Constitution

BISMILLA-HIR-RAHMANIR-RAHIM

Constitution Of Sylhet District Welfare Association Portsmouth, Hampshire, UK

This document consists of 4 pages, being clauses 1 to 13, drawn up on the 26th June 2004 and agreed by the fifteen members of the executive committee on the 08th September 2004.

1. Name:

The name of the organisation shall be Sylhet District Welfare Association (hereinafter referred to as Sylhet District Association or SDA in abbreviated form).

2. Objects and Powers.

The objects of the SDA are for the benefit of the public and in particular for the benefit of those members of the public who are from Sylhet by:

• a. Giving relief to persons in Sylhet and in Portsmouth who are in conditions of poverty, sickness, and distress in such ways as the SDA through its Executive Committee may from time to time decide and which may include the provision of grants and the provision of advice and information concerning subjects such as housing, welfare benefits, employment, health, education, immigration, and other matters.
• (b) Advancing education and training.
• (c) Providing an assisting in the provision of facilities for recreation and other leisure time occupation.
• (d) Furthering such other charitable purpose as the SDA through its Executive Committee may from time to time decide.
• (e) The Association shall remain as a politically non-partisan voluntary organisation.
• (f) In furtherance of the said objects but not otherwise the Association may:
• (1) Raise public awareness of multiple problems and deprivation faced by Bangladeshi communities such as that in Sylhet and to mobilise support and assistance both in the United Kingdom and Bangladesh for relief of those problems.
• (2) Influence on appropriate authorities for the development of Industry, Agriculture, and communication in Sylhet.
• (3) Promote and undertake any work for relief of poverty, sickness, and Distress (such as famine or natural calamities) in Bangladesh.
• (4) Undertake joint venture or in collaboration with other specialised organisation whether private, government, semi-government, national or International.
• (5) Provide assistance, financial otherwise whatever possible, poor, and meritorious students hailing from Sylhet for higher education both in the United Kingdom or Bangladesh.
• (6) Promote support or organise cultural and sports activities for the people of Sylhet living in the United Kingdom
• (7) Co-operate and collaborate with voluntary bodies and statutory authorities operating in similar fields and exchange information and advice.
• (8) Promote and support supplementary education projects, such as mother tongue for the children from Sylhet.

3. Location.

The Administrative centre of the SDA shall be located in Portsmouth.

4. Membership.

(a) The membership of the SDA shall be open to any individual who are originally from Sylhet District, as defined by the present-day boundaries of the Sylhet District, (not the permanent residents of other districts) who is aged 18 or over and interested in furthering the work of the SDA and have paid the subscription as laid down from time to time by the AGM.

(b) Any person wishing to become a member of the SDA shall complete the appropriate form, which shall be submitted to the Executive Committee for acceptance or otherwise.

(c) The executive committee shall have the right to reject applications for membership without showing any just cause.

(d) The executive Committee shall have the power to terminate membership for any of the following grounds PROVIDED THAT the individual members concerned shall have the right to be heard by the said Executive Committee before a final decision is made.

(1) If found to be of unsound mind and not capable of following proceedings of the meetings.

(2) If found to be acting against or detrimental to the interest of the Association.

(3) If defaulting to pay the annual subscription within due time after having been served with two notices in this regard. Notice will be served two weeks apart. Any members who are abroad at this time will be given consideration.

5. Executive Committee.

(a) Subject as hereinafter mentioned, the policy and general management of the affairs of the SDA shall be executed by an Executive committee (hereinafter called “The committee)

(b) The committee shall consist of not less than fifteen member and no more than twenty-one members.

(c) Election of the Committee shall be for a term of two years.

(d) The Committee shall meet not less than four times a year.

(e) The Committee shall have the power to co-opt persons from general members of the SDA to serve on the Committee who shall have no voting rights in Committee proceedings. The number of the co-opted members shall not exceed one-third of the total membership of the Committee.

6. Advisory Board.

(a) At the first general annual meeting of the association there is to be selected an advisory board.

(b) The advisory board will remain for two years from the date of selection.

(c) The advisory board will consist of four members and will be selected from the general Members.

(d) The advisory board should have a good understanding and knowledge of the SDA constitution.

(e) If the executive committee faces any problem and cannot resolve that problem by themselves, then they should ask the advisory for a fair solution according to the constitution.

