On August 21, 2011, in the Republic of Korea, an association called ‘SAMBA-CORÉE’ was created by the members adhering to these statutes, governed by the Law of July 1, 1901, concerning the contract of association and the decree of August 16, 1901. SAMBA-CORÉE brings together Gabonese people in South Korea without any ethnic, political, or religious divisions.
The duration of the SAMBA-CORÉE Association is unlimited.
The SAMBA-CORÉE association aims, on one hand, to promote the proximity, intellectual, cultural, sporting, and economic development of its members, and on the other hand, to facilitate the integration of newly arrived Gabonese on South Korean territory. SAMBA-CORÉE aims to leave a mark of Gabonese territory beyond its borders by enhancing its heritage. The association does not pursue any profit-making objectives. Furthermore, it prohibits all discussions or events that present racial, political, or religious discrimination.
The means of action of the association to achieve its objectives include: – Publications, conferences, working meetings – Organizing events (sports, conferences, etc.) and any initiative that can help achieve the association’s objectives – The permanent or occasional provision of our services and resources within the scope of its purpose or that may contribute to its achievement.
The financial resources of SAMBA-CORÉE originate from both internal and external sources to the association. Internal resources mainly come from periodic contributions and donations from its members, as well as income generated by the association’s activities. Additionally, external resources include potential subsidies and donations from public, private, national, or international sources.
SAMBA-CORÉE’s financial resources are primarily intended for the implementation of the association’s projects. These resources are deposited in a dedicated bank account held by the association with an accredited banking institution and are managed by members holding the positions of General Treasurer, Auditor, and President.
The budgetary year starts in March of each year after the installation of the new executive board and ends in February of the following year corresponding to the end of the executive board’s term.
Material resources consist of donations, particularly cultural, manual, and sporting ones. Finally, human resources are provided through voluntary services rendered by individuals internal or external to the association. Moreover, these resources must not contravene the regulations in force in the Republic of Korea.
The contributions due from each category of members can be made on a monthly, quarterly, semi-annual, or annual basis according to the member’s preference. Following extensive deliberation, it was decided by the general assembly that contributions will be made as follows:
– Embassy staff = 20,000 won/month
– Bureau members = 15,000 won/month
– Scholarship students = 10,000 won/month
– Non-scholarship students = 8,000 won/month
– Workers = 15,000 won/month
– Families = 15,000 won/month
However, regardless of the chosen payment period, it is necessary for each member to notify the executive office in advance of the chosen method. For example, if a scholarship student chooses semi-annual payment, they will make an upfront transfer of 60,000 won.
Payment Deadline: The 15th of each month starting from April, after the election of the new board. For the month of March, payments can be made until March 30th. The announcement of the financial statement will be made monthly through various means, including the chat group accessible to the entire community, to promote transparency. Additionally, payment results will also be provided by region or city.
The revenues from the sale of the association’s products are dedicated to strengthening the association’s finances and advancing its activities. These include the organization of sports events, educational activities, various outings, festivals, etc. All roles, including those of the executive board and committees, are purely voluntary. Only expenses incurred in the performance of their activities are reimbursed upon submission of supporting documents. The financial report presented at the ordinary general assembly also includes all reimbursements made, such as mission expenses, travel expenses, or representation expenses.
The association consists of Active Members, Benefactor Members, and Honorary Members.
– Active Members: “Active Members” are members of the association who regularly participate in activities and actively contribute to the achievement of the association’s objectives, as well as pay their periodic contributions.
– Benefactor Members: “Benefactor Members” are individuals who support the association through their generosity. They provide financial, technical, or material assistance to the association.
– Honorary Members: This title can be awarded by the general assembly or the Executive Board to individuals who have rendered notable services to the association. They are exempt from part of their contribution and have only an advisory vote at General Assemblies. Additionally, they are also awarded a certificate of recognition by the executive board.
