MODEL CONSTITUTION

CONSTITUTION
OF

MANCHESTER MALAYALEE ASSOCIATION

Published By:-

Secretary

Manchester Malayalee Association

www.manchestermalayaleeassociation.com

CONTENTS

ARTICLE 1 - NAME AND REGISTRATION.....................................................................................................................

ARTICLE 2 – MEMBERSHIP...............................................................................................................................................

Section A: Members..........................................................................................................................................................

Section B: Membership Obligations and Privileges.................................................................................................

Section C: Loss of Membership......................................................................................................................................

1. Resignation............................................................................................................................................................

2. Suspension/Removal of Membership...................................................................................................................

ARTICLE 3 - GENERAL BODY...........................................................................................................................................

Section A – Composition and Powers.........................................................................................................................

Section B - General Body Meetings.............................................................................................................................

1. Ordinary General Body Meeting.........................................................................................................................

2. Annual General Body Meeting (AGM)...............................................................................................................

3. Extra Ordinary General Body Meeting................................................................................................................

Section C - Notices...........................................................................................................................................................

Section D - Quorum.........................................................................................................................................................

Section E - Presiding Officer..........................................................................................................................................

ARTICLE 4 - THE EXECUTIVE COUNCIL........................................................................................................................

Section A - Composition..................................................................................................................................................

Section B - Powers and Responsibilities......................................................................................................................

Section C - Vacancies.......................................................................................................................................................

Section D - Loss of Membership......................................................................................................................................

Section E - Meeting of the Executive Council..............................................................................................................

Section F - Powers and Duties of the Office Bearers...................................................................................................

1. President................................................................................................................................................................

2. Vice President........................................................................................................................................................

3. Secretary................................................................................................................................................................

4. Joint Secretary.......................................................................................................................................................

5. Treasurer...............................................................................................................................................................

ARTICLE 5 – FINANCE........................................................................................................................................................

Section A - Source of Income..........................................................................................................................................

Section B - Accounts and Audit......................................................................................................................................

ARTICLE 6 – ELECTIONS....................................................................................................................................................

Section A - Timeframe.......................................................................................................................................................

Section B – Election Committee.....................................................................................................................................

Section C – Nominations.................................................................................................................................................

ARTICLE 7 – ASSOCIATION POLICIES............................................................................................................................

Section A - Equal Opportunities Policy........................................................................................................................

Section B - Web Policy......................................................................................................................................................

Section C - Transaction Policy.......................................................................................................................................

ARTICLE 8 – DISSOLUTION...............................................................................................................................................

Section A.............................................................................................................................................................................

RULES AND REGULATIONS

ARTICLE 1 - NAME AND REGISTRATION

1. The name of this organization shall be Manchester Malayalee Association (MMA), hereinafter called the Association, which mainly consists of people from Kerala, the Southern State of India.

2. The constitution of the Association will be registered under Charities Act, 1960.

3. The objectives of the Association are:

a) to encourage and provide facilities to help social, cultural and sports activities among the Malayalee community members in Manchester, with out any caste, creed or religious preference.

b) to impart an understanding of Kerala heritage, culture and values among the British society in general and other ethnic communities through cultural and social activities.

c) to contribute to multiculturalism at local, national and international levels

d) to support activities for the welfare of children.

e) Promoting, planning and executing programs for the development of the community.

ARTICLE 2 – MEMBERSHIP

Section A: Members

Those eligible to be and to remain members of the Association shall be persons of not less than 18 years.
All applications for membership shall be on the prescribed application form of the Association along with membership fee and association dues as may be prescribed by general body from time to time.
The applicant shall fulfill the requirements as laid down in the constitution. The application shall be considered by the Executive Council.
Such member’s partner also will have the right to get membership of the association without paying membership fee.
No membership shall be issued after the declaration of the election.

Section B: Membership Obligations and Privileges

A member of the Association, who has cleared his/her financial obligations including dues from time to time, shall have a right to vote and hold office.
A member upon admission becomes liable to all obligations as well as is entitled to all privileges of the membership of the Association.
The membership of a member shall not be transferable by his/her own act or any other manner.

Any member may give up his/her membership at self-will at any time upon written notice to the President, in which case he/she shall no longer share in the activities and benefits of the association, but he/she may be reinstated as a member upon written application filed with the Secretary and a majority vote of the members of the Association present at any general body meeting. Resignation shall take effect from the date mentioned in the resignation letter or if no date is mentioned, subject to the obligations of the member to clear the financial dues to the Association.

