Constitution of Cambridge Kannada Balaga (CKB)
Preamble
Cambridge Kannada Balaga (CKB) is a nonprofit, nonpolitical, secular and cultural organization of people from Karnataka, migrated to United Kingdom (UK) in order to further benefit the Kannadiga community in and around Cambridge without distinction of sex, race, political, religious or other opinions by associating together the said community and the local authorities, voluntary or other organisations in a common effort to provide recreation, leisure time facilities and/or activities with the objective of improving the conditions, quality of life and living for the said community members and impart the heritage, culture and values to the youth in the above community.
1. Name
The name of the organization shall be Cambridge Kannada Balaga here in after called CKB.
2. Definitions
2.1. 'Association' means Cambridge Kannada Balaga also referred to as CKB
2.2. 'President' means the President of the Association.
2.3. 'Secretary' means the Secretary of the Association.
2.4. 'Treasurer' means the Treasurer of the Association.
2.5. 'General Body' means the General Body of the Association.
2.6. 'Executive Committee' means the Executive Committee of the Association.
2.7. 'General Body Meeting' means ordinary meeting of the members of the association
2.8. 'Annual General Body Meeting (AGM)' means Annual General Body Meeting of the Association.
2.9. 'Registered Address' The office of the association shall be the address of the secretary as due to the non-availability of the permanent building for the association. Once the building for the office is finalised, the office shall not be changed except by the resolution of a special meeting of the executive committee members.
3. Area of Operation
Area of Operation of Cambridge Kannada association is Cambridge, and the outskirts of Cambridge as well as the other areas of Cambridgeshire
County.
4. Aims and Objectives
1. To support and promote the racial harmony and security within the area of benefit by provision of cultural events and awareness programmes.
2. To further or benefit the children by encouraging participation and involvement in activities and events.
3. To promote social cohesion and good fellowship among the Kannada community living in and around Cambridge.
4. To provide and promote opportunity for literacy, cultural and entertainment activities.
5. To promote Kannada language, culture and heritage.
6. To discuss and exchange ideas and values to enhance quality of life and friendship.
7. To liaise with other organizations and similar associations in areas of common interest.
8. To impart an understanding of Karnataka heritage, culture and values among the British society in general and other ethnic communities through cultural and social activities.
9. To encourage all types of voluntary activities and extend helping hand to anyone in distress, and if needed, to raise money for charity as appropriated by the general body/executive committee.
10. To promote environmental awareness and practices that will help better eco systems.
11. To encourage, exhibit and promote the talents of young and upcoming British Kannadiga artists by providing them facilities for displaying their talents and sponsoring their participation where necessary in public venues in United Kingdom or such other places as deemed appropriate by the majority of members.
12. To extend financial and other supports to its members in the case of an Emergency. Emergencies include death, accident or any other crisis situation as determined by the Executive Committee.
5. Membership
5.1 The membership of the association shall be open to all persons of age 18 and above, who is of Karnataka/Kannada origin descendants of kannadigas, persons related to kannadigas and their descendants and willing to abide by the rules and regulations of the association.
5.2 Membership categories A and B below will be valid only after a membership form is being filled in by the person(s) and submitted online or a written copy to the office or an authorised person who can receive the membership applications on behalf of the association and approved by the executive committee after careful consideration.
5.3 Categories of Membership
a. Individual membership
Shall be open to all persons described in the above paragraph of the age 18 and above living in Cambridge and surrounding areas.
b. Family membership
Includes both parents and children below the age of 18.
c. Associate Membership
Shall be open to those persons invited by anyother members of the association who feel their representation is in accordance with the organisation objectives. Associate members are liable to pay prescribed fee for attending any functions or events as contribution, which shall be decided by the executive committee. They shall not be permitted to vote in general body meeting or in any other meeting of the association.
5.4 The Executive Committee can remove any member from membership if he/she is found working against the aims and objectives of the Association.
