KCA Constitution

Constitution for Kannada Cultural Association

(Under the Regulations of the The Societies Act)

June – 2004

 

 

 

CONSTITUTION

 

 

OF

 

 

KANNADA  CULTURAL  ASSOCIATION

(Under the Regulations of the The Societies Act)

 

 

 

June – 2004

 

 

 

 

Drawn by

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CONSTITUTION

OF

KANNADA  CULTURAL  ASSOCIATION

  

 

1.     Name

The name of the Association shall be

   KANNADA CULTURAL  ASSOCIATION

 

2.     Objectives

 

The objects of the Association shall be to provide for its members an environment for social interaction, mutual understanding, wider awareness of the Kannada Culture in all its aspects of art, music, drama, literature and tradition and opportunities for development of mental, Social, moral and spiritual advancement.

 

To liaise with other similar societies or associations in different parts of the world for mutual cooperation and understanding.

 

To publish for circulation among it members news letters, brochures, periodicals and other literature that the society may deem fir for promotion of the stated objectives.

 

3.     MEMBERSHIP           

 

 

a)       Any person over the age of 18 having interest and aptitude for the promotion of Kannada Culture shall be eligible for membership of the Association, and, shall, subject to the approval of the committee, become a member.

 

b)       The membership shall cover the spouse, and dependent children, Other dependents of the member shall also be included in so far as they reside with the member and do not have local income/earning of their own if he is a family member and Ordinary Individual member cover one person only.

4SUBSCRIPTION

 

 

a) Any person who has become a member subsequent to the approval by the committee shall pay:

 

i)        An entrance fee of Ksh. 300/= at the time of

admission and in addition either become

 

ii)      A “Life Member” by one time payment of Ksh.5000/=, or

 

iii)    Become an “Ordinary Family Member” by

payment of Ksh. 1200/= per annum.

 

iv)    Become an “ Ordinary Individual Member”  

by payment of Khs. 1000/= per annum.

 

b)      Subscriptions for memberships are payable in            advance.

 

c)      At the time of admission, the subscription for the year (for ordinary Family and Individual Member) is payable irrespective of the month of admission.

 

d)      The subscription rates can be altered only through the general body meeting/special general meeting.

 

 

5. Termination

 

             

a)                  Any member may terminate his membership by submitting his resignation letter to the secretary addressing to the Chairman and the termination shall take effect from the date of receipt by the Secretary of such resignation letter.

 

b)                  The membership of any member may be terminated if the committee so recommends and if the general body meeting of the Association shall resolve by not less than Two Thirds majority present for such meeting, on the grounds that the conduct of the member adversely affected the reputation or dignity of the Association or he has contravened any of the provisions of the constitution of the Association. The committee shall have the powers to suspend a member from his membership until the next general body meeting of the Association following such suspension, the member has a right to attend and address such general body meeting at which his expulsion is to be considered.

 

c)                   Any person who resigns or whose membership is terminated shall not be entitled to refund of his subscription or part thereof or any amount contributed by him at any time to the association.

 

 

d)                  Notwithstanding anything stated above, any member, who falls into arrears with his subscription for more than six months from the time the subscription becomes due and payable, shall automatically cease to be a member of the Association. The committee may, however, at its discretion, reinstate such member on payment of the total  amount outstanding.

 

 

6.          Office Bearers

 

a)The members of the Association at the Annual General Body Meeting shall elect a body of Office Bearers (hereinafter called “Office Bearers”) comprising of:

 

1.                  The Chairman,

2.                  The Vice Chairman,

3.                  The General Secretary,

4.                  The Joint Secretary,

5.                  The Treasurer,

6.                  The Associate Member – Cultural,

7.                  The Associate Member – Sports,

8.                  The Associate Member – Social,

 

All of whom shall be fully paid up members of the Association.

 

b)                  All Office Bearers shall hold office from the date of election until the succeeding Annual General Body Meeting subject to the conditions contained in sub-paragraph (c) and (d) of this rule but shall be eligible for re-election.

 

c)                   The Office bearers shall hold monthly meetings on the last Sunday of every month. If any Office bearers fails to attend three (3) such consecutive meetings without prior notice shall be ceased to become a Committee member. Any vacancies created may be filled with an approval of Managing Committee. 