2. Suspension/Removal of Membership

Any member who, after notice and an opportunity to present his/her defense, is found guilty by the Executive Council of fraud or misconduct in his/her relations with the Association or of working deliberately against the interests of the Association, may be served with show cause notice as to why his/her membership may not be suspended. The concerned party shall submit a written explanation to the Executive Council within 21 days from the issuance of show cause notice. On the basis of the explanation, the Executive Council shall take a decision on suspension by a two-third vote of the total members of the Executive Council. The suspended member can appeal to the next general body meeting to reconsider the suspension. However, the general body meeting shall take a final decision on suspension including the duration and/or permanent removal of membership based on the Executive Council’s report. The suspension or removal of membership due to any reason does not absolve the member from liability to pay any amount that he/she owes to the Association.

The secretary shall serve a notice and three reminders to the member, who has defaulted in dues payment or who owes money to the association, about his financial obligations and shall allow him 60 days to pay the amount or to raise any objections. Failure by the member to act before expiration of this time limit will automatically result in his loss of membership.

ARTICLE 3 - GENERAL BODY

Section A – Composition and Powers

1. The general body consists of all members of the Association.

2. The general body shall be the supreme body of the Association and shall direct and manage the affairs of the Association and retain all rights and privileges not specifically assigned to the Executive Council or the President.

3. The general body has the power to revise, alter or amend the decision taken by the Executive Council by a simple majority at a general body meeting.

4. All the decisions will be decided by a majority vote, unless otherwise specified.

Section B - General Body Meetings

1. Ordinary General Body Meeting

The general body shall be held at least three times in a year, for the purpose of transacting general business or carrying out projects. The first general body meeting shall be called within two months after election which shall include the proposed plans and budget for that year

2. Annual General Body Meeting (AGM)

The AGM of the Association shall be held before the end of the year. The following business shall be treated at the AGM.

a) To receive the annual report presented by the President or any member nominated by the President.

b) To receive and adopt the audited accounts.

c) To consider amendments to the constitution, if any.

d) To consider the motion notices given by the members to the Secretary, three working days in advance of the AGM.

e) To transact any other business with the permission of the Chair.

f) To discuss and approve all the major decisions/proposals taken by the Executive Council.

3. Extra Ordinary General Body Meeting

a) An extra ordinary general body meeting may be convened through a notice specifying the objective for convening such a meeting.

b) Such meeting may either be called by a written request of at least 20 per cent of the members of the Association signing the requisition or by 3/4th majority of the Executive Council.

Section C - Notices

The Secretary shall give sufficient notice to the members of minimum 20 days.
Notice for all meetings shall be sent by e-mail, phone and/or post. Accidental non receipt of the notice by any member may not invalidate any meeting.

Section D - Quorum

The presence of 25 per cent of the members of the Association shall constitute the quorum for a meeting.

Section E - Presiding Officer

The President shall chair all the general body meetings. In the event of the absence of the President, the Vice President shall act as the Chairperson.

ARTICLE 4 - THE EXECUTIVE COUNCIL

Section A - Composition

The Executive Council shall consist of President, Vice-president, Secretary, Joint Secretary, Treasurer and 10 Councilors elected for the period between 1st of April to 31st of March of every year.

Section B - Powers and Responsibilities

The Executive Council shall represent the Association in all its undertakings and shall exercise the powers of the Executive Council enumerated in the Constitution.
It shall be the duty of the Executive Council to report the activities and the state of the affairs of the Association at each regular meeting of the Association, at which time the members may outline the policies to be followed by the Executive Council.
The Executive Council members shall serve without any remuneration.
The Executive Council shall negotiate with local and national governments on behalf of the Association on all activities that may affect the members of the Association.
The Executive Council shall conduct and arrange social gatherings, seminars/ debates, cultural programs and any other events related to the objectives of the Association.
The Executive Council shall protect the assets of the Association and facilitate the annual election process.

Section C - Vacancies

If the position of an office bearer of the Executive Council is vacant for any reason, the Executive Council may propose a successor to the general body and the general body shall fill that vacancy. However, if the membership of the Executive Council shall fall below two third of its strength at any one point of time; an extra general body could be convened to fill the vacancies.

Section D - Loss of Membership

Any member of the Executive Council who is convicted of a felony or any other offence involving dishonesty shall forfeit their office.
A member of the Executive Council who fails to attend three consecutive meetings of the Executive Council, without proper explanation shall be deemed to have resigned from the Executive Council.

Section E - Meeting of the Executive Council

1. The quorum required for any meeting of the Executive Council is two third of the members of the Executive Council.

2. Motion arising out of any meeting of the Executive Council shall be decided by majority of votes, unless otherwise specified.

