Guidelines for Branches

<body topmargin=0 leftmargin=0 marginheight=0 marginwidth=0> <table cellpadding=0 cellspacing=0 border=0 height="100%"><tr> <td valign="top" height=150 BGCOLOR="#006699" TEXT="#080000"> <div> <FONT SIZE="6" COLOR="#FFFFFF" FACE="Arial" ><B>T.I.S.I. (NZ) Sangam</B></FONT><FONT SIZE="1" COLOR="#FFFFCC" FACE="Arial" ><B>     |  </B></FONT><FONT SIZE="4" COLOR="#FFFFCC" FACE="Arial" ><B>   </B></FONT><A HREF="index.htm" TARGET="_top" TITLE="T.I.S.I. 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(NZ) Sangam Inc. was formed to better organise the various Sangam Branches and Groups into a formal structure.</div> <bR> <div> This will hopefully lead to better communication, increased co-operation between groups and members, and a stronger and more cohesive organisation.  This has also led to a formal link to the parent group in Fiji through official affiliation to the T.I.S.I. Sangam in Fiji.</div> <bR> <div> The Directions and Guidelines are meant as a guide for the setting up and operating of Branches under the National T.I.S.I. (NZ) Sangam.  This will hopefully lead to the better management, promotion and development of the activities of the Sangam. </div> <bR> <div> The Directions and Guidelines are a part of the Constitution of the Sangam, and must be read, interpreted and used in conjunction with the Constitution.</div> <bR> <div> The National T.I.S.I. (NZ) Sangam Council of Management can amend and alter these Directions and Guidelines as and when needed.</div> <bR> <bR> <div> <B><U>EXISTING BRANCHES & GROUPS</U></B></div> <div> For existing Sangam Branches and Groups, some of the following listed procedures may not apply, as they may already be in place.</div> <bR> <div> However, all Branches and Groups are requested to affiliate and join the National T.I.S.I. (NZ) Sangam.</div> <bR> <div> Also, for all future activities and functions to be held under the name of “Sangam”, and for participation in Fiji Sangam's activities, official recognition will only be given to Branches that are affiliated to the National T.I.S.I. (NZ) Sangam.</div> <bR> <div> Sangam Branches are expected to participate in all National T.I.S.I. (NZ) Sangam activities, and help and support other Branches, and vice-versa. </div> <bR> <div> A written report of all organised Branch activities, including Minutes of Meetings, is to be given to the National T.I.S.I. (NZ) Sangam, throughout the year.</div> <bR> <div> Each Branch will appoint two (2) representatives to sit on the National T.I.S.I. (NZ) Sangam Council of Management.</div> <bR> <div> Once all Branches are set up and formalised, then National Bodies will be setup for the T.I.V. Sangam, Maathar Sangam, and a Youth & Sports Council.</div> <bR> <div> Nominations for membership of these National Bodies will come from the Branches.</div> <bR> <bR> <div> <B><U>NAME</U></B></div> <div> If not already done so, a name needs to be chosen that describes the Branch or Group.</div> <bR> <div> The name of the Branch should preferably include the word “Sangam” eg.  Auckland Maathar Sangam, Hamilton Sangam.</div> <bR> <bR> <div> <B><U>REGISTERED OFFICE</U></B></div> <div> An address and contact phone number needs to be established for the Branch.</div> <bR> <div> The registered office of the National T.I.S.I. (NZ) Sangam is at 728 Great South Rd, Papatoetoe, Auckland, New Zealand.</div> <bR> <bR> <div> <B><U>INTERIM COMMITTEE</U></B></div> <div> An Interim (temporary) Committee needs to be setup - this will consist of a President, a Secretary, a Treasurer and other Committee Members.</div> <bR> <div> The task of this Committee will be to submit a formal written application for temporary membership of the Branch to the National T.I.S.I. (NZ) Sangam Management Committee.</div> <bR> <div> Once temporary approval is received, the Committee will then need to recruit new members for the Branch.  Upon the Branch membership reaching 30, application can be made for full Branch status.  An Annual General Meeting of the Branch needs to be convened soon after, and an official elected Committee appointed.</div> <bR> <div> In the meantime, the Branch can begin organising functions and participating in Sangam activities.</div> <bR> <div> The National T.I.S.I. (NZ) Sangam Management Committee will assist, guide and work closely with the Committee throughout this process.</div> <bR> <bR> <div> <B><U>LETTERHEAD</U></B></div> <div> A suitable Letterhead should be designed and adopted, after consultation with the National T.I.S.I. (NZ) Sangam Management Committee.</div> <bR> <bR> <div> <B><U>CONSTITUTION</U></B></div> <div> The National T.I.S.I. (NZ) Sangam Constitution is applicable to all Branches.  Branches are to be formed and governed by Articles 26 to 30.  There is no need to have a separate Constitution.   </div> <bR> <div> The Directions and Guidelines should be used together with the Constitution as the rules for operation. </div> <bR> <bR> <div> <B><U>AIMS & OBJECTIVES</U></B></div> <div> The aims and objectives of all Branches should be in line with the National T.I.S.I. (NZ) Sangam, as listed in the Constitution.