Committee Policies and Procedures

Operating Paradigm

Function:

The committees and task force are the crucial, front-line service providers whose work sets a tone and operating ethos for the entire community. They are responsible for the day-to-day Jamaat administration, including all support functions, management of volunteers, professional and support staff, fiscal management, member relations, and facilities management.

Mission:

The work ethics and attitudes of the volunteers in these teams affect not only the current community but also influence future generations. Therefore, in keeping with both letter and spirit of our Shia Ithna-sheri Islamic values, it is imperative that through these committees we create an atmosphere that:

  • Enhances the spiritual and community experience of membership
  • Fosters purity of intention and selflessness in service to the community
  • Values dedication, commitment and organizational discipline
  • Respects and welcomes all with goodwill by embracing diversity in culture and opinion
  • Enhances the spiritual and community experience of membership
  • Cultivates cooperation both within committees and with the wider community
  • Creates a nurturing and safe environment for future generations to grow and learn from, value, and eventually serve the community
Code of Conduct:

In encouraging a spirit of brotherhood, goodwill and organizational discipline, it is crucial that committee heads and members operate within the scope and jurisdiction of their respective committees, diligently perform their assigned tasks, and conscientiously observe the following Code of Conduct:

  • A Committee or its individual members will not represent the Jamaat in affairs dealing with other Jamaats and/or agencies without explicit written consent of the President or EC Secretary. In other matters, they may represent themselves individually as member of the Jamaat
  • Any written communication sent to members or posted on the notice board must receive prior approval from the President or EC Secretary before distribution.
  • Fundraisers for all committees must be authorized by the Treasurer (in consultation with the EC), and the Treasurer will receive and manage all funds received through any activity of the Jamaat. This includes all funds received in the way of donations/fees, which shall be handed over to the Treasurer for proper accounting.
  • Main speakers shall be approached and invited by the President, upon recommendation of the Program Committee.

Executive Committee

Scope and Responsibilities

The Executive Committee ((EC) serves as the face of the community, and is charged with representing the Jamaat at large. Its functions and primary responsibilities include:

  • Developing and implementing operating procedures and guidelines consistent with the objectives of the Jamaat, and creating long and short-term goals and objectives
  • Adopting and adhering to annual budgets
  • Delegating committees and task forces to oversee implementation of these policies and ensuring adequate resources are assigned
  • Assessing and fulfilling the needs of the community
  • Mentoring youth to promote awareness and facilitate eventual succession of leadership posts
  • Appointing EC Committee Liaisons, Committee Heads and Task Force Chairs as needed
  • Communicating with outside organizations and Jamaats
  • Recruiting and providing support to volunteers in implementing various activities and promoting member participation
Executive Committee Members:

The duty of each individual EC member is to sanction and advance the EC functions as listed above by attending and actively engaging in EC meetings and proposing pertinent issues for discussions. The EC shall have the following officers:
President, Vice President, Secretary, Treasurer and two Council Members

President:

The President is the chief officer of the Jamaat and EC, and has full power and responsibility pertaining to that title, including, but not limited to:

  • Call and preside at meetings of the Executive Committee,
  • Appoint and designate the chair of committees or councils,
  • Assign special duties to individual members of the EC, and
  • Sign all agreements and documents on behalf of the Jamaat
  • The President shall also be the principal liaison to the Nasimco and the World Federation.
Secretary:

The Secretary shall:

  • Create all EC meeting agendas and keep an accurate account of all EC meetings by maintaining minutes in a minutes book. (The minute book shall be turned over to the incoming Secretary at the end of the term.)
  • Update and maintain all the records of the organization including membership
  • Ensure timely reporting to all appropriate agencies as needed
  • Be responsible for keeping members informed of all activities and functions through appropriate channels.
Treasurer:

The Treasurer is the chief financial officer and has all the power and responsibilities appertaining to that title, and the duties shall include, but not be limited to:

  • Keep an accurate account of the financial transactions of the Jamaat
  • Monitor adherence to the budget
  • Cause a financial report to be made periodically and at each regular Executive Committee meeting
  • Ensure adherence to GAAP (General Accepted Accounting Principals)
  • Shall turn over all records to the incoming Treasurer at the end of the term.
Committee Heads:

In addition to their assigned committee’s responsibilities each individual Committee Head shall be responsible for:

  • Appointing members to its committee in consultation with the EC
  • Developing, documenting and updating its policies and procedures
  • Developing, documenting and updating plans for implementing its assigned task
  • Documenting its plans and actions and
  • Turning over all documents to the incoming Committee Head at the end of the term
  • Formally update EC on fundraising status on a quarterly basis
  • Inform EC of suggested changes and present each for approval

Building and Maintenance Committee

  • Chair: Br. Shabir Bata
  • Member: Br. Iqbal Somji and Br. Sadik Alloo
  • EC Liaison: Br. Zeeshan Raza
Scope and Responsibilities

The Building and Maintenance Committee (BMC) is appointed or reappointed with each new term of office bearers.

The primary function of the BMC is to continuously upkeep and maintain property and structures. The BMC is also responsible for ensuring timely repairs and improvements when and as necessary.

Objectives:
  • Maintain facilities in good condition
  • Recommend improvements to facilities as necessary
  • Ensure facilities adhere to both high esthetic and legal standards
Structure:
  • EC appoints BMC Chair
  • BMC Chair appoints committee members as he/she sees fit in consultation with EC President and Secretary
Responsibilities:
  • Evaluate facility maintenance and condition regularly
  • Perform periodic walk-through of all facilities
  • Ensure and supervise custodial and maintenance activities
  • Provide and arrange for required, aesthetic, and/or preventative maintenance of facilities

Fundraising Committee

  • Chair: Dr. Mohsin Ali
  • Co-Chair: Br. Firoz Merchant
  • EC Liason: Br. Hasnain Haji
Scope and Responsibilities

The Fundraising Committee (FRC) is appointed or reappointed with each new term of office bearers.

The FRC is responsible for raising adequate funds to cover maintenance, improvements and on going programs for the benefit of the community. FRC Committee Members will develop annual Fundraising plans in consultation with the Treasurer, cultivate potential donors and convert them to actual donations.

Objectives:
  • Plan fundraising activities for the community in conjunction with the Programming Committee
  • Increase awareness of our community and our cultural traditions through fundraising activities
  • To use this forum wisely and to not only raise monetary contributions but also to educate, motivate and promote the communal bonds of love, affection and caring
  • Actively recruit, contributions and Donations from other members, groups, organizations
  • Ensure all Funds raised are in good faith and are for the upkeep, maintenance and events held at the Center – i.e. Niyaaz, Alims, Molvies, general maintenance, Quran recitation prizes etc.
Structure:
  • EC appoints FRC Chair
  • FRC Chair appoints committee members as he/she sees fit in consultation with EC President and Secretary
Responsibilities:
  • Offer support to the EC in all fund-raising efforts
  • Plan and promote fund raisers in accordance with the Programming Committee
  • Involve children and youths of the community in fundraising programs as frequently as possible without compromising the quality and focus of the events
  • Participate in the identification, cultivation, recognition and solicitation of major donors
  • Develop new avenues for fund-raising, including new types of appeals, grants, or events

Madrasah Committee

  • Chair/Principal: Sr. Shabnam Dewji
  • Administrator: Sr. Ismat Fazal
  • EC Liaison / Vice Principal: Br. Jamil Jaffer
Scope and Responsibilities

The Madrasah Committee (MC) is a standing Committee and is appointed or reappointed with each new term of office bearers.