Section F - Powers and Duties of the Office Bearers

1. President

a) The President of the association shall preside over all meetings of the Association and of the Executive Council, exercising the usual duties of Chairperson and any others delegated to him/her.

b) The President should keep a signed copy of the record of assets of the association given by the Secretary. The President may vote in Executive Council meetings only in case of a tie or where the vote is by ballot.

c) The President will represent the Association in all other bodies, unless otherwise specified.

2. Vice President

a) The Vice-President shall act as President in the absence or disability of the President with permission of the president

3. Secretary

a) The Secretary shall be the custodian of all assets of the association and shall keep an updated record of these assets and have to give a signed copy of this record to the President.

b) The Secretary shall give notice of all meetings of whatever nature to the members, and, shall conduct all correspondence and keep a complete and accurate record of all business transacted at Executive Council or Association meetings.

4. Joint Secretary

a) The Joint Secretary shall assist the Secretary in all aspects.

5. Treasurer

a) The Treasurer of the association shall accept, receive, receipt for, preserve and safeguard all funds in the custody of the Executive Council, whether Association funds or other funds for which the Executive Council is responsible.

b) He /She shall deposit all such funds in such banks as directed by the Executive Council.

c) He/She shall make and preserve a faithful record of funds and related documents and shall report to the Executive Council all receipts and expenditures and the amount and nature of all funds in his/her possession or custody.

ARTICLE 5 – FINANCE

Section A - Source of Income

The Association shall charge a membership fee fixed by the general body, from time to time, based on the suggestions from the Executive Council
The Association shall charge a yearly subscription fee fixed by the general body, from time to time, based on the suggestions from the Executive Council
The Association could raise the income through donations/sponsorships subject to the ratification by the Executive Council.
The Association could also attempt to raise income from the members through appeals at various times such as conducting cultural programs and social events, as well as funding from external agencies such as the city council.

Section B - Accounts and Audit

The accounting year of the Association shall be the financial year.
All the funds and other assets of the association shall be held in the name of the Association. The funds of the Association shall be kept in an account with a bank and the account should be operated jointly by the Treasurer and the President.
The accounts of the Association shall be audited by the auditors approved by the general body and the audited accounts should be distributed to the members of the Association upon request. Auditors shall be appointed in the first general body meeting.

ARTICLE 6 – ELECTIONS

Section A - Timeframe

1. The elections should be held on or before April 31st of every year on the basis of an updated voter’s list, and shall elect President, Vice-president, Secretary, Joint Secretary, Treasurer and 10 members to the Executive Council.

Section B – Election Committee

The general body shall appoint an election committee, of three members at least three months before the election, which shall examine the eligibility and qualifications of all nominees for the Executive Council and conduct the election process.
10 Executive Council members shall be elected on the basis of different geographical location where members reside. Such areas shall be decided and divided by the election committee from time to time
The election committee shall frame the rules governing the elections according to the provisions of the constitution with utmost honesty, integrity and impartiality.

The election committee’s decision shall be final in all the matters related to the election process.

Section C – Nominations

Members can give self nominations and the other nominations should have the written consent of the proposer and the proposed.
Nominations should be submitted to the convener of the election committee in advance. In case, if insufficient nominations are received for the Executive Council, the same will be kept open and such nominations can be made on the floor of the meeting. This will be subject to scrutiny of validity of nomination.
Those who have three consecutive apologies or more than one fourth absence in the previous executive council are not eligible to appear in the election of the following executive committee.

ARTICLE 7 – ASSOCIATION POLICIES

Section A - Equal Opportunities Policy

The association is committed to equality and freedom from discrimination on the grounds of race, gender, language, class, sexuality, religion, disability, age or political belief.

in its day to day working
in the events, programs and activities it organizes
as an employer.

The association's commitment to equal opportunities is reflected in its work in a number of ways:

The expression of attitudes which are racist, sexist, homophobic or demonstrate prejudice towards people with disabilities or on the basis of their age, nationality or religious views is unacceptable in the association
Our materials, therefore, aim to present positive images of women, minority ethnic groups and people with disabilities.
We strive to provide information in a wide variety of ways including large print, Braille and audio formats to help people with disabilities

Section B - Web Policy

All the web activities of the association shall be in accordance to the attached web policy

Section C - Transaction Policy

All the financial transactions of the association shall be in accordance to the attached transaction policy

ARTICLE 8 – DISSOLUTION

Section A

1. The association may be dissolved, if 90% members of the association desire for dissolution by being present in person at an extra-ordinary general body meeting convened specifically for this purpose.

2. In case of dissolution of the association, any assets, debts and liabilities standing in the name of association shall be transferred to any organization which has the same or similar objectives.