THE COMPANIES ACT 2006 COMPANY LIMITED BY GUARANTEE ARTICLES OF ASSOCIATION
Of
ESSEX TAMIL SANGAM
ARTICLE 1 NAME
Section (1) Organization Name
1.1.1 The name of this organization shall be "Essex Tamil Sangam" (hereinafter called ETS)
ARTICLE 2 PURPOSE/MISSION
Section (1) Mission
Essex has lots of Tamils and the Origin of Tamil people living and settled. This number is growing further. For decades, Tamil people from Tamil Nadu, Sri Lanka, and other parts of the globe are living here for various purposes. Tamil’s contribution to this county and the whole country on public services, Professional Jobs and Business are countless. In the last two decades, the ethnic problems prevailing in Sri Lanka uprooted the ethnic Tamils from north-eastern parts of the country to Europe and America. From the last decade, many attempts have been taken to organize the Tamil community living in Essex in various forms such as personal contacts, email groups, and social media. We once again attempt to organize Tamil people living in Essex, having felt the need for the organization for various reasons and we name this organization as Essex Tamil Sangam (hereafter, ETS), since the Tamil word "Sangam" is a historical name of the organizations used to serve for the Tamil language and community welfare. ETS shall be a non- profitable organization working for the welfare of the Tamil community living in Essex and working to build a strong relationship with local communities. The purpose of this organization is to promote the awareness of Tamil culture, Tamil heritage through social, cultural, literary, charitable, and educational activities both among Tamils and other interested people. Also, the ETS organizes gatherings and events that can convey useful to share information, enhance people-to-people connectivity, and build a relationship across the globe. The ETS wishes to keep improving mutual fellowship between Tamil and Local people and to serve as an equal opportunity platform for all Tamil people here irrespective of their professional status and nationality.
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ARTICLE 3 MEMBERSHIP
Section (1) To become a member
3.1.1 Membership in this organization shall be open to Tamil people aged 18 and above living in Essex, UK. Also, People who are interested in connecting with Tamil heritage.
Section(2) Periodofmembership
3.2.1 Membership shall be at least for 12 months
3.2.2 Members are welcome to renew their membership the following term:
3.2.2.1 Yearly membership
3.2.2.2 Three-year membership
3.2.3 Membership contribution will be £60/member. 50% concession to the
overseas Tamil student who is studying in UK
3.2.4 Contribution can be paid yearly
3.2.5 Membership shall be automatically extended if payment is made by
auto-debit. Unless members express their decision of withdrawal OR
3.2.6 Members have to renew their membership one month before their
expiration
Section (3) Good Conduct
A member shall be considered in good standing with the organization if the member meets the following criteria:
3.3.1 Pays membership dues by the deadline stated
3.3.1.1 Attends at least a meeting each quarter when organized 3.3.1.2 Performs a minimum of 10 hours of service per year
3.3.2 Always abides by and never breaks the organization's code of conduct as listed in section (6) when representing the organization
Section (4) Privileges of Members
Members who maintain good conduct are entitled to the following benefits
3.4.1 Voting rights on the organization positions excluding trustee/founding
member
3.4.2 Eligibility to contest for organization positions excluding
trustee/founding member
3.4.3 Opportunity to attend regional or national conferences or other
professional development such as addressing the media, etc. on behalf
of the organization
3.4.4 Free/Concession to get services from affiliated organizations with ETS
where available
Section(5) Equalopportunity
3.5.1 This organization shall not discriminate based on age, colour, caste, religion, gender, national origin, ancestry, disability, veteran's status, sexual orientation, or political affiliation
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3.5.2 All the recognized member of this organization has the right to appear or raise any issue to the board if the member feels that causes damage to the reputation of the organization
Section(6) Codeofconduct
Given its mission, the organization has adopted a code of ethics to guide its members, Members of the organization or whoever the Board intends, in their conduct when acting on behalf of the organization. The Code contains broad principles reflecting the types of behaviour the organization expects from them. This code shall be reviewed periodically.