The Madrasah Committee is in charge of the most critical responsibilities in our jamaat, including but not limited to:

  • Motivating, educating, and enhancing the Islamic knowledge of the community children and youth
  • Employing modern methods to provide moral, psychological, and practical guidance and training to community children and youth in accordance with Islamic values
Objectives:
  • Educate community children and youth to appreciate and understand the Islamic culture and values
  • Guide community children and youth in developing and cultivating a strong Islamic identity by acquainting them with past and present contributions of Islam
  • Promote fraternity through social activities amongst the children, youths and the community at large
Structure:
  • EC appoints MC Chair
  • MC Chair appoints volunteers and committee members as he/she sees fit in consultation with EC President and Secretary
Responsibilities:
  • Create, implement, and oversee teaching philosophy and curriculums
  • Maintain up-to-date student records including registration, attendance, and grades
  • Solicit and recognize volunteers as needed
  • Publish and circulate information through quarterly Madrasah programs and functions
  • Arrange for teacher development programs as required

Burial Committee

Scope and Responsibilities
  • The Burial Committee (BC) is appointed or reappointed with each new term of office bearers.
  • The BC is in charge of ensuring that community members are provided final burial rites with honor and sensitivity in accordance with the religious and cultural norms. The BC is tasked with the responsibility of planning, directing and implementing all burial rites.
Objectives:
  • Identify and implement system of notification in the case of deaths in the community
  • Recruit and train volunteers in burial rites and rituals
  • Create detailed procedures manual on the burial rites and rituals
Structure:
  • EC appoints BC Chair
  • BC Chair appoints volunteers and committee members as he/she sees fit in consultation with EC President and Secretary
Responsibilities:
  • Oversee entire burial process for all members in the community
  • Train volunteers and maintain adequate supplies to carry out burial rites
  • Inform the President and Secretary in the event of death and co-ordinate with the Program Committee to inform community members of deaths, as well as funeral events and timings

Ladies Committee

  • Chairlady: Sr. Yasmin Jivraj
  • Co. Vice-Chair: Sr. Tahera Dinani
  • EC Liaison:
Scope and Responsibilities

The Ladies Committee (LC) is appointed or reappointed with each new term of office bearers.

The Ladies Committee is the glue that binds the community together as it serves and facilitates functions at the Imambara. It promotes the interest of the ladies within the community by identifying special needs and programs and providing support services at the Imambara as needed during functions.

Objectives:
  • Arrange for social and educational activities that promote sisterhood and affiliation within the community
  • Represent, promote and protect the interests of the community ladies at EC level
  • Supervise general catering and cleanliness needs of the Imambara
Structure:
  • EC appoints LC Chair
  • LC Chair appoints volunteers and committee members as she sees fit in consultation with EC President and Secretary
Responsibilities:
  • Ensure all catering needs are met for community functions through volunteerism, sponsorship, and/or negotiation of fees with caterers
  • Maintain adequate food and cleaning supplies at all times (i.e. kitchen, tea, sanitary and miscellaneous supplies)
  • Supervise cleanliness of the kitchen, bathrooms, and the main halls
  • Appoint, manage, and train volunteers to support catering functions and maintain general cleanliness
  • Publish and circulate information regarding ladies programs and functions through the Program Committee

Program Committee

  • Chair: Br. Mujahid Chandoo
  • Program Co-Ordinators: Br. Ali Abbas Peera & Br. Jamil Jaffer
  • Audio Visual: Br. Zahid Khakoo
  • Volunteer: Br. Faisal Peera and Br. Ammar Khakoo
  • EC Liaison: Br. Mujahid Chandoo
Scope and Responsibilities

The Program Committee (PC) is appointed or reappointed with each new term of office bearers.

The Program Committee is a key function that holds the power to impact and foster communal bonds through the organization, scheduling of community events and special functions.