7. Meetings of the SDA.

(a) The Annual General meeting of the SDA shall be held in each year at such time (not being more than fifteen months after the holding of the proceeding Annual General Meeting) and place, as the Committee shall Determine. At least the general Secretary shall give 21 days’ notice in writing to each member. Other meetings of the SDA shall be held as such time as may be determined by the SDA.

(b) At the Annual General Meeting the business shall include the election of any vacant posts to serve on the Committee; the appointment of an Auditor or Auditors; the consideration of the annual report of the work done by or under the auspices of the Committee and of the audited accounts; and transaction of such other matters as may from time to time be necessary.

8. Elections of Honorary Officers and Committee Members.

(a) Nominations from members of the SDA for either Honorary Officer or Members of the Committee must be submitted in prescribed forms by both persons nominated and seconded by one bonafide member and must be in the hands of the Election Commission at least twenty-one days before the corresponding General Meeting.

(b) Should nomination exceed vacancies, election shall be ballot and the arrangement of such election shall be made by the committee.

(c) The Committee may fill any casual vacancy occurring in the offices Honorary Officers elected by SDA and may, subject to any conditions imposed by the SDA, appoint any other Honorary Officers but all such appointment shall be subject to confirmation by the SDA at its next General Meeting.

(d) The election commission shall consist of three members and will be appointed by general members by majority votes at AGM.

9. Rules and Procedures at all Meetings.

(a) Quorum

1. General Meeting: The quorum at any General Meeting of the SDA shall be one- third of the eligible delegates who are entitled to attend and vote at each meeting (as the case may be) or such other numbers as the SDA may in General Meeting from time to time determine.

2. Committee Meetings: The quorum for any Committee meeting shall be one-third of the total membership of the Committee or seven whichever is less.

(b) Voting: Save as otherwise herein provided, all question arising in any meeting shall be decided by a simple majority of those present and entitled to vote thereat. No person shall exercise more than one vote not withstanding that he or she may have been appointed to represent two or more interests, but in case of any equality of vote the Chairman of the meeting shall have a second or casting resolutions.

(c) Minutes: The Committee and all other Committees shall keep Minutes book, and appropriate Secretary shall enter therein a record of all proceedings and resolutions to be signed off by the chairperson at that meeting.

10. Finance.

(a) All money raised by or behalf of the SDA shall be applied to further the objects of the SDA.

(b) The Honorary Treasurer shall keep proper accounts of the finances of the SDA.

(c) An audited statement of the accounts for the accounts for the last financial year shall be submitted by the Committee to Advisory Board as aforesaid for approval at least 21 days before the AGM.

(d) A bank account shall be opened in the name of the SDA with a Bank or Building Society the Committee may decide from time to time. The committee shall authorise in writing the treasurer, the Secretary of the SDA and two members of the committee to sign the cheque on behalf of the SDA.

(e) All cheques must be signed by not less than two of the four authorised signatories such transaction must not exceed a limit of £250 (two hundred fifty pounds) only per transaction.

(f) Any cheques over the limit of £250 must be authorised by the committee members as decided on the day of the Executive Committee meeting.

11. The SDA’s Official Year.

The SDA’s official year shall run from April 1st to March 31st.

12. Amendment to the Constitution.

Any Amendment of this Constitution shall receive the assent of not less than two-thirds of the members of the SDA present and voting at a meeting specially called for the purpose PROVIDED THAT notice of any such amendments shall have been received by the secretary in writing not less than 21 clear days before the meeting at which is to be proposed. At least 12 clear days’ notice in writing of such a meeting, the secretary forth the terms of the amendments, shall send setting to each member. No amendments may be made to clause 1(Name), clause 2 (objects), and clause 4 a, b, c, d, clause 12 (dissolution) and this clause (amendments)

13. Dissolution.

If the Committee by a simple majority decide at any time on the ground of expense or otherwise it is necessary or advisable to dissolve the SDA, it shall call a meeting of all members of the SDA who have power to vote, of which meeting not less than 21 days’ notice (stating the terms of the Resolution to be propose thereat) shall be given. If such a decision shall be confirmed by a two-third majority of those present and voting at such meeting the committee shall have power to dispose of any assets held by or on behalf of the SDA. 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 SDA as the members of the SDA shall decide or failing that shall be applied for some other charitable purpose.

The general members have approved this constitution for the SYLHET DISTRICT ASSOCIATION on 04/10/2004.

The general meeting was presided by Syed Ahmed and Twenty (20) Members were present.