THE CONSTITUTION

OF

THE EAST COAST THOMIANS ASSOCIATION

In the formation of the East Coast Thomians Association, we find it essential and is imperative that the objectives, procedures, and regulations of this association be set forth in a written document, which shall govern this association and its Membership for the duration of its existence. With these goals and objectives in mind, we do hereby ordain and establish this Constitution of the East Coast Thomians Association.

General

1.      The association bears the name ``East Coast Thomians Association'' from now on referred to as ``ECTA.''

2.      The financial year is from June 1 – May 31.

3.      The association membership, any ten or more members present or have given prior written consent as to their intentions constitute a quorum.

Mission Statement

ECTA was formed to involve itself in projects that will benefit S.Thomas’ College Mount Lavinia, Sri Lanka. ECTA comprises of many individuals whose roots are at S.Thomas’ (STC) and whom have gotten together to further the interests of and cement the place that STC has carved out for itself in Sri Lanka and in the world.  Furthermore, ECTA will help facilitate the smooth functioning of the network and camaraderie among Thomians especially in the East Coast of the United States in particular and all over the globe.

Membership

1.      Active membership in the East Coast Thomians Association shall be open to those who attended S. Thomas’ College, Mt. Lavinia and/or any other schools associated with S. Thomas’ College, Mt. Lavinia.

2.      Two (2) year dues will be US $25 (for both years) to become and maintain membership of the association.

3.      Dues shall be determined by a majority vote of the association members.

                          i.      Under-By Board of Directors vote

                        ii.      Over -By majority vote of members at Annual General Meeting

                      iii.      Over -By emergency vote 2/3 approval of membership

 

4.      All members in good standing are members of the Association. Only association members are entitled to vote at the meetings of the Association.

5.      Members are required to abide by the rules and regulations defined by the constitution and the decisions made by the association.

6.       Any member may withdraw membership by expressing the will to do        

      so in writing. The withdrawing member must meet the financial   

      obligations for the period of membership. Fees are nonrefundable.

General Meeting

1.      The Association shall hold a general meeting ("GM") once every two (2) calendar years and not more than fifteen months following the previous “GM.” 

2.      The business of the “GM” shall include the election of the new Board of Directors for a period of two years. The new Board of Directors shall be the governing body of the Association between general meetings.

3.      The Board of Directors of the Association shall be comprised of:

a.      President

b.      Vice President

c.      Secretary

d.      Treasurer

e.      Sports Secretary

f.        Social Secretary

4.      Immediate past president will be appointed as a member of the current board in an advisory role.

Duties of Officers

President

1.      It is the duty of the President to preside over all meetings. The President is also responsible for presiding over any voting procedures that are necessary, with the possible exception of election procedures.

2.      The specific duties of the president shall be to preside at the annual meeting, to preside at Board meetings, to enforce bylaws and regulations of the association and to carry out the will of members, to appoint special and ad hoc committees, and to promote the programs of the Association.

3.      The President is the primary representative of the association, and is responsible and accountable for all association activities.

4.      The President is answerable to both the association's Membership and the Sponsor.

 

Vice-President

1.      The Vice-President supplants the President, aiding him in his duties.

2.      In the absence of the President, the Vice-President assumes all his duties.

Secretary

1.      The Secretary is responsible for all clerical duties in the Organization.

2.      The duties of the secretary shall be to attend the annual meeting and the Board meetings, to record the minutes of the annual meeting, Board meetings, and to read and/or distribute the minutes at the meetings. 

3.      The secretary shall dispatch any correspondence of the Association as deemed necessary by the President and the Board. 

4.      The secretary will also maintain an updated mailing list of all the members.

Treasurer

1.      The Treasurer is responsible for the association's finances.

2.      The duties of the treasurer shall be to receive and disburse all monies.  The treasurer shall keep accurate records of receipts and disbursements, shall present a written report at each meeting of the Association, and prepare the annual report. 

