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SARASWAT SAMAJ UK
CONSTITUTION & BYELAWS

1. Name
The name of the Organisation shall be the "Saraswat Samaj UK" (hereinafter called the "Samaj").
2. Location
The Registered office of the Samaj shall be situated in the United Kingdom and for purposes of correspondence, the office address shall be that of the Chairperson of the Samaj, and shall be shown on the letterhead of the Samaj stationery.
3. Membership
Words below importing the masculine gender shall also include the feminine gender:
 
a) The Samaj is a group of families and individuals belonging mainly to the Saraswat Community (hereinafter called the "Community") living in the United Kingdom, but may also include Community members living outside the United Kingdom and others having a special interest in the activities of the Community.
b) Any person interested in actively furthering the objectives of the Samaj and paying the annual subscription as determined by the Managing Committee shall be a member of the Samaj.
c) To become a member, a person shall submit an application in the prescribed form together with the current year's subscription. On the approval of his application by the Managing Committee, he shall become a member of the Samaj.
d) There are two types of membership available at present: "Family membership" and "Individual membership". The Family membership applies to a family living at a common abode. The Individual membership applies to an individual wishing to be a member in his own right.
e) Every Member shall pay to the Samaj an annual subscription as the Managing Committee may determine from time to time.
f) No member of the Samaj shall undertake any activity in the name of the Samaj without the express approval of the Managing Committee.
g) No member shall have the right of more than one vote.
4. Aims and Objectives
The Samaj shall endeavour to foster the social, cultural and religious identity of the members of the Community. For this purpose, the Samaj shall undertake the following activities aimed at promoting the shared values and heritage of the Community and in particular, focussing on inculcating these among the younger generation of the Community:
 
a) To arrange programmes to promote the cultural and religious heritage of the Community.
b) To produce, print, publish, issue and distribute, gratuitously or otherwise, newspapers, periodicals, pamphlets, leaflets, advertisements, appeals or other relevant literature.
c) Acquire for the use and benefit of the Samaj, any monies, movable or immovable properties by way of gift, grant, donation or subscription, purchase or bequest in any other lawful way which may be considered necessary, provided that the Samaj shall not undertake any trading activity.
d) Do all such lawful things as will further the above objectives.
5. Cessation of Membership
 
a) Membership shall cease on the resignation, death or legal incapacity of the member.
b) Failure to pay the annual subscription in full by the end of six months after the close of the preceding financial year shall render the member concerned liable to removal from membership at the discretion of the Managing Committee.
c) If any member offends against any of the rules of the Samaj or whose conduct, in the opinion of the Managing Committee, renders him unfit for membership, the Managing Committee shall have the right to expel him from membership of the Samaj. The Managing Committee shall notify the member accordingly within fourteen days of his expulsion. Such member shall however have the right of appeal to the Chairperson of the Samaj within thirty days of the advice of his expulsion. The Managing Committee shall bring up such an appeal on the Agenda of the next General Meeting of the Samaj. The General Meeting by a majority of not less than two-thirds of the members of the Samaj present at the meeting shall have the right to reinstate the appellant as member of the Samaj.
6. Managing Committee and its Powers
 