5.5 A member can be dismissed through a vote if the majority of the executive committee members vote for it. The committee's decision must be informed to the individual in writing. The dismissed member can appeal against executive committee decision in writing to the President within 21 days. The president can then review the appeal and decide on it. The dismissed member will have no voting rights and cease his/her membership from the association.
5.6 All admission fees, membership fees, privileges, etc. shall be set periodically by the Executive Committee.
5.7 The membership fee or subscription is subject to the decision of the executive Committee, the membership, once approved will be valid until the member is a resident of the operational areas of the association.
6. General Body Meeting
The general body meeting is conducted to discuss the affairs of the association where views from all members required. The Secretary on behalf of the executive committee will have the power to call for a General Body Meeting. Thirty percent of members will form the quorum for the General Body Meeting. Any member of the association can request for a general body meeting in writing to the Secretary and detailing the reason for the request. The executive committee will make a decision on whether to accept the request. The General Body comprises of all the Regular Members of the Association.
6.1 Powers of the General Body is:
6.1a to nominate / elect the Executive Committee of the Association.
6.1b to decide on all policy matters relating to the Association.
6.1c to approve the annual statement of accounts and annual reports.
6.1d to amend the Constitution subject to the provisions of Charity Law and approval of the Charity Commission for England and Wales on such matters arising.
6.1e to give directions to the Executive Committee on policy matters relating to the Association.
6.1f a General Body Meeting with a 2/3rd of the Regular Members will have the right to review the functioning of the existing Executive Committee and can revoke whole or part of the Executive Committee with the approval of the majority of the present members
7. Annual General Meeting (AGM)
7.1 The annual general meeting shall be held in the month of March/April of every year given 3 weeks’ notice in advance to the members of the association.
7.2 New executive committee will take over charges on a chosen convenient date immediately after the AGM before the end of April of that year.
7.3 The regular business of AGM shall be to receive and pass the annual report and financial statement and to elect the executive committee.
7.4 Thirty percent of the total members of the association will for a quorum for the AGM.
8. Executive Committee
8.1 An executive committee elected annually at the annual general body meeting, which shall be empowered to conduct the general administration of the association, shall carry out the affairs of the association.
8.2 The term of Executive Committee shall be from April 1st to 31st March of the next year. All Association Documents shall be transferred to the new Executive Committee no later than 31st April of the following year.
8.3 The executive committee shall consist of the president, vice president, secretary, joint secretary, treasurer and two other coordinators.
8.4 A person cannot hold an executive member post if he/she leave the Cambridge and surrounding area. Four or more of the executive committee members shall make the quorum for executive committee meetings. The executive committee shall meet together for the planning and ministering of the association.
8.5 The Executive Committee shall meet at least once in every two months and a minimum of 7 days’ notice should be served for this meeting.
8.6 All decisions in the Executive Committee are taken on a majority vote of the members present and voting.
8.7 All members of the Executive Committee are eligible for a single non- transferable vote. No proxies are allowed.
8.8 No person shall be entitled to act as a member of the Executive Committee whether or on any subsequent entry into office until after signing in the minute book of the Executive Committee a declaration of acceptance and of willingness to act in the trusts of the Association. Each Executive Committee Member should declare in writing that he/she is not an office bearer and/or part of any Executive Committees of any competing and/or similar organisation and/or association.
8.9 The president or the Secretary on the request of any two or more members of the executive shall call for a meeting of the executive committee. Disputes arising at any meeting of the executive committee shall be decided by the majority of votes of the members present. In case of an equality of votes the President of the meeting shall have a second or casting vote.
The Executive Committee shall transact all business including:
i. Approval of the Program for the year
ii. Submission of the Budget to the General Body
iii. Provision of an annual audit of accounts.
iv. Smooth running of the Association.
