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CONSTITUTION AND BYLAWS

OXFORD MALAYALEE SAMAJAM

05, Nuffield Road, Headington, Oxford, OX38RQ

TABLE OF CONTENTS

PART I: OXMAS CONSTITUTION                                   

ORGANIZATIONAL    NAME                                                        

OBJECTIVES

AIMS

AREA OF OPERATION

MEMBERSHIP

FISCAL YEAR

EXECUTIVE

DUTIES OF THE ELECTED AND APPOINTED OFFICERS

MEETINGS

ELECTIONS

DISPUTES

DISSOLUTION

BYLAWS

PART II: APPENDIX

A. RULES OF ORDER AT AGM

B. ORGANISATION CHART

PART I: OXMAS CONSTITUTION

ORGANIZATIONAL    NAME    

CONSTITUTION ARTICLE A.1

ORGANIZATIONAL NAME

A.1.01

The name of this organization shall be the Oxford Malayalee Samajam. The organization shall be referred to in this constitution and bylaws as OXMAS and/or as the Samajam.

OBJECTIVES

CONSTITUTION ARTICLE A.2

OBJECTIVES

A.2.01

Oxford Malayalee Samajam (OXMAS) is a cultural association of the people of the South Indian State of Kerala in Oxford. Its main objectives are to promote, encourage and engage its members and preserve the heritage and culture of Kerala.

A.2.02

To protect the interest of its members

A.2.03

To gather 4 times a year namely, New Year, Vishu and Easter, Onam and Christmas. This provides the members to celebrate different festivals and integrate culturally and religiously.

A.2.04

To promote social and cultural events for children and adults

A.2.05

To sponsor and promote such athletic, social, and any other activity, that may contribute to the building of the organization.

AIMS

CONSTITUTION ARTICLE A.3

AIMS

A.3.01

To provide an opportunity for the members within the boundaries as set down in this constitution, to integrate, socialize and participate in the events according to the rules and regulations as set forward by the association.

A.3.02

The motto for OXMAS will be ‘Pro knowledge: Pro service’.

A.3.03

To cooperate and work with the Oxford City Council and other associations in Oxfordshire

AREA OF OPERATION

CONSTITUTION ARTICLE A.4

AREA OF OPERATION

A.4.01

The territorial boundaries for the OXMAS will be the geographical area comprising of the city of Oxford, villages of Kidlington, Bicester, Abingdon, Wallingford and Banbury.

MEMBERSHIP

CONSTITUTION ARTICLE A.5

MEMBERSHIP

A.5.01

Membership shall be given to all parents and their children for a fee of £10.00 and a monthly rate of £5.00 per person. Membership will have to be approved by the OXMAS committee and is usually for life. Children will not be charged any membership fee. Children should subscribe the membership amount as soon as he/she become 18 years of age.

A.5.02

Copies of the constitution and bylaws shall be made available on request to members of OXMAS. The constitution and bylaws may also be posted on the OXMAS Internet website at the discretion of the executive.

A.5.03

The elected officers shall be elected at the Annual General Meeting, held between December 15^th and January 15^th of every year. Each officer shall live within the boundaries as set down in this constitution and must be a member in good standing with OXMAS. Any type of disciplinary action shall vacate the good standing for three years. If there are no interested members that meet the criteria for office, then the membership may solicit nominations from the floor during the Annual General Meeting to fill those positions. Should there still be no OXMAS members interested in filling any elected positions on the executive, then the newly elected executive shall have the authority, at the beginning of the new fiscal year (as defined by Section A.6.01), to appoint one individual to each of the available position(s). A person appointed to an elected executive position will have the same rights, responsibilities, accountabilities, and authority, as if the person had been duly elected.

NB-AGM amended 2021. The members who have completed Oxmas membership form and set up direct debit those who completed one year with membership and direct debit set up are eligible to participate as a candidate for Oxmas election. Members who have not set up direct debit or any pending subscription are not allowed to be a candidate for any of the position in Oxmas Election.

