INTERNAL RULES

 

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SECTION 1.                  PREAMBLE
1.1.      OBJECTIVE OF INTERNAL RULES & REGULATIONS

The purpose of these Internal Rules & Regulations is to set out the rules governing the operation of SAGI pursuant to its Statutes - to facilitate the smooth running and to ensure the proper functioning of the organization.

1.2.      PURPOSE OF INTERNAL RULES & REGULATIONS

The purpose of the Internal Rules & Regulations is to provide guidelines:

  1. To help maintain and improve SAGI’s vision.
  2. To help maintain a close and supporting relationship between SAGI bureau and the delegates.
  3. To inform and help resolve any confusion that may arise.
  4. To help facilitate the daily running activities and improve the management of SAGI bureau.
1.3.      LIVING DOCUMENT

The Internal Rules & Regulations should serve as a living document to all SAGI officers, president of association and delegates.  This is set of rules guidelines that every association/member should abide by. The Internal Rules & Regulations shall be available to every SAGI association, through the website or provided via electronic mail.

SECTION 2.                  ORGANIZATION NAME
2.1.      OFFICIAL NAME

Active Solidarity Ltd. is the organization official name.

2.2.      OFFICIAL NAME – FRENCH TRANSLATION

Solidarité Agissante (SAGI) is the French translation of Active Solidarity

SECTION 3.                  OBJECTIVE
  1. The main objective of SAGI is to bring all Cameroonians together, that are grouped within different associations existing in the United States of America (USA), in an electronic file without distinction of age, race, tribe, or religion with the purpose of helping each other.
  2. To alleviate the financial burden of losing a loved one from the Cameroonian community.
SECTION 4.                  MISSION

SAGI’s mission is to:

  1. Facilitate the repatriation of the remains (corps) of its compatriots, members of SAGI, deceased in the USA or abroad (except Cameroon) to Cameroon.
  2. Facilitate the burial of compatriots who die in USA and wish for the remains (corps) to be bury in USA.
  3. Inform all associations via their president and delegates in case of the death of a SAGI member.
  4. Collect all contributions (donations) of each association, member of SAGI.
  5. Transfer all the collected contribution to the funeral home, and to the beneficiary in case there is a balance.
SECTION 5.                  OFFICERS
  1. The officers of SAGI shall be a President, Vice President(s), Secretary General(s), a Treasurer, an Auditor or the Board of Directors may appoint other officers. Officers whose authority and duties are not prescribed in the Bylaws shall have the authority and perform the duties prescribed, from time to time, by the Board of Directors.
  2. All officers of SAGI Bureau are co-opted by the president/founder of SAGI and approved by the Board of Directors.
SECTION 6.                  GENERAL ASSEMBLY
  1. The General Assembly meets when summoned by SAGI Board of Directors
  2. The location and time of the General Assembly will be decided by SAGI Board of Directors.
  3. Presidents and delegates from each association are encouraged to all take part.
SECTION 7.                  REGULAR BUREAU MEETING
  1. The SAGI Bureau meets at least three (3) times a year for periodic review, to ensure the organization operates in a manner consistent with our core values.
  2. In case of emergency, the president shall summon a meeting.
SECTION 8.                  EXTRAORDINARY BUREAU MEETING

SAGI Bureau meets 48 hours following the announcement of the death of a member to:

