Medical Aid to Sri Lanka Registered Charity No. 1080513

The Constitution of the United Kingdom Association For Medical Aid To Sri Lanka

Adopted on the 30th day of June 1995, amended in November 2003

CONTENTS

B.   Administration
Subject to the matters set out below the Charity and its property shall be administered and managed in accordance with this constitution by the members of the Executive Committee, Constituted by the clause G of the constitution (The Executive Committee)

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C.  Objectives
To relieve Sickness, Disease and Poverty in Sri Lanka.

1. By promoting and assisting the existing medical care system in Sri Lanka
2. By helping needy patients in Sri Lanka with necessary life saving equipment and medication that they cannot afford to buy themselves.
3. By promoting and assisting the preventive care in Sri Lanka.

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D.  Powers
In furtherance of the objects but not otherwise the Executive Committee may exercise the following powers.

1. Power to raise funds and to invite and receive contributions provided that in raising funds the Executive Committee shall not undertake any substantial permanent trading activities and shall confirm to any relevant requirements of the law.
2. Power to buy, take on lease or in exchange any property necessary for the achievement of the objects and to maintain and equip it for use.
3. Power to co-operate with other charities, voluntary bodies and statuary authorities operating in furtherance of the objects or similar charitable purposes and to exchange information and advice with them.
4. Power to establish or support any charitable trusts, associations or institutions formed for all or any of the objects.
5. Power to appoint and constitute such advisory committees as the Executive Committee may think fit.
6. Power to do all such other lawful things as are necessary for the achievement of the objects.

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1. Membership of the charity shall be open to any person over the age 18 years interested in furthering the objectives and who has paid the annual subscription laid down from time to time by the Executive Committee.
2. Every member shall have one vote.
3. The Executive Committee may by unanimous vote and for good reason terminate the membership of any individual: Provided that the individual concerned shall have the right to be heard by the Executive Committee, accompanied by a friend, before a final decision is made.

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At the annual general meeting of the Charity the members shall elect from amongst themselves a Chairperson, a Secretary and a Treasurer, who shall hold office from the conclusion of that meeting.

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The Executive Committee shall consist of not less than six members not more than fifteen members being

1. The honorary officers specified in the preceding clause.
2. Not less than seven and not more than twelve members elected at the annual general meeting who shall hold the office from the conclusion of that meeting.
3. Seven nominated members appointed as follows
   • Vice chairperson
   • Assistant secretary
   • Assistant treasurer
   • Four committee members

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A member of the Executive Committee shall cease to hold office if he or she

1. is disqualified from acting as a member of the executive committee by virtue of section 45 of the charities act 1992 (or any statute re-enactment or modification of that provision)
2. becomes incapable of reason of mental disorder, illness or injury of managing and administering his or her own duties.
3. Is absent without the permission of the Executive Committee from all their meetings held within a period of six months and the executive committee resolve that his or her office be vacated ; or
4. notifies to the Executive Committee a wish to resign (but only if at least three members of the Executive Committee will remain in office when the notice of resignation is to take effect).

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No member of the Executive Committee shall acquire any interest in property belonging to the charity (otherwise than a trustee for the Charity) or receive remuneration or be interested (otherwise than a member of the Executive Committee) in any contract entered into by Executive Committee.

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1. The executive committee shall hold at least two ordinary meetings each year. A special meeting may call at any time by the chairperson or by any two members of the executive Committee upon not less than 4 days notice being given to other members of the Executive Committee.
2. The Chairperson shall act as Chairperson at meetings of all the Executive committee. If the Chairperson is absent from any meetings, the Executive Committee shall choose one of their members to be the Chairperson of the meeting before any other business is transacted.
3. There shall be a quorum when at least one third of the number of members of the Executive Committee, for the time being or three members of the Executive Committee, which ever is greater are present at a meeting.
4. Every matter shall be determined by the majority vote of the members of the Executive Committee present. But In the case of equity of votes the chairperson of the meeting shall have a second or casting vote.
5. The Executive Committee shall keep minutes in a book kept for that purpose, of the proceedings at meetings of the Executive Committee and any sub committee.
6. The Executive Committee may from time to time make and alter rules for the conduct of their business, summoning conduct of their meetings and the custody of documents. No rule may make which is inconsistent with this constitution.
7. The Executive Committee may appoint one or more sub-committees consisting of three or more members of the Executive Committee for the purpose of making any enquiry or supervising or performing any function or duty. All the acts and the proceedings of any sub-committee shall be fully and promptly reported to the Executive Committee.

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1. The funds of the charity including all donation contributions and bequests shall be paid into an account operated by the Executive Committee in the name of the charity at such a Bank, as the Executive Committee shall decide from time to time. All cheques drawn on the account must be signed by at least two members of the Executive Committee.
2. The funds belonging to the charity shall be applied only in furthering the objects of the charity.

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1. Subject to the provisions of the sub-clause (b) of this clause, the Executive Committee shall cause the title :
   1. All land held by or in trust for the charity which is not vested in the official custodian for the charities; and
   2. All investment held by or on behalf of the charity.