AGM Amended-

Once a Oxmas member is elected to the positions of Oxmas President, Secretary or Treasurer, that person will not be re-elected for a period of three Terms after the expiry of that terms. “You shall not be able to compete in the election for those positions up to 3 Terms”.

AGM-amended Easter Vishu 2023

Monthly subscription increased from £3 to £5

A.5.04

Elected officers shall hold office not later than first of May

following the date of their election. Term of office shall be for a two (2) year period.

A.5.05

The OXMAS executive is empowered to carry on the business of the Association at its regular Annual General Meeting.

A.5.06

The OXMAS Executive shall have the power, with proper justification, to suspend, expel or discipline any member and/or any other persons connected in any way with the Association. Suspensions, expulsions or disciplinary sanctions may be assessed for the violation of the association rules, conduct unbecoming to the association, and/or refusing to accept and obey rulings of OXMAS.

A.5.07

Members of OXMAS are required to declare a conflict of interest in matters where their vote could potentially result in their own personal benefit — financially or otherwise. Members shall not vote in such instances. The Executive will make a ruling where the question of a conflict of interest arises.

FISCAL YEAR

CONSTITUTION ARTICLE A.6

FISCAL YEAR

A.6.01

The fiscal year will be twelve-month period, commencing December 15^th and ending January 15^th following year.

10

EXECUTIVE AND TRUSTEES

CONSTITUTION ARTICLE A.7

EXECUTIVE

A.7.01

The Executive shall be as follows:

ELECTED OFFICERS or otherwise known as the ELECTED EXECUTIVE:

The Patron, The President, The General Secretary, 2 Vice-Presidents, 2 Joint Secretaries, The IT Secretary and Treasurer.

APPOINTED OFFICERS or otherwise known as the APPOINTED EXECUTIVE:

10 further members representing a region within Oxford to coordinate and communicate with the members in their representative areas. The Elected Executive reserves the right to create other appointed positions as needed or necessary. Any executive member selected to any other body will remain in that position till their tenure.

A. 7.01.a

Unless otherwise decided by the Executive, one of the vice presidents and one of the joint secretaries shall be elected from amongst the lady members of OXMAS.

A. 7. 02.

• (a) Voting on a motion may only be done if a quorum exists at a given executive meeting. A quorum is defined as 30% of the executive plus 1. The executive is defined as the complement of the elected officers and appointed officers. Unless otherwise stated in the constitution and/or bylaws, the elected officers and appointed officers may execute voting. The President will only vote in the event of a tie vote. On some issues, as stated in the constitution and/or bylaws, only the elected executive votes.
•  
• (b) Any Elected or Appointed officer who fails to attend a minimum of (3) three consecutive Regular Executive Meetings in a given year will lose their voting privileges for the remainder of that year. Any elected or appointed officer requesting a reinstatement of their voting privileges may make an appeal to the executive.

A.7.03

The OXMAS Executive and Standing Committees will be as set forth in the bylaws.

A.7.04

It is the responsibility of each newly elected Executive to make reasonable and regular efforts to keep the membership informed as to the details of the decisions rendered at the Annual General Meetings.

A.7.05

The OXMAS Executive shall produce and make available an organization chart at the start of each new fiscal year. See Appendix “B” in the OXMAS By-laws.

B.TRUSTEES FOR CHARITY PURPOSE

B.7.01 The Patron, The President, The General Secretary, 1 Vice-President, The IT Secretary and Treasurer are liable to manage and run the charity.

B.7.02. AGM which conducts the election should appoint the trustees and handing over the charges will be done the same day/the very next executive committee meeting of the newly elected executive.

DUTIES OF THE ELECTED AND APPOINTED OFFICERS

CONSTITUTION ARTICLE A.8

DUTIES OF THE ELECTED AND APPOINTED OFFICERS

A.8.01 The Patron

• (a) Shall act as an advisor to the President and the Executive and must be a member in good standing.
•  
• (b) Shall perform such duties as may be assigned by the Executive.

A.8.02 PRESIDENT

• (a) The President, when available, shall preside at all meetings of OXMAS and be a member in good standing.
•  

(b) Shall be empowered to have a meeting at the request of three or more members of the Executive.

