Saiva Maha Sabai- Matale

Constitution
1 Name: Matale Saiva Maha Sabai (herein after it is called as
“Society”)
2 Address: Until the time the society establishes its own
office, the address of the office will be the address of the
Honorary President as at that time.
3 Emblem: The “Nadarajar” symbol will be at the centre. A
statement in Tamil “Menmai Kol Saiva Neethi Vilanguha
Ulagam Ellam” is around the symbol. The year 1954 is at the
centre of the statement. The name of the society will be at
the bottom having two oil lamps either sides. The emblem is
in round shape. ( )
4 Objectives
4.1 To take forward the ideals and values of Hinduism. The
society represents the Hindus of Matale district at the
organizational and national levels.
4.2 To motivate the Hindus of the district to be more
religious, participates religious functions and activities.
4.3 To conduct Poojas and celebrations for the Religious
leaders, “Nayanmars”, inviting and honouring religious
dignitaries and organizing religious speeches.
4.4 To motivate the youths to be more conscious on the
religion, provide opportunities to come up in life.
4.5 Plan and implement community development activities
to improve the life of the deprived Hindus of the district. In
such occasions, separate proposals to be developed for each
activity.
Exp. Educational Development
Community programmes
Scholarships for higher education.
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4.6 To achieve these objectives Saiva Maha Sabai could join
with organizations having similar objectives.
5 Membership:
5.1. Membership is open only to Hindus above the age of 18
and of either sex.

5.2 Either he/she should be born in Matale district or

having permanent contacts with the district or to be a
permanent resident of this district for more than three
years.

5.3 Applicant should be introduced by two of the members

of the society and they should submit the details of the
applicant to the Executive Committee.

5.4 Once the Executive Committee satisfies with the details

of the applicant, further steps will be taken.

5.5 The said person should fill the application form and
submit it to the executive committee.

5.6 On submission of the application, an acceptance letter

along with a copy of the constitution and declaration form
will be sent to the person. If he/she accepts the rules and
regulations of the society he could attend to the next
meeting where he/she should read the declaration and
accepts the membership.

5.7 Declaration:
I ………………………… accepts and pledge in front of the
Executive Committee on ………..(date) that I will abide by the
rules and regulations of the society, extend my fullest
support and cooperation to implement the activities, never

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behave in such a way to bring disgrace to the society and
pledge to protect the secrecy at all the time.

5.8. Admission fee:

Once the membership is offered by the Executive
Committee he/she should pay a sum of Rs. One hundred to
the Honorary Treasurer and obtain a receipt for the same.

5.9 Subscription:
Within fourteen days from the time of membership he/she
should pay the subscription of Rs. One hundred and fifty for
the full year to the Honorary Treasurer and obtain a receipt
for the same. If the person joins in between the year, in such
events, the subscription is calculated on the basis of months
and the subscription is calculated at the rate of Rs. Twelve
and cents fifty per month.

Thereafter on the following years the annual subscription

should be paid fully on or before the 30th April. Here the
year means 01st April to 31st March.

5.10 Life membership:

Anyone who wishes to obtain life membership, he/she
should pay a sum of Rs. one thousand five hundred. This
amount could be paid in two installments within the same
year.

6 Structure of the Society:

6.1 The society has the General Body and an Executive
Committee.

6.2 General body constitute of all the registered members of

the society.

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6.3 The Executive Committee constitute of eleven members
elected by members of the General Body.

7 Duties and Powers of the General Body:

7.1 Electing the Executive Committee members at the
Annual General Meeting. In case the Executive Committee is
not elected on the Annual General Meeting a decision could
be taken by the General Body to call a special general
meeting and elect the Executive Committee.

7.2 Scrutinize and take decisions on the reports submitted

by the Executive Committee.

7.3 Scrutinizing the annual progress and finance reports

and accept them or reject or accepts with necessary
corrections.

7.4 When necessity arises propose amendments to the

constitution and accepts it with two third (2/3) majority at
the Annual General Meeting.

