|The GAA Constitution|
GUJARATI ARYA ASSOCIATION, LONDON
1.1 LIFE MEMBERS:
Any person who subscribes the sum of £25 shall become a Life Member of the Association. The benefits of membership shall be extended to the spouse of the Life Member so created.
1.1 ANNUAL MEMBERSHIP
Any person who subscribes an annual fee of £1 and in the case of husband and wife the sum of £1.50 shall become an Official member/members of the Association. Students and apprentices over 18 and persons over 65 shall be exempt from paying annual subscriptions.
2. PAYMENT OF SUBSCRIPTIONS:
Subscriptions for the first two classes of life-time memberships shall be normally payable in full on application but for the convenience of intending members the Managing Committee at its discretion may accept such payments in up to twelve instalments payable over a period of not more than twelve months. Subscription for annual membership shall be payable on or before the 31st of December in each year.
2 EXPULSION FROM MEMBERSHIP
If any member at any time refuses to adhere to the Rules and Regulations of the Association or whose actions are directly or indirectly prejudicial to the to the interests of the Association, then such member may be expelled from the membership of the Association. Such expulsion, however shall not take place unless at a General Meeting the member whose expulsion from membership is under consideration is given an opportunity to offer an explanation of his or her conduct verbally or in writing, and if thereupon three quarters of the members present vote in favour of the expulsion.
RIGHTS OF MEMBERS
Every member of the Community shall be entitled to attend General Meetings of the Association and take part in the deliberations thereof, but the right of voting shall be restricted to only those who have paid their subscriptions.
Honorary Officers: The Annual General Meeting of the Association shall elect each year a President, Vice President, Secretary, Joint Secretary, Treasurer and an Assistant Treasurer and such other Honorary Officers as it may require for the proper conduct of the Association's business. Three Honorary Officers of the Association shall be ex-officers members of the Executive Committee.
2 EXECUTIVE COMMITTEE
The Executive Committee of the Association shall consist of six office bearers and nine other members, all of whom shall be elected. All such officers shall be Honorary Officers.
The six office bearers shall be as follows:
HONORARY ASSISTANT SECRETARY
HONORARY ASSISTANT TREASURER
No member shall be elected to the Executive Committee unless he or she is personally present, or a consent in writing of such member is produced at the meeting. Paid Officers: The Association shall have the power to appoint and dismiss any paid officers of the Association as it may from time to time determine.
2 POWERS OF THE EXECUTIVE COMMITTEE:
The management of the Association shall be vested in the Executive Committee under the overriding authority of the General Meeting.
The Executive Committee shall consist of 17 members elected by and from the members of the Association as hereinafter provided, and of the Honorary Officers of the Association as in here before provided.
The Executive Committee shall have the powers to co-opt additional members of the Association provided that the number of members co-opted does not exceed one third of the total number of elected and ex-officers members.
All members of the Executive Committee shall retire annually but shall be eligible to be elected or co-opted again.
The Executive shall have the power to appoint such sub-committees as it may from time to time decide and determine their powers and terms of reference. Sub-Committees so appointed shall report back to the Executive Committee on any decision taken. The Executive Committee shall meet at least once every quarter and notice of every such meeting together with the Agenda to be discussed there at shall be sent individually to all members of the Executive Committee at least seven days before the date of the meeting.
2 GENERAL MEETING:
The annual general meeting of the Association shall be held every year during April/ June but not later than June and upon a date appointed by the Executive Committee for the following purposes:
Confirmation of the Minutes of the last Annual General Meeting or of any General Meeting held since the last Annual General Meeting.
Presentation by the Secretary of the Annual Report of the Executive Committee on the activities of the Association and the adoption of such report.
Presentation by the Honorary Treasurer of the Annual Accounts together with the report of the Auditors and the adoption of such Accounts and Reports. Election of the Executive Committee for the ensuing year. Appointment of the Auditor for the ensuing year. Any other business with the permission of the Chairman.
NOTICE OF THE ANNUAL GENERAL MEETING:
Notice of the Annual General Meeting shall be given to the members at least 21 days prior to the meeting by post.