  1. Officially announce the death of the member.
  2. Verify and send out all required documents to validate the death.
  3. Prepare and send out the contribution table in order to collect funds.
SECTION 9.                  MEMBERSHIP
  1. Membership to SAGI is free and voluntary.
  2. Any association who becomes a member of SAGI must accept and respect scrupulously its Internal Rules and Regulations.
  3. Any association will be assisted with contribution in case of death of its member, only if it is in good standing (has paid its administration and/or matriculation fees)
  4. SAGI accepts as members only associations or groups with a minimum of twenty (20), no association should go below ten (10) members at any time.
  5. You become an active member once your SAGI’s matriculation number is assigned and published.
  6. It is at the discretion of SAGI to accept or to decline the membership of an association or a member to its organization.
  7. Any association can voluntarily withdraw from SAGI by submitting a letter or email to SAGI Bureau.
  8. SAGI has the authority to terminate the membership of any member or association whose behavior may disrupt or destabilize the organization.
SECTION 10.    MATRICULATION
  1. Matriculation numbers are attributed and published after a waiting period of at least ninety (90) days, after receiving a new list for registration or addition.
  2. Every member of SAGI must absolutely reside in the United States.
  3. No member shall have two (2) matriculation numbers. It is the responsibility of each president/delegates of each association to ensure that their members are not registered twice.
  4. Any member of an association who was previously a SAGI member can come back only after paying all missed contributions, in addition to a returning fee and observe the waiting period of ninety (90) days after receiving the returning fee payment.
  5. Names should be given exactly as they are written on the official documents (No abbreviation). No justification or name change of the deceased person is acceptable after his/her death announcement.
SECTION 11.    NEW ASSOCIATION REGISTRATION
  1. Request for new association’s registration can be submitted at any time.
  2. SAGI accepts as members only associations or groups with a minimum of twenty (20).
  3. The form called Form S3 - New Registration can be downloaded from the website: www.sagiusa.org/forms.
  4. The form should be filled out (UPPERCASE LETTERS) and return to SAGI via email in EXCEL format.
  5. There is a waiting period of at least ninety (90) days, after receiving a new list for registration.
SECTION 12.    LIST UPDATE

Important notes regarding any SAGI update:

  1. All request for list update must be submitted between the 23rd and the 25th of each month (3 days window). No request will be processed if submitted outside this period.
  2. All SAGI forms can be downloaded in SAGI’s website at sagiusa.org, filled out and return in EXCEL format. If you submit a non-excel format form, it may result in delay of your request.
  3. Use fresh email to submit your forms! Failure to use fresh email may result in delay of your request – DO NOT use reply to submit your form.
  4. All forms should be filled out with UPPERCASE LETTERS
  1. Associations are encouraged to keep their list updated as much as possible.
  2. SAGI does not accept any name correction of the deceased member after his/her death.
12.1.          ADDITION
  1. All request for member addition should be done by submitting FORM_S1 - SAGI Addition
  2. Names on the form should be written exactly as they appear on the official document (ID, passport, etc.,)
  3. There is a waiting period of at least ninety (90) days, after receiving the addition form
  4. The member will become an active SAGI member once its matriculation number is assigned and published.
  5. Member added to SAGI must pay their Administration and Matriculation fees fifteen (15) days after receiving the invoice.
12.2.          WITHDRAW
  1. All request for member withdraw should be done by submitting FORM_S2 - SAGI Withdraw
  2. Once the withdraw form is submitted to SAGI, all members included in the form are automatically removed – No longer SAGI member even if there is no publication yet. It should take SAGI one (1) to two (2) weeks to publish all withdrawal after receiving the form.
  3. Effective Date: The effective is the 25th of the month the Withdraw form has been submitted.
12.3.          NAME CORRECTION
  1. All request for name correction should be done by submitting FORM_S4 - SAGI Name Correction
  2. Name correction should be done for minor error such as typo.
  3. If member’s name has changed due to:
    • Divorce: Provide copy of the divorce decree.
    • Marriage: Provide copy of the marriage certificate
    • Court Order Name Change: Provide copy of court-issued document
12.4.          TRANSFER
  1. Any active SAGI member can elect to transfer from one association to another without any delay.
  2. Transfer should be done by filling out the transfer form: FORM_S5 - SAGI Member Transfer
  3. The presidents/delegates of the current and the future associations should send an email requesting the transfer.
12.5.          CONTACTS
  1. All request for contacts update should be done by submitting FORM_S6 - SAGI Contacts
  2. While filling out the contact form, make sure to provide email and phone number of each delegate.
SECTION 13.    RETURNING MEMBER / ASSOCIATION
  1. Any association who voluntary left SAGI can come back but would not keep the previously used SAGI code.
  2. The returning association must pay the missed contribution(s), in addition to the returning fee, and observe the waiting period of ninety (90) days after receiving the returning fee payment.
  3. Any member who voluntary left SAGI can come back but would not keep the previously used matriculation number.
SECTION 14.    FRAUD
14.1.    WHAT IS FRAUD
  1. A member having a SAGI matriculation number and not residing in the United States.
  2. Any falsified document.
  3. Any false statement.
14.2.    SANCTIONS
  1. Where an offence is believed to have been committed the SAGI Bureau can consider administering a caution or offering a penalty. The decision to offer a penalty will depend on the individual circumstances.
  2. If the offense is intended to disrupt or destabilize the organization, the offender’s membership will be terminated.
  3. If a fraud is detected, the member/association who committed the offense will simply be excluded from SAGI.
SECTION 15.    SAGI MEMBERSHIP ID

