Constitution of J / Karainagar Hindu College Old Students Association – Canada
- Name:
This Association will be called J/ Karainagar Hindu College Old Students Association – Canada. In the following clauses, it will be only mentioned as Association. Where the word school occurs in the constitution, it would mean J/ Karainagar Hindu College. K.H.C. means Karainagar Hindu College, O.S.A. means Old Students Association. The earlier name J/ Dr.A.Thiyagarajah Madya Maha Vidyalayam and the new name J / Karainagar Hindu College refers to one and the same school. The School was known by several other names, such as Thirugnanasampanthar Hindu English School, Karainagar Hindu English School, Karainagar Hindu College J / Dr.A.Thiyagarajah Madya Maha Vidyalayam etc: in the past – but now the Sri Lanka Government and / or the Provincial Education Department Authorities have racognised the name J / Karainagar Hindu College and this new name will prevail.
- Office:
The Office of this Association will be 3875 Sheppard Avenue, Apt # 411 Scarborough ON. M1T 3L6 Canada. The Executive Committee of the Association can decide to change the Office to the address of the Secretary or any other suitable place. All files, minutes books, records and other documents of the Association shall generally be kept at this address and if the Executive Committee decides to change the address, at the new place.
- Aims and Objectives:
(a) To promote, foster and sustain feelings of attachment, gratitude, and reverence to the Alma Mater amongst the old students of their old school
(b) To create a common bond, camaraderie, and togetherness amongst the old students of K.H.C., domiciled in Canada and U.S.A., through organized social and cultural events and activities.
(c) To facilitate and equip the Alma Mater whenever the need arises for resuscitating and maintaining the high education ideals, standards and traditions of the school.
(d) To organize possible funding for construction, repair and rehabilitation of the Alma Mater or for any other needs, whenever the need arises or the call is made and when the Authorities are unable to secure funds locally.
(e) To provide a forum for discussion and exchange of views on matters of common concern and interest affecting the welfare of the old students of K.H.C. domiciled in Canada and U.S.A.
(f) To recognize and to participate collectively in such activities as are designed to promote close integration of the Association members with the multi-cultural, socio-economic and political life of Canada.
(g) To have mutual friendly relationship with Canada Karai Cultural Association (C.K.C.A.), which looks after the interests of people of Karainagar origin, now resident in Canada, and mutually assist each other, without infringing into each others’ activities.
(h) To raise funds by organizing functions, cultural shows, music recitals etc:, without duplicating such activities carried out by C.K.C.A., and any other legitimate means, like calling for donations from members and other well-wishers to meet the expenses required to fulfil any of the items referred in paragraphs (c) and (d) above.
- Membership:
(a) Ordinary Members:- All old students and teachers and other staff of this School (By whatever name this school was called during their school days) and now domiciled in Canada And U.S.A. are eligible for enrolment as ordinary members of this Association.
(b) Associate Member:- If any old students or teachers or other staff of this School ( By whatever name this school was called during their school days) and now domiciled in any other country other than Canada or U.S.A. and outside Sri Lanka or Children or spouses of Old Students or teachers or other staff of this School ( By whatever name this school was called during their school days) and now domiciled in any foreign Country outside Sri Lanka ( but including Canada and U.S.A.) wish, he / she can apply and be enrolled as an Associate Member of this Association.
(c) If a person, eligible for ordinary membership, on payment of annual subscription of $ 10/-, applies and the Executive Committee approves same, that person will be considered as a member. Such member will be entitled to participate in all activities of the Association and cast his votes in the meetings. The Associate members too should apply for membership and pay the annual subscription of Canadian $ 10/- and the Executive Committee will consider and approve same. All notices and intimations originated by the Executive Committee will be sent to them as well. They can, if possible, participate in the general meetings and express their views. But they will not have voting rights and they will not be eligible to contest for any posts in the Association. They can also express their ideas and views by post or e-mail. Such views or ideas will be tabled at the Executive Committee meetings or general meetings and the decision will be conveyed back to them,.
(d) Every member should pay the annual subscription of $ 10/- on or before 31st December, to continue his / her membership for the following year.