 

d)                  Any Office Bearer who ceases to be a member of the Association shall automatically cease to be an Office Bearer thereof.

 

e)                  Office Bearers may be removed from office in the same way as is laid down for persons shall fill the expulsion of members and vacancies thus created elected at the General Body Meeting resolving the expulsion.

 

 

7.          Duties of Office Bearers

 

 

a)    Chairman: i) The Chairman shall, unless prevented by illness or other sufficient cause, preside over all meetings of the Committee and an all General Meetings.

             

ii)                  Represents the Association, whenever required, at various meetings, functions and events on invitation by other institutions or bodies.

             

iii)                Be a convener of the Committee and enforce the observance of this constitution.

 

b)    Vice – Chairman: The Vice – Chairman shall perform any duties of the Chairman in his absence.

 

c)    Secretary: i) The Secretary shall maintain the registers of all the Members full details and deal with all the correspondence of the Association under the general supervision of the Committee. In case of urgent matters where the committee

cannot be consulted he/she shall consult the Chairman. The decision reached shall be subject to ratification at the next committee meeting and/or at the next general meeting of the association. 

 

ii) Prepare agenda and issue notices of all General Meetings, Managing Committee meetings or expulsion of memberships etc, and shall be responsible for keeping minutes of all such meetings and for the preservation of all records proceedings of the Association and of the committee.

 

d) Joint-Secretary

 

In the absence of the Secretary, the JointSecretary shall perform all the duties of the Secretary and such other duties as shall be assigned to him by the secretary or Committee whether the secretary is present or not.

   e) Treasurer   

i) The Treasurer shall receive and shall also disburse under the directions of the Committee all moneys belonging to the Association and shall issue receipts for all moneys received by him and preserve vouchers for all moneys paid by him. The treasurer is responsible to the committee and to the members that proper Books of Account of all moneys received and paid by the Association are written, preserved and made available for inspection.

 

 

 

ii) Report in writing to the Managing Committee, at least every quarter and from time to time, about the financial position f the Associations in general and due and timely payment of all the expenses if any, in particular.

 

 

 

iii) Be responsible for preparation of annual

accounts and submitting to Auditors

 

 

 

 

f) Associate Member – Cultural:  

 

i)        Prepare and submit a list of members of the proposed cultural proposed Sub-committee for approval at the first meeting of the Managing Committee at the commencement of its tenure.

 

ii)      Submit a proposed budget of expenditure required for the cultural activities during the year, for the approval of the Managing Committee.

 

iii)    Preside over all the meetings to plan, organise and manage all cultural activities of the association with an approval from the Chairman.

                         

iv)    Be responsible to the Managing Committee in all matters   Concerning the cultural activities of the association.

 

g)                  Associate Member – Sports:

 

i)                    Prepare and submit a list of members of the proposed Sports Sub-committee for approval at the first meeting of the Managing Committee.

ii)                  Submit a proposed budget of income and expenditure for the sports activities during the year, for the approval of the Managing Committee.

iii)                Preside over the meeting of sub-committee to plan, organise and manage the sports activities of the Association.

iv)                Maintain a register of member – players and nonmember       players,       collect subscriptions, maintain accounts of sports activities, and submit the same at every meeting of the Managing Committee.

v)                  Be responsible to the Managing Committee in all matters concerning to the sports activities of the Association.

 

h)                  Associate Member – Social:

 

i)                    Prepare and submit a list of members of the proposed Social Sub-committee for approval at the first meeting of the Managing Committee at the commencement of its tenure.

ii)                  Submit a proposed budget of income and expenditure for the social activities during the year for the approval of the Managing Committee.

iii)                Preside over the meeting of Sub-committee to plan, organise and manage the social activities of the

Association.

 

iv)                Be responsible to the Managing Committee in all matters concerning to the activities of the Association.

 

8.          The Managing Committee

 

The affairs of the Association shall be conducted by a Managing committee consisting of the following office bearers to be elected at the Annual General Meeting:

 

1.      The Chairman,

2.      The Vice – Chairman,

3.      The General Secretary,

4.      The Joint Secretary,

5.      The Treasurer,

6.      The Associate Member – Cultural,

7.      The Associate Member – Sports,

8.      The Associate Member – Social,

 

a)      No Member shall be eligible to become the Associate (Committee) Member should know to read, write and speak Kannada to become a Associate Member (Committee Member) and the total number of Associate Members (Committee Members) should not exceed twenty five.