a) The Managing Committee shall be constituted by election, by ballot if necessary, from among the members of the Samaj and ratified at the Annual General Meeting in accordance with the Rules and Procedures approved by the Annual general Meeting.
b) The Managing Committee shall consist of : Chairperson, Secretary, Treasurer and not less than two but not more than eight other persons all of whom must be members of the Samaj.
c) The Managing Committee shall be empowered to co-opt one or more persons to be members of the Managing Committee and to appoint sub-committees for specific purposes.
d) The Managing Committee shall have the power to fill up a casual vacancy or vacancies of any of the members of the Managing Committee arising out of death, resignation or any other cause.
e) The Managing Committee shall conduct the business of the Samaj and shall exercise such powers and do all such acts and things as may be required in achieving the objectives of the Samaj.
f) The Managing Committee shall have the powers to make, amend and repeal rules not inconsistent with the Byelaws of the Samaj.
g) None of the members of the Managing Committee may draw any honorarium or remuneration.
h) Not more than one person from a family shall be eligible to serve as a member of the Managing Committee at the same time.
i) Every member of the Managing Committee or Sub-committees must disclose in writing to the Managing Committee any financial, material or other interest he may have in a Samaj activity, as soon as it arises, which would serve to benefit him or another individual to the detriment of the Managing Committee or the Community as a whole. If appropriate, the Managing Committee shall report such interest of the Member concerned to the Annual General Meeting for information or any action deemed necessary.
7. Proceedings of the Managing Committee
 
a) The Managing Committee shall meet as often as necessary but not less than three times in a financial year.
b) At least seven days notice of a meeting of the Managing Committee shall be given to every member of the Managing Committee.
c) A meeting of the Managing Committee may be called at shorter notice where, the business of the Samaj, in the opinion of the Chairperson or in his absence the Secretary, requires an urgent meeting of the Managing Committee to consider such business.
d) The quorum for all meetings of the Managing Committee or a sub-committee shall be at least half or a minimum of four of its members. In case of lack of quorum, the meeting shall stand adjourned till such period as may be agreed upon by the members attending. No quorum shall be necessary at an adjourned meeting.
e) All ordinary resolutions at a Managing Committee meeting shall be passed by a simple majority. In case of urgency, however, a resolution may be circulated to the members of the Managing Committee by post or other suitable means and the resolution shall be deemed to have been passed by the Managing Committee provided it is confirmed and signed by at least two thirds of its members. Such resolution shall be recorded in the minutes at the next meeting of the Managing Committee.
f) In the event of equality of votes in the passing of a resolution, the Chairperson shall have a casting vote.
8. Administration
The Managing Committee shall supervise:
 
a) The upkeep of the Samaj property.
b) Acquisition and/or extension of properties with the approval of the General Meeting of the Samaj.
c) That the properties are adequately protected and secured.
d) The preparation and independent annual audit of the accounts of the Samaj at minimum or no extra cost.
9. Retirement
 
a) The Managing Committee shall hold office for two successive financial years at the end of which its members shall retire but shall be eligible for re-election.
b) Office bearers of the outgoing Managing Committee shall be available to assist the successor Committee to ensure a smooth transition.
10. Donations
The Samaj may accept any voluntary contributions in cash or kind other than the annual subscription, provided such contributions are made to promote the stated objectives of the Samaj. The Samaj may also undertake activities to raise funds for contribution to specific registered charities or for charitable purposes.
11. Funds
The funds of the Samaj shall be deposited in either current or deposit accounts in the name of the Samaj at Barclays Bank plc, 260 Preston Road, Harrow, Middlesex, and all cheques must be signed by at least two nominated members of the Managing Committee.
12. Expenditure
 
a) All the income and property of the Samaj shall be applied solely towards its objects and no portion thereof shall be paid to or transferred in any way to any member of the Samaj provided that nothing herein shall prevent the payment in good faith of reasonable and proper remuneration to any employee of the Samaj (not being a member of the Managing Committee or Sub-committee) and repayment of reasonable out of pocket expenses to members or Committee members incurred by them in the course of the work of the Samaj.
b) All proper costs, charges and expenses incidental to the Management of the Samaj may be defrayed out of the funds of the Samaj.
13. Financial Year
The financial year end of the Society shall be 31 December.
14. Accounts and Annual Report
 
a) The accounts of the financial affairs of the Samaj shall be audited by the auditor to be elected at the Annual General Meeting. The auditor shall be a qualified accountant and could be a member of the Samaj, but shall not be a serving member of the Managing Committee.
b) These audited accounts shall be approved and adopted at a meeting of the Managing Committee. The Balance Sheet and Income & Expenditure account shall be signed by all the members of the Managing Committee.
c) At the close of the financial year, the Managing Committee shall report to the General Body of members on the Samaj's activities, administration, finance and progress. This Annual Report shall include the audited accounts of the financial year concerned.
15. General Meetings
 
