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Article V

Guidelines To Election

Section 1

Nominations for all available positions will open on the second (2nd) Wednesday of October and will close on the second (2nd) Tuesday of November.

  • A member may put forth a nomination for another member, which must be supported by a second member.
  • Nominations may also be made from the floor by any Firm Member.
  • Each eligible voter is allowed a single vote.
  • Elections are scheduled for the second (2nd) Wednesday of November each year.
  • Voting will be conducted in person, as proxy voting is prohibited, and may take place through a show of hands, written ballots, or electronic methods.
  • A majority vote is necessary for all decisions to be approved.
  • In the case of a tie in votes, the presiding officer shall possess a casting vote in addition to their own vote.
  • Any elected member/ position can be recalled by a two-thirds majority vote if the membership has lost confidence in the ability of the member to execute the duties of the position/office in a professional and effective manner. 

Structure of The National Executive

The Executive Committee shall compromise of twelve (12) elected members:

  1. President
  2. 1st Vice President
  3. 2nd Vice President
  4. 3rd Vice President
  5. Chairperson
  6. Vice Chairperson
  7. Secretary
  8. Assistant Secretary
  9. Treasurer
  10. Assistant Treasurer
  11. Public Relations Officer
  12. Assistant Public Relations Officer
  13. Chaplain
  14. Assistant Chaplain

Term of Office of The Executive Committee

Section 1

Executive Committee members shall be in office for a period of one  (1 ) year commencing on January 1st  and concluding on December 31st.

Section 2

Executive Committee members may be re-elected at the end of the terms however they may only serve two (2) terms in one position consecutively.  

Powers and Functions of The Executive Committee

President

Define strategic goals and establish a clear vision for the Association.  

  • Formulate, implement, and periodically review Association policies and procedures.
  • Conduct regular analyses of budgets and financial statements.
  • Continuously explore strategies to enhance the Association’s profitability and monitor progress effectively.
  • Foster and sustain relationships with community members and industry leaders.
  • Act as the representative of the Association and hold signatory authority.
  • Exhibit strong leadership qualities and decision-making capabilities to guide the organization with assurance.
  • Stay informed about the competitive landscape, potential growth opportunities, customer needs, and emerging industry trends and standards.
  • Identify and capitalize on opportunities that the Association can leverage for its benefit. 
  • Has veto power which can be executed three (3) times  with that term. The vetoed act can be challenged within thirty (30) days  and  overturned by two-thirds majority vote

1st Vice President

The 1st Vice President acts as an alternative for the President when he is unavailable for meetings or events.

  • In the case of a presidential resignation, the 1st Vice President will assume temporary leadership until a new president is elected.
  • The 1st  Vice President plays a significant role in managing the Association’s operations, assisting the President with various tasks that may become burdensome.
  • The 1st Vice President also participates in meetings to ensure that members and supporters are content with the Association’s transparency.
  • The 1st Vice President oversees the activities of sub-committees and ensures the successful completion of projects and oversees the activities of the Central Bahamas.     

2nd Vice President

The 2nd Vice President acts as an alternative for the President and 1st Vice President when he/she is unavailable for meetings or events.

  • In the case of a presidential and /or 1st Vice President resignation, the 2nd Vice President will assume temporary leadership until a new President and/or 1st Vice President is elected.  
  • The 2nd Vice President plays a significant role in managing the Association’s operations, assisting the President and/or the 1st Vice President with various tasks that may become burdensome. 
  • The 2nd Vice President also participates in meetings to ensure that members and supporters are content with the Association’s transparency.
  • The 2nd Vice President oversees the activities of the Northern Bahamas and ensures the successful completion of projects.   

3rd Vice President

The 3rd Vice President acts as an alternative for the President and 1st and 2nd Vice President when he/she is unavailable for meetings or events.

  • In the case of a presidential and/or 1st and 2nd Vice President resignation, the 3rd Vice President will assume temporary leadership until a new President and/or 1st and 2nd Vice President is elected.
  • The 3rd Vice President plays a significant role in managing the Association’s operations, assisting the President and/or the 1st and 2nd Vice President with various tasks that may become burdensome.
  • The 3rd Vice President also participates in meetings to ensure that members and supporters are content with the Association’s transparency.
  • The 3rd Vice President oversees the activities of the Southern Bahamas including the Turks and Caicos Islands and ensures the successful completion of projects.                         