 

b)      The committee shall consist of all the Office Bearers of the Association and, in addition, a minimum of 4 Executive Committee Members, to be elected along with the Office Bearers at the Annual General Body Meeting.

 

c)      Two of such Executive Members shall be from the lady members of the Association.

 

d)      Should it be deemed necessary, the committee shall appoint, additional executive committee members to the committee, as and when required. All the Executive Members shall hold office from the date of appointment/election till the succeeding Annual General Meeting.

 

e)      The committee shall meet as such time and at such places as it shall resolve but such meetings shall be held at east once in any three consecutive months.

 

f)       Any vacancies for the members of the committee caused either by resignation or otherwise shall be filled by the committee until the annual general body meeting of the association.

 

g)      Should at any time, more than five members  of the committee tender resignation, the entire Committee shall be dissolved and an extra ordinary  General body meeting shall be convened by the  existing committee and all the members shall elect a  new set of office bearers and executive committee  members. Despite resignations, the existing  Committee will hold office till such elections and the  new committee shall hold office from the date of  election till succeeding Annual General Meeting.

 

h)      The Chairman and Secretary may take their immediate associate Member whom they feel comfortable and like minded people keeping in mind, the development and efficient running of the Association and not to bring internal politics which will hamper the foundation of the

Association.

 

i)        The Chairman and the General Secretary shall be the ex-Office members of every sub-committee and will have all the powers to change any office bearers at any time found suitable for the efficient running of the Association with friendly atmosphere.

 

9.          Duties of the Committee:

 

a)      The committee shall be responsible for the management of the Association and for that purpose may give directions to the Office Bearers as to the manner in which, within the law, they shall perform their duties. The Chairman and Secretary of the committee shall have powers to appoint from time to time such 

Sub-committee as it may deem desirable, for efficient running  of the Association.

 

b)      The Managing committee shall authorize all moneys disbursed on behalf of the Association.

 

c)      The quorum for meeting of the committee shall be not less than FOUR members.

 

10.     General Meeting

 

There shall be two classes of General Meeting – Annual General Meeting and Extraordinary General Meetings.

 

i)                    The Annual General Meeting will be held not latter than 31st December month of each year. Notice in writing of such Annual General Meeting, accompanied by the Annual Statement of Accounts (see rule 13(b) and the agenda for the meetings shall be sent to all members not less than 21 days before the date of the meeting and where applicable by press advertisement not less than 14 days before the date of the meeting.

 

ii)                  The Agenda for any Annual General  Meeting shall consists the following:

 

a)            Confirmation of the minutes of the previous Annual General Meeting.

 

b)            Consideration of Accounts.

 

c)            Election of office bearers and committee members.

 

d)            Appointment of Auditors.

 

e)            Such other matters such as the Committee or a member(s) may decide for which a member or members shall have given notice in writing to the Secretary at least FOUR weeks before the date of the meeting.

f)             Any other business with the approval of the Chairman.

 

iii)                A special General Meeting may be called for any specific purpose by the committee. Notice in writing shall be sent to all the members not less than 14 days before the date thereof and where not practicable by Press Advertisement not less than 7 days before the date of such meeting.

 

iv)                A Special General Meeting may also be requisitioned for a specific purpose by order in writing to the Secretary of not less than 20 members and such meeting shall be held within 45 days of the date of the requisition. The notice for such meeting shall be as shown in rule (iii) above and no matter shall be discussed other than that stated in the requisition.

 

v)                  Quorum for General Meetings shall be not less than 10% of the Registered Members of the Association as on the day of the meeting.

 

 

11.     Procedure At Meetings

 

a)                  At all meetings of the Association the Chairman, or in his absence, the Vice-Chairman, or in the absence of both these office bearers, a member selected by the meeting shall take the chair.

 

b)                  The chairman may at his discretion limit the number of persons permitted to speak in favour of and against any motion, or limit the time a member takes for deliberations.

 

c)                   Resolution shall be decided by simple voting by a show of hands. In case of quality of votes, the Chairman shall have a second or casting vote.