8.10 Determination of Membership of Executive Committee
i. A member of the Executive Committee shall cease to hold office if he or she is ill.
ii. Is disqualified from acting as a Member of the Executive Committee by value of section 46 of the Charities Act 1992 (or any statutory re-enactment or modification of that provision); (refer to http://www.legislation.gov.uk/ukpga/1992/41/contents for the charities act and the aforementioned clauses.)
iii. Becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;
iv. Is absent without permission of the Executive Committee from three consecutive meetings and the executive committee resolve that his or her office be vacated; ornotifies to the Executive Committee a wish to resign (but if at least three members of the Executive Committee will remain in office when the notice of resignation is to take effect);
v. Fails to discharge his or her duties or acts to the detriment of the Association, according to the judgement of the Executive Committee, that member may be removed from the position by a two thirds majority decision in a duly called executive committee meeting. But it should be approved/ passed by a duly called General Body meeting with a 2/3rd of the Regular Members.
vi. Holds any official position or forms a part of the Executive Committee of any competing or similar organisation(s) or association(s) and/or those have conflict of interest with Association.
vii. Removed by the General Body as per Clause 6.1.f.
8.11 Powers and functions of Executive Committee
i. To manage the administration of the Association and take direct responsibility of its programmes.
ii. To hold all assets of the Association and use them for the welfare of the target groups that the Association serves.
iii. To receive all receipts and make all payments and acquire and dispose of all wealth of the Association.
iv. To plan the programmes and policies of the Association and prepare appropriate budgets for the programmes and mobilise resources perceived in the plans and programmes.
v. To mortgage, sell or alienate any property of the Association for the benefit of the target groups that the Association serves with the written consent of the 2/3rd majority of those present on a duly called General Body meeting with a 2/3rd of the Regular Members.
vi. To elect or appoint any casual vacancy of office-bearers of the Association from among the members of the Executive committee.
vii. To appoint and terminate staff of the Association and its projects and decide their salaries and other terms and conditions of
employment.
viii. To raise fund for the running expenses and future developments of Association by arranging fund raising programs and activities.
9. President
The president shall be elected in accordance to the procedure at election, who shall represent the association on all formal occasions and shall represent and shall be the President on all meetings. He shall be an ex-officio member of all subcommittees. The president may have a second or casting vote on the event of a tie.
9.1 Powers and Functions of the President
i. The bank accounts of the Association shall be operated jointly by the President, Secretary and Treasurer.
ii. The President shall give directions to other office-bearers regarding the work to be undertaken for the Association.
iii. The President is empowered to exercise his casting vote in the event of a tie in any decision-making process relating to the Association.
iv. The President shall represent the Association either jointly with Secretary and other office-bearers or individually as decided by the Executive
Committee.
v. The President either jointly with Secretary and other office-bearers or individually as decided shall attend all legal proceedings for and against the Association by the Executive Committee.
vi. The President shall co-ordinate works of the standing committees and receive reports of the respective committees.
10. Secretary
Secretary shall be elected by the general body; in accordance with the constitution of the association. He/she will have the duties of a chief executive officer responsible for conducting the affairs of the association.
10.1 Powers and Functions of the Secretary
i. to hold the custody of all the documents of the Association and proper updating and maintenance of all books, including the Members Register, Minutes Books.
ii. To record minutes of the meetings
iii. To serve as the official spoke person of the association
iv. To manage the day-to-day affairs of the Association according to the directions of the President and resolutions of the Executive Committee.
v. To implement the decisions of the Executive committee and report the progress to the meetings of the Executive committee.
vi. To summon all the meetings of the Executive committee and General Body according to the directions of the President.
vii. o represent the Association jointly with the other office-bearers or severally according to the decision of the Executive committee.
viii. To attend all legal proceedings for and against the Association jointly with the other office-bearers or severally.
ix. To initiate all communications and correspondence of the Association.
11. Treasurer
The Treasurer shall be elected by the general body in accordance with the constitution of the association. The treasurer shall collect dues and contributions and issue receipt for the same. The Treasurer shall keep the books of accounts of the Association and operate the bank accounts of the Association jointly with President/Secretary. The Treasurer shall present statements of accounts of the interim period in all the meetings of the Executive Committee and seek approval from the Executive Committee. The annual statement of accounts shall also be prepared and presented by the Treasurer and seek the approval of the meeting of Executive Committee and General Body. The Treasurer shall make the financial status of Association available for inspection by the Executive Committee and /or auditors.