All SAGI ID cards remains the sole proprietorship of SAGI, and in any case cannot be used outside the scope of SAGI. The use of names and matriculation number, as well as emails and phone numbers from SAGI for political or economic purposes are liable to prosecution.

SECTION 16.    LITIGATION
16.1.    JURISDICTION STATE

The headquarters of SAGI is located in Prince Georges (PG) County, MD; therefore, the courts of Maryland (PG County) have jurisdiction in case of litigation.

16.2.    CLAIMS
  1. SAGI only consider claims from group or association members of the SAGI and not from individual members of these associations.
  2. People who work for SAGI are protected from personal liability for work done on SAGI's behalf.
16.3.    ATTORNEY FEES

In any litigation, arbitration, or other proceeding by which SAGI is the prevailing party, SAGI shall have the right to collect from the other party its reasonable costs and necessary disbursements and attorneys' fees incurred in enforcing this agreement.

SECTION 18.    IN CASE OF DEATH OF A SAGI MEMBER
18.1.    DEATH ANNOUNCEMENT
  1. Any death must be reported to SAGI bureau within seven (7) days from the date of death; after this period, the death is no longer considered by SAGI, thus no contributions.
  2. In order to preserve the privacy of the deceased, associations/families are encouraged, but not required, to hide (mask) the cause of death, usually mentioned on the death certificate, before providing it to SAGI.
18.2.    DEATH OCCURRED IN THE UNITED STATES

Documents to be submitted in the case of the death of a member in United States of America:

  1. Death certificate (The family can hide the cause of death before submission)
  2. SAGI Matriculation Number
  3. Picture
  4. Funeral Home invoice
  5. Association must be in good standing (No outstanding invoices)
 18.3.    DEATH OCCURRED OUT OF UNITED STATES, BUT NOT IN CAMEROON

Documents to be submitted in the case of the death of a member outside United States of America, but not in Cameroon:

  1. Death certificate (The family can hide the cause of death before submission)
  2. SAGI Matriculation Number
  3. Picture
  4. Funeral Home invoice
  5. Social Security Card
  6. Copy of passport with immigration stamp
  7. Copy of air ticket
  8. Most current 3 months' pay stub or its equivalent
  9. 4506-T (Income tax verification processing request form) or W2 (Tax return)
  10. Association must be in good standing (No outstanding invoices)
18.4.    ADMINISTRATIVE FORMALITIES

SAGI does not deal with paperwork. This task falls to the family concerned with the death.

SECTION 19.    CONTRIBUTIONS
19.1.    WHO SHOULD CONTRIBUTE

All active associations should take part of the ongoing contributions, even if the death of the member occurred before their matriculation.