 

 

12.     Trustees                         

a)      All land, Buildings and other immovable property and all investments and Securities which shall be acquired by the Association shall be vested in the names of not less than 3 trustees who shall be members of the Society and shall be appointed at the Annual General Meeting for a period of THREE years. On retirement such trustees shall be eligible for re-election. A General Meeting shall have the power to remove any of the trustees and all vacancies occurring by removal, resignation or death, shall be filled at the same or next General Meeting.

 

b)      The Trustees shall pay all income received from property vested in the Trustees to the Treasurer. Any expenditure in respect of such property that in the opinion of the Trustees is necessary or desirable shall be reported by the Trustees to the Committee, which shall authorize expenditure of such monies as it thinks fit.

 

c)      Elected Trustees must be citizen or a long term    Employment in the residing country.

 

d)      The Managing Committee shall have minimum           three Board of Trustees of the Association to be    elected by the Managing Committee by a special    Resolution.

 

13.     Auditor

 

a)                  The Annual General Meeting shall appoint an auditor for the following year. All the Association’s Accounts, Records and Documents shall be open to the inspection of the Auditor at any time. The treasurer shall produce an Account of his Receipts and Payments and a Statement of Assets and

Liabilities made up to a date, which shall not be less than SIX weeks and not more than THREE months before the date of Annual General Meeting. The Auditor shall examine such Annual Accounts and Statements and either certify that they are correct, duly vouched and in accordance with the Law or Report to the Association in which respect they are found to be incorrect, unvouched or not in accordance with the Law.

b)                  A copy of the Auditor’s Report on the Accounts and Statements together with such Accounts and Statements shall be furnished to all members of the same time as the notice converting the Annual General Meeting is sent out. An Auditor may be paid such honorarium for his duties as may be resolved by Annual General Meeting appointing him.

c)                   No Auditor shall be an Office Bearer or a Member of the Committee of the Association and no Auditor shall hold his office for any two consecutive years.

14.     Funds        

a)                  The funds of Association may be used for all activities arrived at meeting objects of the Association.

 

b)                  All monies and funds shall be received by a paid to the treasurer and shall be deposited by him in the name of the Association in any Bank or Banks approved by the committee.

 

c)                   No payments shall be made out of the Bank Account without a resolution of the committee authorizing such payment and all the cheques on such Bank Account shall be signed by the Treasurer, Secretary and one other Office Bearer of the Association who shall be appointed by the committee.

 

d)                  The financial year of the Association shall be from the 1st January to 31st December.

 

15.     Branches

 

Branches of the association may be formed with the approval of the Committee and the Registrar of Societies and they will adopt the same constitution as that of the Headquarters with the following exceptions:

 

b)      The aims and objectives will not include the      formation branches.

 

c)      The Headquarters of the Association can only  make amendments to the Constitution.

 

d)      The provisions of the rule 15 shall apply to Branches but in addition branches will not be dissolved without consultation with their Headquarters.

 

16.     Amendments to the Constitution

 

            Amendments   to         the       Constitution     of         the

Association must be approved at least by a two-thirds majority of members at any General Meeting of the Association. They cannot, however, be implemented without the prior consent in writing of the Registrar of Societies, obtained upon application to him made in writing and signed by three of the Office bearers.

 

17.     Dissolution:                   

 

a)                  The Association shall not be dissolved except by a resolution passed by two thirds of the members present at a General Meeting. If no quorum is obtained, the proposal to dissolve the Association shall be submitted to a further General Meeting, which shall be held one month later. Notice of such meeting shall be given to all members of the Association at least 21 days before the date of the meeting. The quorum for this second meeting shall be the number of members present.

 

b)                  Provided, however, that no dissolution shall be effected without prior permission in writing of the Registrar of Societies, obtained upon application to him made in writing and signed by three office bearers.

 

c)When the dissolution of the Association has been approved by the Registrar, no further action shall be taken by the committee or any Office Bearer of the Association other than to liquidate for cash all the Assets of the Association, subject to the liquidation of all the debts of the Association, the balance thereof shall be distributed by the meeting at which the resolution for dissolution is passed.

 

 

18.     Inspection of Accounts and List of Members

                         

The books of Accounts and all Documents relating thereto and a list of Members of the Association shall be made available for inspection at the registered office of the Association by any officer or member of the Association on giving not less than 7 days notice in writing to the Association.

 

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