ICNBM Policies

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General Policy

Fundraising Policy

Sadaqah Distribution Policy

Vendor Policy

Parking Policy

Masjid Policy and Etiquettes

Educational Program Policy

Security Policy

Special Programs Policy

General Policy

1. The ICN Executive Committee (hereupon referred to as “EC” or simply, “the Shura”) will be responsible for defining all policies and procedures required for the smooth operation of ICN, as well as for establishing transparency for ICN through a formal process.

2. All tasks related to ICN day-to-day operations/activities are the responsibility of the EC.

3. In contrast, the Board of Trustees (herein referred to as “BOT”) will be responsible for long-term (5 years or more) strategic decisions and serve as an Advisory Council for the EC, in which any of the BOT members can be called upon for help and advice on a particular matter.

4. Conflict of Interest: There cannot be any financial transaction carried out by a Board (BOT or EC) member that would benefit or compensate him/her financially. This is to eliminate any possibility of abuse/misappropriation of funds or inadvertent ‘fitnah’ that might be created in the community as a result of such activity.

5. Any activity (financial or otherwise) planned to be done by any person on any ICN property needs to be submitted to the EC for evaluation and approval.

6. Non-budgeted work is generally not allowed, unless in emergency circumstances (water leaks, adhoc special events, etc.) The EC will need to evaluate any emergency and approve accordingly.

7. All maintenance work needs to be communicated to the EC through the Secretary or Office Manager.

8. Spokesperson – The official spokesperson of ICN will be the Public Relations person. In the absence of the PR person, the President would be the backup or could designate another person

9. Marriage Service: ICN will not perform any wedding contracts, or issue any marriage or divorce license if a marriage certificate issued by the County Clerk’s Office is not furnished.

10. Burial Service: The cost of a burial is determined by ICN ($1,500 as of May 2011). This will include services of washing, clothing and transportation of the body.

Fundraising Policy

1. All fundraising requests must be submitted to the ICN Executive Committee in writing and the EC will send a response in writing regarding the decision taken.

2. During the month of Ramadhan, two (2) external groups per month would be allowed to come and do their fundraising any time on Monday through Thursday (best time during Taraweeh.) Fridays will be reserved for ICN only (during Ramadhan.)

3. Outside of Ramadhan, all external fundraising will be limited to one (1) per quarter, any day of the week (i.e. including Fridays.)

4. For both categories above, note that a) preference would be given to the mosques in Middle TN over out-of-state ones, and b) selection of the entities would be at the discretion of the EC.

5. The criteria to be considered for fund raising will be based on, but not limited to: – the legitimacy of the organization, goals and objectives of the fund raising, targeted use of funds raised, urgency of the fund raising need, and other issues deemed appropriate for consideration by the EC.

6. Fundraising for non-ICN causes within the ICN premises or the premises of any ICN property without the explicit permission of the Shura will not allowed and the ICN may choose to take legal action against individuals or entities doing so.

7. The treasurer or his designee from the ICN will monitor the fund raising event.

8. A cash transfer to fundraising organizations is not allowed. The ICN check is to be used to send funds to the organizations.

9. In the interest of (and need for) transparency, every individual or organization that is doing fund-raising on behalf of ICN will be required to submit a detailed expense report within two weeks of the fund-raising event.

Sadaqah Distribution Policy (including Zakat)

1. The treasurer, in consultation with the EC, will handle all Sadaqah requests.

2. A maximum of $200 can be approved for an individual for an entire year.

3. A maximum of $500 can be distributed for a family for an entire year.

4. Anyone needing financial assistance will need to fill out the Sadaqah form. He/she will need to state the need for the money – this is important to ensure that no funds are being used for something undesirable, and it is a way to keep track of funds being given out to others.

5. NO CASH may be given out to anyone as Sadaqah!

6. NO checks can be written out to INDIVIDUALS; they may be written only to other entities (such as landlord, utility company, etc.) to which the Sadaqah recipient is indebted to.

7. Sadaqah funds should be given to those who desperately need money, including widows and orphans, and are limited to participants/congregants of ICN. This is to avoid giving to others outside of ICN who contact the masjid only to get sadaqah funds (i.e. abusing the system.)

8. Any exception to the above rules needs to be approved by the EC.

Vendor Policy

1. This policy is based on fairness to everyone (i.e. same requirements and restrictions as well as benefits across the board) who wishes to seek some income from selling anything halaal in the compounds of the masjid, and to not put undue hardship and restrictions on any vendor.