ORDINARY GENERAL MEETING:
An Ordinary General Meeting may be called at any time by the Executive Committee an a notice of such a meeting shall be given to the members at least fourteen days prior to the date of the meeting.
SPECIAL GENERAL MEETING:
A Special General Meeting may be called at any time by the Executive Committee for the transaction of urgent business only and a notice of such meeting shall be given at least seven days by post prior to the date of the meeting.
EXTRA ORDINARY GENERAL MEETING:
An Extra-Ordinary General Meeting shall be convened by the Executive Committee on receipt of a written requisition duly signed by at least one fifth of the official members or 15 such members whichever is less and stating the purpose of the requisition and members shall be notified at least fourteen days prior to the date of the meeting by post.
Should, however, the Executive Committee fail to convene a meeting within fourteen days from the date of the receipt of the request the requisitionists may themselves call the meeting giving not less than fourteen days notice to members by post. No subject other than the specific subject for which the meeting is convened shall be discussed at the meeting.
2 RULES OF PROCEDURES AT ALL MEETINGS:
Subject to the provisions of Clause 15, all questions arising at any meeting shall be decided by a simple majority of those present and entitled to vote there at. Voting shall be by ballot and/or a show of hands. No member shall cast more than one vote, the Chairman shall have a second or casting vote.
Two-thirds of the members shall form a quorum at the meetings of the Executive Committee, and one-third of members for all other committees. Fifty members shall form a quorum at any General Meeting of the Association. No quorum shall be necessary at any adjourned meeting, if such adjournment was due to want of quorum. Such adjourned meeting may be held without further notice to members and at any time.
Minute books should be kept by the Association of the Executive Committee and all other committees. The Honorary Secretary shall enter therein a record of all proceedings and resolutions.
The President, or in his absence, the Vice-President of the Association shall preside as Chairman at every General Meeting of the Association, and at every meeting of the Executive Committee, or if neither is present within fifteen minutes after the time appointed for the holding of the meeting or if neither is willing to act, the members of the General Meeting, or the Executive Committee, as the case may be, present shall elect one of their members to be Chairman of the meeting.
DUTIES OF OFFICE BEARERS:
PRESIDENT AND VICE-PRESIDENT
The President as a general rule shall be responsible for the welfare of the Association, for the maintenance of harmony among members and of the dignity of the Institution, and for the strict observance of the Rules of the Constitution of the Association. He shall preside over all the meetings of the Association and sign the minutes confirmed by the meetings. The Vice-President shall assume these duties and responsibilities in the absence of the President. HONORARY SECRETARY
The Honorary Secretary, besides exercising a general supervision of the detailed workings of the rules of the Constitution of the Association shall also: Keep and record in the minute book or books minutes of all General Meetings and Committee Meetings. Issue notices of meetings as prescribed in the Constitution.
Conduct correspondence and implement the decisions of the General Meetings and Committee Meetings. Keep in safe custody the files and other records of the Association. Present and submit for approval of the Executive Committee his annual report on the workings of the Association for presentation to the Annual General Meeting. The Honorary Secretary shall not at any time retain a sum exceeding £10 as imprest. The Honorary Assistant Secretary shall assist the Honorary Secretary in the carrying out of his duties, and shall act as Honorary Secretary in his absence.
The Honorary Treasurer in addition to keeping a general control over the finances of the Association shall also: Collect, receive and pay money on behalf of the Association.
Keep such books of account as may be required by the Executive Committee and shall be responsible for the correct accounting of all receipts and payments, and for the safe custody of the moneys of the Association. Maintain and keep a Roll or Rolls of members. Deposit all moneys received into an approved Bank or Institution forthwith. Pass and issue receipts on approved form for all monies received by him on behalf of the Association.
Retain at any time a sum not exceeding £25 as imprest. The Honorary Assistant Treasurer shall assist the Honorary Treasurer in his duties and shall act as Honorary Treasurer in his absence.
FINANCE AND ACCOUNTS
The financial year of the Association shall be form 1st April to 31st March. The funds of the Association shall be deposited in such bank or Institution as the Executive Committee may decide and all receipts shall first be paid into the Association account with the approved bank or Institution.
