Constitution of Bunts Association UK (aka Bunts Sangha UK)

Established in 1990
Guiding our values, preserving our heritage, and shaping our future together

1. The Association

Registered name of the organisation shall be Bunts’ Association UK or Bunts’ Sangha UK, abbreviated as The Association hereafter. This Association is a not for-profit, non-registered, friendly, community association that aims to deliver “a public or community benefit or have a special purpose”. The official address for correspondence will be that of the current honorary secretary of the Association.

2. Aims and Objectives:

The Association aims to: 

  • Bring together members of the Bunts community in the UK
  • Promote social, cultural, and charitable activities across the Bunts Community
  • Bring awareness and preserve ancestral values among the younger generation in the UK

3. Membership:

The Association will have a membership. People who support the work of the Association and fulfil the conditions of the membership are eligible.

3.a. Eligibility for Membership:

 In order to qualify as a member of the Association, they must:

  • be an individual from the Bunts Community  or a partner of that individual;
  • be a resident in the UK; and
  • have paid the annual membership fee

There will be three membership types:

  • Family membership, includes children who are in full time education
  • Individual membership
  • Full-time Student membership

The Executive Committee may remove a person’s membership if they believe it is in the best interests of the Association. The member has the right to be heard by the committee before the decision is made and can be accompanied by a member.

3.b. Membership fee:

  • The applicable fees will be proposed by the Executive Committee and approved at the Annual General Meeting(AGM). 
  • Members are encouraged to pay the annual fees via standing order. Alternative payment methods or requests for fee exemptions may be arranged by contacting the Executive Committee.
  • Budget permitting, members may be offered a discount for the event/s held during the subscribing year.

3.c. Member data:

The list of members will be updated from time to time by the Secretary to reflect the current status of members.

The membership list will include the following details:

  • Full name of the member,
  • Phone Number
  • Email address

This data will be used solely for the purposes of the Association. Data will never be shared with third parties, except where this is required for events and bookings. Selected data can be made available to members on request, on condition that it will not be used for commercial purposes. Any member can, at any time, request that their data be deleted from the membership list by writing to the Secretary.

4. Management:

The Association will be managed by an Executive Committee called the Committee and its members are hereby referred to as ‘Committee members’.

4.a. Committee Members:

  • The Committee consists of the President, Secretary, Treasurer and a minimum of 4 members with representation from different regions across the UK. 
  • The Committee members will be appointed for a period of two years.
  • The Committee may co-opt members outside the committee to oversee different activities during the Association’s events like to oversee entertainment, sports activities, website and other arrangements.

     4.a.1. President:

    • The President holds the highest position in the organisation and will be ultimately responsible to the entire Association. 
    • She/He chairs all official meetings including the Annual General Meeting and encourages a democratic discussion on all matters regarding the upholding of The Association. 
    • She/He will have a casting vote in the event of tied situations in any meetings of the committee and the AGM.

     4.a.2. Secretary:

    • The secretary shall prepare agenda and minutes of the meeting and conduct regular communication with the committee in all matters relating to the Association. 
    • He/She shall be responsible for running the day to day business of the Association and communicating with all the members.  
    • The subscription matters will be handled by the Secretary along with the Treasurer.

     4.a.3. Treasurer: 

    • The Treasurer shall manage funds of the Association. 
    • She/He will be responsible to produce an annual Financial Statement on income and expenditure.
    •  The Committee Members will share the work and support the Treasurer especially, where subscription work is involved. The subscription matters will be handled by the Treasurer and the questions will be responded to at the AGM. 
    • In the absence of the Treasurer, the Secretary will take over the responsibility and conduct the business as usual.

     4.a.4.Executive Committee members: 

    • The EC members shall work and assist the President, the Secretary and the Treasurer in planning, arranging and execution of the annual gathering, social activities/events and day-to-day running of the Association.             

4.b. Committee formation Procedure:

     4.b.1. The President: 

    • The President is elected during the Annual General Meeting (AGM) through a fair election process.
    • If no nominations are received, the President is decided unanimously by the members present at the AGM.
    • Nomination proposals must:
      • Be submitted via email.
      • Be supported by at least two members.
      • Be sent to the Secretary four weeks before the AGM to allow for secret ballot arrangements, if necessary.
    • Eligibility: Candidates must have been members of Bunts Sangha UK for at least 5 years.

     4.b.2. The Secretary, Treasurer and Executive Committee Members:

    • The selection of the Secretary, Treasurer, and Executive Committee members is at the discretion of the President.
    • During the term of a committee, they may decide to add additional members if needed. This decision requires the majority approval of the existing Committee members.
    • The Committee dissolves at the end of the President’s term.

4.c. Eligibility to Vote in the AGM:   

  • Only subscribing members over the age of 18 are eligible to vote.

5. Finance:

  • The fiscal year of the Association shall be the first (1st) of October to the thirtieth (30th) of September. 
  • The Treasurer will be in charge of the financial management of the Association. 
  • The Treasurer or Secretary will be responsible for online banking/transactions. 
  • The Treasurer or Secretary will prepare and present a brief update of annual finance at the AGM for members’ perusal.

6. Annual General Meeting (AGM):

  • AGM will take place on the day of the Annual Gathering. 
  • Agenda and the Annual Financial Statement shall be circulated to the members, whenever possible, before the AGM. 
  • Constitutional amendments will need 2/3 majority approval and all other proposals can be decided with simple majority at the AGM. 
  • The Association must hold an AGM every 12 to 14 months, but not more than 15 months. 
  • Members who have queries about the Budget/Accounts submission may ask for clarification from the Treasurer/Secretary in writing, well before the AGM.

7. Health & Safety:

Health & Safety issues shall be discussed with the Parties/Venues in advance and agreed by the executive committee. All Members are expected to take care of themselves & their family, especially children, on matters concerning Health & Safety, at all times during the annual gatherings or events.

8. Dissolution Clause:

If the Association members wish to dissolve the Bunts’ Association UK for any reason; the decision to do so shall be taken ideally during the AGM. However, if the matter is urgent, then the President and the Executive Committee will have the power to make an Executive Decision and the Funds & Assets of the Association shall be donated preferably to a registered charity for purposes of similar objective and of their choice, in India or the United Kingdom. Details regarding this must be communicated to all members of the association via email or post.

9. Amendments to the Constitution:

  • Any proposed changes to the Constitution must be undertaken by a dedicated working party, which includes members from the committee and representatives from the community.
  • The proposed amendments must be endorsed by the current committee before being sent out to all members for feedback and endorsement.
  • The proposed changes must be shared with all members at least two weeks prior to the Annual General Meeting (AGM).
  • During the AGM, the proposed amendments will be discussed and must be approved by a 2/3rd majority vote to be formally adopted.
  • Once adopted, the updated Constitution must be promptly published on The Association’s website and any other relevant platforms.

10. Hand-over to new Executive Committee:

For purposes of handover during change of office bearers, further notes regarding the AGM, EC, Subscription, Communication procedures, Finances, Sponsors’ List, etc.; must be provided in a supplementary section to this document. 

Version 3

Effective date: 21st September 2024

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