12. Election
Any two or more member of the association may nominate candidate for various position in the committee at an AGM and should have majority support of the members present at AGM. In case of more than one candidate for one position, election shall be held with a secret ballot. All resolutions can be carried out on a simple majority in committee and in annual AGM except for constitution amendment. A person cannot stand and be elected for the same post more than 2 times in a row. Each individual member above the age of 18 shall have one vote. All resolutions can be carried out on a simple majority of those present at the AGM/General body meeting except changes to the constitution. Only members who are 18 years of age or older are eligible to vote and hold any elected office except for the cultural Programme co-Coordinator. Cultural Programme coordinator shall not have any voting rights if they are below 18 years of age. Associate members shall have no voting rights.
13. Funds
The funds of the Association comprised of membership fee, contributions, advances, Grants and donations from members and others, loans from financial institutions, individuals and government bodies etc. All the funds of the Association shall be kept in bank account in the name of the Association and operated jointly by the President, Treasurer and Secretary. The official signatories of the bank account shall be the President, Secretary and Treasurer. The treasurer is entitled to keep petty cash to a maximum of £250.00 (Two hundred and fifty pounds only) and all the petty cash vouchers shall be approved by the Secretary/ President. All the cash in excess of £250.00 should be deposited with the official Bank account of Association. All Cheques drawn on the Account of Association must be signed by at least two of the official signatories. Withdrawal of cash more than £1,000.00 should be approved by the majority of the Executive Committee.
14. Special Funds, Emergency Funds & Restricted Funds
The Association may create and maintain Special Funds, Emergency Fund and/or Restricted Funds. Deposits to and withdrawal from the Special Funds and Restricted Funds shall be made only with the approval of the General Body of the Association. 50% Admission Fees of the Members should be deposited in a Restricted Fund and the other 50% can be used as a working capital of the Association. The interest and/or dividend income from this fund may be used by the executive committee for Administrative Expenses. Objective of Emergency Fund, if any, is to extend financial and other supports to its members in the case of an Emergency. Emergency includes death, accident or any other crisis situation as determined by the Executive Committee. The primary beneficiaries of the Emergency Fund are the current members of the Association and the Secondary beneficiaries can be decided by the executive committee in the event of a general emergency.
15. Accounts/Audit
All receipts and expenditure shall be properly accounted and monthly statement of accounts presented in the meeting of the Executive Committee by the Treasurer and approved by the Executive Committee. There shall be two internal auditors elected by the Annual General Body meeting for the auditing of the accounts.
15.1 Accounting period of the organisation is annual and the financial year is from 1st April to 31st March unless decided by the General body Meeting.
15.2 The Statement of accounts and annual report has to be approved by the General body soon after 31st March.
16. Alterations / Amendments to the Constitution
16.1 Subject to the following provisions of this clause the Constitution may be altered by a resolution passed by not less than two thirds of the members present and voting at a General Meeting. The notice of the General Meeting must include notice of the resolution, setting out the terms of the alteration proposed. The Executive Committee should promptly send a copy of any amendment made under this clause to all of its Sub Committees/Standing Committees/Ad Hoc Committees, if any.
16.2 No amendment shall be made to Clause 1 (the Name of the Organization Clause).
16.3 No Amendments shall be made to Clause 4 (The Aims & Objective Clause)
16.4 No Amendments shall be made to clause 8
16.5 No Amendments shall be made to clause 20 (The Dissolution Clause) without the prior consent in writing to the committees.
20. Dissolution
If the Executive Committee decides that it is necessary or advisable to dissolve the Association it shall call a meeting of all members of the Association, of which not less than 21 days' notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting, the Executive Committee shall have power to realize any assets held by or on behalf of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of the Association as the members of the Association may determine or failing that shall be applied for some other charitable purpose. A copy of the statement of accounts, or account and statement, for the final accounting period of the Association must be recorded.
