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By-Laws

Washington Association of Arab Journalists

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:

1. To further the professional and foster social relationships and the members and

their families..

2. To take action, whenever necessary or desirable, on behalf of its members in

Washington individually or as a body.

3. 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.

4. To contribute through the media of all countries to the work of fostering

international goodwill.

5. 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 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, electronic news service and radio and/or

television organizations.

II.2 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.3 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, or the Foreign Press Center in Washington, DC. 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:

1. Commitment to the Constitution and By-Laws of the Association.

2. Foreswearing any use of the official position of the members of the Executive

Committee for material or political gain.

3. 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 ynless 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 of Officers and Executive Committee Members

Officers and Members shall be elected annually 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 that 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:

1. Apologies from absent Executive Committee members

2. 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.

3. Presentation of the current balance statement together with copies of the latest

WAAJ general account bank statement(s).

4. Presentation of copies of the application forms received from any new

members since the previous Executive Committee meeting for approval by the

Executive Committee.

4. Report on any events held since the previous Executive Committee meeting.

5. Suggestions and discussion on proposed future events of the WAAJ.

6. 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 th 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 good 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

Arab Journalists Association of Washington 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.