CONSTITUTION OF SHREE SORATHIA PRAJAPATI COMMUNITY UK © (Registered Charity 286801).
RULE 1. NAME:
The name of the National organisation shall be “SHREE SORATHIA PRAJAPATI COMMUNITY UK” (Hereinafter called the “National Organisation”).
RULE 2. AIMS & OBJECTIVES:
2.1. The objectives of the National Organisation are:
2.1.(a) The advancement of Hindu religion.
2.1.(b) The advancement of education particularly in Hindu traditions, history, language, literature and music.
2.1.(c) The relief of poverty, hardship and distress.
2.2. In furtherance of the above objectives the National Organisation shall have the following powers:
2.2.(a) To obtain, collect and receive money and funds by way of contributions, subscriptions, donations, legacies, grants and any other lawful method and accept and receive gifts of property of any description (but reserves the right to refuse any funds which impose unreasonable conditions).
2.2.(b) Affiliate or become affiliated to any charitable body having charitable purposes.
2.2.(c) To do any of the other lawful things as are necessary for the furtherance of the National Organisation.
RULE 3. MEMBERSHIP:
3.1. All persons of the community above 18 years of age shall be entitled to apply for the membership as classified below.
3.1.(a) Patron: By donating a sum specified by the National Executive Council
3.1.(b) Donor: By donating a sum specified by the National Executive Council, but less than that specified for a patron.
3.1.(c) Life Member: Who subscribes a sum specified by the National Executive Council, but less than that specified for a patron and a donor.
3.1.(d) Ordinary Member: Who subscribes annually a sum specified by the National Executive Council.
3.2.(a) Members above under 3.1 (a) & 3.1 (b0 shall enjoy all the rights and privileges of a life member.
3.2.(b) The each type of membership shall include wife/husband and their dependants under the age of 18 years and retired pensionable age parents to participate in social functions.
RULE 4. RIGHTS OF MEMBERSHIP:
All members have the right to speak and participate in debates and activities and give vote in the general meeting and stand to be elected.
RULE 5. VOTING:
5.1 Each paid up member present at meeting (whose subscriptions are fully paid to the date of the meeting) shall be entitled to vote.
5.2 Proxy votes shall not be allowed.
5.3 Voting shall be show of hands unless decided by the meeting to vote by ballot paper.
5.4 All resolutions and elections shall be determined by a simple majority of votes.
RULE 6. FINANCIAL YEAR:
The financial year of the National Organisation shall be from 1st April to 31st March in the following year.
RULE 7. MANAGEMENT:
7.1 The National Organisation shall be divided into local branches whose management committee shall administer the day to day workings of the National Organisation.
7.2 The two representatives nominated by the branch shall form the National Executive Council.
RULE 8. BRANCHES:
8.1 The National Executive Council shall have the power to establish and approve the local branches.
8.2 The new branches shall be approved by the National Executive Council, on application by at least twenty five paid members of such branch.
8.3 The National Executive Council shall prescribe its constitution for the establishment of each branch. The object of the local branch shall be identical to the objects of the National Organisation.
8.4 All regional branches shall follow this constitution.
8.5 Each branch shall be vested into management committee consisting of President, Vice President, Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, Auditor and maximum of fifteen advising members.
RULE 9. POWER & DUTIES OF THE BRANCH MANAGEMENT COMMITTEE:
9.1 The management committee shall be responsible to work within the framework of the rules and regulations laid down by the National Executive Council.
9.2 The management committee shall meet at least once a month.
9.3 The quorum shall consist of half the total members of the management committee.
9.4 The management committee shall from time to time appoint such sub-committees and may be determine their terms of reference, powers, duration’s and composition.
9.5 Any member of the management committee who remains absent for three consecutive meetings without justifiable reason, shall be deemed to have resigned and a co-opted members will take his place.
9.6 Any member of the management committee shall have the right to spend as their requirements and activities or functions.
9.7 The management committee will collect subscriptions, donations and any other necessary funds recommended by the National Executive Council. The management committee shall present the full report of the activities and accounts to the every biennial general meetings.
9.8 The management committee shall direct and apply all the resources of money and property solely towards the enhancements and execution of the objects of the National Organisation lay down herein.
RULE 10. NATIONAL EXECUTIVE COUNCIL:
The National Executive Council shall be managed by the two representatives of each branch. These representatives shall be the President and Secretary of the each local branch. These representatives shall elect president, Vice President, Secretary, Assistant secretary and Treasurer and the remaining representatives shall be the members of the National Executive Council. Auditor shall be nominated from the general members.
RULE 11. FUNCTIONS AND POWERS OF THE NATIONAL EXECUTIVE COUNCIL:
11.1 The National Executive Council shall give proper guidance to the functioning of the branches.
11.2 The National Executive Council shall lay out the rules and regulations for the welfare of the National Organisation.
11.3 The National Executive Council shall have power to form or acquire any type of charitable trusts and all the trusts formed by them shall be the property of the National Organisation.
11.4 The National Executive Council may obtain, collect and receive subscriptions, donations or endowments and apply them as and when fit for the general purposes of the National Organisation.
11.5 The National Executive Council shall determine the types of funds to be acquired.
11.6 The National Executive Council may from time to time invite any person to attend their meetings but without power to vote.
11.7 The National Executive Council shall acquire full functioning reports and accounts from each branch. Each branch shall contribute such percentage of its subscription as the National Executive Council may from time to time determine.