Preamble
Cambridge Kannada Balaga (CKB) is a nonprofit, nonpolitical, secular and cultural organization of people from Karnataka, migrated to United Kingdom (UK) in order to further benefit the Kannadiga community in and around Cambridge without distinction of sex, race, political, religious or other opinions by associating together the said community and the local authorities, voluntary or other organisations in a common effort to provide recreation, leisure time facilities and/or activities with the objective of improving the conditions, quality of life and living for the said community members and impart the heritage, culture and values to the youth in the above community.
1. Name
The name of the organization shall be Cambridge Kannada Balaga here in after called CKB.
2. Definitions
2.1. 'Association' means Cambridge Kannada Balaga also referred to as CKB
2.2. 'President' means the President of the Association.
2.3. 'Secretary' means the Secretary of the Association.
2.4. 'Treasurer' means the Treasurer of the Association.
2.5. 'General Body' means the General Body of the Association.
2.6. 'Executive Committee' means the Executive Committee of the Association.
2.7. 'General Body Meeting' means ordinary meeting of the members of the association
2.8. 'Annual General Body Meeting (AGM)' means Annual General Body Meeting of the Association.
2.9. 'Registered Address' The office of the association shall be the address of the secretary as due to the non-availability of the permanent building for the association. Once the building for the office is finalised, the office shall not be changed except by the resolution of a special meeting of the executive committee members.
3. Area of Operation
Area of Operation of Cambridge Kannada association is Cambridge, and the outskirts of Cambridge as well as the other areas of Cambridgeshire
County.
4. Aims and Objectives
1. To support and promote the racial harmony and security within the area of benefit by provision of cultural events and awareness programmes.
2. To further or benefit the children by encouraging participation and involvement in activities and events.
3. To promote social cohesion and good fellowship among the Kannada community living in and around Cambridge.
4. To provide and promote opportunity for literacy, cultural and entertainment activities.
5. To promote Kannada language, culture and heritage.
6. To discuss and exchange ideas and values to enhance quality of life and friendship.
7. To liaise with other organizations and similar associations in areas of common interest.
8. To impart an understanding of Karnataka heritage, culture and values among the British society in general and other ethnic communities through cultural and social activities.
9. To encourage all types of voluntary activities and extend helping hand to anyone in distress, and if needed, to raise money for charity as appropriated by the general body/executive committee.
10. To promote environmental awareness and practices that will help better eco systems.
11. To encourage, exhibit and promote the talents of young and upcoming British Kannadiga artists by providing them facilities for displaying their talents and sponsoring their participation where necessary in public venues in United Kingdom or such other places as deemed appropriate by the majority of members.
12. To extend financial and other supports to its members in the case of an Emergency. Emergencies include death, accident or any other crisis situation as determined by the Executive Committee.
5. Membership
5.1 The membership of the association shall be open to all persons of age 18 and above, who is of Karnataka/Kannada origin descendants of kannadigas, persons related to kannadigas and their descendants and willing to abide by the rules and regulations of the association.
5.2 Membership categories A and B below will be valid only after a membership form is being filled in by the person(s) and submitted online or a written copy to the office or an authorised person who can receive the membership applications on behalf of the association and approved by the executive committee after careful consideration.
5.3 Categories of Membership
a. Individual membership
Shall be open to all persons described in the above paragraph of the age 18 and above living in Cambridge and surrounding areas.
b. Family membership
Includes both parents and children below the age of 18.
c. Associate Membership
Shall be open to those persons invited by anyother members of the association who feel their representation is in accordance with the organisation objectives. Associate members are liable to pay prescribed fee for attending any functions or events as contribution, which shall be decided by the executive committee. They shall not be permitted to vote in general body meeting or in any other meeting of the association.
5.4 The Executive Committee can remove any member from membership if he/she is found working against the aims and objectives of the Association.
5.5 A member can be dismissed through a vote if the majority of the executive committee members vote for it. The committee's decision must be informed to the individual in writing. The dismissed member can appeal against executive committee decision in writing to the President within 21 days. The president can then review the appeal and decide on it. The dismissed member will have no voting rights and cease his/her membership from the association.