Members of the organization should but not limited to:
3.6.1 Abide by the governing documents and policies of the Essex Tamil Sangam
3.6.2 As a member of the Essex Tamil Sangam, act always by the highest ethical standards and in the best interest of the Essex Tamil Sangam, its members, and its reputation
3.6.3 Respect the confidentiality of sensitive information about the Essex Tamil Sangam, its member, executive committee, and volunteers
3.6.4 Comply with the applicable UK government laws, regulations, and judicial responsibilities to create transparency in all our operations
3.6.5 Provide credible and effective oversight to the organization's work without personal, political, or communal bias
3.6.6 Not accept commissions, gifts, payments, loans, and promises of future benefits or other items of value in return from anyone who has or may seek service from the Essex Tamil Sangam
3.6.7 Not participate in the board, committee, or general body meetings to intercept
3.6.8 Not to indiscreetly use email or social media of any kind to comment on the ETS, its members, or activities that could impair the reputation of the ETS
3.6.9 Make all reasonable efforts to understand, respect, and respond to the needs and concerns of everyone working for the ETS
3.6.10 Follow the Conflict-of-Interest Policy
Section (7) Disciplinary Actions
3.7.1 Failure to meet any of the requirements listed in Section (3) may result in loss of any or all privileges listed in Section (4); and, in extreme cases, may be grounds for removal of membership
3.7.2 Loss of privileges/membership shall be determined by a committee headed by the Committee of Trustee and President, General Secretary with at least three members from the ETS posts including the President, General Secretary
3.7.3 Members being considered for disciplinary action may make appeals a single appeal to all the members of the board and defend themself
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ARTICLE 4 DUES & TREASURY
Section (1) Dues
Local dues of ETS are set at £5000/- per year.
Section (2) Dissolution
In the event of dissolution of the ETS, to the extent allowed under applicable law, after all lawful debts and liabilities of the ETS have been paid, all the assets of the ETS shall be distributed to, or its assets shall be sold and the proceeds distributed to, another non-profit ETS is organized or to one or more corporations, funds, or foundations, which shall be selected by the ETS Advisory Committee or voted upon by the existing ETS membership: provided, however, that any such recipient non-profit organization or organizations shall at that time qualify as an exempt from taxation under the provisions of Section ...... of the Internal Revenue Code, as an organization described in Section.... of the Internal Revenue Code, or the corresponding provisions of any future UK Internal Revenue Law. In the event that upon the dissolution of the ETS, Executive Committee (EC) fails to act in the manner herein provided within a reasonable time, a court of competent jurisdiction in the country in which the principal office of the organization is located shall make such distribution as herein provided upon the application of one or more members of ETS having a real interest in the organization or its assets.
ARTICLE 5 LEADERSHIP
Section (1) Committee of Directors
A Committee of Directors (CoD) shall be formed as governing body. Committee of Directors shall be minimum 3 and maximum 5 members. Subject to the articles, the directors may delegate any of the powers which are conferred on them under the articles:
5.1.1 to a committee;
5.1.2 by such means (including by power of attorney);
5.1.3 to such an extent;
5.1.4 in relation to such matters or territories; and
5.1.5 on such terms and conditions; as they think fit.
If the directors so specify, any such delegation may authorise further delegation of the directors' powers by any person to whom they are delegated. The directors may revoke any delegation in whole or part, or alter its terms and conditions. CoD shall appoint elected members as executive committee to carry out day to day business of the organization
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Section (2) Executive committee
Executive committee (EC) composed of a President, Vice President, Treasurer, Secretary, Joint Secretary will have ultimate responsibility for the acquiescence of ETS's activities with the mission, goals and by laws. This committee is elected by its members and approved by CoD.