Chairperson: The Meeting Direction and Order:

  • The chairperson must ensure that the meetings are conducted in an orderly manner, considering the following considerations:
  • A proper notice must have been distributed to all individuals entitled to receive it.
  • Only those individuals who are entitled, including any invitees, should be present at the meeting.
  • The chairperson’s own appointment must be confirmed as valid.
  • It is essential that a quorum of members is present.
  • If a quorum is lacking at the start of the meeting and is not achieved within fifteen (15) minutes, the chairperson is responsible for adjourning the meeting.

According to Rules:

  • The chairperson has the obligation to make certain that the proceedings are maintained in strict conformity with the set guidelines.

Compliance with the agenda is required:

  • It is the duty of the chairperson to manage the meeting’s proceedings in accordance with the agenda.
  • He or she has the authority to modify the sequence of items with the approval of the participants.
  • Should the chairperson observe that a crucial agenda item is positioned at the end and needs to be addressed while most attendees are still present, yet time has been consumed on preliminary topics, he or she will alter the order accordingly.

During the Meeting:

  • The Chairperson is responsible for ensuring that participants refrain from initiating discussions or proposing amendments on any topics that fall outside the meeting’s agenda.

Discussion on Motions Only:

  • The Chairperson is responsible for ensuring that participants refrain from initiating discussions or proposing amendments on any topics that fall outside the meeting’s agenda.

Maintenance of Order:

  • A key responsibility of the chairperson is to maintain an environment of absolute order and serenity during the meeting.
  • In the absence of such order, the meeting’s business cannot proceed effectively and punctually.
  • Participants may disrupt the flow by making derogatory remarks towards one another, engaging in personal conversations while discussions are ongoing, disregarding the chairperson’s instructions, or violating the meeting’s regulations.
  • The chairperson possesses the authority to take necessary actions to ensure order, discipline, and proper conduct at the meeting.

Opportunity to Speak:

  • It is the responsibility of the chairperson to make certain that each participant has a reasonable opportunity to engage in the discussion.
  • They do not permit individuals to speak more than once on the same topic unless further explanation of their earlier remarks is warranted.

Accurate Voting:

  • One of the primary roles of the chairperson is to accurately gauge the collective opinion of the assembly.
  • This entails conducting votes with precision and declaring the results accordingly.
  • Should a special resolution be needed, the chairperson is responsible for confirming the correctness of the vote tally.
  • To assist in counting the votes, the chairperson works alongside the secretary and designated tellers.

Minutes are Kept:

  • It is the responsibility of the chairperson to authenticate the minutes by signing the document created by the secretary once the meeting has concluded.
  • The chairperson must also ensure that the secretary takes appropriate notes during the meeting to aid in the preparation of the minutes.
  • The chairperson records notes on the detailed agenda sheet for this reason.
  • The minutes are expected to be released within seven days following the meeting.

Vice Chairperson 

The vice chairperson is responsible for assisting the chairperson and executing the tasks delegated to him/her by the Executive Committee or the president.

Secretary 

The individual will act as the Chief Administrative Officer for the Association.

  • The duties will include keeping minutes and maintaining the Association’s records.
  • Supporting the Chairperson in liaising with other organizations and associations.
  • The individual will manage correspondence and reply to invitations.
  • He/she will coordinate the Association’s action programs and organize the Association Convention.
  • He/she will document the minutes of general meetings and arrange logistics for these meetings, ensuring that the agenda is well structured and not overloaded.

Assistant Secretary

This role involves assisting the Secretary and taking on duties when he/she is unavailable.

  • The individual will aid the Secretary in various tasks, spearhead recruitment initiatives, manage membership records and databases, verify that membership fees are paid, and communicate membership figures to the Executive Committee.

Treasurer 

The appointed individual will act as the guardian of the Association’s financial resources and assets.

  • With the responsibility for keeping the Association’s accounts updated and delivering a detailed financial report.
  • All cash received must be deposited into the Association’s account within a 24-hour timeframe.
  • This role includes leading finance sub-committee meetings and spearheading fundraising projects.
  • The individual will open and manage the Association’s bank account, maintain accurate financial records, and support fundraising activities.
  • The Treasurer will be accountable for all financial reports and will often oversee tax filings (vat if applicable) and the management of cash during public events.
  • They will prepare the budget in collaboration with the action plan.

Assistant Treasurer

This role includes assisting the Treasure and assuming the duties when he/she is unavailable. 

Roles of The Organizer 

The individual will be responsible for coordinating the campaigns.

  • He/she will assist in recruiting new members and will organize induction sessions for them.
  • They will facilitate discussions in preparation for the Convention and arrange public education events.

Public Relation Officer (PRO) 

The individual will serve as the representative of the Association across all media platforms.