19.2.    CONTRIBUTION AMOUNT
  1. The fixed amount to be collected is $15.000.00 (fifteen thousand dollars) per death. This amount is divided among all active members, and each association’s contribution depends on the total number of its members.
  2. The amount of contribution cannot be modified after the list is sent out.
19.3.    CONTRIBUTION DUE DATE
  1. The due date of contributions is seven (7) days after the contribution table is sent out by SAGI bureau.
  2. Associations are strongly encouraged to make their contributions as soon as the list of contributions is published, without waiting on the 7th day’s deadline.
  3. The official announcement of a death is only made after the SAGI Bureau receives the required documents as outlined above.
19.4.    ELIGIBILITY FOR CONTRIBUTIONS
  1. The death was verified and certified by SAGI bureau
  2. The name of the member, as it appears in the death certificate, matches exactly the name in SAGI database
  3. The association must be in good standing (has paid its administration and/or matriculation fees)
  4. The member who passed must be current with the administration and/or matriculation fees before the date of the death
19.5.    NOT ELIGIBILITY FOR CONTRIBUTIONS
  1. The member on a waiting period died before its matriculation number is assigned.
  2. The member has not yet paid its Administration and Matriculation fees.
  3. The name on the death certificate is different than the name on our database
  4. The death is announced to SAGI after seven (7) days
  5. The member died while in Cameroon
  6. No contributions will be done if the corpse is cremated.
19.6.    CONTRIBUTIONS MODE

Contributions are made in any of the following way:

  1. By bank deposit/transfer into one of SAGI bank accounts, provided with the contribution list.
  2. By PayPal through SAGI website: http://www.sagiusa.org/donate/
  3. By online application using SAGI’s email only: info@sagiusa.org
19.7.    CONTRIBUTIONS FORMALITIES
  1. Bank deposits must be the exact amount as it appears on the contribution list. DO NOT neglect cents, this is very important as it corresponding to the association bank code
  2. The deposit receipt must be sent via email after any deposit into SAGI accounts
SECTION 20.    DISBURSEMENT

SAGI shall disbursed a total sum of fifteen thousand dollars ($15,000.00) for each death, to assist in the repatriation or burial of the corpse of a deceased member(s). This amount is directly paid to the funeral home, and to the beneficiary in case there is a balance.

  1. The payment of the funeral home’s bill is made by one of the following methods:
    • Transfer of funds into the bank account of the funeral home
    • Direct payment to the funeral home by check or cashier check
  1. In case of a remaining balance, a check with the corresponding amount is issued to the beneficiary. The president or delegate of the association in which the deceased member belong, is responsible to provide the name and mailing address of the beneficiary
  2. Under no circumstances shall the funds be given to the beneficiary in the form of cash
SECTION 21.    PENALTIES
  1. All returning members must pay a returning fee penalty of $150.00 in addition to any contributions missed.
  2. Any association that fails to honor its contribution (donation) on the due date will pay a late fee of $100.00.
  3. Any association that fails to pay its contribution (including the late fees), 24 hours after the due date, will be excluded from SAGI.
  4. A penalty of 20% applies to the administration fees after 30 days of non-payment.
SECTION 22.    SAGI FEES
22.1.    ADMINISTRATION FEES
  1. Every member must pay an administration fee equivalent to $1.00 per month for a total of $12.00 per year, due once on January, 25th of each year.
  2. Funds collected are to be allocated toward administration expenses only. Within the category of administration expenses lies funds to support day to day activities, legal fees, to assist member of SAGI bureau, etc.
  3. Administration fee is nonrefundable.
22.2.    MATRICULATION FEES
  1. Every new member must make a one-time payment of $20.00 matriculation fee, due after attribution of matriculation number.
  2. Funds collected for matriculation are to be allocated toward the fabrication of SAGI ID cards.
  3. Matriculation fee is nonrefundable.
SECTION 23.    AMENDMENTS TO THE INTERNAL RULES & REGULATIONS
  1. SAGI Internal Rules & Regulations can be amended and modified for clarification purpose only. In cases of any change regarding the Internal Rules & Regulations of Operations of SAGI, it should be correspondingly amended.
  2. The Internal Rules & Regulations is established by the members of the SAGI Bureau and submitted to the Board of Directors.
  3. Any amendment of the Internal Rules & Regulations must be approved by the Board of Directors
  4. SAGI Internal Rules & Regulations shall be sent to all presidents and delegates of associations by email.

 

 

 

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