Section (3) The following office bearers for the Executive Committee shall be elected:
• President
• Vice President
• Treasurer
• Secretary
• Joint Secretary
Section (4) The appointed officers of this organization shall include but not limited
to:
• Program coordinator
• Food Coordinator
• Woman and Children affairs coordinator
• Public relations officer
• Youth Coordinator
ARTICLE 6 ELECTION & VOTING
Section(1) VotingRights&Nominations
6.1.1 All the current members of the ETS are eligible to vote including officers and member of EC of this organization for election or
6.1.2 Nominations will be held during the month of December
6.1.3 Nominations for all open position or all positions on EC shall be received
by the electoral officer prior to Election Day meeting
6.1.4 The current EC member shall continue for the next term when there are
no nominations received
Section (2) Time of the Election
6.2.1 Election of officers shall be held during the month of December meeting of every 2 year. Exception for the year of founding and the first EC and its office bearers shall continue for 3 years
6.2.2 A special election (in case an office become vacant in mid-term other valid reason) may be held at any time agreed to by 75% or more majority of the EC members.
Section (3) Election process
6.3.1 The election process will be facilitated by the Members of CoD, Non- Tamil Patron and the senior members who lived in Essex more than 10
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years. They will serve as an electoral office and conduct the election process. They will be responsible for announcing elections results and help new office to take the charge.
6.3.2 The elected member in EC cannot function as an electoral officer
6.3.3 The election can be conducted through an online procedure by the
presence of all the members into the office on a specific day
6.3.4 The election must be completed in the last month of a year to start the
new term of the new EC members.
Section (4) Eligibility
6.4.1 Requirements to be member of Committee of Trustees:
6.4.1.1 The member who is from Tamil origin or associated with Tamil
community services
6.4.1.2 The member who associated with Essex for 10 years or more 6.4.1.3 The member who makes £1000 of non-refundable donation to
ETS
6.4.2 Requirements to nominate for a position in Executive Committee 6.4.2.1 The good member (Refer Section 3) of ETS for minimum 2 years
or more
6.4.2.2 The member who can stay in UK for at least 3 years 6.4.2.3 The members who can speak and write in Tamil
6.4.2.4 The members having willingness to work for the society
6.4.3 Requirements to be an officer
6.4.3.1 The member who can stay in UK for at least a year 6.4.3.2 The members having willingness to work for the society 6.4.3.3 The members who can speak and write in Tamil
Section(5) Term&TenureofOffice
6.5.1 The Tenure of member in the Committee of Trustees is lifetime
6.5.2 The members may, by special resolution, direct the CoD to take, or refrain from taking, specified action. No such special resolution invalidates anything which the CoD have done before the passing of the
resolution
6.5.3 The Tenure of elected and appointed office shall be for two years;
January-December
6.5.4 Any officer (elected or appointed) may be removed from office by EC and
CoD.
6.5.5 Any EC member, other than the president, can be removed by EC when
they working against the interest of ETS
6.5.6 EC committee member may initiate such removal action by the filing of
written charges and supporting evidence to the President, who will call
EC meeting within a month for the further action
6.5.7 Removal shall occur with an affirmative vote of seventy percent (75%) of
the EC and CoD, excluding the EC member under subjected to action.