  • They will act as the spokesperson, enhancing the Association’s image and articulating its vision.
  • They will advocate for the Association’s goals and objectives.
  • The individual will be tasked with drafting essential communication policies and standards, overseeing all communication efforts of the Association.
  • They will manage the various communication channels utilized by the Association, such as the website, face book, twitter, etc. and will be responsible for developing communication policies and procedures.
  • He/she will coordinate the creation of media materials, such as posters, and facilitate media education initiatives.
  • The individual will also engage with local media outlets, including organizing press briefings and collaborating with community radio stations.

Chaplain  

The role involves a commitment to sustaining the spiritual values and principles of the Association.

Assistant Chaplain

This individual will take on the role of the chaplain when they are unavailable and to manage the responsibilities that come with the position.

Sub-Committees

There shall be four (4) Sub-Committees:

  1. a) The Disciplinary Committee consists of three members along with the Vice President, who will serve as the Chairperson of the committee.
  2. b) The Finance Committee will consist of three (3) members, with the Vice President serving as the Chairperson.
  3. c) The electoral committee is to be directed by the Vice President, with other committees being overseen by members chosen through elections held by the FAB.
  4. d) Appeal Board: The leadership will be provided by the President.

Management of Discipline

  • The organization will prioritize discipline as its central guiding principle, as articulated in this document, with any breach constituting an offense.
  • Any member of the association who fails to adhere to or acts contrary to the association’s goals and values will be held accountable.
  • This includes: engaging in behavior that is inappropriate for the funeral industry,
  • Demonstrating unprofessional conduct when receiving a decedent  or during a colleague’s funeral,
  • Making disparaging comments about a colleague’s funeral service,
  • Abusing intoxicants or drugs while interacting with clients or during funeral services,
  • Disclosing confidential information obtained in the course of their duties outside of those responsibilities,
  • Using their role as a director to advance personal or political interests or to promote noncompliance with the association’s laws.

Procedure Where Misconduct Alleged

Upon receiving a letter or statement that alleges misconduct by any member of the Association, the chairperson’s office will handle the correspondence and send it to the disciplinary committee. This committee will investigate the claims of misconduct and provide a report to the executive committee, detailing the evidence and witness statements gathered during the inquiry.

The Vice Chairperson shall have the power to impose one or more of the following penalties:

  • Issue a warning or reprimand the defendant.
  • Impose a monetary penalty not to exceed One Thousand Dollars ($1,000.00).
  • Enforce a suspension lasting no longer than three (3) months.
  • Terminate the membership of the individual from the Association.

The findings of the Vice Chairperson will be recorded in writing, including a detailed rationale for the decision, which will be communicated to the executive and the defendant.

Appeal By Defendant

An appeal is to be initiated by submitting the necessary documents to the secretary.

  • The notice of appeal should be filed within a period of thirty (30) days from the date penalties were applied.
  • It is required that the notice be presented in duplicate, adequately supported by the case facts, and include proof of payment for the appeal fees.
  • It must be dated and bear the signature of the appellant.

 Appeal Board

The composition of the board will consist of five (5) individuals, namely the President, Disciplinary Committee Members, and a Chairperson who will facilitate the Appeal.

  • The board’s function is to evaluate appeals in accordance with these regulations, and its determinations will be conclusive.
  • The defendant is not allowed to have a legal advisor but may be supported by any member of the Association.
  • It is also essential that the findings are communicated clearly to the executive.

Contractual Liability

The Executive Committee has the authority to engage in contractual agreements for the Association, while considering any potential risks involved.

Finance

The Treasurer is required to deposit any received funds into a designated bank within twenty-four (24) hours of receipt.

  • It is the Treasurer’s responsibility to maintain accurate accounting records and retain receipts for all incoming funds.
  • The bank account will be managed with the signatures of the Chairman, Secretary, and Treasurer.
  • The association’s financial year concludes at the end of December each year.
  • An Annual Financial Statement prepared by the Treasurer will be audited by a registered Certified/Chartered Accountant and made available upon request from the Executive Committee.

Banking

The Executive Committee will designate a financial institution. All structures will be required to use the same financial institution.

Amendment

Changes to the constitution can be made through a resolution that must be approved by at least two-thirds of the entire membership attending a special meeting.

  • Members are required to vote at this meeting to initiate any constitutional modifications.
  • A quorum of two-thirds (50% + 1) of the members must be present for any decision regarding constitutional changes to be valid.
  • A written notice must be issued at least twenty-one (21) days prior to the meeting where the proposed changes will be reviewed.
  • It is essential to ensure that no amendments are proposed that would result in the organization ceasing to exist.