2. Each vendor needs to take prior approval to sell anything at the ICN, with a two-week notice

3. The ICN Social chairperson must approve all vendors and all vendors should be current members of the ICN.

4. Any material that is deemed inappropriate, including DVDs or books of an inflammatory nature or those calling for violence or unislamic behavior is prohibited, and the vendor carrying such material will be asked to remove it immediately! If they refuse, they may be asked to leave and/or stripped of their vendor privileges at the ICN.

5. The ICN needs to communicate any occasional changes/restrictions, for example: “This Friday is a special event for fundraising for the school”, etc. ICN reserves the right to carry out this type of fund raiser every now and then.

6. The ICN is not obligated to provide any tables for vending but may do so at their discretion and availability of tables for vending purposes.

7. After completion, vendors must clean their vending area thoroughly.

8. Food vendors must follow the rules and guidelines of the Metro Health Department.

9. 10% of proceeds will need to go to ICN – based on trust. However, ICN reserves the right to waive the 10% fee for non-profit organizations.

10. ICN or ICN-affiliated entities (such as NIA) will be given priority over other non-ICN affiliated vendors. During these times, no other vendor may sell meals at ICN. This is to enable proper planning and minimize waste for the vendor preparing the meals. NOTE: This does NOT apply to vendors selling snacks – only full meals.

11. On the days when ICN or ICN-affiliated entities (such as NIA) are NOT selling meals, all for-profit vendors who have prior approval may sell meals, with 10% of the proceeds going to ICN, as stipulated in item# 9.

Parking Policy

1. All parking must be within the parking lines only. Blocking other cars is not permitted at any time.

2. Entrances and exits must not be blocked.

3. A designated handicap parking spot is available for vehicles with a valid handicap tag. .

4. Cars cannot be left in the ICN parking lot overnight. Security must be notified for any special circumstances to not exceed 2 nights in a row.

5. When parking on the street, park in the direction of the traffic.

6. No parking on sidewalk, grass, or alley.

7. All regulations must be followed; otherwise the automobile will be towed.

8. Towing will also be imposed on cars left in the Islamic Center overnight or when parked illegally.

9. Cars will be towed at owner’s expense.

10. The ICN will arrange for a towing company to operate on the ICN parking lot and will post company contacts outside for patrons.

Masjid (“Sanctuary”) Policy and Etiquettes

1. It is essential that high standards of personal conduct and courtesy be maintained at all times. Courtesy is a language that everyone understands and should be extended to all people, whether Muslim or non-Muslim. Good manners, cooperation and consideration for others are fundamental to the enhancement of the image of ICN.

2. When entering the masjid, place your shoes on the racks.

3. When you make Wudhu, dry yourself so you don’t drip on the floor.

4. Observe quietness inside the masjid, and complete silence during Friday sermons.

5. Children are to be supervised at all times in the masjid.

6. Return all books in an organized manner on the shelves.

7. Make straight lines for prayer..

8. Upon leaving the Masjid, do not walk in front of anyone making salat (prayer). Allow at least 4 feet of clearance.

9. Do not block the entry or exit doors of the masjid.

10. Cleanliness must be observed at all times and trash, food, boxes, dirt, etc. must be removed promptly.

11. All personal items and belongings left in the masjid will be discarded and the masjid is not liable for any loss or damage of one’s items.

12. Sleeping in the masjid for local residents is prohibited with exceptions of days of Itikaf during Ramadhan.

13. Jamaat Tabligh travelers are allowed a maximum of 3 days stay and must observe all masjid policies.

14. Jamaat Tabligh groups must seek prior permission to visit and stay at the masjid and a copy of the policy must be given to all Jamaat Tabligh groups.

15. Cooking inside the masjid is prohibited.

16. Washing personal clothes as well as hanging personal clothes inside or outside the masjid are also prohibited.

17. Eating & drinking inside the masjid is permitted only during specific community events and occasions such as Ramadhan Iftar, wedding walima, Aqiqa or during such functions that the Shura may deem appropriate.

18. Moving things into or out of the masjid is not permitted unless it is by an official of the ICN or individuals appointed to help.

19. Maintenance personnel must be allowed to complete their work without interference.

20. Posting of any messages, bulletins, announcements, advertisements, etc. on any board or bulletin within the ICN premises must be approved by the President and must bear an approval stamp of the ICN.

21. There will be no soliciting of any purpose unless authorized by the Shura.

22. Distribution of announcements, flyers, posters, magazines, or any other publications within the property and premises of the ICN is prohibited unless approved by the Shura.

23. Approved flyers may be posted (upon request) on the bulletin board in the hallway. However, due to space limitations, this will be done on a first-come, first-serve basis, and will be taken down after 4 weeks if needed.

24. As an Institution founded on Islamic values and to provide a safe environment for all Muslims and our visitors, smoking is prohibited in all ICN facilities and/or premises including the parking lots.