(e) The annual subscription of $ 10/- per member per year (Up to 31st December of that year) may be altered by the Executive Committee
(f) Life Members:- Members and associate members, if they prefer, can pay 10 years subscription in one lump sum, and apply for life membership. If and after approval by the Executive Committee, Any change made in the annual subscription, thereafter-vide paragraph (e) above, will not affect the life membership of such life members..
(g) Donations:- Members are encouraged to contribute any amount as donations, at any time, for the School’s development.
- Losing Membership:
A member will lose membership if he / she voluntarily leaves or on disciplinary grounds taken by the Executive Committee for his/her actions against the rules and regulations of the Association or if the Executive Committee feel that the member’s general behaviour and actions would bring a bad reputation to the Association.
- Office-Bearers:
(a) .President Ex-Officio: The Principal of J/ Karainagar Hindu College for the time being shall be the President Ex-officio of the Association.
(b) An Executive President (Hereinafter referred as President), a Vice President, General Secretary, an Assistant Secretary, a Treasurer, an Assistant Treasurer and 5 Executive Committee Members will be elected by the general membership at the Annual General Meeting, every second year, commencing year 2016 ( Please also see clauses 8 (a) and 13) . The Office-Bearers shall hold Office for a period of (about) two year until the next Annual General Meeting unless they jointly resign or if expelled by vote of no confidence by the general membership.. They shall be eligible for re-election at the end of their term of office. The Executive Committee has authority to fill any vacancy that may occur during the course of the year from amongst themselves and/or from the general membership.
- Powers and Functions:
Executive Committee: Shall remain collectively responsible to the General membership for the initiation and execution of policies and programs designed for the attainment of the aims and objects of the Association. Implement the decisions taken by the Members at the General meetings. Appoint sub-committees as and when required and grant them necessary duties and functions. Check and approve applications for membership.
a)The President
1.Shall preside over all the meetings of the Association. 2.Shall be responsible for the proper conduct of the members at all meetings of the Association and for implementation of all decisions arrived at in all meetings of the Association 3.Shall be vested with all executive powers which he/she shall exercise in consultation and with the approval of the Committee.
(b) The Vice President:
He/she will assist the President in all his/her tasks. He/she shall perform the functions of the President in his/her absence or if the President directs him/her to do so.
(c) The Secretary
(i) Shall be generally responsible for all organizational and secretarial work of the association acting under the direction of the Executive Committee. (ii) Shall in consultation with the President prepare the agenda for all the meetings of the Association.
(iii) Shall maintain a faithful record of the proceedings, discussions and resolutions and resume of discussions in all meetings of the Association in accordance with the provisions of the constitution and shall submit the minutes of such meetings for approval by the respective bodies.
(iv) Shall summon all meetings as and when necessary on the advice of the President.
(v) Shall co-ordinate the work of the Sub-committees as and when they are set up and act as a liaison between them and the Executive Committee.
(vi) Shall be the custodian of all documents, papers and moveable and immovable articles belonging to the Association.
(vii) Shall prepare the Association’s annual report up to 31st December, get approved by the Executive Committee and circulate with the Treasurer’s audited statement of accounts referred in paragraph 17, notice of the next annual general meeting, and notice calling for applications from members to contest for the posts of Office Bearers for the ensuing year, to all members, at least 3 weeks before the meeting date. He shall also circulate the agenda of the meeting, List of contestants for the different posts and resolutions or proposals of which any member had given notice and which the Executive Committee had approved, well ahead of the meeting.
(viii) Shall maintain up to date Members’ List with full details of Members’ addresses, telephone numbers, e-mail addresses etc:
(d) The Assistant Secretary:
He/she will assist the Secretary in all his/her tasks. He/she shall act for the Secretary, in his/her absence or if the Secretary directs him/her to do so.
(e) The Treasurer:
(i) Shall be the custodian of the finances of the Association.
(ii) Shall deposit all funds received on behalf of the Association into the bank accounts of the Association within one week of receipt.