Membership in Samba-Corée is freely open to all Gabonese residents in South Korea without any distinction. However, to join the association, the interested party must openly submit their application through the membership form and pay their initial contribution, entitling them to a membership card. The association issues a membership card to all its members (including Honorary and Benefactor Members) valid for the duration (1 year) and under the conditions defined by the general assembly.
Each member commits to abide by these statutes, which are provided upon request upon joining the association. Furthermore, to join the association, approval by the executive board is required, which decides on admission requests submitted.
Membership status is lost in one of the following cases:
– Resignation submitted in writing to the President of the association.
– Exclusion pronounced by the Disciplinary Board for violation of these statutes or serious misconduct causing moral or material harm to the association. Before any decision of exclusion or termination is taken, the concerned member is invited by registered letter to present their reasons before the Disciplinary Board to provide explanations. If the Disciplinary Board is not constituted, the Executive Board is competent to decide on termination. Its decision can only be made by a two-thirds majority of its members. The member concerned must be heard beforehand by the board.
The purpose of the general assembly mainly includes the following points:
– Approval (or disapproval) of the management of the past year regarding the activities carried out.
– Presentation of the financial statements.
– Presentation of a report by the leaders.
– Vote on the budget for the upcoming year.
– Vote on the orientation report containing the association’s projects for the upcoming year and the guidelines to be followed by the administrators.
– Election of the President of the association.
– Possible renewal, by election, of the members of the Executive Board.
– Determination of the amount of contributions.
The date of the general assembly (GA) is set at the end of each term, between February and March. However, in the event of force majeure, a GA can exceptionally be convened at any time of the year by the Executive Board depending on the urgency of the situation. Other issues concerning the life of the association may be submitted to the general assembly for consideration. It is advisable to establish minutes (PV) of the General Assemblies, which serve as a reference in case of disputes. These minutes are recorded in a register of deliberations, and their frequency is governed by the statutes.
The board is the management body endowed with executive decision-making power within the association. It is elected or appointed from among the members of the organization and its function is to oversee the operation of the association in accordance with the objectives defined by the general assembly. It consists of a president, a secretary-general, and, if necessary, a deputy secretary; a treasurer, and, if needed, a deputy treasurer; an auditor, a communication officer, a culture, sports, and leisure officer, as well as their respective deputies.
At the beginning of each term, each member of the Executive Board must obtain a job description as soon as possible in order to know exactly what the community expects from them. The job description serves to clarify the work and responsibilities of each member, highlighting the objectives and characteristics of the work to be done. Additionally, their commitment will be confirmed by signing a confidentiality agreement by each concerned member.
It is strongly recommended that the members of the board adhere to the following points:
President:
– Represent and defend the image of the association within the community, embassy, office, and any other external community or association.
– Ensure the execution of the action plan and compliance with the statutes.
– Support each member in their task.
Secretary General:
– Implement the action plan of the term.
– Set the dates for each event and mobilize the community.
– Be responsible for drafting and confirming administrative documents.
– Have a consultative voice on finances through the president and the general treasurer.
– Ensure that each member of the board does their work, including the president.
General Treasurer:
– Manage the income and expenses of the association as well as its assets (boutique, website, etc.), under the supervision of the president and with the assistance of the auditor.
– Collect and remind members of their contributions according to the periods.
– Organize expenses during events and assist needy individuals (members and non-members).
Communication Officer:
– Seek information and share it (Visa, scholarship offers, community well-being, etc.).
– Promote the association on social networks (Facebook, Instagram, YouTube, Website, etc.).
– Manage all forms of contact within and outside the association.
Leisure, Culture, and Sports Officer:
– Promote Gabonese culture through the exhibition of its history, songs, dances, and culinary art, etc.
– Prepare and organize the cultural and sports aspects of each event.
– Organize volunteer meetings (cleaning, Gabon presentation in schools, etc.).
– Organize meetings within and outside the association.