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6.5.8 Should an office become vacant in mid-term, a new officer shall be chosen by (Please refer the section (2) in this article)
ARTICLE 7 DUTIES OF LEADERSHIP
Section (1) Executive Committee (EC)
The day-to-day activities of the ETS shall be conducted by duly elected office bearers called the EC, subject to the provisions under the election procedures. The EC will continue for their full term. The high-level roles of the EC include, but not limited to:
7.1.1 Responsible for the day-to-day operations, program planning and execution
7.1.2 Membership enrolment and renewals, maintain the database of membership
7.1.3 Develop program calendar and budget for the year
7.1.4 Conduct, manage and administer all recurring events
7.1.5 Coordinate activities and general policies with Committee of Trustees
7.1.6 Manage ongoing communication with the ETS members
7.1.7 Support the activities and programs of all Committees
7.1.8 Develop member participation in the ETS's programs
7.1.9 Create a partnership with the community's cultural resources
7.1.10 The EC for any fiscal year shall consist of the elected officers and officers
appointed by the President
7.1.11 The President shall expand his/her committee by appointing up to six
new members at his/her discretion. These appointed members do not carry the right to vote while the EC is fulfilling its duties in a democratic manner
7.1.12 The EC members shall exercise authority in the management and functioning of the ETS
7.1.13 In the event that a duly elected member of the EC is unable to complete the elected term of the office, the EC shall appoint a replacement for the remaining term of the committee. The appointed member shall be accorded all privileges and responsibilities of the EC.
7.1.14 The EC members shall attend a minimum of 75% of the meetings. If any of the advisor (elected or nominated) doesn't attend three consecutive meetings without any notification, the EC will send a warning communication to the member about this issue and request a response within a week. If the response is not acceptable, the EC can make a decision to terminate membership in the EC. In this situation, there is no approval of the general body required
Section (2) Committee of Directors (CoD)
The CoD members,
7.2.1 Shall advice the president and EC on framing the policies and procedures
associated with ETS's activities
7.2.2 Shall assist the president and EC on resolving administrative issues
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7.2.3 Shall be the local ambassador of ETS
7.2.4 Shall be governing body of the organization to resolve the disputes
among ECs
7.2.5 Shall guide the ETS as per UK customs and official regulation
7.2.6 Shall provide timely advice and comments to ETS
7.2.7 Two members of CoD shall have the authority to sign cheque along with
Treasurer and President
7.2.7.1 The two-signing member of CoD can be decided among the
members of CoD and recorded in AGM every year
Section (3) President
7.3.1 Shall be responsible for initiating and running all activities of the ETS
7.3.2 Appoint, with the approval of the executives, members of all special
committees as and when he/she deems necessary
7.3.3 Be the official representative of the ETS at any function when needed or
shall see that such a representative is provided
7.3.4 Shall have authority to sign documents and properly filed
7.3.5 Provide an agenda for all ETS executives and general membership
meetings
7.3.6 Be responsible for preparing the elected future leaders and see that they
are developed in experience and understanding of the objectives and
purposes of the ETS
7.3.7 Be the liaison of ETS to ensure that the provisions of the establishment
are properly observed at all times.
7.3.8 Additionally take the responsibilities of Vice-President When
organization decide not to have Vice-President position
7.3.9 The President is a voting member of the EC
7.3.10 Shall have the authority to sign cheque along with Treasurer and two
CoD member
Section (4) Vice-President
7.4.1 The Vice-President shall perform all the duties of the President during his/her absence, and any other duties assigned to him/her from time to time by the President, except the following:
7.4.2 The Vice-President shall not contractually bind the ETS in any documents without the knowledge and co-signature of the President
7.4.3 The Vice-President will not have the authority to sign checks on behalf of the organization
7.4.4 Shall carry out the activities of the Association in the absence of the President
7.4.5 Undertake particular functions which may be designated her/him by the president and/or the executive
7.4.6 Assist the president to ensure all decisions are made in accordance with the ETS law
7.4.7 The Vice President is a voting member of the EC
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Section (5) Treasurer
7.5.1 Collect all membership dues to the Organisation
7.5.2 Prepare the budget to be submitted to the EC for approval by the
appropriate date
7.5.3 Shall have the authority to sign cheque along with President and two