</div> <bR> <div> Other suggested activities are :</div> <div> arrange, teach, learn and participate in music, art, oratory, and bhajans</div> <div> reciting and learning of religious scriptures, such as the Ramayana and Bhagwat Geeta</div> <div> organise and participate in sports events such as soccer, netball, volleyball, cricket, snooker, rugby and hockey</div> <div> conduct first aid classes</div> <div> observe religious festivals</div> <div> observe birthdays of notable people</div> <div> organise and teach South Indian classical and folk dances, such as Bharat Natiyyum and Tamil Natak </div> <div> organise recitals and teach the playing of musical instruments such as the dhapla, shenai and dholak</div> <bR> <bR> <div> <B><U>NUMBER OF MEMBERS</U></B></div> <div> A minimum of 30 paid-up members is required to form a Branch.  The maximum number of members of a Branch is unlimited.</div> <bR> <bR> <div> <B><U>AGE AND ELIGIBILITY OF MEMBERS</U></B></div> <div> A member needs to be :</div> <div> eighteen (18) years of age and above</div> <div>  of South Indian extraction</div> <div> subscribes and agrees to all the aims and objectives of the Sangam</div> <div> sign the declaration form and application for membership</div> <bR> <div> Youth aged fourteen (14) years to eighteen (18) years may participate in Branch activities as Honorary Members, but cannot become Ordinary or Life Members until they attain the age of eighteen (18) years.  Honorary Members do not have any voting rights.</div> <bR> <div> The spouse of any member not of South Indian Extraction may also be eligible for membership.</div> <bR> <div> Final approval of membership applications rests with the National T.I.S.I. (NZ) Sangam Management Committee.</div> <bR> <bR> <div> <B><U>SUBSCRIPTION</U></B></div> <div> The annual rate of subscription payable by the members shall be as follows :</div> <div> - Ordinary Member - $25.00</div> <div> - Life Member - $100.00</div> <bR> <div> All monies collected for subscriptions must be handed onto the National T.I.S.I. (NZ) Sangam Treasurer for deposit into the National T.I.S.I. (NZ) Sangam Bank Account.</div> <bR> <div> Separate Branch levies and fundraising can be conducted for Branch activities and expenses.</div> <bR> <bR> <div> <B><U>MEMBERSHIP REGISTER</U></B></div> <div> Upon a person becoming a member and paying the required subscription, their name shall be entered on the Membership Register kept at the National T.I.S.I. (NZ) Sangam Head Office.  A Membership Certificate will be issued to all Life Members.</div> <bR> <div> Each Branch is required to keep a similar Membership Register of all its members, and inform the National T.I.S.I. (NZ) Sangam of any membership changes.</div> <bR> <bR> <div> <B><U>CORRPONDENCE</U></B></div> <div> All official correspondence should be made in writing.</div> <bR> <div> A file should be kept of all inwards and outwards correspondence of the Branch.</div> <bR> <bR> <div> <B><U>ELLECTED BRANCH COMMITTEE</U></B></div> <div> The following Office Bearers need to be elected and appointed at the Branch Annual General meeting :</div> <bR> <div> President</div> <div> Two (3) Vice-Presidents</div> <div> Secretary</div> <div> Assistant Secretary</div> <div> Treasurer</div> <div> Assistant Treasurer</div> <div> Five (5) or more Committee Members</div> <bR> <div> All Branch Committee Members are expected to attend all convened meetings and organised activities.  Apologies are expected if attendance cannot be made.  Also, each Committee Member is expected to bring to all meetings a file, which contains all relevant Branch correspondence, such as Minutes of Meetings and Financial Reports.</div> <bR> <bR> <div> <B><U>PERIOD OF OFFICE</U></B></div> <div> The office bearers and members of the council shall hold office from their election until the next Annual General Meeting or an Extra-ordinary General Meeting convened for the purpose of elections.</div> <bR> <bR> <div> <B><U>MEETINGS</U></B></div> <div> The President of the Branch, and in his or her absence, a Vice-President, shall preside as Chairperson at every meeting of the Branch.  In the absence of both, the members present shall elect any member present to be the Chairperson.</div> <bR> <div> Written Minutes of each and every Branch Meeting will be kept, and a copy sent within a month to the Council of Management.</div> <bR> <div> There shall be an Annual General Meeting of the Branch held once in every year, at such place and time, as the President in consultation with the Brach Committee shall decide.</div> <bR> <div> In all meetings of the Committee five (5) members shall constitute or form the quorum.</div> <bR> <div> The President or Secretary shall call a meeting of the Committee at least once in every three months.  At least (14) day's notice shall be given to other Committee Members of such meetings.  