(iii) shall receive and disburse all funds on behalf of the Association in accordance with the decisions and directions given to him/her by the Executive Committee.
(iv) Shall issue receipts for all collections of funds.
(v) Shall maintain at all times proper receipts or vouchers in authentication of the expenses of the Association.
(vi) Shall maintain accurate records in proper format and shall submit at every regular Executive Committee Meeting, a complete statement of the financial transactions of, and pertaining to, the Association, since the last Executive Committee Meeting.
(vii) Shall prepare and submit comprehensive accounts and balance sheet for the year ending 31st December in proper format and submit to the Auditor through the Executive Committee before 15th January next year.
(viii) Shall make available all financial records pertaining to the accounts of the Association for inspection by the auditor and/or by a member or members of the Association as and when he/she is directed to do so by the Executive Committee of the Association.
(f) The Assistant Treasurer:
He/she shall assist the Treasurer in all his/her tasks. He/she shall act for the Treasurer in his/her absence or if the Treasurer directs him/her to do so.
- Annual General Meeting:
(a) Should be held every year before 30th April. Prior notice of any resolutions to be taken up or proposal to be discussed at the annual general meeting should be forwarded to reach the Secretary at least 2 weeks before the due date of the annual general meeting. The Executive Committee will decide whether to accept these resolutions or proposals. Any proposals to make changes to the constitution, the Secretary’s annual report and Treasurer’s audited accounts will be discussed and approved at this annual general meeting. The election of Office Bearers ( Vide clauses 6 (b) and 13) will also be held at this meeting every alternate year).
(b) Special General Meeting: A Special General Meeting may be called by the President or Executive Committee or on a written request made by not less than 25 members for any valid reasons. Any matter not mentioned in the agenda can be considered or decided in the special general meeting.
(c) Ordinary General Meeting: Whenever necessary, may be called by the Executive Committee.
- Executive Committee Meeting:
Should be held once in 2 – 3 months or whenever necessary. If ordered by the President or on the written request made by more than five Executive Committee Members, the Executive Committee Meeting should be called. If a Member is absent for three consecutive committee meetings without any proper intimation, he/she may be considered as having vacated office, and replaced by suitable appointment from the general membership by the Executive Committee.
- Notice of meetings:
Two weeks’ notice for annual general meetings and ordinary general meetings, Seven days’ notice for special general meetings and seven days’ notice for Executive Committee Meetings should be given. In case of urgent circumstances, these notice restrictions could be relaxed.
11.Quorum for meetings:
For annual, special and ordinary general meetings, one fourth of the membership or not less than 25 members should be present. For executive committee meetings, minimum 5 members should be present.
- Voting rights:
All members accepted by the Executive Committee and who had paid their subscriptions regularly, have voting rights. The President has an additional vote in the event of a tie, in addition to his regular vote. Voting can take place by raising hands or by secret ballot if the house so wish.
- Election of Office Bearers:
The election of Office Bearers will be held once in two years, commencing from 2016 ( vide clauses 6 (b) and 8 (a) ).
The Executive Committee may decide to nominate a Senior, distinguished member, who is not interested in contesting for any post in the Executive Committee, to act as an Election Officer for the election of Office Bearers. The Executive Committee Members will extend their full support to the Election Officer to carry out his work. The Election Officer’s work may be limited for the receipt of nominations and submitting the applications to the Executive Committee or up to the conduct of elections and announcing results at the Annual General Meeting.
Written applications will be invited from Members, three weeks before the annual general meeting date, to come forward and apply for any post of Office Bearer and the Office-Bearers elected from amongst the Applicants at the annual general meeting. It is preferable that by mutual consensus, members of different age groups, different localities in and around Karainagar where they were born and grew up, different areas where they now reside in Greater Toronto Area, and of both sexes are elected to the Executive Committee. The general membership may also be called to appoint as liaison Officer one member each from Ottawa, Montreal and U.S.A. to co-ordinate the Association’s activities with the members from those areas.
- Financial year:
January 01st to December 31st will be the financial year.
- Association funds:
(a) The Association should deposit its funds in the bank or banks approved by the Executive Committee.
