Constitution of Shree Sorathia Prajapati Community UK (Established 1983)
RULE 2. AIMS & OBJECTS:
2.1 The objects 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 objects 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 to accept any funds
which impose unreasonable conditions)
2.2(b) Affiliate of become affiliated to any charitable body having charitable purposes.
2.2(c) To do any 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 that 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
3.2(a) Members above under 3.1(a) & 3.1(b) shall enjoy privileges of a life
3.2(b) The each type of membership shall include wife/husband and their dependents under the
age of 18 years and retired pensionable age parents to participate in social functions.
RULE 4. RIGHTS OF THE MEMBERSHIP:
All the members will have right to speak, and participate in debates and activities and give
vote in the general meetings and stand to be elected.
RULE 5. VOTING:
5.1 Each paid up member present at meeting (whose subscription is fully paid to the date of
each meeting) shall be entitled to a vote.
5.2 Proxy votes shall not be allowed.
5.3 Voting shall be by show of hands unless decided by the meeting to vote by ballot papers.
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 each branch shall form the National Executive
Council of the National Organisation.
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 25 (twenty five) paid members of such branch.
8.3 The National Executive Council shall perscribe 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 AND DUTIES OF THE BRANCH MANAGEMENT COMMITTEE:
9.1 The management committee shall be responsible to work within the frame work 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 committees.
9.4 The management committee shall, from time to time, appoint such sub-committees as may be
deemed necessary and may determine their terms of reference, powers, durations, 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 member
will take his place.
9.6 The management committee shall have right to spend as their requirements and activities
for functions.
9.7 The management committee shall collect subscriptions, donations, and any other
necessary funds
recommended by the National Executive Council.
9.8 The management shall be present the full report of the activities and accounts to the
every biennial general meetings.
9.9 The management committee shall direct and apply all the resources of money and property
solemnly towards the enhancement and execution of the objects of the National
Organisation laid 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 be the members of the National Executive
Council. Auditor shall be nominated from the general members.
RULE 11. FUNCTIONS AND POWERS OF 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 purpose 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 remunerations from the National Organisation in capacity
(proper bona fid 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 Organisations 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 right to preside at all
meetings and supervise the conduct of all activities.
The President shall have casting vote only.
The Presidents discretionary verdict shall be final and accepted. The Vice-President
shall deputize 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 the 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 meetings. 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
expentature. He shall make no payment unless approved by the president or secretary. He
shall keep up to date record of the paid members. He shall present the biennual audited
accounts to the biennual 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 auditted biennual 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 decides.
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. Their term of office
shall be for five years. They shall act to the wishes and descretions of the National
Organisation
RULE 15. FAILURE TO APPOINT:
The proceeding of the committee shall not be invalidated by any procedural failure to
appoing or any defect in the appointment or qualification of any member.
RULE 16. CLASSIFICATION OF MEETINGS:
16.1 Management Committee Meetings: The branch Management committee meetings 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 try to resolve the branch problems and if necessary
obtain help and guidance from the National Executive Council. The committee shall have
the power to adopt and issue standing orders and rules in the welfare of the community.
16.2 Extraordinary Meetings: Extraordinary meetings shall be called when thought fit.
16.3 General Meetings:
Such meetings may 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 relavent
to object of the National Organisation.
16.4 Biennual General Meetings:
Such meetings shall be held at the end of two years term or as soon as practicable
thereafter. Written notice shall be given to all the members at least fourteen days
before the date thereof. Such meeting shall be presented with full reports and accounts
for the preceeding term and such meeting shall elect offic bearers for the next two
years term. The president shall chair this meeting.
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 not less than 2/3 of the
members of the committee present and voting. A resolution for the alteration of the
constitution must be recieved by the Secretary at least 28 days (clear) before the meeting
at which the resolution is to be brought forward. Atleast 14 days notice of such
meeting must be given by the Secretary to the members and must include notice of the
alterations proposed. No dissolution or addition shall be made to objects clause, this clause
or the dissolution clause. No amendment shall be made to any other clauses which would cause
the National Organisation to cease to be a charity in-law.
RULE 19. DISPUTES AND INTERPRETATION
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 in all matters.
Decision of the National Executive Council shall be binding on all the 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 that effect passed at special
general meeting, subject to the following conditions:
20.1 Not less than 50% voting members propose such a resolution
20.2 At least 3/4 of the voting members actually present at the meeting shall be required to
vote in favor to effect the dissolution.
20.3 All surplus, funds, properties, belongings, assets etc. should be given to charitable
institutions or bodies connected with Hindu religions, or to such charitable objects as
may be decided upon at the said special general by an ordinary majority.
This constitution of Shree Sorathia Prajapati Community U.K. was approved and adopted in National
Executive Council's Committee Meeting held in Birmingham on 27th February 1983.
Shree Sorathia Prajapati Community U.K. was registered as an official charity on 25th March 1983.
Registered Charity number 286801