Objectives:
  • To conduct meaningful programs and events at the Imambara intended to educate and motivate the community and enhance communal spirit, with the secondary objective to maintain valid traditions
  • To hold programs that will attract community children and the youths without alienating elderly members
Structure:
  • EC appoints PC Chair
  • PC Chair appoints committee members as he/she sees fit in consultation with EC President and Secretary
Responsibilities:
  • Schedule and manage community events and functions as dictated by the EC
  • Select program content for all functions and assign reciters/speakers as needed
  • Plan and recruit speakers for major seasons, i.e. Muharram, Ashae Zaynabia, Ramadhan, etc. for a 5-year span
  • Regularly publish and circulate program calendars, adhering to the following schedule:
  • Distribute program revisions and/or special circulars as needed
  • Create a system to inform all community members of any program changes
  • Involve community children and youths as frequently as possible without compromising the quality and focus of the events

Outreach Committee

  • Chair : Br. Mujahid Chandoo
  • Member: Br. Firoz Merchant
  • Member: Sr. Seema Ali
  • Member: Sr. Shabnam Dewji
  • EC Liaison: Br. Mujahid Chandoo
Scope and Responsibilities

The Outreach Committee (OC) is appointed or reappointed with each new term of office bearers.

The OC is charged with the responsibility of reaching out and developing good relationships with various individuals and organizations that engages our membership, advances and compliments our humanitarian mission with action.

Objectives:
  • Reach out and develop good relationships with periodic programs/interactions with select target groups/individuals
  • Prepare the membership for such programs with cost/benefit analysis
  • Identify opportunities that we as adults and youths members can participate in humanitarian causes and programs consistent with our values
Structure:
  • EC Appoints OC a qualified Chair
  • AC Chair appoints one volunteer in consultation with EC President and Secretary
  • EC appoints a liaison.
Responsibilities:

The OC is charged with the following tasks:

  • Identify the target groups and create a program for reaching out on consistent periodic basis
  • Possible target Groups:
  • Churches in the vicinity
  • Synagogues in the Vicinity
  • Other Shia Organizations in Greater Los Angeles Area
  • Other Muslim Organizations
  • Humanitarian organizations--Habitat for Humanity, feeding the homeless, etc
Notes:

Generally, a person who is "qualified" to lead such an effort should preferably have some experience with the interfaith or dealing with other organizations. A person with a diplomatic and sensitive demeanor and an advocate of such interactions.

Youth Committee (Ages 15-35)

  • Chair : Sr. Shamim Bata
  • Member: Br. Kumail Dewji
  • Member: Br. Wasim Ali
  • EC Liaison: Sr. Shamim Bata
Scope and Responsibilities

The Youth Committee (YC) is appointed or reappointed with each new term of office bearers.

The OC is charged with the responsibility for engaging the young members of the community to build greater religious knowledge and practice and provide a support structure in all areas of life in the face of societal challenges.

Religious Awareness & Spirituality
  • Islamic discussion topics that resonate particularly with youth and can encourage communication between parent and youth
  • Interfaith and Intrafaith dialogues
Career Mentorship
  • Career counseling and financial planning
  • Mentorship between older and younger youth to assist with college preparations
Community Leadership & Civic Engagement
  • Leadership training and internships within the center and in other Muslim organizations
  • Identification and participation in humanitarian causes and global citizenship not limited to assisting Muslims
Structure:

Formation of the Youth Committee shall be as follows:

  • Executive Committee (EC) to appoint the Chairperson as a liaison
  • The Chairperson shall appoint his/her volunteers as he/she sees fit in consultation with the President and the Secretary of the EC
Responsibilities:

Formation of the Youth Committee shall be as follows:

  • Develop and document processes and procedures such that the next team can build on the activities and programs
  • Plan and implement at least 3 functions a year
  • Involve as many youth as possible

Matrimonial Committee

  • Chair: Sr. Sherbanu Khakoo
  • EC Liaison: Sr. Nazneen Nathani Mirza
  • Member: Sr. Yasmin Kermalli
  • Member: Sr. Mubina Sivjee
Scope and Responsibilities

The Matrimonial Committee (MC) is a committee which is not dissolved when the SIIJLA EC leadership changes.

The MC is charged with providing service to the community to promote marriage and to support counseling couples to mend differences between them and strengthen their relationships.