5.6 All admission fees, membership fees, privileges, etc. shall be set periodically by the Executive Committee.
5.7 The membership fee or subscription is subject to the decision of the executive Committee, the membership, once approved will be valid until the member is a resident of the operational areas of the association.
6. General Body Meeting
The general body meeting is conducted to discuss the affairs of the association where views from all members required. The Secretary on behalf of the executive committee will have the power to call for a General Body Meeting. Thirty percent of members will form the quorum for the General Body Meeting. Any member of the association can request for a general body meeting in writing to the Secretary and detailing the reason for the request. The executive committee will make a decision on whether to accept the request. The General Body comprises of all the Regular Members of the Association.
6.1 Powers of the General Body is:
6.1a to nominate / elect the Executive Committee of the Association.
6.1b to decide on all policy matters relating to the Association.
6.1c to approve the annual statement of accounts and annual reports.
6.1d to amend the Constitution subject to the provisions of Charity Law and approval of the Charity Commission for England and Wales on such matters arising.
6.1e to give directions to the Executive Committee on policy matters relating to the Association.
6.1f a General Body Meeting with a 2/3rd of the Regular Members will have the right to review the functioning of the existing Executive Committee and can revoke whole or part of the Executive Committee with the approval of the majority of the present members
7. Annual General Meeting (AGM)
7.1 The annual general meeting shall be held in the month of March/April of every year given 3 weeks’ notice in advance to the members of the association.
7.2 New executive committee will take over charges on a chosen convenient date immediately after the AGM before the end of April of that year.
7.3 The regular business of AGM shall be to receive and pass the annual report and financial statement and to elect the executive committee.
7.4 Thirty percent of the total members of the association will for a quorum for the AGM.
8. Executive Committee
8.1 An executive committee elected annually at the annual general body meeting, which shall be empowered to conduct the general administration of the association, shall carry out the affairs of the association.
8.2 The term of Executive Committee shall be from April 1st to 31st March of the next year. All Association Documents shall be transferred to the new Executive Committee no later than 31st April of the following year.
8.3 The executive committee shall consist of the president, vice president, secretary, joint secretary, treasurer and two other coordinators.
8.4 A person cannot hold an executive member post if he/she leave the Cambridge and surrounding area. Four or more of the executive committee members shall make the quorum for executive committee meetings. The executive committee shall meet together for the planning and ministering of the association.
8.5 The Executive Committee shall meet at least once in every two months and a minimum of 7 days’ notice should be served for this meeting.
8.6 All decisions in the Executive Committee are taken on a majority vote of the members present and voting.
8.7 All members of the Executive Committee are eligible for a single non- transferable vote. No proxies are allowed.
8.8 No person shall be entitled to act as a member of the Executive Committee whether or on any subsequent entry into office until after signing in the minute book of the Executive Committee a declaration of acceptance and of willingness to act in the trusts of the Association. Each Executive Committee Member should declare in writing that he/she is not an office bearer and/or part of any Executive Committees of any competing and/or similar organisation and/or association.
8.9 The president or the Secretary on the request of any two or more members of the executive shall call for a meeting of the executive committee. Disputes arising at any meeting of the executive committee shall be decided by the majority of votes of the members present. In case of an equality of votes the President of the meeting shall have a second or casting vote.
The Executive Committee shall transact all business including:
i. Approval of the Program for the year
ii. Submission of the Budget to the General Body
iii. Provision of an annual audit of accounts.
iv. Smooth running of the Association.