• (c) Shall perform all duties as directed by the Elected Executive.
•  
• (d) The President or an appointed delegate from the Elected Executive (as per A.7.01) and/or Appointed Executive (as per A.7.01) shall represent OXMAS at all meetings or any other meeting at which the Executive feels the OXMAS should be represented where and when possible.

•  (e) The President shall not participate in debate while presiding as chair of a meeting except in the case where the President has brought forth a motion.

A.8.03 VICE-PRESIDENTS

• (a) Shall perform such duties of the President if absent. While acting in that capacity shall vote only in the event of a tie and be a member in good standing.
•  
• (b) Shall perform such duties as assigned by the President and/or the Elected Executive of OXMAS

• (c) Shall be primarily responsible for leading all aspects with respect to the operation of the association and dealing with issues that pertain to the association.

A.8.04. GENERAL SECRETARY

• (a) Shall keep an accurate record and distribute the minutes of all Executive Meetings, Committee Meetings, and General Meetings, to all Executive members, and other persons the Executive deem necessary and be a member in good standing.
•  
• (b) Shall carry out correspondence, to answer inquiries at the direction of the Executive.

• (c) Shall notify the Executive of the time, place, and date of meetings.

• (d) Shall assure the proper processing of all contracts.

(e) Shall be the custodian of all books, papers, records,

documents, and other instruments belonging to the OXMAS.

(f) Shall carry out all duties as assigned by the Elected Executive.

A.8.04. INFORMATION TECHNOLOGY (IT) GENERAL SECRETARY

• (a) Shall be in charge of the OXMAS web page.
•  
• (b) Shall carry out correspondence, to answer inquiries at the direction of the Executive on the OXMAS web page.

• (c) Shall work with the treasurer and maintain the electronic records of membership, payments and other activities of OXMAS.
•  (d) Shall carry out all duties as assigned by the Elected Executive.

A.8.05 TREASURER

• (a) Shall deposit all funds received into a Bank approved by the Elected Executive in a timely manner and be a member in good standing.
•  
• (b) Shall pay all accounts by cheque, signed by the Treasurer, President, or Vice President or any other officer as authorised by the Elected Executive to countersign and be a member in good standing.

•  
• (c) Shall keep an accurate record of all monies received and disbursed and report the same at each membership and executive meeting.
•  
• (d) Shall present an Interim Financial Statement at the Annual General Meeting.

• (e) Shall report at each Executive meeting any unusual items, unpaid fees and balances of all accounts.

• (f) All bank statements of OXMAS will be delivered to the OXMAS Post Office Box and be collected by the secretary; left sealed and then opened by three Executive members, not including the Treasurer. All entries will be reviewed before being turned over to the Treasurer.

• (g) The Treasurer shall not pay any invoice until approved by the Executive. The Treasurer shall pay no invoice that is not an original and shall never pre-sign any OXMAS cheques for any reason.

A.8.06 APPOINTED EXECUTIVE COMMITTEE MEMBERS

The duties of the individual appointed members will be outlined at the quarterly meetings and will be approved by the elected executive.

MEETINGS

CONSTITUTION ARTICLE A.9

MEETINGS

A.9.01 REGULAR EXECUTIVE MEETINGS

 (a) The President shall call regular executive meetings. Regular executive meetings shall be held at least once a month during the fiscal year.

 (b) A quorum shall consist of a simple majority (defined as 30% of the Executive plus 1) of the Executive (which includes both the elected and appointed officers), including the immediate Past President and General Secretary.

(c) Any amendment or change to the bylaws made by the Executive must be approved by a simple majority of the members (elected + appointed) in attendance and shall only have force for the remainder of the year.

(d) Only members in good standing of OXMAS shall be eligible to vote at these meetings.

A.9.02 ANNUAL GENERAL MEETING

(a) The President shall call an Annual General Meeting that will be held between December   and January of each year, for the purpose of changing the constitution and bylaws and electing the new elected officers.

(b) The Executive shall appoint a nominating Committee of members of OXMAS at least six weeks prior to elections. The nominating Committee shall if possible, submit the names of at least two members for each office, and shall obtain their consent to run for office.