members from CoD
7.5.4 Shall operate the ETS's bank accounts
7.5.5 Shall receive and disburse all funds with the approval of the EC
7.5.6 Shall keep accurate records of all financial transactions
7.5.7 Shall prepare budgets and get approval of the EC for each event
conducted by the ETS
7.5.8 Shall transfer all undisbursed funds and account details to the successor
7.5.9 Present before retiring from office a written statement for the fiscal year
of his/her term and turn over in good order all documents and money
remaining in her/his possession to the ETS
7.5.10 Be responsible for collection all money made available to the ETS by
donation or otherwise, and shall deposit it to the credit of the account of
the ETS, and hold such money in trust for the ETS
7.5.11 Pay all bills need to be paid by the ETS or its authorized representatives,
except those disbursements in excess of the limit for contingent
expenses require approval by the EC
7.5.12 Be prepared to present to the ETS upon their request all financial
documents for inspection
7.5.13 Shall prepare and file tax returns each year as required
7.5.14 The Treasurer is a voting member of the EC
Section (6) Secretary
7.6.1 Have charge of all records of the ETS
7.6.2 Notify each member of the EC on the meetings of the ETS
7.6.3 Maintain an up-to-date list of all members of ETS and Associate
organizations in detail in collaboration with the Treasurer
7.6.4 Maintain an up-to-date list of all Delegates to be called for the
programs/events organized by the ETS
7.6.5 Shall be the custodian of the records, papers, minutes, constitution and
other documents of the ETS except those under the jurisdiction of the
Treasurer
7.6.6 Shall be responsible for managing the membership. This entails
maintaining the membership database accurately as new members join
and existing members renew their membership
7.6.7 Shall be responsible for supporting the EC in conducting the elections at
the proper time
7.6.8 Shall send out official communication of the ETS to the members by email
7.6.9 Be responsible for booking suitable rooms for all general, cabinet and
executive meetings and are closed and locked after the events.
7.6.10 Shall keep the ETS registered with the UK Government and other related
agencies
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7.6.11 Additionally take the responsibilities of Vice-President When organization decide not to have Joint-Secretary position
7.6.12 The Secretary is a voting member of the EC
Section (7) Joint Secretary
7.7.1 Assist the Secretary in the discharge of his/her duties
7.7.2 Keep the minutes of all meetings and present these at any time for inspection to any member of the ETS upon request in writing (the minutes of the meetings shall be in English it can be translated in Tamil
upon request
7.7.3 Should read the minutes from the last meeting, at the beginning of every
meeting
7.7.4 Represent and undertake the duties of the secretary in her/his absence
7.7.5 Perform any other duties which may be assigned to him/her by the Board
of executives
7.7.6 The Joint Secretary is a voting member of the EC.
ARTICLE 8 COMMITTEES
There shall be five standing committees, and their charge is as follows:
Section (1) Program coordinator
8.1.1 The Program Coordinator shall coordinate all the cultural programs of the ETS as directed by the EC
8.1.2 The Program Coordinator could form a committee of volunteers, with the approval of the EC to assist in carrying out cultural activities
8.1.3 The Program Coordinator shall attend the EC meetings
Section (2) Food Coordinator
8.2.1 The Food Coordinator shall be in charge of all the arrangements for the food during the ETS functions as directed by EC
8.2.2 The Food Coordinator could form a committee of volunteers, with the approval of the ЕС
8.2.3 The Food Coordinator shall attend the EC meetings
Section (3) Woman and Children affairs coordinator
8.3.1 The woman and child affairs coordinator shall be designing the programs required for woman and children and they execute the programs upon the approval of EC
8.3.2 The Food Coordinator shall attend the EC meetings
Section (4) Public Relations Officer (PRO)
8.4.1 The PRO shall maintain the ETS website, as directed by EC
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8.4.2 The PRO shall maintain all the membership, committee and e-mail list current and ensures a smooth transfer of the ETS information to the upcoming PRO
8.4.3 The PRO shall handle all the communication to the members, at the request of the EC
8.4.4 The PRO shall attend the EC meetings
Section (5) Youth Coordinator
8.5.1 The Youth Coordinator shall be in charge of all the Youth related initiatives and guide ETS youths in providing community services, as directed by the EC
8.5.2 The Youth Coordinator with the assistance of a Youth Committee Representative shall execute the youth related activities
8.5.3 The Youth Coordinator and the Youth Committee Representative shall attend the ETS EC meetings
Section (6) The president and/or executive committee may create new committees as needed.