8.10 Determination of Membership of Executive Committee
i. A member of the Executive Committee shall cease to hold office if he or she is ill.
ii. Is disqualified from acting as a Member of the Executive Committee by value of section 46 of the Charities Act 1992 (or any statutory re-enactment or modification of that provision); (refer to http://www.legislation.gov.uk/ukpga/1992/41/contents for the charities act and the aforementioned clauses.)
iii. Becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;
iv. Is absent without permission of the Executive Committee from three consecutive meetings and the executive committee resolve that his or her office be vacated; ornotifies to the Executive Committee a wish to resign (but if at least three members of the Executive Committee will remain in office when the notice of resignation is to take effect);
v. Fails to discharge his or her duties or acts to the detriment of the Association, according to the judgement of the Executive Committee, that member may be removed from the position by a two thirds majority decision in a duly called executive committee meeting. But it should be approved/ passed by a duly called General Body meeting with a 2/3rd of the Regular Members.
vi. Holds any official position or forms a part of the Executive Committee of any competing or similar organisation(s) or association(s) and/or those have conflict of interest with Association.
vii. Removed by the General Body as per Clause 6.1.f.
8.11 Powers and functions of Executive Committee
i. To manage the administration of the Association and take direct responsibility of its programmes.
ii. To hold all assets of the Association and use them for the welfare of the target groups that the Association serves.
iii. To receive all receipts and make all payments and acquire and dispose of all wealth of the Association.
iv. To plan the programmes and policies of the Association and prepare appropriate budgets for the programmes and mobilise resources perceived in the plans and programmes.
v. To mortgage, sell or alienate any property of the Association for the benefit of the target groups that the Association serves with the written consent of the 2/3rd majority of those present on a duly called General Body meeting with a 2/3rd of the Regular Members.
vi. To elect or appoint any casual vacancy of office-bearers of the Association from among the members of the Executive committee.
vii. To appoint and terminate staff of the Association and its projects and decide their salaries and other terms and conditions of
employment.
viii. To raise fund for the running expenses and future developments of Association by arranging fund raising programs and activities.
9. President
The president shall be elected in accordance to the procedure at election, who shall represent the association on all formal occasions and shall represent and shall be the President on all meetings. He shall be an ex-officio member of all subcommittees. The president may have a second or casting vote on the event of a tie.
9.1 Powers and Functions of the President
i. The bank accounts of the Association shall be operated jointly by the President, Secretary and Treasurer.
ii. The President shall give directions to other office-bearers regarding the work to be undertaken for the Association.
iii. The President is empowered to exercise his casting vote in the event of a tie in any decision-making process relating to the Association.
iv. The President shall represent the Association either jointly with Secretary and other office-bearers or individually as decided by the Executive
Committee.
v. The President either jointly with Secretary and other office-bearers or individually as decided shall attend all legal proceedings for and against the Association by the Executive Committee.
vi. The President shall co-ordinate works of the standing committees and receive reports of the respective committees.
10. Secretary
Secretary shall be elected by the general body; in accordance with the constitution of the association. He/she will have the duties of a chief executive officer responsible for conducting the affairs of the association.
10.1 Powers and Functions of the Secretary
i. to hold the custody of all the documents of the Association and proper updating and maintenance of all books, including the Members Register, Minutes Books.
ii. To record minutes of the meetings
iii. To serve as the official spoke person of the association
iv. To manage the day-to-day affairs of the Association according to the directions of the President and resolutions of the Executive Committee.
v. To implement the decisions of the Executive committee and report the progress to the meetings of the Executive committee.
vi. To summon all the meetings of the Executive committee and General Body according to the directions of the President.
vii. o represent the Association jointly with the other office-bearers or severally according to the decision of the Executive committee.
viii. To attend all legal proceedings for and against the Association jointly with the other office-bearers or severally.
ix. To initiate all communications and correspondence of the Association.
11. Treasurer
The Treasurer shall be elected by the general body in accordance with the constitution of the association. The treasurer shall collect dues and contributions and issue receipt for the same. The Treasurer shall keep the books of accounts of the Association and operate the bank accounts of the Association jointly with President/Secretary. The Treasurer shall present statements of accounts of the interim period in all the meetings of the Executive Committee and seek approval from the Executive Committee. The annual statement of accounts shall also be prepared and presented by the Treasurer and seek the approval of the meeting of Executive Committee and General Body. The Treasurer shall make the financial status of Association available for inspection by the Executive Committee and /or auditors.
