https://gncm.org.uk/images/Documents/GNCM%20Meeting%20minutes%2024-06-25.pdf
The Gurkha Nepalese Community Medway kent (GNCM) was established in 2008, in order to bring mutual respect and promote a healthy relation and bring moral, social, and cultural integration with other communities within Medway Kent. Nepal is a landlocked country between China and India, where the world’s highest mountain peak Mt Everest is situated, also known as the Himalayan Kingdom of Nepal. Former British Gurkhas, as well as currently serving Gurkhas in different Armed and services and high skilled Nepalese workers gradually settling in Medway Kent and the community has attracted mainly those Nepalese origin as a member. The main aim of the community is to integrate with other communities, understand and respect the British value in the current society in order to preserve, promote and foster mutual friendship, understand and have goodwill between other communities; of former and serving members of the British Army Brigade of Gurkhas, all locally based Nepalese and their families and other ethnic minority community in Medway Kent.
GURKHA NEPALESE COMMUNITY, MEDWAY, KENT
Constitutions for Gurkha Nepalese community Medway, Kent
1. The Gurkha Nepalese Community Medway was established in 2008, in order to bring mutual respect and promote friendliness and togetherness among the general public; bring moral, social, language, and cultural integrity and diversity with other communities. Nepal is a landlocked country [between China and India], where the world’s highest mountain peak Mt. Everest also known as the Himalayan Kingdom of Nepal is situated at. This is also the country from where; we Gurkha Nepalese people have come from. The Gurkha Nepalese people- former British Gurkhas from the Brigade of Gurkhas British Army, as well as Gurkhas who are currently serving, also high skilled workers like: Professors, Doctors, Engineers, Nurses, etc and also those who have settled from abroad who are originally Nepalese, are living in Medway, Kent.
Name 2. The name of the organization shall be Gurkha Nepalese community Medway, Kent. (GNCM)
Address 3. The office and postal address of the organization shall be At 7 Brompton High Street, Gillingham, Kent, ME7 5AA, Or such other place as may be decided upon by the Executive committee.
Aim 4. To integrate with the other communities, understand and mutually respect the British value in the current society in order to preserve, promote and foster mutual friendship and have goodwill between the communities; of former and serving members of the British Army Brigade of Gurkhas, all locally based Nepalese and their families and other ethnic minority community in Medway, Kent. The community’s aim will be non- political and non -commercial.
Objective 5. The objective of the community shall be as follows:
5.1 To preserve and promote Nepalese multi-traditional cultures and equally respects others.
5.2 To help members in all possible aspectS social, moral, health and financial as resources available, especially in the event of the death, terminally ill and long term hospitalization of individual or family.
5.3 To encourage members to support and take part in Medway council and it’s a surrounding Borough council and run activities, especially environmental, social community support and charitable events.
5.4 To encourage young generation on education, sports, health and social activities so that they can have a common ground to integrate in to communities, better understanding and mutual respect on religions, politics and cultural difference amongst them.
5.5 Foster unity and cohesiveness amongst all former British Gurkas throughout the UK whilst preserving its diversity and ethnic origins.
5.6 Maintain a close link with Nepal such that the Nepalese community in the UK.
5.7 Preserves its National and cultural identity to benefit all Nepalese children and lead them in the right path.
5.8 Establish the identity of our Nepalese community with in the ethnic minority communities within Medway and integrate into the general society as responsible and caring citizens with the view of supporting and improving Medway and provide assistance in liaison with the Medway council and help to improve the social status of all.
5.9 Organize cultural, educational, recreational activities and hold social events with and within the wider community in order to foster close co-operation, harmony sense of belonging and unity.
5.10 Prepare a community profile and identity the needs and prospects of the community and seek assistance from the Medway council, Emergency services and other government agencies, where needed.
Membership 6. The Membership is open to all families or individuals over the age of 18 years, who are living and working in the Medway area its surrounding area at the time of application.
6.1 The initial membership joining fee £15 per person.
6.2 The membership not transferable to anyone else.
6.3 Every member has one vote.
6.4 The Annual Membership fee, as set down by the Annual Meeting, shall fall due in March each year. Any member who is deemed financially unsound as at the 1st of April of each year shall have his/her Membership revoked for the purpose of rule Article 13, 14, 17 and 17.1. A grace period of 30 days, following notification is to be granted to each member by the community for settlement.
6.5 Honorary members are friends of the community and any person who either wishes to join the community or is voted in by the members of the community will be the honorary members of the community. However they will not have voting rights and membership will be renewed on yearly basis on the recommendation of two third of general members of the community.
