The Constitution


1.Name
The Name of the organization shall be Scunthorpe Malayalee Association (SMA) (herein after called Association)

2. Aims and Objectives
The aim of the association shall be
A) To promote social cohesion and good fellowship among the people of Kerala origin living in and around Scunthorpe and in Lincolnshire regions of United Kingdom.
B) To provide and promote opportunity for literacy, cultural and entertainment activities.
C) To promote Malayalam language and culture.
D) To discuss and exchange ideas and values to enhance quality of life and friendship.
E) To liaise with other organizations and similar associations in areas of common interest.
F) 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.
G) To encourage all type of voluntary activities and extend helping hand to anyone in distress, and if needed, to raise money for charity as appropriated by the general body/ executive committee.

3. Membership
The Individual / Family membership of the association shall be open to all persons of age 18 and over who is of Kerala/ Malayalee origin, descendants of Keralites, persons related to Keralites and their descendants and willing to abide by the rules and regulations of the association after paying the prescribed fee.
There shall be three categories of membership.
A) Individual membership
Shall be open to all persons, described in the above paragrapgh, of the age 18 and above living in the Lincolnshire regions.
B) Family membership
Includes parents,their children and any close relatives living at the same address in the Lincolnshire regions of UK.
Executive committee can give permission for Individual or family membership, to persons from outside the region if they fulfill other membership criteria.
C) Guest membership
Shall be those persons invited by any other member of the association who feel their representation is in accordance with the organization objective. This membership will be irrespective of origin of the person.Guest members are liable to pay a prescribed fee for attending any functions as a contribution, which shall be decided by the executive committee. They have no voting rights.

4. Subscription
The annual membership subscription shall be decided by the members every year at each annual general meeting (AGM) or in its absence, the previous year subscription rate will be continued. Payments can be on once yearly or twice yearly cash/ cheque payment basis or on monthly standing order basis. Receipts should be issued for cash subscriptions. Standing order payment is the prefered method of payment.

5. Executive Committee
The affairs of the association shall be carried out by an executive committee elected annually at the AGM, which shall be empowered to conduct the general administration of the association.
The executive committee shall consist of the president, the vice-president, the secretary, the joint secretary, the treasurer, youth representative (between 12-18 years of age at the time of election) and four other ordinary members. Two of the ordinary member post is reserved for women. Youth representative has no voting rights in the committee. All the posts are honorary.
All members of the committee shall serve a period of one year in the office. A person cannot hold an executive member post if the subscription is in arrears or if he/ she leave the Lincolnshire regions. Vice president Post is reserved for women. 50% or more of the executive committee members will make the quorum for all meetings.The executive committee shall meet together for the planning organizing and ministering the activities of the association.
Any member may attend any executive committte meeting and express their views; however, only executive committee members (except youth representative) may vote at these meetings.
The secretary shall record the executive committee minutes.
The executive committee shall meet once in at least 3 months, with two weeks prior notice.
No members of the association shall serve for more than two consecutive full terms in the same position in the executive committee.
If, in the judgement of the executive committee, an executive committee member fails to discharge his/her duties or act to the detriment of the association,that member be removed from the position by a two third majority decision in a duly called executive meeting. For this all the executive members should vote, (except the youth representative), either in person or by post on a signed paper.The aggrieved party, however may appeal the decision to the general body.

6. Annual General Meeting
The annual general meeting shall be held in the month of April every year giving 3 weeks notice, inviting members of the association and new executive committee will take over charges as of May 1st every year. The regular business of AGM shall be to receive and pass the annual report, financial statement and to elect the executive committee and the auditor/s. Thirty percent of members will form the quorum for the AGM.

7. Responsibilities
Executive committee
A. Approval of the programs for the year.
B.Submission of the budget to the general body
C.Provision of an annual audit of the accounts
D.Smooth running of the association

The President
The president shall be elected in accordance to the procedure at election, who shall represent the association on all formal occasions and shall represent and shall be the chairman on all meetings. He/she shall provide leadership and guidance to members within the framework of the constitution. He shall be an ex-officio member of all subcommittees. The president may have a second or casting vote on the event of a tie. The president will serve as a spoke person for the association, either in person or through delegation.

The Vice President.
To assist and where necessary stand in for, the president. Advice and assist the executive committee. This post is reserved for women.

The Secretary
The secretary shall be the chief executive officer responsible for conducting the affairs of the association. He /she shall be responsible for maintaining records viz minutes of meetings etc. He /she shall provide leadership and guidance to members within the framework of the constitution. He shall monitor all activities of the association and take appropriate actions as and when necessary within the framework of the constitution. He/She shal l convene the general body at the request of the executive committee and keep an official roster containing the address and telephone numbers of all the members.

The Joint Secretary
To assist and when necessary stand in for, the secretary. In addition he/she will be responsible for the management of a website.

The Treasurer
The treasurer shall responsible for the executive committee and members of the association for the accounts and shall not spend any funds of the association without the approval of the executive committee. He shall keep adequate records of all financial transactions and make available for auditing and presentation, collect and disburse the operating funds as directed by the executive committee. Cheques issued in the name of the association by the treasurer should be countersigned jointly by the President, vice president or Secretary.

8. Election
Any two or more members of the association may nominate candidate for various positions in the committee at an AGM and should have majority support of the members present at AGM. In case of more than one candidate for one position, election shall be held with a secret ballot on the day of AGM. All members of the associations whose subscription are not in arrears as of January of that year shall have the power to cast the vote on issues and resolution. All resolutions can be carried out on a simple majority in committee and in annual AGM except for constitution amendment which requires a two third majority in the general body. A person cannot stand and be elected for the same post more than 2 times in a row. He /She can be elected for the same post after 9 months. A vacancy arising in any position of the executive committee can be filled by election at a duly called general body meeting of the association and the duration of the post will be until completion of term of that committee.

9. VOTING RIGHTS
Each individual member shall have one vote and each family shall have two votes, one per spouse. Only those members who have paid the prescribed membership fee as at January 31 will have voting rights. All resolutions can be carried out on a simple majority of those present except changes to the constitution. Any changes to the constitution should be considered only if two-third of the executive committee members are present and there is approval from two third of the voting committee members present. Only members who are eighteen years of age or older are eligible to vote and hold any elected office except for the youth member. Guest members shall have no voting rights.

10. Amendment
The executive committee may, if it thinks fit make proposal for the amendment of the constitution. Any such proposals will have no effect unless it has been passed by the executive committee and then by two thirds members present at the AGM.

11. 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 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.

12. Accounts and Audit
The accounting year of the Association shall be the financial year. (Currently April to March)
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. Any money withdrawals from bank will need 2 signatures.
The accounts of the Association shall be audited by the auditor/s approved by the general body and the audited accounts should be distributed to the members of the Association upon request. Auditor/s shall be appointed in the first general body meeting.

13. Use of Assocaiation funds.
The funds can be used for the cultural, social activites of the association, including food, on approval by the executive committee. Subscription amount, fundings from government organisations/ councils shall not be used for providing alcoholic drinks. Use of association funds for charitable purpose should have the approval from General body, except in circumstances where the funds were collected for a specific purpose, as authorised by the executive committee.

14. Properties.
All inventories of properties and documents including correspondence, publication and accounts relating to the association activities belong to the association.Their counterparts shall deliver all documents, data, properties of the association to the newly elected officers of the no later than First of May. A verified and appropriately signed itemized list of the documents transferred shall form part of the documents. 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 on approval by general body meeting.

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