3.      He will be responsible for the transparency and will be responsible for all accounts pertaining to the organization.

Social Secretary

1.      The duties of the social secretary shall be to initiate and take the lead in organizing social events conducted by the association.  He will primarily be responsible for ensuring everything pertaining to a social activity is taken care of and occasionally prepare write-ups that will be included in newsletters, mailings, etc.

Sports Secretary

1.      The duties of the sports secretary shall be to enter the teams representing the association in different sports tournaments, keep the website updated, and occasionally prepare write-ups that will be included in newsletters, mailings, etc.

General Duties of the Board

1.      The Board of Directors shall determine the policies of the Association, and see that the objectives and guidelines defined by its constitution are carried out.

2.      In the event of a vacancy on the Board of Directors, the Board of Directors may appoint a replacement who then shall hold office until the position can be filed by election at the “General Meeting” of the Association

Removal of Officers

1.   An officer may be removed from office by the following process: Grievances will be aired in a board meeting; and at in a subsequent meeting a vote by the members will decide on whether the removal proceeds or not. A vote of a simple majority of the active members will suffice. At least 3 days must pass between these two meetings. Members that cannot attend the meeting in person should submit their votes before the second meeting via mail or email.

Nominations and Elections

1.      The immediate past president will serve as chair of the Elections Committee. The duties of the Elections Committee shall be to make recommendations for nominees to serve as officers of the Association and to identify future leaders of the Association.

2.      The Elections Committee shall nominate a slate of officers and shall have the consent of each nominee before presenting the names to the membership seven (7) working days before the election and at the Association's general meeting. 

3.      Current paid members of the association may nominate a candidate/s.  This nomination, along with the written consent of the nominee, shall be filed with the Immediate past president a week prior to the Association's annual general meeting.  The names of candidates so nominated will be added the official ballot.

4.      A majority of those paid members present or whom have voted by mail or email at the annual general meeting shall determine the results of the election.

5.      All nominations must be mailed or emailed to the Election Committee Chairmen one week prior to the General Meeting.

 

Vacancies

 

1.      If the office of the president becomes vacant, the vice president shall succeed for the remainder of the unexpired term.  Should further succession to the office of president become necessary, the title, duties and obligations shall fall on to the Board to appoint an acting president who then shall finish the remainder of the unexpired term.

2.      Should a vacancy occur in the office of vice-president, the Board shall place in nomination the name or names of persons to fill the unexpired term.  Announcement of this action shall be made to the general membership, which will also provide a ballot for election by general membership.  Provision shall be made for write-in votes.  A deadline for return of ballots will be stated on the ballot.

3.      Any other vacancy in the Board shall be filled by the majority vote of the remainder of the Board.

Activities

 

1.      The Board is intended to fulfill administrative duties. It is their job to see that the association progresses in an orderly and efficient manner.

2.      The actual activities of the association are to be organized and executed by Members (including, but not limited to the board).

3.      The Members are expected to aid in the planning and execution of all activities. The principle organizer of each Activity should be a Member that is either a) agreed upon or selected by the majority, or b) the Member who proposed the idea or has taken the initiative to begin planning the Activity.

4.      In the majority of cases, the Secretary and Treasurer will handle the publicity and finance requirements respectively of the activity. However, in special circumstances, i.e. if the activity is a long-term project or of significant magnitude, Members may take on these duties.

5.      Activities must be geared towards fulfilling the association's purpose.

 

Fund-Raising

 

1.      The association will, on occasion, conduct fund-raisers to a) provide capital for activities, or b) increase the Treasury so as to allow the association to conduct more or larger activities in the future.

2.      Records of all income, expenses, and profit must be presented to the board by the Treasurer and must be documented.

 

 

 

 

 

Amendments of Constitution

 

1.   The constitution may be amended at any board meeting of the association, provided that two thirds of the quorum of the board present or have voted by proxy (via mail or email) approves the change.