The General terms and condition for Honorary Members will be:
7. The initial membership joining fee will be a voluntary contribution; however this fee should not be less than the general member’s fee. The present rate is £50 per year for full family membership.
7.1 All rules and regulation will be applied to the honorary members as other general community members and any honorary members violating the community rules, regulations will be dealt with accordingly.
7.2 The honorary members will be entitled to use all facilities available within the community, however using community fund and benefits will be under the discretion of executive committee members and will need a vote of two- third 2/3rd majority.
7.3 These rules may change in the Annual general community meeting if necessary.
The Honorable Members:
8. The Community (GNCM) shall always Welcome and recognize these people who have been holding a distinguished post or award as the community honorable members. They shall become members on recommendation of members. They will not be entitled to use (GNCM) general funds or benefit except from hosting and event or buying gift / bouquet.
Registration procedures
9. An applicant for membership of the community shall fill in an application form in the first instance. When the application is approved by the Executive committee, he/ she shall pay the fee and subscription, obtain a membership certificate and become a member of the community. Any omission from or inaccuracy or misrepresentation in the particulars relating to the applicant shall render his / her admission null and void.
Registration fee 10. The Registration and membership joining fee to the community members (See article 6.1)
Alteration of fees 11. The General meeting of the community shall be the sole authority to alter and Fees, subscriptions’ and contributions.
No refund to fees paid 12. When a member withdraws voluntarily from membership or is dismissed from the community, all fees and subscriptions previously paid by him /her shall not be refunded.
Termination of membership 13. The member dies or, if the organization, ceases to exit.
13.1 The members resign by written notice to the community.
13.2 Any sum due from the member to the community is not paid in full within six months of its falling due.
Suspension of Member 14. Membership may be suspended by not less than a two-thirds majority vote at an Executive committee or General Meeting. By resolution of the committee members, a member may have his/ her membership suspended if there are reasonable grounds to believe this to be in the interests of the community, subject to;
14.1. The member being advised of the reason for suspension and the action to be taken by the committee.
14.2. Any suspended member may, on not less than 2 weeks written notice, other than under clause (6.4) appeals against the suspension at one subsequent committee or General meeting.
Members breaking rules 15. All members must abide by the rules and decision of the community. Any member breaking the rules of the community is liable disciplinary action or expulsion by the executive committee (See article 21) any member disciplined or expelled may appeal to the general meeting.
Members’ complaints 16. Any members, who are not satisfied with the business of the community, may lodge his/ her complaint with the executive committee in writing. The executive committee shall not refuse to consider such complaint in any circumstances and shall summon the complainant to make and account for the matter. The executive committee shall give a reply in writing when it comes to a decision on whether or not to accept the complaint. The members may appeal to a general meeting if he considers that the executive committee has no ground to turn down his/ her complaint.
Finances 17. The book of the community shall commence on the 1st day of April and close on t the 31st day of March each year. A full audit of accounts is to be made prior to the Annual General meeting and the Executive Committee is to arrange and appoint auditors to carry out these checks. A completed auditors report is to presented and read out at the meeting.
17.1 All monies, which are the property of the community, except; those deemed by lathe Treasurer to be necessary for the good and proper conduct of community business, shall be deposited with financial institutions as determined by the committee at a duly constitutional committee meeting. Cheques drawn on any accounts operated shall require the signature of any two of the following office bearers:
17.2 The Chairman.
17.3 The Vice Chairman
17.4 Treasurer
17.5 Secretary
17.6 Auditor appointed by the committee in March each year, to fulfill the functions as state in article 17 of this rules, shall be so appointed prior to the Annual General Meeting and shall report to
The Annual General Meeting in writing.
Income and property 18. The income and property of the community shall be applied solely towards the promotion of the community‘s objectives.
18.1 The Chairman is entitle to be reimbursed from the finances of the community or may be paid out for reasonable expenses incurred by him / her when acting on behalf of the community And
Act as reasonable and proper remuneration for any goods or services supplied, purchased or donated to the community.
18.2 No member may receive any remuneration from the community, other than special award for special achievements or progress made in education, sports or community enlistment by the Children of the community.
Machinery of Government 19. The supreme authority of the community shall be vested in
The General meeting. The committee Members shall exercise only
Those passed by the General meeting.
Rules Amendment 20. This rule may only be amended at an Annual General
Meeting of this Community at least fourteen days prior to which
Written notice of such proposed amendments has been forwarded
To the General Secretary; or at a special General Meeting called for
That purpose. A majority of two-third 2/3rd of those present an
Voting is required to pass and amendment to the rule.