– Be responsible for and responsible for the cultural stock of the association.
Auditor:
– Certify and regulate the accounts of the association.
– Assist the general treasurer in financial management and in carrying out their tasks.
– Prepare financial reports and present them to the members of the association.
– Conduct checks on the accounts of the association.
– Have a consultative voice in the management of the President’s action plan.
While each member is responsible for fulfilling their duties, it is strongly recommended that the members of the board work together, as unity is strength!
It is responsible for organizing the election of the Executive Board. It must ensure the smooth running of the events and assist the community in electing its new President, as well as the team that will accompany them during their term. The electoral commission must:
– Set the date of the election.
– Review, validate, or reject candidacies.
– Conduct the voting process.
– Conduct the vote count and produce the minutes once the elections are completed, signed by its president.
– Announce the election results.
The president of the electoral commission is appointed by the president of the outgoing board, who in turn freely constitutes the EC. The EC must be formed at least one week before the election and may include active members, members of the outgoing board, or honorary members. The number of members constituting the EC must be between 3 to 5 people maximum. Any person wanting to be part of the new board cannot join this commission.
To be eligible for the position of President of the Samba-Korea association, the candidate must meet the following criteria:
– Be of Gabonese nationality.
– Be at least 20 years old and have lived in South Korea for at least two (2) years.
– Have been part of a previous board or have previous experience in the board of any association in Korea or elsewhere.
– Speak fluent English or Korean.
– Present a bank statement with a minimum balance of 500,000 wons.
– Make a deposit of 45,000 wons into the Samba-Korea bank account as insurance for the contributions of the first three (3) months of the term. This amount will be refunded in case the candidate is not elected.
– Declare their candidacy to the electoral commission and present their action plan at least one (1) week before the elections.
The term of office for the position of president is one (1) year, renewable once.
To be eligible for the various positions on the Samba-Korea association board, the candidate must meet the following criteria:
– Be of Gabonese nationality.
– Be at least 20 years old and have lived in South Korea for at least one (1) year.
– Speak fluent English or Korean.
– Present a bank statement with a minimum balance of 100,000 wons.
– Make a deposit of 45,000 wons into the Samba-Korea bank account as insurance for the contributions of the first three (3) months of the term. This amount will be refunded in case the candidate is not elected.
– Declare their candidacy to the electoral commission at least one (1) week before the elections.
The term of office for board positions is one (1) year, renewable multiple times.
Just as the members of the Board have specific responsibilities, the members or associates also have obligations to themselves and to the organization. Participation and commitment in association life are not optional but a genuine necessity. Members must participate in and oversee the activities of the association, and all work within the association is voluntary. It is also required that they be punctual and regular in attending meetings to be properly informed about ongoing affairs and to familiarize themselves with the procedures in accordance with the rules. Furthermore, members are strongly encouraged to advance association life by proposing innovations and unheard-of ideas.
– Administrative Management:
Administration constitutes the primary responsibility of the Board. Members must implement the organization’s programs, preserve its reputation and assets. They have a duty to manage the organization honestly and in good faith; they must defend the interests of the organization by exercising care and vigilance.
– Administrative Management Planning:
Administrators are responsible for setting goals and defining the organization’s obligations, then developing action plans accordingly. The goals must correspond to the organization’s and its members’ needs and translate into a budget or resource utilization that meets these needs. Activities carried out on behalf of the organization must align with the set goals.
Examples of Administrative Management Documents:
– Registers
– Inventory
– Minutes
– Membership cards
– Lists
– Consumption reports
– Photo albums
– Digital media (video tapes and Compact Discs (CDs))
– Filing records and archives…
– Financial Management:
Administrators allocate funds among various programs that correspond to the organization’s priority needs. They are custodians and responsible for the funds raised, accepted, and distributed by the organization. Members of the executive board are required to exercise judgment as would a reasonably prudent individual when administering their own funds. To fulfill their responsibilities regarding fund utilization, the executive board must assess program effectiveness using methods that calculate results produced per input unit.