(b) To operate the bank accounts, the Treasurer and President or Secretary should be the signatories.
(c) All payments due from the Association to anyone should be made by cheque, as far as possible and such payment, if exceeding $ 50.00 should have the approval/covering approval of the Executive Committee.
(d) The Treasurer can possess an amount not exceeding $ 100.00 in cash with him to meet sundry expenses of the Association.
- Changes to the Constitution:
Any changes, additions or deletions should not be made to any clauses in this constitution, except if accepted by more than2/3 of those present at an annual general meeting. If any doubt arises about any clause in this constitution or any matter not referred in the constitution, the executive committee can decide on such things and act accordingly. But such decisions should be referred to the next general meeting for approval. Any member can submit written comprehensive proposal for any amendment to the constitution, he/she feels necessary, to the Executive Committee, who after deliberations, if accepted, take action to submit to the General Membership at a general meeting, for approval.
- Audit:
An auditor elected at the annual general meeting will audit the accounts of the Association. The Executive Committee after examination and approval of the final accounts return and balance sheet submitted by the Treasurer in the first half of January shall submit the accounts return to the Auditor before 31st January. The audited statement of accounts should be circulated amongst members in terms of paragraph 7(c)(vii).
- Patron:
A Patron, an old Student of this School with high standing, character and demeanour reflecting the long cherished traditions, values and ideals of the Alma Mater shall be chosen at the annual general meeting of the Association. The Patron shall hold office during his/her pleasure. Though the Patron will not interfere in the day to day activities of the Association, he/she will listen to any grievance from any member and endeavour to seek redress. The patron’s advice should be sought and followed by the President or any other Office Bearer, if any difficulty is encountered in conducting the affairs of the Association. The Executive Committee may decide to invite the Patron to attend their meetings as an Observer and advice on their plans and other activities.
- Board of Trustees:
The President, Secretary and the Treasurer will be the members of the Board of Trustees of the finance, inventory items and documents of the Association. If a situation of non–functioning of the association arise, the Board of Trustees should take action to hand over the Association’s finance, inventory items and all documents to the Principal of the school.
- Vote of no confidence:
The general membership has the right to bring vote of no confidence on any Official. Written motion signed by minimum 30 members should be submitted to the Secretary, and the motion will be taken up at a special general meeting, debated, and if approved by more than 50% of the Attendees, will be passed.
- Sub-Committees:
The general membership at any general meetings or the Executive Committee on its own initiative, can appoint sub-committees with a chairman and a convener, as and when necessary, to prepare and submit reports on specific issues or subjects or to organize the annual and special functions and events of the Association. The President, Secretary and the Treasurer or their deputies shall be ex-officio members of such sub-committees. The other members of this sub-committee will be the ordinary members of the Association and/or members of the Executive Committee. The number of members of this committee will be decided by the appointing authority. Such Committees shall have, subject to being accountable and answerable to the Executive Committee, full executive authority for the performances and fulfillment of the functions or tasks entrusted to it.
- Web Site:
The O.S.A’s website “karaihinducanada.com” will be regularly updated by the web master appointed by the Executive Committee. The web master will be guided by the President and Secretary. The web master can also consult the Principal to obtain news about the school events and achievements, which are available to media. The Executive Committee may also appoint a correspondent from Karainagar in consultation with the parent body of the O.S.A. to forward news about school and photographs of school events. The web master, if not a member of the Executive Committee, will be appointed as an Ex-Officio Committee Member.
The O.S.A’s website “karaihinducanada.com” will only publish news, events activities photographs etc: concerning our school, its staff and students and / or old students, staff, their spouses, children and family members. As an exemption, in view of the good relationship maintained by other Associations related to Karainagar, with our Association, any short notifications or news related to events organised by such Association, if sent to us by them and if not controversial, will also be published. However, if any member, including President / Secretary / Treasurer / Webmaster desires any other news, not governed by the above guidelines, published, the matter should be referred to the President, Secretary, Treasurer and the webmaster by phone or e-mail, and approved by at least three of them, before publication.