Objectives:
  • To identify marriageable age girls and boys.
  • Matchmaking and counseling them with intent of facilitating marriage.
  • Counsel couples who are having differences with a view to mend and strengthen their relationship
  • Coordinate and support all such activities undertaken by other marriage services such as Nasimco and World Federation
Responsibilities:

Formation of the Youth Committee shall be as follows:

  • Develop and document processes and procedures such that the next team can build on the activities and programs
  • Plan and implement at least 3 functions a year
  • Involve as many youth as possible

Discretion and confidentiality is crucial for all its members and participants so that this service is rendered successful. It is understood from the first that herein we are dealing with people’s lives.

Structure:
  • EC appoints for the MC a qualified leader when it is first created.
  • Chair appoints the committee.
  • A liaison officer will report general matters to the EC, but not personal, confidential matters.
Responsibilities:

The MC is charged with the following tasks:

  • Identify the target groups and create a program for reaching out on consistent and periodic basis.
  • Offer counsel to those who are having difficulties.
  • Identify and promote other resources that provide these services.
Notes:

Generally, a person who is "qualified" to lead such an effort should preferably be married and have some experience, or is willing to learn, about counseling, i.e. a motivated person of high integrity and respected for keeping matter in confidence.

Resources
Registration Form(s)

Those members who are interested in matrimony through our confidential committee by word of mouth should fill this form (click here to download Word doc) and send to the contacts Yasmin Kermalli yasminkermalli@gmail.com This way we will know more about you. We will keep your details in complete confidence and will only disclose this to interested parties with your consent first.

Audit Committee

  • Chair: Sr. Kulsum Khakoo
  • Advisor: Br. MehdiReza Hirji
Scope and Responsibilities

The Audit Committee (AC) is appointed or reappointed with each new term of office bearers.

This Committee is a group of qualified professionals providing oversight by reviewing the organization’s financial records. AC is charged with the responsibility of conducting an independent evaluation of the financial reports and records and the internal controls of SIIJLA, verifying the reliability of financial reporting, determining whether assets are being safeguarded, and whether the law, the Discipline, and policies and procedures are being complied with.

Objectives:
  • Ensure adequate check and balance system
  • Ensure a measure of transparency
  • Discharge responsibility as good stewards of communal finances
  • Reinforce the message to the membership that you care about their gifts
Structure:
  • EC Appoints AC a qualified Chair
  • AC Chair appoints one volunteer in consultation with EC President and Secretary
  • EC appoints a EC member who is not directly involved in the handling finances or acquisitions as a liaison.
Responsibilities:

The AC is charged with the following tasks:

  • Independently verify the reports of the treasurer
  • Follow the money and test how it is treated at different steps, including investment accounts, and petty cash.
  • Document that donated and earned funds of the members have been used as stipulated by the donors.
  • In addition evaluate:
  • Accounting controls (systems that reduce the possibility of loss or errors);
  • Segregation of duties (assurances that more than one person is involved in critical steps in handling money so that there can be checks and balances);
  • Reasonableness of systems and procedures in the light of all factors.
  • Adequacy of insurance coverage.
  • Systems for retaining and accessing meeting minutes that has financial implications
  • Records that show donors' stipulations for the use of gifts made to the center.
Notes:

Generally, a person who is "qualified" to lead such an effort should preferably be married and have some experience, or is willing to learn, about counseling, i.e. a motivated person of high integrity and respected for keeping matter in confidence.

Resources

"Independent" means that the auditor must not be subject to control or influence by anyone who has responsibility for the financial accounts and records of the center. There should not be even the appearance of a relationship that may dilute the perception of the independence of the auditor.

Generally, a person who is "qualified" to perform an audit will have some experience with accounting principles, such as those gained through bookkeeping, office management, or accounting courses. The person must have the time to devote, have the initiative to follow through on asking banks and donors for information verifying financial data and then to complete the necessary reports. Ideally, appoint an accounting professional from amongst the membership who is not serving that center in any of the financial offices and who is willing to perform the audit as a donation of services.