ARTICLE 9 ORGANIZATION MEETINGS
Section (1) Guidelines
9.1.1 There shall be a minimum one meeting per quarter
9.1.2 All the meeting should have agenda and this should be provided to the
targeted audience
9.1.3 All the meetings should have allocated time for open topic from
participant. This open item shall include in the agenda for next meetings
9.1.4 Additional meetings may be called as necessary by the president
9.1.5 Additional meetings must be announced at least seven days in advance
of the meeting date
9.1.6 No business shall be transacted at the meeting unless a quorum (at least
ten ETS members) is present.
9.1.7 ETS is subject to the policies and procedures of UK government Law and
abide by so
9.1.8 If a quorum is not present within half an hour from the scheduled start
time of the General Body meeting, the meeting shall be dismissed and
rescheduled for a further date.
9.1.9 The EC member should attend at least three regular meeting per year in
addition to the meeting of elections. If any of the EC members (elected or nominated) doesn't attend three consecutive meetings without any notification the EC will take action as per Article 7
Section (2) Regular meetings
9.2.1 Regular meetings of the EC shall be held on any date as decided by the President, the ЕС
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9.2.2 There shall be at least two such a meeting every year
9.2.3 The EC members and the nominated appointed officers are highly
encouraged to attend a minimum of 75% of the meetings
Section (3) Annual General Body meetings
9.3.1 The annual general body meeting shall be held on any day as determined by the EC
9.3.2 The agenda for the general body meeting shall be prepared by the President and notice there of shall be sent all members of ETS
9.3.3 A notice of seven days shall be given to the members whenever possible
Section (4) Meetings of the Executive Committee
9.4.1 At least two meetings of the EC shall be held in a year.
9.4.2 The EC shall meet at the call of the President or a majority of its members
9.4.3 The agenda for EC meetings shall be prepared by the President and
notice there of shall sent to all members of the EC
9.4.4 A notice of at least seven days shall be given for the attendees whenever
possible
Section (5) Special General Body Meeting
9.5.1 All EC meetings other than Annual EC Meetings shall be called Special EC Body Meetings
9.5.2 If needed, the EC may convene a Special EC Body meeting any time of the year. The EC should also convene a special meeting if at least one third of ETS members request for it. These members may obtain the precise count of current members from the secretary
9.5.3 A notice of at least seven days shall be given for the attendees whenever possible
ARTICLE 10 AMENDMENTS
Section (1) Amendments to the bylaws can be proposed by the EC or at least Ten members of the ETS
Section (2) Amendments may be made according to the procedure below
10.2.1 The EC shall propose any amendment to the bylaws
10.2.2 Any member of the ETS in good standing shall propose any amendment
to the bylaws with the support of at least Ten members of the ETS. Such requests must be submitted in writing to the EC with the proof of signatures or approval emails at least 30 days prior to the annual special EC meeting.
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Section(3)Amendment repeals may be made according to the following procedure
10.3.1 The EC shall communicate in writing the proposed amendments (s)/ revision replacement repeal to the bylaws to all ETS members at least two weeks prior to the annual special EC meeting
10.3.2 The EC shall provide an option for the members to provide their approval (e.g., via email) prior to the EC meeting in case they are unable to attend the EC meeting due to unavoidable reasons
10.3.3 Amendments/revision replacement/repeal to the bylaws shall be made only at the annual special general body meeting by a two-thirds affirmative vote of the members present and the members who sent their approval prior to the meeting The current bylaws should be uploaded onto the ETS website and kept in the Secretary's records and all old versions of the bylaws should be archived both in the ETS web site and the Secretary's records
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