11.8 No member shall receive remuneration from the National Organisation in any capacity. (Proper bona fide expenses and professional fees accepted.)
11.9 The National Executive Council shall meet at least every three months.
RULE 12. FINANCES:
The income of the National Organisation shall be derived by offerings, donations, contributions and special funds as approved by the National Executive Council and carried out by each branch.
RULE 13. DUTIES OF OFFICE BEARERS:
13.1 PRESIDENT AND VICE PRESIDENT : The President shall have the right to preside at all meetings and supervise the conduct of the activities. The President shall have casting vote only. The President’s discretionary verdict shall be final and accepted. The Vice-President shall deputise for the President. If both are absent, the present members will elect a provisional chairman for that particular meeting.
13.2 SECRETARY AND ASSISTANT SECRETARY: The Secretary shall call and keep minutes of all meetings and be responsible to maintain all records. He shall carry out all the instructions received from the National Executive Council and conduct all the correspondence. He shall give full reports to the general meeting. Assistant Secretary shall assist the Secretary and may work in his absence.
13.3 TREASURER AND ASSISTANT TREASURER: The Treasurer shall receive all money and give receipts. He shall maintain account books with all the details of the receipts and expenditure. He shall make no payment unless approved by the President or secretary. He shall keep an up to date record of the paid members. He shall present the biennial audited accounts to the biennial general meeting. The Assistant Treasurer shall assist the Treasurer and may work in the absence of the Treasurer.
13.4 AUDITOR: The Auditor shall audit all the account books, vouchers, documents, receipts etc. He shall forward the audited biennial accounts with his remarks to the Treasurer and shall inform the committee of any defects or suggestions in the accounts. The Auditor can attend all the committee meetings if the committee
RULE 14. TRUSTEES:
The Trustees shall be nominated by the local branch and elected by the national Executive Council. They shall be the non-office members of the committee. All the property of the National Organisation shall be vested in the names of the Trustees. And all the Trustees shall have the full power to purchase any real or personal properties of the National Executive Council and they shall have the full power to borrow and raise loans on any property purchased or owned by the “National Organisation” subject to the Rules and regulations of the charity commissioner from time to time in force (Re- Meeting No. 48 22-5-88) Their term of office shall be for five years. They shall act to the wishes and directions of the National Executive Council. The National Executive Council shall have power to terminate period of trusteeship.
RULE 15. FAILURE TO APPOINT:
The proceeding of the committee shall not be invalidated by any procedural failure to appoint or any defect in the appointment or qualification of any member.
RULE 16. CLASSIFICATION OF MEETINGS:
16.1 MANAGEMENT COMMITTEE MEETING: The branch management committee shall meet regularly at least once a month. The committee will act and follow the constitution guide and work according to the welfare of the aims and objects of the National Organisation. The committee shall have the power to adopt and issue standing orders and rules in the welfare of the Community.
16.2 EXTRA-ORDINARY MEETING: Extra-ordinary meetings may be called whenever thought fit.
16.3 GENERAL MEETINGS: Such meetings shall be held as and when necessary to give full reports of the activities, pass the resolutions or any necessary work to be carried as it would be deemed relevant to the object of the National Organisation.
16.4 BIENNIAL GENERAL MEETINGS: Such meetings shall be held at the end of two years term or as soon as practical thereafter. Written notice shall be given to all the members at least 14 days before the date thereof. Such meetings shall be presented with full reports and accounts for the preceding term and such meeting shall elect office bearers for the next two-year term. The President Shall chair this meeting.
16.5 National Executive Council should be notified of the meeting held under rule 16.2,16.3 and 16.4 ( Re- Meeting 69 9-1-94)
RULE 17. QUORUM:
The quorum shall be 33 percent of the total members. No quorum shall be necessary at any adjourned meeting if such adjournment was due to lack of quorum.
RULE 18. ALTERATIONS TO THE CONSTITUTION:
Alterations to this constitution must receive the assent of no less than two-thirds of the members of the committee present and voting. A resolution for the alteration of the constitution must be received by the Secretary at least 28 days (clear) before the meeting to which the resolution is to be brought forward. At leas 14 days notice of such meeting must be given by the Secretary to the members and must include notice of the alteration proposed. No dissolution or additional shall be made to the objects clause, this clause or the dissolution clause. No amendment shall be made to any of the other clauses which should cause the National organisation to cease to be a charity in law.
RULE 19. DISPUTES & INTERPRETATIONS:
Any disputes arising within the National Organisation or its branches shall be dealt with by the National Executive Council. The National Executive Council shall have power to appoint a professionally qualified lawyer for his advice and guidance on the matters. Decision of the National Executive Council shall be binding on all the members and branches.
Interpretation disputes regarding the constitution only shall be referred to the appointed solicitor whose decision shall be final.
RULE 20. DISSOLUTION:
The National Organisation may be dissolved by a resolution to the effect passed at a special general meeting subject to the following conditions:
20.1 Not less than 50% voting members propose such a resolution.
20.2 At least three-fourths of the voting members actually present at the meeting shall be required to vote in favour to effect the dissolution.
20.3 All surplus, funds, properties, belongings, assets, etc, should be given to charitable institution or bodies connected with Hindu Religion, or to such charitable objects as may be decided upon at the special general meeting by an ordinary majority.
This Constitution of Shree Sorathia Prajapati Community UK was approved and adopted in National Executive Council’s committee meeting held in Birmingham on 27th February 1983 Shree Sorathia Prajapati Community was registered as an official charity on the 25th March 1983.