12. Election
Any two or more member of the association may nominate candidate for various position in the committee at an AGM and should have majority support of the members present at AGM. In case of more than one candidate for one position, election shall be held with a secret ballot. All resolutions can be carried out on a simple majority in committee and in annual AGM except for constitution amendment. A person cannot stand and be elected for the same post more than 2 times in a row. Each individual member above the age of 18 shall have one vote. All resolutions can be carried out on a simple majority of those present at the AGM/General body meeting except changes to the constitution. Only members who are 18 years of age or older are eligible to vote and hold any elected office except for the cultural Programme co-Coordinator. Cultural Programme coordinator shall not have any voting rights if they are below 18 years of age. Associate members shall have no voting rights.
13. Funds
The funds of the Association comprised of membership fee, contributions, advances, Grants and donations from members and others, loans from financial institutions, individuals and government bodies etc. All the funds of the Association shall be kept in bank account in the name of the Association and operated jointly by the President, Treasurer and Secretary. The official signatories of the bank account shall be the President, Secretary and Treasurer. The treasurer is entitled to keep petty cash to a maximum of £250.00 (Two hundred and fifty pounds only) and all the petty cash vouchers shall be approved by the Secretary/ President. All the cash in excess of £250.00 should be deposited with the official Bank account of Association. All Cheques drawn on the Account of Association must be signed by at least two of the official signatories. Withdrawal of cash more than £1,000.00 should be approved by the majority of the Executive Committee.
14. Special Funds, Emergency Funds & Restricted Funds
The Association may create and maintain Special Funds, Emergency Fund and/or Restricted Funds. Deposits to and withdrawal from the Special Funds and Restricted Funds shall be made only with the approval of the General Body of the Association. 50% Admission Fees of the Members should be deposited in a Restricted Fund and the other 50% can be used as a working capital of the Association. The interest and/or dividend income from this fund may be used by the executive committee for Administrative Expenses. Objective of Emergency Fund, if any, is to extend financial and other supports to its members in the case of an Emergency. Emergency includes death, accident or any other crisis situation as determined by the Executive Committee. The primary beneficiaries of the Emergency Fund are the current members of the Association and the Secondary beneficiaries can be decided by the executive committee in the event of a general emergency.
15. Accounts/Audit
All receipts and expenditure shall be properly accounted and monthly statement of accounts presented in the meeting of the Executive Committee by the Treasurer and approved by the Executive Committee. There shall be two internal auditors elected by the Annual General Body meeting for the auditing of the accounts.
15.1 Accounting period of the organisation is annual and the financial year is from 1st April to 31st March unless decided by the General body Meeting.
15.2 The Statement of accounts and annual report has to be approved by the General body soon after 31st March.
16. Alterations / Amendments to the Constitution
16.1 Subject to the following provisions of this clause the Constitution may be altered by a resolution passed by not less than two thirds of the members present and voting at a General Meeting. The notice of the General Meeting must include notice of the resolution, setting out the terms of the alteration proposed. The Executive Committee should promptly send a copy of any amendment made under this clause to all of its Sub Committees/Standing Committees/Ad Hoc Committees, if any.
16.2 No amendment shall be made to Clause 1 (the Name of the Organization Clause).
16.3 No Amendments shall be made to Clause 4 (The Aims & Objective Clause)
16.4 No Amendments shall be made to clause 8
16.5 No Amendments shall be made to clause 20 (The Dissolution Clause) without the prior consent in writing to the committees.
20. Dissolution
If the Executive Committee decides that it is necessary or advisable to dissolve the Association it shall call a meeting of all members of the Association, of which not less than 21 days' notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting, the Executive Committee shall have power to realize any assets held by or on behalf of the Association. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other charitable institution or institutions having objects similar to the objects of the Association as the members of the Association may determine or failing that shall be applied for some other charitable purpose. A copy of the statement of accounts, or account and statement, for the final accounting period of the Association must be recorded.