7.5 Any member of the General Body or the Executive

Committee breach the rules and regulations, or brings
disgrace to the society, the General Body could suspend or
discontinue him/her from the membership by an ordinary
majority.

8 Selecting Auditor.
8.1 Auditor will be elected at the Annual General Meeting.
He/she should be a qualified, experienced in Auditing. The
Auditor should not be elected for more than two years
continuously.

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In case there is no suitable person within the society to
carry out auditing, the society could appoint an outsider for
this purpose and could make a payment arrived at the
Annual General Meeting.

09. Executive Committee:

9.1 The Executive Committee consists of eleven members
elected by the General Body.

9.2 The duration of the Executive Committee is only one

year.

9.3 However an emergency meeting of the General Body

could be called within fourteen (14) days, if two third (2/3)
membership of the General Body request for the same.

9.4 The Executive Committee could be dissolved prior to the

period if a resolution is tabled and accepted at the special
General meeting.

9.5 A new Executive Committee has to be elected within 14

days from the date the previous Executive Committee is
dissolved. Until such time an interim Committee consist of
three (3) members will function.

9.6 This Interim Committee will take over all the

documents including funds. However this Interim
Committee will not execute any new programmes.

10. Office Bearers

The following officials will be elected to the Executive
Committee by the General Body
1. Honorary President
2. Honorary Vice Presidents (two)
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 3. Honorary Secretary
4. Honorary Treasurer
5. Honorary Assistant Secretary
6. Five Ordinary members (5)

11. Duties and Responsibilities of the Executive

Committee
11.1 Administering the funds and assets

11.2 Accepting or rejecting the applications for the

membership after scrutinizing.

11.3 Forming Sub Committees when necessary.

11.4 Protect and abide by the rules and regulations

11.5 Appointing employees and when necessary take

disciplinary actions against them.

11.6 Sending invitation to the members seven days before

the meeting of the General Body and prepare the agenda for
the same.

11.7 Prepare and circulate the Annual Progress and finance

reports to all the members within seven days before the
General Body meeting.

11.8 Appoint new office bearer in case of any vacancies

arouse during the one year period due to resignations or
death or disciplinary actions which should be recorded and
mentioned in the Annual Progress Report.

12 Duties of Office Bearers:

12.1 The Honorary President
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12.1.1 Honorary President should preside all the Executive
Committee meetings and General Body meetings.

12.1.2 Honorary President has to ensure that the activities

of the society are carried out in accordance with the
constitution and with the agreed plans.

12.1.3 Honorary President has to prepare the annual

progress report and submit the same in the Annual general
Meeting.

12.1.4 Honorary President should ensure that he/she calls

the Annual general Meeting at the end of one year period
and it should be on or before 30th June.

12.1.5 The Honorary President has all the rights to call for
the Executive Committee meetings to discuss matters
related to the society or on common interest.

12.1.6 Together with the Honorary Treasurer he/she signs

the cheques.

12.1.7 No person could be elected to the post of Honorary

President continuously for more than two years.

12.2 Honorary Vice Presidents:

In the event the Honorary President is not available for the
meetings for any valid reasons in such instances, one of the
Honorary Vice Presidents should preside the meetings.

In such occasions the Honorary Vice President has all the

rights to use the powers of the Honorary President and it
should be accepted.

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12.3 Honorary Secretary:
12.3.1 It is the responsibility of the Honorary Secretary to
record and maintain the minutes of the Executive
Committee and General Body meetings.

12.3.2 Implement all the decisions taken at the Executive

Committee meetings along with the Honorary President.

12.3.3 On the request of the Executive Committee or on the

decision of the Honorary President or on the request of the
2/3 members of the General Body the Honorary Secretary
will call for the meeting of the General Body.

12.3.4 During the absence of the Honorary President the

Honorary Secretary signs the cheques together with the
Honorary Treasurer.