General Meeting 21. The Executive committee may call General meeting as
Required, giving not more than 30 days and not less than 10 days
Notice to all members.
21.1 Under the instructions of the Executive committee the Secretary shall prepare the notice of the General Meeting and inform all the members of the community by letter, e-mail, text or phone at least 30 days in advance. Upon receipt of returns from members, the secretary shall prepare agenda and send it to the members at least 10 days before the meeting.
Annual General Meeting 22. The Annual general meeting of members shall be held
Annually or within 15 month of the previous AGM.
22.1 Every annual general meeting shall be called by the
Committee giving at least 21 days notice of the meeting to all the
Members of the organization. All members of the organization shall
Be entitled to attend and vote.
22.2 To consider reports from the Executive committee and work for the future.
22.3 To consider and approve the statement of accounts of the previous financial year together with the report on the audit of the community.
22.4 To elect the members for the vacant position of the Executive committee by secret ballot.
22.5 Nomination for election of committee Members must be
Made by existing members of the organization in writing 14 days before the meeting.
Special General Meeting 23. The committee may call a special general meeting to the
Organization at any time.
If at least 1/3rd one –third of members request such a meeting
Stating the business to be considered, the Secretary shall call at
Least 21 days notice must be given.
The quorum shall be as for annual General Meeting.
23.1 In the event of a special general Meeting passing a vote of no confidence in the committee, then the meeting shall be adjourned to a date not more than 30 days thereafter for the purpose of holding elections for the new committee in the manner prescribed by the rules. Special General Meeting shall appoint an interim executive to organize the election.
23.2 Unforeseen events will be discussed and pass the appropriate action during Special\Emergency General Meeting.
Executive committee 24. The committee of the community shall be elected for period
of twenty four month or 2 years at the annual completing each year.
24.1 The committee shall consist of as follows:
24.2 Chairman
24.3 Vice –Chairman
24.4 Secretary
24.5 Assistant Secretary
24.6 Treasurer
24.7 Assistant Treasurer
24.8 Culture Secretary
24.9 Assistant Culture Secretary
24.10 Sport Secretary
24.11 Assistant Sport Secretary
24.12 PR and Media Officer
24.13 Executive members x2
24.14 The committee shall meet at least 4 four times per calendar year and as required to conduct the business of the community.
24.15 Cary out all decisions of the General, Annual and Special General meeting of the community
24.16 Keep minutes of its proceedings and updating.
Duties of the Executive
Chairman shall: 25. The Chairman shall preside at all General
Meetings and Executive Committee Meetings and shall be
Responsible or the proper conduct of business of meetings. He shall Sign the minutes of each meeting after they are approved. In case, the numbers of votes for and against an item are equal, the
Chairman can deliver a casting vote.
25.1 The Cheque or withdrawal or money transfer
Instructions forms which must be sign by two signatories, the
Chairman or in his absence the Vice- Chairman or Secretary and
The treasurer of the executive committee.
25.2 The Chairman is to countersign the important documents
Of the community.
Vice Chairman shall: 26. Undertake the responsibilities of the
Chairman in his/ her absence.
26.1 Organize annual committee events and functions.
The Secretary shall: 27. Keep a record of minutes of all meetings and disseminate
It to members.
27.1 Attend to and keep a record of all correspondence.
27.2 Issues notices of meetings.
27.3 Perform such other duties as requested by the committee.
27.4 Prepare and distribute and annual diary of events in April each year.
The Assistant Secretary shall 28. Undertake the responsibility of the secretary in his / her
Absence.
28.1 He/ she will support the Secretary to carry out his/her
Responsibility and update the membership nominal roll.
28.2 Perform such other duties as requested by the
Committee.
The Treasurer shall: 29. Receive all money payable to the community and issue the
Receipts for those received and should be paid in the bank account
Of the community except as provided in clause.
29.1 Keep proper record of all monies received and disbursed.
29.2 Present a balance of the finances of the community at
Committee meeting and at the Annual General Meeting.
29.3 Perform al such duties as directed by the committee from
Time to time.
29.4 The treasurer or designate property executive member
Keep a detailed account all property belonging to the Community presented, Purchased or inherited through members. The annual audit is to carry out a full check of all committee property and report as necessary.
The assistant Treasurer shall: 30. Undertake the responsibility of the Treasurer in his/ her
Absence.
30.1 To assistant to Treasurer at any time.
The Cultural Secretary shall: 31. Organize, receive and plan all entertainment at
Functions.
31.1 Shall organize and liaise with other communities and foster
And spread friendship, cultural exchanges and other activities.
31.2 Perform all such duties as directed by the committee from time to time.
The assistant Cultural secretary shall: 32. Undertake the responsibility of the cultural
Secretary in his/ her absence.
