving (a) the current
Balance in the WAAJ general bank account(s); (b) summary of the income and expenditure for the different financial categories for the period since the last Current Balance Statement; ((c) anticipated income and expenditure until the end of the year, and
Provide the Executive Committee with copies of the latest general account bank statement(s) received.
XII.5 Billing of Dues
The Treasurer shall ensure that the annual dues are collected in the Annual General Meeting or received from absentees by that time in order for the Member’s vote to be counted in the following year. The Treasurer shall send out no later than Jan 31 of any year bills to members of the WAAJ who have not previously paid their dues in the General Meeting.
Any member(s) still in default one month after the date of the Annual General Meeting or by February 28 shall be sent a second bill for the annual dues plus a late fee charge equal to the amount of the annual dues plus 10 percent… Any members still in default three months shall be on notice to be considered no longer in well standing as provided for in III. 6.
XII.6. Authorization of Payments
No check drawn on the WAAJ’s general account(s) shall be valid unless it carries either the signature of the President or the Treasurer.
XII.7. Independent Audit
Any active member shall have the right at any meeting to demand that the Association’s books be audited by an independent CPA. Such a proposal shall be confirmed if it gains the votes of a simple majority of Active Members present.
XII.8. Substitute
If the Treasurer is unable to fulfill the duties outlined above, then the President shall elect another Executive Member as a substitute to carry out those duties.
Article XIII
Amendments
The Constitution and By-Laws of the WAAJ may be altered, amended, repealed or added to only by strict observance of the following rules and procedures.
XIII.1. Passage of Amendments
The constitution and by-laws can be altered, amended repealed or added to only by an affirmative vote of no less than two-thirds of active members present at any General Meeting convened for that purpose.
XIII.2. Proposal of Amendments
Amendments may be proposed by the Executive Committee, any By-Laws Committee set up to consider alterations, or by written submission signed by any five Active members. All such amendments must be voted on by the general meeting convened for that purpose.
XIII.3. Notice Required
Notice of any general meeting convened to consider changes to the Constitution and By-Laws shall include and specify the proposed changes. The proposed changes may themselves be amended at the meeting, but such amendments shall be confined to the section(s) specified in the notice of the general meeting.
XIII.4. Copies to Members
The changes agreed upon, or, if the changes are numerous, the whole copy of the new text will be sent to all active members within two weeks of the date of the general meeting that approved the changes. Any new active member will receive a free copy of The Constitution and the By-Laws of the WAAJ immediately upon joining. Any other member will be issued a copy if the member requests it.
Article XIV
The Washington Association of Arab Journalists Freedom Award
From time to time, the President, with approval of the Executive Committee, may present a WAAJ Freedom Award to single out any individual whose deeds and words have made a major impact in supporting journalists and promoting the cause of freedom of the press, in particular, and freedom of speech, in general. The General Assembly, within two weeks of notification of the suggested Award, has the right to reconsider such an award, if five active members objected to the nomination in writing. The General Meeting shall vote by the simple majority of the disputed award.