a) The Managing Committee shall call an Annual General Meeting of the Samaj within nine months following the end of the financial year to transact the following business :
i) To receive and adopt the Managing Committee's Annual Report and audited accounts;
ii) To consider, if the Chairperson permits, any other matter of which a member has given notice to the Managing Committee at least seven days in advance of the Annual General Meeting.
b) At least one General Meeting shall be held in every financial year. At least 21 days before any General Meeting, the Secretary shall send to every member of the Samaj; at his address as recorded in the Samaj's books, a notice of the meeting stating the date, time and place where it will be held and the business to be conducted. Inadvertent omission to send a notice to a member shall not invalidate the proceedings of a meeting.
c) The Managing Committee shall have the power to call General Meeting of the Samaj at any time, notwithstanding the notice period of 21 days, for the consideration of such matters which, in its opinion, require the urgent consideration of and determination by the members.
d) The business of the General Meeting shall be limited to that provided by these Byelaws and those further matters set out in the notice convening the meeting. A quorum at any General Meeting shall be 1/10th of the members of the Samaj or 15 members whichever is the less.
e) In case of lack of quorum a General Meeting shall be adjourned and the adjourned meeting shall be held not before seven days. No quorum shall be necessary at the adjourned meeting.
f) All General Meetings shall be presided over by the Chairperson or in his absence the Secretary. If both are not present within 30 minutes after the time appointed for the meeting or having signified their inability to be present at the meeting, the members present shall choose one amongst themselves to preside at the meeting.
g) All proposals and amendments after being proposed and seconded shall be declared carried or otherwise by a vote of the majority by a show of hands unless a need arises to register a specific majority ballot. In the event of equality of votes, the Chairperson shall have the casting vote in addition to his ordinary vote. The declaration by the Chairperson of the result of any voting shall be final.
16. Extraordinary Meeting
An extraordinary meeting shall be convened, if required, within 21 days on receipt of a requisition of 1/4th of the members of the Samaj. The requisition must state the purpose for which such a meeting is required. A shorter notice may however be given, provided the Managing Committee passes this requirement in a Resolution at its Meeting before calling the meeting.
17. Minutes
The Managing Committee shall ensure that minutes of its meetings and of the General Meetings are recorded and kept at the Office of the Samaj.
18. Complaints and Suggestions
Any complaints or suggestions which members may wish to make regarding any branch of management of the Samaj should be addressed to the Secretary who will place it before the Managing Committee and communicate the outcome to the Member.
19. Amendments to the Constitution and Byelaws
Amendments to the Constitution and Byelaws shall require the assent of two-thirds of the members present and voting at an Annual General Meeting or a Special General Meeting. A resolution for the amendment must be received by the Secretary of the Samaj at least twenty one days before the meeting at which the resolution is to be considered. At least fourteen days notice of such meeting shall be given to members by the Secretary including the text of the proposed amendment.
20. Winding up
The Samaj may be wound up or dissolved by a special resolution passed by a two-thirds majority of those present and voting at a General Meeting convened after due notice. Such a resolution may give instructions for the disposal of any assets held by or in the name of the Samaj provided that, if any property remains after the settlement of all its debts and liabilities, the same shall not be paid to or distributed among the members of the Samaj, but shall be given or transferred to some other charitable organisation having objects similar to those of the Samaj and which shall prohibit the distribution of its or their income or property among its or their members and, if and so far as effect cannot be given to such provisions, then to some other charity or Institution which is registered with the Charity Commissioners for England and Wales.
21. Register
The Samaj shall maintain a register of its members. The Register shall be kept at the Office of the Samaj.