32.1 To assistant to cultural secretary at any time.
The sport secretary shall: 33. Organize, receive and plan all sport events to promote the community.
33.1 Shall organize and liaise with other communities and foster and spread friendship, sport exchanges and other activities.
33.2 Perform all such duties as directed by the committee from time to time.
The assistant sport secretary shall: 34. Undertake the responsibility of the sport secretary in his/ her absence.
34.1 To assistant to sport secretary at any time.
The PR and Media Officer shall: 35. Publicize the community and its activities through the internet,
Local dailies and other publications which may be desirable for the
Promotion of the community and every single article must be
Censored by the public relation Officer and approved by the
Chairman and executive members.
35.1 Organize and be the community’s photographer for all its
Activities.
35.2. Perform all such duties as directed by the committee from time to time.
The Executive Members shall: 36. Perform and act all such duties as directed by the
Committee from time to time.
36.1 Assistant to committee members as required.
Advisory Committee: 37. The Chairman of the executive committee will
Become advisor automatically after leaving his/ her post.
37.1 Any Members to the public community who can assist in the well – being and the betterment of Gurkha Nepalese community Medway, Kent may be elected to the Advisory committee
37.2 Advisory committee members on expiry of their tenure and other Nepalese within Medway and UK: with specialist skills and experience may elect or volunteer their service for the betterment of the community.
37.3 The Advisory committee, in consultation with the Executive committee shall from time to time recommend, make repeal and amend byelaw and regulations (not inconsistent with these Rules) as they shall think expedient for the internal management the community and will being of its members.
37.4 All such Byelaws and Regulations shall be binding upon the members until repealed by a resolution of a General Meeting of the community. Any member ceasing of belong to the community by death, resignation or expulsion, or should be compound with his or her creditors shall not (except as regards any debt owing to the members by the community) have any claim or be entitled to participate in any of the effects and property of the community, or to have any part of the annual subscription returned.
Election and Open vote or secret ballot: 38. Voting shall be by show of hands except that;
38.1 Any contested election at an Annual General Meeting or
Otherwise shall be via secret ballot;
38.2. The Meeting may, by show of hand, require
Any other vote to be via a secret ballot;
38.3. Established Election commissioner committee 3 -5
Members or as require. Who is not standing as candidate.
38.4. The Election committee members will Dissolution after the election.
Candidate Application procedure and fee: 39. All interested candidates should fill up the candidate form
On their own chosen post and submit to election committee by not
Later than date and time fix by the committee.
39.1 The candidate fees are adjusted on their respective post as
Follows:
A. Chairman- ↑ £50.00
B. Vice- Chairman-
C. Gen Secretary- ↕
D. Secretaries- £40.00
E. Treasurer-
F. Assist Treasurer ↓
G. Committee members_ £30.00
Nobody shall be appointed as
a committee member: if: 40 Under the age of 18 years.
40.1 They have been disqualified from acting as a member of a committee by virtue of section of the charities act 1993 (or modification).
40.2. They become incapable by reason of mental disorder, illness or injury of managing and administrating his/her own affairs.
40.3 They are absent, without permission, from the committee for a period of six months.
40.4 They notify the committee that they wish to resign (but only if at least three members of the committee will remain in office when the notice of resignation is to take effect).
40.5 They have a personal financial or professional interest in the organization.
40.6 All the Committee Members must resign at the annual General Meeting but may stand re-election.
Dissolution: 41. The community will be dissolved if a resolution to
This is carried at:
41.1 A special General Meeting called for the purpose in
Accordance with Article 23 of this rule.
41.2 The Annual General Meeting in accordance with Article 22.
Of this rule.
41.3 At the time of dissolution, the assets of the Community, being those remaining after all debts incurred have been met and all liabilities paid, shall be transferred to and organization with similar objectives as determined by a two – thirds 2/3rd majority of those present and voting at the Meeting at the which the community is dissolved.
Issue copies of Constitution: 42. A copy of the constitution of the Community shall
Be available on request; including copies of any alterations or
Amendments of the rules. These rules are the agreed constitution of
The Gurkha Nepalese Community Medway, Kent and a copy of this
Constitution may be forwarded by the Chairman to Organizations as
A legal document to validate the Community’s existence in Medway.
1. Constitution written & prepared by: Mr Shivaram Rai
2. Book design & printed by Mr Bhimprasad Rai.
3. This constitution passed in special general meeting on 21 August 2011.
4. If the constitution paragraph, words and figures (e.g.) amendment should keep the dated and list record.
Forecast of Events