(c) All reasonable efforts will be made to notify the OXMAS membership of the date, time, location of the Annual General Meeting.

(d) All members of OXMAS will be notified of the time, date, proposed agenda and location of the meetings by the Secretary, at least fourteen (14) calendar days in advance of such date.

(e) A quorum for Annual General Meetings shall be 15 eligible voters.

(f) At each Annual General Meeting, the membership shall be advised of any proposed changes to the OXMAS constitution and/or bylaws. These changes may then be ratified by a majority vote of the membership at the Annual General Meeting to be put into force indefinitely. Changes to the Constitution can only be made by the membership at the Annual General Meeting.

(g) Only members of OXMAS shall attend meetings.

(h) Non-members can be invited by special invitation as approved by the Executive where such presence will be beneficial to the meeting.

(i) Only members in good standing may vote and the Annual General Meeting.

(j) Non-members may not vote.

ELECTIONS

1

CONSTITUTION ARTICLE A.10

ELECTION RULES AND PROTOCOLS

A.10.1

The Executive Committee of OXMAS shall appoint a Returning Officer (need not be a member of OXMAS) for the smooth conduct of the elections.

A.10.2

The returning Officer shall act with two committee members as scrutinizers to count ballots. The count is confidential, and the ballots are to be destroyed after the elections have been completed.

A.10.3

Nominations may be made from the floor on the election night providing that the consent of the nominee has been obtained and the said nominee is in good standing.

A. 10.4

The returning officer shall prepare ballots for elections.

A.10.5

The elections shall require a majority vote. In the event that there are more than two candidates running for any one office, a majority of votes overall will be required to elect anyone.

A.10.6

In the event of a tie, the returning officer shall see to it that a decision is made by lot.

DISPUTES

If a dispute arises between the trustees about the validity or propriety of anything done by the charity trustees under this deed, and the dispute cannot be resolved by agreement, the trustees party to the dispute must first try in good faith to settle the dispute by mediation before resorting to litigation. In any unavoidable circumstances like split in organization, the charity ownership will go with the party who hold majority of members in good standing.

DISSOLUTION

1. The trustees may dissolve the charity if they decide that it is necessary or desirable to do so. To be effective, a proposal to dissolve the charity must be passed at a AGM or Special General meeting by a two thirds’ majority of the members present. Any assets of the charity that are left after the charity’s debts have been paid (“The net assets”) must be given:
2. To another charity (or other charities) with objects that are same or similar to the charity’s own, for the general purposes of the recipient charity (or charities); or
3. To any charity for use for purposes which fall within the charity’s objects.

(2) The Commission must be notified promptly that the charity has been dissolved and, if the trustees were obliged to send the charity’s accounts to the commission for the accounting period which ended before its dissolution, they must send the commission the charity’s final accounts.

BY-LAWS

ARTICLE B.1 MEMBER ENTRY REGULATIONS

B.3.01

Any member residing within the boundaries as defined in the Constitution, and any child residing within the boundaries are eligible for membership unless there is a dispute.

B.3.02

All members registered with OXMAS must pay the full Fee as specified on the registration form at the time of registration (e.g., in person, by mail, or on-line). The full payment may be made by one of the following methods: cash, cheque, or direct debit.

B.3.03

At the time of Registration any member who for reasons beyond his/her control cannot pay the membership Fee, the Committee or his/her appointed representative will present the case to the Executive. The member will not be allowed to participate in any of the events until the Executive has ruled on the case.

APPENDIX A: RULES OF ORDER AT ANNUAL GENERAL MEETINGS

President’s welcome address

Address by Patron

Annual report of the General Secretary

Annual report of the Treasurer, available to each member

Changes and amendments to the Constitution, bylaws and rules

Election of Elected Officers

New Business

Good and welfare of OXMAS

Meeting adjourned

APPENDIX B:

ORGANISATION CHART

EXECUTIVE OFFICE BEARERS:

THE PATRON

THE PRESIDENT

VICE PRESIDENTS

GENERAL SECRETARY

IT SECRETARY

JOINT SECRETARIES

TREASURER

Executive Committee Members