The Executive Committee shall cause true and correct accounts to be kept through the Honorary Treasurer as hereto before provided.
The Banking account shall be operated jointly by the Honorary Treasurer and either the President or the Honorary Secretary. The Executive Committee shall carry out the business of the Association and may incur expenditure within the limits sanctioned by the Annual General Meeting. No expenditure exceeding £500 shall be incurred without the prior sanction of the Executive Committee.
All expenditure shall be supported by properly receipted vouchers for all sums over £1. Expenditures of under £1 for which it may be inconvenient to obtain proper receipts may be supported by a voucher certified by either the President or the Honorary Secretary or the Honorary Treasurer.
The accounts of the Association shall be audited annually by the Auditor appointed by the Annual General Meeting. Such auditor shall not be a member of the Executive Committee and shall have right of access to all the books and accounts and vouchers relating thereto. He may submit his report of the financial year to the Executive Committee to be placed before the Annual General Meeting.
If the Executive Committee by a simple majority decides at any time that on the grounds of expense or otherwise it is necessary or advisable to dissolve the Association it shall call a meeting of all members of the Association who have the power to vote and of the persons belonging to the Community of the age of 18 years and upwards of which meeting not less than 21 days notice (stating the terms of the resolution to be placed there at) shall be given. If such decision shall be confirmed by a simple majority of those present and voting at such meeting the Executive Committee shall have the power to dispose of assets held by or in the name of the Association. Any assets remaining after satisfaction of any proper debts and liabilities shall be applied towards charitable purposes for the benefit of the Community in the United Kingdom as the Executive Committee may decide.
ALTERATIONS TO THE CONSTITUTION:
Any proposal to alter the Constitution must be delivered in writing to the Honorary Secretary of the Association not less than 28 days before the date of the meeting at which it is to be first considered. An alteration shall require the approval of both: A simple majority of members of the Executive Committee present and voting at a meeting of the Executive Committee; AND, A two-thirds majority of the members of the Association present at the General Meeting.
Notice of each such meeting must have been given in accordance with normal procedure. No alterations to clauses 2, 14 and 15 shall be made without the approval of the Charity Commissioner for England and Wales, if any Trustees have been appointed, the alterations shall not be made without the knowledge and consent of the Trustees but such consent shall not be unreasonably withheld by them.
This CONSTITUTION was adopted as the Constitution of the GUJARATI ARYA ASSOCIATION, LONDON AT a public meeting duly convened at ALPERTON HIGH SCHOOL STANLEY ROAD, WEMBLEY, MIDDLESEX, on the 11th day of November 1972.
AMENDMENTS TO THE CONSTITUTION
as passed in the Biannual General meeting held on 23 January 1999.
Amendment to the Constitution Clause 3
Any member who has not paid membership fees should not be eligible to be elected as an executive committee member. These fees should have been paid in full at least three calendar months before the relevant General Meeting.
Amendment to the Constitution Clause 7
Only members who have served as a committee member for at least one term will be eligible to be elected as an office bearer.
Amendment to Constitution Clause 11
The replacement of any committee member (not office bearers) who resigns or is unable to continue should be done with the permission of trustees. Such replacement should be from those persons proposed but not elected in the last election meeting.
Any matters, which have been discussed in previous executive committee meeting which requires prompt action/attention then the Office Bearers, are authorised to take any appropriate action.
Amendment to the Constitution Clause 12
In the event of any executive committee member found to be disloyal, destructive, disruptive, abusive, insulting or in any way bringing disrepute to the Association, the President has the authority with the agreement of the majority of the executive committee to suspend or expel the member concerned after one official warning, written and verbal.
In case of a suspension the executive committee will decide the terms and conditions for it to be lifted.
Amendment to Constitution Clause 13
On expenditure over £1,000 the trustees' approval should be taken.
General Amendment to the Constitution
Any executive committee member having not attended three consecutive meetings without any valid result will be disqualified as an executive committee member. The member will first be given a written notice.