Prince Edward Islanders Helping Tsunami Victims in Sri Lanka

CONSTITUTION OF ISLAND TO ISLAND

A Charitable Organization to promote Prince Edward Island - Sri Lanka Collaboration for the Welfare of Tsunami affected Children

MEMORANDUM AND ARTICLES OF ASSOCIATION

PART ONE: Memorandum of Association

Section 1: Name

The name of the organization will be the Island to Island Charitable Organization. The Island to Island is established as a Non-Profit Organization.

Section 2: Office Address

47 Anne Crescent
Stratford, PE
Canada
C1B 1M8

Section 3: Objectives

  1. To assist in providing financial support to the Tsunami affected children in Sri Lanka;
  2. To work closely with Island to Island agent who will in turn, work closely with Sri Lankan organizations to ensure funds are used to provide psycho-social and professional counseling and nutritional services for Tsunami affected children;
  3. To promote long-term interpersonal linkages with Island schools and Tsunami affected Sri Lankan children and cultural exchanges between PEI and Sri Lankan individuals such as artists, musicians, and students etc.;
  4. To promote public educational activities regarding Tsunami and its impact.
  5. To establish a scholarship to support Tsunami affected students to advance their education in graduate schools or professional schools in Sri Lanka or in Canada

Section 4: Activities of the organization

The activities of the organization are put in place to meet our objectives. Please see the Activities page.

PART TWO: Articles Of Organization

Article 1: Membership

  1. The membership of the organization shall be as follows
    1. General Membership
      To belong in to this organization a paid membership is required. Membership is granted to any interested individuals or groups. A membership card will be issued bi-annually.
    2. Membership fee
      Annual membership fee would be $10.

Article 2: Structure of Organization

The organization shall be structured in the following manner:

  1. Board of Directors (hereinafter referred to as Board)
    1. The Board shall consist of no more than ELEVEN members elected from the general membership, at the annual general meeting.
    2. Term of office of Board members shall be one year.
    3. Any Member of the Board of Directors who is absent for three consecutive meetings without reasonable cause shall be presumed to have resigned unless the individual notifies the organization otherwise.
    4. The Board shall meet at least once a month.
  2. Executive Committee of the Board of Directors
    1. The Executive Committee shall be as follows:
      1. Co- Chair
      2. Co-Chair
      3. The Secretary
      4. The Treasurer
    2. The Executive Committee shall be elected annually by the Board from among its members.
    3. Executive Members shall hold office until the following annual general meeting. If a vacancy occurs in the Executive, a successor shall be appointed by the Board.
    4. The Executive Committee will carry out day to day work under the direction of the Board.
    5. The Executive Committee shall be responsible for the adoption of the budget in the year preceding the year for which the budget is intended.
    6. The Executive Committee shall report to the Board on all matters pertaining to the programs and procedures of the organization as required by the Board.
    7. If members of the organization receive any financial or in-kind benefits for being members of the organization, those benefits will be donated to the organization for the purpose of meeting organizational objectives.
  3. Voting delegates at the Annual General Meeting
    1. The organization shall hold an Annual General Meeting each year within three month of December 31st, the year end.
    2. The General Assembly shall meet at least once a year.
    3. Only these valid members in good standing can vote at the general meeting.

Article 3: Duties of the Co-Chairs

The Co-Chairs are the official representatives of organization at all times, as such must maintain a dignity and bearing which reflect well upon the organization. The duties of Co- Chairs are to:

  1. Preside over all membership, Board, and Executive Committee meetings of the organization.
  2. Provide leadership to the Board of Directors in carrying out its objectives.
  3. Exercise general supervision over the business and affairs of the organization.
  4. Provide direction and support to the organization.
  5. Monitor the work of Sub Committees and provide guidance and assistance as required.
  6. Represent the organization formally at public meeting and events.

Article 4: Duties of the Secretary

The secretary is the official custodian of the record of the organization and, is responsible for ensuring that notice of all meetings is given, as appropriate, and that minutes are recorded and distributed. The Secretary shall:

  1. Ensure that an accurate record of decisions is maintained covering all Membership, Board, and Executive Committee meetings.
  2. Ensure that all records, contracts, reports, and other documents of the organization are maintained in an orderly fashion and are available to Board members as required.
  3. Ensure that official notices of meetings are issued.
  4. Ensure that an accurate roll of members is maintained.
  5. Carry out such other related duties as may be assigned by the Board from time to time.

Article 5: Duties of the Treasurer

  1. Supervise the preparation of the annual budget of the organization and to present it to the Board of Directors for approval.
  2. Monitor subsequent spending and ensure that all expenditure are in accordance with the approved budget.
  3. Ensure a full and accurate accounting of all receipts and disbursements.
  4. Ensure the secure deposit of all monies received by the organization.
  5. Approve payment against all commitments.
  6. Instruct the Board in all matters pertaining to financial administration within the organization.
  7. Present and interpret reports on the financial standing of the organization at all Board meetings.

Article 6: Election of Board of Directors and Executive Committee

  1. The Board of Directors shall be elected by the general membership at an annual general meeting. If a vacancy occurs during the ensuing fiscal year, a successor shall be elected in consultation with the membership.
  2. The Executive Committee will comprise of the board members who will occupy the positions of Co-Chairs, Secretary and the Treasurer.

Article 7: Sub Committees

  1. Sub Committees shall be Fund raising/events, Program Planning, Communication, and Youth. The Board of Director shall have the right to form any other sub-committees deem necessary. All These committees shall be appointed annually by the Board.

Article 8: Meetings

  1. The annual general meeting of the organization shall be held with in three months following the end of the year of the organization, December 31.
  2. All meeting shall be called by the Co-Chair/s.
  3. Special meeting of the organization shall be called by the Co-Chair/s if the Board demands it.
  4. A quorum for a general meeting of the organization shall consist of 1/3 of the voting delegates.
  5. A quorum for a board meeting shall consist of 1/3 of the voting delegates.

Article 9: Custody of the Corporate Seal and Certification of Documents

The Secretary shall have the custody of the corporate seal and shall be responsible for certification of documents of the organization.

Article 10:- Review of Accounts

The books of the organization shall be reviewed at least once in each year by the persons named at the annual general meeting on a recommendation of the Executive Committee. The reviewed report shall be presented at the Annual General Meeting when the financial statement is presented.

Article 11: Banking

Signing authority shall be any one of the two Co-Chairs and the Treasurer.

Article 12: Amendment to Constitution

All proposed amendments to the Constitution must be ratified by two third majority vote of the voting delegates at a General Meeting.

Article 13: Donations

The Island to Island may receive and accept donations, grants, or requests of any kind from any lawful source. Official receipts shall be issued for any donations.

Article 14: Dissolution

When the general membership finds that the objectives of the organization are no longer valid, any member of the organization can propose, in writing, a motion to amend the constitution or to dissolve the organization. Such motion can be approved only by a 2/3 vote of the membership.