SECTION I: ORGANIZATION STRUCTURE

1. The members of the society shall constitute the general body.
2. The executive committee shall consist of elected members for the positions of president, vice president secretary, treasurer, public relations coordinator and four active members including at least one female.
3. The executive committee shall be the governing body of the society that manages and controls the affairs and properties of the society.
4. The general body can veto any executive committee decision by a quorum vote of two-thirds of the full members in a general body meeting.

SECTION II: DUTIES OF THE EXECUTIVE COMMITTEE MEMBERS

• PRESIDENT

1. 1. The president shall be responsible for the general management of all society activities according to the constitution’s provisions. They shall direct the committee to devise plans and procedures to enable the society’s executive committee to perform its duties efficiently and productively.
   2. The president shall appoint or be the official spokesman or representative of the society to meetings and conferences that the society is invited to.
   3. The president shall appoint a full voting member in case of a vacancy in the executive committee within one month of the date of vacancy for the duration of that vacant positions term.
   4. The president shall cosign with the treasurer all checks, deeds mortgages, and all other official financial documents of the society.
   5. The president is responsible for implementing and enforcing the rules put in place by the constitution and these bylaws.
   6. The president is not allowed to vote on any executive committee matters unless there is a tied vote within the executive committee.
   7. The president in collaboration with the treasurer and vice-president shall prepare the annual budget for various activities of the society for the following year and present it to the executive committee.

• VICE PRESIDENT

1. 1. The vice president shall call and conduct all meetings of the executive committee and the general body.
      1. This includes impeachment processes and all other forms of meeting, unless the vice president has a conflict of interest, in that case the secretary will take up this responsibility of the vice-president.
   2. The vice president shall present the annual report of the activities of the society to the general body.
   3. In case of the president’s absence or vacancy, the vice president will take over the president’s responsibilities until the president returns or the vacancy is filled.
   4. The vice president will oversee the day-to-day operations of the society.
   5. The secretary shall make all arrangements for elections.

   6. The vice president in collaboration with the president and treasurer shall prepare the annual budget for various activities of the society for the following year and present it to the executive committee.

• SECRETARY

1. 1. The secretary shall handle and keep the official seal and shall take and keep a permanent record of all the minutes of all meetings.
   2. The secretary shall prepare the agenda for all meetings in consultation with the executive committee members.
   3. The secretary shall circulate the minutes of all meetings to the executive committee members within one week after each meeting. These minutes will be signed by the secretary and endorsed by the executive committee members in the next meeting.
   4. The public relations coordinator and the secretary shall maintain the official list of all the members of the society.
   5. The secretary will maintain and update the list of all associate and full members of the society, including their names and emails.
   6. Shall prepare and maintain an up-to-date inventory of all the properties of the society.

• TREASURER

1. 1. The treasurer shall be responsible for all financial matters of the society and shall keep records of all financial transactions during his period in office. Such records shall remain the property of the society. Funds shall be deposited in a checking account in the name of the society in a bank approved by the executive committee. He is also responsible for presenting the financial transactions to an auditing committee and the executive committee when requested.
   2. The treasurer shall collect membership fees, contributions, donations, and other unconditional sources of income.
   3. The treasurer shall submit a detailed financial statement in the annual meeting of the general body.
      • The annual General Body Meeting consisting of the detailed financial statement should occur within the month August.
      • This date can be modified based on an Executive Committee Decision; the new date must be sent to the society members by email prior to the August meeting.
   4. The treasurer shall prepare the income tax returns and any other appropriate returns for the year he holds the office.
   5. The treasurer in collaboration with the president and vice-president shall prepare the annual budget for various activities of the society for the following year and present it to the executive committee.
   6. The treasurer shall cosign with the president all checks, deeds mortgages, and all other official financial documents of the society.

• PUBLIC RELATIONS COORDINATOR

1. 1. The public relations coordinator shall keep records of all correspondence pertaining to the society.
   2. The public relations coordinator shall send all notices pertaining to the executive committee meetings or general body meetings to the executive committee members or the general body members, respectively.
   3. The public relations coordinator and the secretary shall maintain the official list of all the members of the society.
   4. The public relations coordinator shall write press releases and prepare information for the media.
   5. They will evaluate public opinions and give a report to the executive committee.
   6. Respond to information requests from the media or any members of the society through the society’s email.
   7. Shall supervise the issuing of a society newsletter.

• HEAD OF SOCIAL PROGRAMS

1. 1. Shall supervise and plan all social programs, such as the monthly family
   2. Shall lead the program for dawa among Muslims and non-Muslims in coordination with the President and Vice President.
   3. Shall supervise or assign a member to oversee the sports program of the society.
   4. Shall assist the president in planning for all matters related to Friday’s prayer arrangements.

• HEAD OF CULTURAL PROGRAMS

1. 1. Shall supervise and plan all cultural programs.
   2. Shall be responsible for planning, supervising, and scheduling study circles and speakers.
   3. Shall be responsible for announcing the prayer schedules, the schedule of the study circles, and speakers.
   4. Shall be responsible for supervising and handling the society library and strive for its development so that the library can be beneficial to the community. The library shall consist of books, magazines, newsletters of common interest, and Islamic teaching audiovisual aids.
   5. With the consent of the executive committee, they may disallow any newsletters, magazines, books, etc. to be distributed inside or during any society activity unless it has been approved by the executive committee.