25. Selling and buying or conducting business in the masjid is prohibited.

26. Racial harassment, or harassment of individuals based on other criteria such as national origin or gender or school of thought (“madzhab”) will not be tolerated by ICN. . The ICN is committed to diversity and inclusiveness in its Muslim composition.

27. All cell phones and pagers are to be turned off during salaat times and Jumu’a khutbah.

28. The etiquettes of Jumu’a shall be observed, including:
a. No talking during the khutbah (includes giving salaam, telling somebody to be quiet, etc)
b. No stepping over the shoulders of other attendees during the khutbah.
c. Arrive before the khutbah in order to get the reward of Jumu’a.
d. Maintain silence as leaving the prayer area in order not to disturb others.

Educational Program Policy

1. All Education programs including short talks, classes, after prayer khatira, etc. must receive the approval of the Education Committee or be cleared by the EC before they can be carried out. .

2. Educational programs that will conflict (in scheduling) with ICN programs are not permitted for that time period.

3. The Education Committee will ensure the smooth operation of the Education programs.

Security Policy

1. The Shura must approve security arrangements for the masjid/ICN.

2. The ICN will provide security during Friday prayers and during selected hours of the night.

3. The Security committee or designated ICN Shura member will supervise all security activities.

4. Keys to outside doors of the masjid, as well as the Office and Library, must be assigned and given only to designated individuals, and the Office Manager will keep a signed log on all assigned keys. Keys used will be those which are not supposed to be duplicated.

5. Key holders are not allowed to duplicate masjid keys.

6. All key duplication will be handled by the Security personnel or Office Manager or designated Shura member. Distribution will follow point # 4.

7. All new ICN personnel and volunteers scheduled to perform any work should provide two (2) good/proper references to the EC before beginning work, and must be cleared by the EC before they can start work at the ICN. They must also provide their driver’s license or some other form of identification – to be copied and kept on file – before they can start work.

Special (After-Hours) Activities/Programs (at NIA premises) Policy

The property in which the school building (NIA) is located (at 7335 Charlotte Pike, Nashville, TN 37209) was built, and has always been intended, to be used as a multipurpose facility that is to be shared by various Muslim groups so that the entire community can benefit from it. To accommodate these activities and to ensure smooth operations, we ask that all groups wishing to conduct special activities (defined below) make a formal request to ICN. Once a request is received, ICN will take the responsibility of making sure that the activity will go through an application process after which a decision will be made to either allow or deny the activity, depending on various factors, not the least of which are security and safety of the children and others who frequent the school. We hope that this policy will eliminate any confusion regarding the use of the areas of the property (outside of the school building) that are designated for use by the rest of the community for special events. Below is the policy that is set up for any ‘special-event’ activity that is to be held at the property:

1. The ‘special-event’ after-hours activities referred to here are any non-daily or regular events that occur from time to time – not the usual activities that take place in the Musalla or Portables, or children playing basketball, children playing on playground, etc. Examples of these special events would be a basket-ball tournament, a Sunday Barbecue, a Weekend Picnic, a Youth Camp, etc – anything that is not a usual every-day occurring event.

2. No ‘special-event’ activity should take place during the NIA school & staff hours (M-F 7am-4pm) – all other activities outside of those hours may be considered.

3. Special events/activities may only be held in the areas outside the school building, such as the playground, Musalla, soccer field, basketball court, etc.

4. Any group wanting to hold such an event will need go through an application process with the Islamic Center of Nashville (ICN), and will be required to pay a refundable deposit of $100. An application is available at the ICN office and can be requested via email (info@icntn.org) or from the Office Manager. The deposit will be fully refunded to the person on the application after the event is over and ICN has verified that there are no damages or trash that hasn’t been picked up. If it is determined that the venue of the event has been left trashed or damaged, the deposit will not be refunded and will be used to pay someone to cleanup. If any repairs have to be performed as a result of the activity, ICN will act to have the repairs performed as soon as possible. In addition, the person causing this hardship on ICN may be subject to denial of any future activity requests.

5. The application must be filled out completely at least 5 days prior to holding the event that is referenced in the application form.

6. ICN will review the application and go through an approval process. ICN will require NIA to send out a weekly or monthly events schedule to info@icntn.org so that ICN can verify that the event does not conflict with events already planned by NIA. This will ensure that the event being considered will not clash with an event planned by NIA outside of the school building and outside of the normal operational hours.

7. If the event is approved, ICN will get back to the requester no later than 3 days after the application is received. In addition, ICN will communicate the approved event to NIA via email to keep the school administration informed of the planned activity.

8. NIA will provide ICN with a safety guideline document as pertains to the school, which ICN will uphold and follow.