12.3.5 No person could be elected to the post of Honorary

Secretary continuously for more than two years.

12.4 Honorary Assistant Secretary:

If the Honorary Secretary is not available due to valid
reasons the Honorary Assistant Secretary should play the
role of the Honorary Secretary.

12.5 Honorary Treasurer

12.5.1 Honorary Treasurer is responsible for all the finance
matters.

12.5.2 Honorary Treasurer is the first signatory to the

cheques and all bank withdrawal forms.

12.5.3 Honorary Treasurer along with the Honorary

President or in his/her absence with the Honorary
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Secretary should operate either current or savings account
in a bank in Matale.

12.5.4 Honorary Treasurer should prepare the income and

expenditure report at the end of the finance year, get
audited and with the approval of the Executive Committee
submit the same to the General Body.

12.5.5 Honorary Treasurer has no right to spend the funds

of the society on his own discretion. However on an
emergency he/she, with the consent of the Honorary
President, could spend a sum less than Rs. one thousand.
Approval from the Executive Committee should be obtained
at the next first meeting.

12.5.6 Any payment above Rs. Three thousand (Rs.3000/=)

should be made by cheque.

12.5.7 Honorary Treasurer should maintain an inventory

for all the movable items of the society. Further it is the
responsibility of the Honorary Treasurer to keep and
protect all the documents related to immovable properties.

12.5.8 No person could be elected to the post of Honorary

Treasure continuously for more than two years.

13. Annual general Meeting

13.1 The annual general meeting should be called by
Honorary President at least before the 30th June. Quorum
for this meeting should be not less than two third of the
registered members of the society.

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13.2 In the event the annual general meeting is postponed
due to quorum, the meeting at the next call should have at
least 50% of the registered members.

14. Special General Meeting

14.1 The Executive Committee or the Honorary President or
two third registered members society could request in
wring to call for a Special General Meeting. In such event the
Honorary President should call for a Special General
Meeting for which not less than two third of the registered
members of the society should be present.

14.2 The members of the society should be informed at least

seven days before the annual general meeting and for
special general meeting. The agenda for these meetings
should be prepared by the Honorary Secretary with the
approval of the Honorary President.

15. Executive Committee Meetings

15.1 Executive meeting should be called by Honorary
President at least once a month.

15.2 The quorum for this meeting should be not less than
six (6)

15.3 Honorary President could call for Special Executive

Committee meeting on the request of three committee
members or on his own.

15.4 The notification for the Executive Committee meeting

should be informed at least three days before the meeting.

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15.5 A member is not attending for three consecutive
Executive Committee meeting without valid reasons his
post becomes void.

16. Elections for Executive Committee

16.1 Names of the members are proposed and elected to the
Executive Committee at the annual general meeting. If there
is only one person’s name is proposed for a post, Honorary
President will declare that the person is elected
unanimously.

16.2 In case that there are more than one person contesting,
in such event the registered members attending the annual
general meeting will raise their hands and elect a member.

16.3 Until a person is elected to the post of Honorary

President, a temporary President will be appointed and
he/she presides the meeting.

16.4 The temporary President is a person who is not

contesting to the post of President.

16.5 Once the President is elected the temporary President

will hand over responsibilities to the elected President who
will conduct the election to the rest of the positions.

17.Voting Right
Only the members who have paid the annual subscription
are entitled to participate in the Annual General Meeting
and are eligible to elect the office bearers.

18 Financial Year
Financial year of this society is from 1st April to 31st March
of the year
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19. Administrative year
Administrative year of the Society is from 1st July to 30th
June of the year

20. Donations
Executive Committee decides on getting the donations.
However the donations should not be under any conditions.

21. Amendments to the Constitution

If any amendment/s to the constitution is needed, the
registered members are eligible to submit proposal/s
through the Honorary Secretary. These proposals will be
tabled at the next Annual General Meeting. If such
proposals are accepted by the two third majority of the
members the amendment will come into effect.

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