ICS Constitution

THE INDIA CANADA SOCIETY, HAMILTON

CONSTITUTION

(The Constitution of the Society as Amended by the General Body on June 12, 2010)

1. NAME:

The organization shall be called “The India Canada Society, Hamilton”, a non-profit organization to be referred to, hereafter, as ICS or the Society.

2. AIM:

The Society shall endeavour:

A. to preserve the heritage of India and contribute to the enrichment of Canadian life and culture,

B. to share the cultural values of India with the community at large,

C. to represent the interest of Indo-Canadian community.

3. MEMBERSHIP:

Any person interested in the aims and activities of the Society shall be eligible for membership.  The types of membership shall be described in the By-Laws.  Only members shall have voting rights. The Society has the right to refuse or terminate membership on criminal grounds.

4. EXECUTIVE:

The team, referred as “Board of Directors”, consisting of 7 members (President, Vice-President, Secretary, Treasurer, and three board members) shall serve in executive capacity to run the Society.  Any Board member shall not serve for more than two consecutive terms.

All directors shall be duly elected. Only lifetime members are eligible to serve in the Board of Directors.

An outgoing president can serve as an ex-officio member of the Board of Directors. However, he/she shall have no voting power.

5. ELECTION:

All directors shall be elected by a simple majority of members. The term of the Board of Directors shall be for a period of 2 years. New board members shall be elected in a general body meeting (see 8. Meeting).

6. COMMITTEE:

The Board can form respectively Standing Committee(s) or Ad Hoc Committee(s) from time to time to work on long-term needs for managing the affairs of the Society.

7. FISCAL YEAR:

The fiscal year of the Society shall be from April 1 to March 31 of the following year.

8.  MEETING:

There shall be an annual general body meeting (GBM), called by the Board of Directors between April 1 and April 30 each year, at which a report of the operation of the Society shall be presented. In addition, in alternate years elections shall be held to elect new Board of Directors. The general body shall appoint an Election Officer in advance.

A special GBM shall be called within three weeks of a written request by no fewer than 20 members or 1/5th of the total membership, whichever is more.

The quorum for GBM and special GBM shall be a gathering of 1/3rd of total membership or 25 members, whichever is less.

A notice for GBM and special GBM shall be sent at least two weeks prior to the date of the meeting. All communications shall be sent electronically unless a member requests otherwise.

9.  AMENDMENT:

The Constitution or its By-Laws shall be amended in a GBM, specially called for the said purpose, if any proposed amendment(s) is (are) passed, by a majority of 2/3rd of the members present.

10. INCOME:

All income accrued to the Society from the activities, functions, donations or grants shall be used in furthering its aims and without any gain for its members.

11. ASSETS:

The accumulated/long-term assets of the Society could be used to support projects/activities that further its interests and growth.  It is imperative that assets be used only when it is absolutely necessary.  There shall be an Asset Oversight Committee to approve the use of Society assets and all ICS members with 10 or more years of membership shall automatically become members of the Asset Oversight Committee.

In a given year up to 5% (total) could be used with the approval of the ICS Board of Directors. Any use of more than 5% of accumulated/long-term assets shall require approval of the projects/activities by the Asset Oversight Committee.

In all cases the Board of Directors shall ensure that all eligible members are contacted 30 days in advance. Any approval shall require a gathering of 2/3 of the total number of Committee members and the majority of gathered members supporting the proposal.

To protect the assets of the Society the Article 11 shall be considered as non-amendable, except for the current ceiling of 5%. The ceiling shall be amendable to any value less than 5%.

In the event of dissolution or winding up of the Society, the incumbent Board of Directors shall form a disbandment plan which must be approved by the Asset Oversight Committee.