Examples of Financial Management Documents:
– Vouchers for Accountants
– Receipts
– Discharges
– Checks
– Bank statements
– Accounts
– Balance registers
– Operating accounts
– Budget forecasts
– Cash
– Treasurers
– Accounting:
An accounting system for recording all financial transactions in terms of revenue and expenses is conducted after every action. This accounting should preferably be kept in double-entry, meaning it will be recorded by the general treasurer as well as by the auditor in accordance with the general accounting plan. The Accounts are submitted to the Assembly one month after the end of the fiscal year. The annual budget is adopted by the Executive Board before the start of the fiscal year.
– Accounting Control:
The Association will ensure transparent financial management. Any contract or agreement between a group, on one hand, and an administrator or a close associate, on the other hand, requires authorization from the Executive Board and is presented for information to the general assembly. Any contract or agreement must be recorded in the form of minutes as evidence, providing assurance for both contractual parties in case of conflict. In case of non-compliance with the clauses of the document, the offending party will be subject to a fine or penalty and, in the worst-case scenario, expulsion.
To ensure traceability and facilitate better transmission to future committees, members of the executive committee are tasked with providing written documentation of each event they participate in or have participated in. This includes meetings, activities in each sector, and their progressions.
The Samba-Corée association provides certificates to its members, including members of the executive committee and members of the community. Similarly, it awards prizes and certificates to community members who stand out in the following categories:
– Best Citizen Award
– Honorary Members
– Volunteerism
– Others
The Samba-Corée association is open to all forms of partnerships and cooperation proposed to it within legal limits. The conditions of each partnership must be documented in the form of a contract, depending on the entity it is in contact with, and subject to approval by the general assembly.
The president or their delegate makes the required declarations to the competent authorities in accordance with current regulations, including:
– Any modifications made to the statutes
– Changes in the association’s title
– Transfer of the registered office
– Changes that occur within the Executive Committee.
They also promptly inform the SAMBA-CORÉE Association of the resolutions adopted during the Extraordinary General Meeting regarding modifications to the statutes and the dissolution of the association.
Any mismanagement, financial malpractice, involvement of a member or the entire committee in illicit activities, forgery, etc., can lead to the dissolution of the committee if these facts are proven.
– If a part of the Committee is involved, the remaining members can inform the community about it.
– If the entire Committee is involved, one or more members of the community can request an investigation, the outcome of which will determine the outright removal of the entire committee. If these facts are proven, gathering two-thirds of the community to decide on the outright expulsion of the member or the complete dissolution of the Committee.
The dissolution is pronounced upon the request of the Executive Committee by an Extraordinary General Meeting, convened specifically for this purpose. For the validity of decisions, the Assembly must include at least two-thirds (2/3) of the members of the Association. If this quorum is not achieved, the Assembly is reconvened at least thirty (30) days later. The decision can then be valid regardless of the number of members present. To be valid, the decision to dissolve requires the agreement of two-thirds (2/3) of the members present.
In the case of dissolution as stipulated in Article 23 (dissolution of the association), an Extraordinary General Meeting appoints one or more liquidators who will be responsible for the liquidation of the association’s assets and determines their powers. Under no circumstances may the members of the association be allocated any portion of the association’s assets other than the return of their contributions. The net assets of the liquidation, if any, shall be allocated to a non-profit organization or to an association with similar purposes, in accordance with the decisions of the Extraordinary General Meeting which decides on the dissolution.
A bylaw or modification to the statutes can be established by the Executive Board, which must then have it approved by the General Assembly. This eventual bylaw is intended to address various points not covered by the present statutes, especially those related to the practical operation of the association’s activities.
The statutes resulting from the extraordinary general assembly of August 20, 2011, and modified on November 30, 2019, and ratified on February XX, 2022, are repealed and replaced by the present statutes.