• HEAD OF SERVICE FOR MASJED

1. 1. Supervises the arrangement and logistics of Eid Picnics.
   2. Supervise the arrangement and logistics of Ramadan Activities.
   3. Keep track of cleaning the masjed.
   4. Keep track of the maintenance and what is needed to be fixed inside and outside the masjed.
   5. Assign a volunteer task to help in the parking issues.
   6. Recommendations for the expansion or improving the services provided inside the masjed.

• WOMENS REPRESENTATIVE

1. 1. Communicate and Express all the issues present within the Women’s community to the executive committee and the society as a whole.
   2. Manage all women specific religious activities and programs.
   3. Assign volunteers as needed to help accommodate new sisters in the society.
   4. Convey to the executive any deficiencies or issues with preparing the prayer location for the women.

SECTION III: ADVISORY BOARD

1. The Executive Committee has the discretion to appoint certain full members of the society who are determined to have sufficient knowledge, by the executive committee members, to an advisory board whose goals are the following:
   • Advise the executive committee in matters related to religious, educational, cultural, and other community related topics.
   • Advise the Imam on religious issues and other activities.
2. If the Advisory Board believes that the Executive Committee is erroneously using their advice, they may use the mechanisms put in place for impeachment or calling a general body meeting to bring their concerns to the society as whole.
3. A Full member is not allowed to be part of the advisory Board and the executive Committee at the same time.

SECTION IV: TERMINATION OF AN EXECUTIVE COMMITTEE MEMBER FROM THEIR DUTIES

1. Duties of the executive committee members shall be terminated upon resignation.
2. A member of the executive committee shall be excused from their duties upon the impeachment clauses outlined in the constitution for any of the following reasons:
3. Not attending three consecutive meetings without a valid excuse.
4. Being out of Oxford for more than four months.
5. Not fulfilling his/her duties.
6. Violating the constitution or the By- Laws.
7. New executive committee member replacing a resigned or excused member shall be appointed by the president until the positions next election.

SECTION V: SUB-COMMITTEES

1. The executive committee may form special sub-committees to perform specified tasks.
   1. The advisory board may request the formation of subcommittees from the executive committee.
2. The active members of the executive committee may have one or more sub- committees for their efficient and smooth working.
3. The structure and duties of the sub-committees shall be defined by the body forming it as it deems necessary.

SECTION VI: MEETING

1. Executive committee meetings:
   • The place and exact time shall be decided by the executive committee.
   • Five members of the executive committee shall constitute a quorum for the executive, and ⅔ of the voting members constitutes a quorum.
   • In case the number of votes are equally divided, the president vote shall be decisive.
2. General body meetings:
   • The general body shall be called into session by the president of the society at least once a year.
   • The place and exact time shall be decided by the executive committee.
   • The general body shall approve the executive committee report and financial statement by a majority vote depending on the type of decision at hand.
3. Language:

   • All meetings shall be conducted in English.

SECTION VII: ELECTION PROCEDURE

1. The executive committee may form an election committee to carry on the
2. Members of the election committee can vote but can not be nominated to any position in the election.
3. Announcement of the election shall be sent by email to all members two weeks prior to election day.
4. Each nomination should be for one specified position.
5. The acceptance of the nominee is required.
6. Posting a list of all the nominee members one week before the election day.
7. The election will be held by secret ballot.
8. A simple majority of the general body is required for the nominee to be elected.
9. Only full members of the society are allowed to vote in accordance of Article III in the constitution.

SECTION VIII: FINANCING

1. General:
   • All the funds of the society shall be deposited immediately to the credit of the society in an interest free designated account in a local bank.
   • Funds shall be expended for the purpose they were donated, collected, and/or appropriated. Donations accepted for unspecified purposes shall be appropriated by the executive committee for other uses in the light of Islamic Shariah.
   • All financial transactions (memberships dues, donations, expenses, etc.) of the society shall be documented with official receipts and/ or invoices.
   • No part of the income or property of the society shall inure to the benefit of, or be distributed to its members, or private persons.
2. Audit Committee:
   • Shall consist of three, none of whom be an executive committee member.
   • Shall be elected by the general body in the first month of the fiscal year and serves for one year.
   • At least one of the audit committee members shall have the basic knowledge of accounting and auditing procedures.
   • Shall have access to the books and records of the society at times approved by the executive committee.
   • Shall submit reports to the executive committee after each auditing.
3. Sales and Acquisitions:

   • Any acquisition and/or sale of the society real estates shall be done by the consent of the executive committee, and is to be automatically classified and treated as a major Project consistent with the constitution.

SECTION IX: PUBLICATION

1. The society may print and distribute a program booklet and other pertinent publication as deemed necessary by the executive committee.

SECTION X: FISCAL YEAR

1. The fiscal year of the society shall be from January 1st to December 31st of each year.

SECTION XI: AMENDMENTS

1. The amendments of Oxford Muslim Society By-Laws should be as presented in article X of the constitution.

SECTION XI: CODE OF ETHICS

1. The society is a strictly a religious incorporation.
2. No member of the society is entitled to claim any special privileges over other members for his personal contribution of time, money and/ or services rendered to the society. All such contributions, Insha-Allah, shall be rewarded by Allah.
3. Members of the executive committee should be practicing Muslims and adopt Islam as a way of life.