Constitution

OVERSEAS RESIDENTS’ CLUB TRIVANDRUM

CONSTITUTION AND BYE LAWS

1. TITLE

The Club shall be known as The Overseas Residents Club of Trivandrum, Kerala, hereafter referred to as ‘The Club’.

The Objectives of the Club are
i) to provide an active and varied social life to the Overseas Residents of Trivandrum
ii) to intermingle with one another and the local community on a social level.
iii) to explore Kerala in the way of excursions and outings
iv) to meet regularly to exchange experiences
v) the advancement of international understanding, goodwill, and peace through fellowship.
vi) to make donations to charities relating to poor and needy persons and other needy persons together with similar good causes such as healthcare, education and care of the Aged

3. MEETINGS.

i) Regular Meetings The Club shall hold a regular meeting on the final Saturday of each month.

ii) Change of Meeting. For good cause, the Committee may cancel or change the date of a regular meeting and must notify all members in advance through the Newsletter or other appropriate means.

iii) General Meetings

A) An ANNUAL GENERAL MEETING shall be held in January each year with members being given at least two weeks notice of that meeting. The purpose of the meeting will be to transact the following business:
(a) To receive and consider the adoption of the accounts of the preceding year.
(b) To elect the Committee for the period until the next Annual General Meeting.
(c) To deal with any special matter which the Committee wishes to bring before the members and to receive suggestions or complaints from the members for consideration by the Committee.

B) EXTRAORDINARY GENERAL MEETINGS shall be called by the Committee at its discretion or following a written request in the form of a resolution signed by not less than 20% of the members. The resolution with re-amendments shall be the only business transacted at such a meeting. Such meetings shall require not less than two weeks notice.

C) Any resolution for discussion at a General meeting shall be circulated to all members at least two weeks before the meeting.

D) VOTING AT GENERAL MEETlNGS: Each registered member present whose fees are fully paid up to the date of the meeting shall have one vote except the Chairman who shall have a second or casting vote in the case of an equality of votes.

E) The Quorum for the meeting shall be five members.


4. MEMBERSHIP

General Qualifications.

i) The club shall be composed of persons, aged eighteen years or more, of good character and good business and professional reputation.

ii) Membership will be open to any person meeting the qualifications listed in Item 4(1) and proposed by an existing Club member subject to
a) the applicant completing the appropriate application form and
b) the proposer being a fully paid up member of the Club and
c) the proposer having been a member of the Club for at least one year and
d) the application being unanimously approved by the Committee and
e) payment of the current membership and joining fees

Limitations.

i) The Committee shall not approve an application if by doing so it brings the proportion of Foreign Nationals below 75% of the Club membership

Termination

i) If a member fails to pay the Annual Fee within one year of the renewal date, the Member will be given one month’s written notice. At the expiry of that month Membership will cease unless the Committee agree otherwise.

ii) If the Committee unanimously decide that a member’s conduct is unbecoming of a Club member, that person will have his/her membership terminated.

Confidentiality

Membership details will be treated as confidential.

Guests

i) Guests attending Club functions must be accompanied by a paid up member

ii) No person may be a guest at more than three functions.

Appeal

The decision of the Committee on matters of membership is final.



5. OFFICERS AND COMMITTEE

i) The governing body of the club shall be the Committee elected each year at the Annual General Meeting

ii) The Committee shall have general control over all club matters.

iii) The decision of the Committee in all club matters is final.

iv) The Committee shall meet at least eight times in each year.

iv) The Club officers shall be a Chairman, a Secretary and a Treasurer

v). In addition to the Officers the Committee will consist of up to six other members, three of whom will be designated as assistant to the Officers and deputise for them in their absence.

vi). For each Committee post, nominations must be proposed by a member of the Club and seconded by a different member.

vii) If a Committee member leaves the Committee for whatever reason, the Committee is empowered to co-opt a person entitled to stand for election to the Committee. The co-opted member will not be entitled to vote in Committee and may serve until the next General Meeting.

viii) Each elected Committee member present whose fees are fully paid up to the date of the meeting shall have one vote except the Chairman who shall have a second or casting vote in the case of an equality of votes.

ix) Matters debated in Committee, other than relating to Membership, shall be deemed passed or rejected by a simple majority vote.

x) To be quorate, at least five members of the Committee who are eligible to vote must be present.

xi) No person may serve on the Committee for more than four consecutive years from the first elections under this Constitution without a break of at least one year.

xii) Members of the Committee shall not receive any pecuniary advantage by reason of their controlling interest in the Club.

xiii) Membership of the Committee must consist of at least 75% Foreign Nationals

(xiv) The Post of Honorary Life President be created for Len Quilliam entitling him to free attendance at all Club and Club Committee Meetings, with full voting rights


6. FINANCE

i) Every member shall pay an admission fee and annual dues as decided from time to time by the Committee and published in the Club Newsletter.
ii) The Committee is authorized to open a Bank Account in the Club’s name. Any transaction such as the issuing of cheques must be approved by at least two authorized members of the Committee.
iii) The Committee is authorized to use any profits accruing to make donations to charity.
iv) Before presentation at the Annual General Meeting, the Club accounts must be independently audited.
v) In the event of the Club being wound up, after the payment of all debts, the remaining money will be paid to an approved Charity. No refund of subscription will be paid to members

7. COMMUNITY, NATIONAL AND INTERNATIONAL AFFAIRS

i) Proper Subjects. The merits of any public question involving the general welfare of the community, the nation and the world are of concern to the members of this club and shall be proper subjects of fair and informed study and discussion at a club meeting for the enlightenment and welfare of its members in forming their individual opinions. However, this club shall not express an opinion on any pending controversial public measure.

ii) No Endorsements. This club shall not endorse or recommend any candidate for public office and shall not discuss at any club meeting the merits or demerits of any such candidate.

iii) Non-Political.
(a) Resolutions and Opinions. This club shall neither adopt nor circulate resolutions or opinions, and shall not take action dealing with world affairs or international policies of a political nature.
(b) Appeals. This club shall not direct appeals to clubs, peoples or governments, or circulate letters, speeches, or proposed plans for the solution of specific international problems of a political nature.

8. GENERAL

i) Any amendment to this Constitution and Club Bye Laws shall be by resolution at a properly called General Meeting.

ii) Where there is a requirement in this Constitution and Bye-Laws for members to be notified of any matter, it shall be deemed sufficient to have sent an e mail to that persons last e mail address, or surface mail to that persons last recorded postal address.

9. Dissolution
More than three fourth of members can demand for dissolution of the Club. A Meeting for this purpose will be convened and the decision shall be immediately implemented. Assets and liabilities shall be estimated. Assets remaining, if any, after settling all outside liabilities shall be distributed to societies of the same character in the nearest locality. If there is no eligible societies, Government will take over the assets.


 

Amended 29 April 2006