   To be vested in corporation entitled to act as a custodian trustee or in not less than three individuals appointed by them as holding trustees. Holding trustee may be removed from the Executive committee at their pleasure and shall act in accordance with the lawful direction of the Executive Committee. The holding trustee shall not liable for the acts and defaults of its members.

2. If a corporation entitled to act as a custodian trustee has not been appointed to hold the property of the charity, the Executive Committee may permit any investments held by or in trust for the charity to be held in the name of a clearing bank, trust corporation or any stockbroking company which is a member of the International Stock Exchange. (Or any subsidiary of any such stockbroking company) as nominee for the Executive Committee, and may pay such nominee reasonable and proper remuneration for acting as such.

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The Executive Committee shall comply with their obligation under the charities act 1992( or any statuary re-enactment or modification of the act) with regard to:

1. The keeping of accounting records for the charity;
2. The preparation of annual statement of accounts for the charity;
3. The auditing or independent examination of the statements of account of the charity; and
4. The transmission of statements of account of the charity to the Commissioners.

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The Executive Committee shall comply with their obligation under the Charities act 1992(or any statuary re-enactment or modification of that act) with regard to the preparation of an annual report and its transmission to the Commissioners.

O.  Annual Return

The Executive Committee shall comply with their obligation under the Charities act 1992(or any statuary re-enactments or modifications of the act) with regard to the preparation of an annual return and its transmission to the Commissioners.

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1. There shall be an annual General meeting of the Charity which shall be held in the month of October in each year as soon as practicable thereafter.
2. The Executive Committee shall call every annual General Meeting. The secretary shall give at least 21 days notice of the Annual General Meeting to all the members of the charity. All the members of the charity shall be entitled to attend and vote at the meeting
3. Before any other business is transacted at the first Annual General Meeting the members present shall appoint a chairperson for the meeting. The chairperson shall be the chairperson for the subsequent annual general meeting, but if he or she is not present the vice-chairperson shall chair the meetings.
4. The Executive Committee shall present to each Annual General Meting the Annual report and the accounts of the charity for the preceding year.
5. Nominations for the election of the Executive Committee must be made by the members of the charity in writing and must be in hand of the secretary of the Executive Committee at least 14 days before the Annual General meeting. Should nomination exceeds vacancies, election shall be by ballot.

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The Executive Committee may call a special general meeting of the charity at any time. If at least ten members request such a meeting in writing stating the business to be considered, the secretary shall call such a meeting. At least 21 days notice must be given. The notice must state the business to be discussed.

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1. The secretary or the person specially appointed by the executive Committee should keep a full record of the proceedings at every general meeting of the charity.
2. There shall be a quorum when at least one tenth of the number of members of the charity for the time being or ten members of the charity, which ever is greater, are present at any general meeting.

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Any notice required to be served on any member of the Charity shall be in writing and shall be served by the secretary or the Executive Committee on any member either personally or by sending it through the post in a prepaid letter addressed to such member at his or her last known address in the United Kingdom. Any such letter sent shall be deemed to have been received within ten days of posting.

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1. Subject to the following provisions of this clause the Constitution may be altered by a resolution passed by not less than two third of the members present and voting a General Meeting.
2. No amendments may be made to clause A (the name of the Charity) Clause C (the Objects) clause I (Executive Committee members not personally interested clause) Clause U (the dissolution clause) or this clause without prior consent in writing of the Commissioners.

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If the executive Committee decides that it is necessary or advisable to dissolve the Charity it shall call a meeting of all the members of the Charity for which not less than 21 days notice (stating the terms of the resolution to be proposed) shall be given. . If the proposal is conformed by a two-thirds majority of the present and voting the Executive Committee shall have power to release any assets held by or on behalf of the charity. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or failing that shall be applied for some other charitable purpose. A copy of the statement of accounts or the account and statement for the final accounting period of the charity must be sent to the Commissioners.

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Until the first Annual General Meeting takes place this Constitution shall take effect as if reference in it to the Executive Committee were reference to the persons whose signatures appear at the bottom of this document.

This Constitution was adopted on the date mentioned above by the persons whose signatures appear at the bottom of this document.

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W. The Sri Lanka Committee (SL Committee) will consist of :

• Voluntary members nominated by Sri Lanka contacts but approved by the UK committee
• A Honorary Chair and a Secretary, and up to eight other committee members. Of these at least two will be doctors (in Western Medicine) and two lay members
• A Chair and a Secretary who shall be elected every 3 years (Term)  by the SL committee members and may be re-elected for another term of 3 years with the recommendation of the SL Committee and the approval of the UK Committee

The SL Committee will.

• Meet at least 3 times a year and shall keep minutes of these meetings
• Work within and help with the aims and objectives of the UK Association of Medical aid to Sri Lanka
• Assist in the process of gathering further information of applications for equipment or funding (new applications), if and when required as requested by the UK committee.
• Gather information of the use of donated equipment and funds
• Coordinate ongoing and current projects by assisting with handing over equipment or funding  to  beneficiaries in Sri Lanka
• Explore potential new projects and assist with determining their suitability and merit

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