Provided any urgent meeting may be called by notice of such shorter period as may be deemed advisable.</div> <bR> <bR> <div> <B><U>BANK ACCOUNTS & FINANCES</U></B></div> <div> True accounts shall be kept of all money received and expended by the Branch.  At least one bank</div> <div> account needs to be opened and operated by the Branch</div> <bR> <div> Once a year the accounts of the Branch shall be examined and the correctness of the balance sheet ascertained by one or more properly qualified auditor or auditors.</div> <bR> <div> All cheques and withdrawals and payments made for the bank accounts of the Branch must be signed by two Committee Members as follows:</div> <div> either the Treasurer or the Assistant Treasurer, and </div> <div> the President or the Secretary </div> <bR> <div> A Payment Authorisation From must be completed for all outgoing transactions.</div> <bR> <div> The Treasurer shall keep accounts of all receipts and disbursements and a register of members of the Association.  A receipt has to be issued as soon as any money is collected.</div> <bR> <div> A file shall be kept of all receipts and disbursements, and bank account statements and other financial correspondence.</div> <bR> <div> The Treasurer shall collect all funds, dues, donations, contributions and subscriptions from the members and others and deposit such money into a Branch bank account within three working days of being receipted.</div> <bR> <div> A copy of the audited Balance Sheet (including every document required by law to be annexed thereto) shall be laid before the Annual General Meeting or an Extra-Ordinary General Meeting convened for the purpose, discussed and approved.</div> <bR> <div> A written Financial Report shall be submitted at all Branch Meetings.</div> <bR> <bR> <div> <B><U>RIGHT OF VOTE</U></B></div> <div> Each subscribed member shall have a single vote in all meetings of the Branch, except the President who shall have a casting vote in the case of a tie.</div> <bR> <bR> <div> <B><U>ANNUAL REPORT </U></B></div> <div> An annual report of the activities of the Branch shall be presented to the National T.I.S.I. (NZ) Sangam Council of Management, and will be tabled at the National T.I.S.I. (NZ) Sangam Annual General Meeting.</div> <bR> <bR> <div> <B><U>DISCIPLINARY ACTION</U></B></div> <div> Any member whose conduct is found to be detrimental to the interests of the Sangam may after proper investigation be liable to disciplinary action wherein the member may be :</div> <div> - Suspended or removed from the Membership Register, or</div> <div> - Disciplined at the absolute discretion of the National T.I.S.I. (NZ) Sangam Council of Management</div> <bR> <div> Any complaint or action against a member must first be dealt with at Branch level, before being referred onto the National T.I.S.I. (NZ) Sangam Council of Management.  Reports and Complaints must be made in writing.</div> <bR> <div> The decision of National T.I.S.I. (NZ) Sangam Council of Management will be final and binding.</div> <bR> <bR> <div> <B><U>CONDUCT OF MEMBERS</U></B></div> <div> All members are expected to conduct themselves in a respectful, professional and orderly manner at all times, and must strive to observe the following :</div> <div> <IMG BORDER="0" SRC="Symb075c00b700c800000000.gif" HEIGHT="13" WIDTH="24" ALIGN="bottom" HSPACE="0" VSPACE="0">agree to and subscribe to the rules and objectives of the Sangam</div> <div> <IMG BORDER="0" SRC="Symb075c00b700c800000000.gif" HEIGHT="13" WIDTH="24" ALIGN="bottom" HSPACE="0" VSPACE="0">participate and contribute in a positive and worthwhile manner to the Sangam and their Branch and it's activities and work towards  </div> <div> <IMG BORDER="0" SRC="Symb075c00b700c800000000.gif" HEIGHT="13" WIDTH="24" ALIGN="bottom" HSPACE="0" VSPACE="0">  improving, expanding and developing the Sangam</div> <div> <IMG BORDER="0" SRC="Symb075c00b700c800000000.gif" HEIGHT="13" WIDTH="24" ALIGN="bottom" HSPACE="0" VSPACE="0">respect the right of other members to speak and to contribute in meetings and other activities</div> <div> <IMG BORDER="0" SRC="Symb075c00b700c800000000.gif" HEIGHT="13" WIDTH="24" ALIGN="bottom" HSPACE="0" VSPACE="0">follow procedures in meetings and respect the ruling of the Chairperson</div> <div> <IMG BORDER="0" SRC="Symb075c00b700c800000000.gif" HEIGHT="13" WIDTH="24" ALIGN="bottom" HSPACE="0" VSPACE="0">not do anything knowingly to undermine or harm the Sangam</div> <div> <IMG BORDER="0" SRC="Symb075c00b700c800000000.gif" HEIGHT="13" WIDTH="24" ALIGN="bottom" HSPACE="0" VSPACE="0">be aware that they are representing Sangam and will conduct themselves appropriately at all times</div> <div> <IMG BORDER="0" SRC="Symb075c00b700c800000000.gif" HEIGHT="13" WIDTH="24" ALIGN="bottom" HSPACE="0" VSPACE="0">hand over all money collected on behalf of Sangam to the National or Branch Treasurer as soon as practically possible </div> <div> <IMG BORDER="0" SRC="Symb075c00b700c800000000.gif" HEIGHT="13" WIDTH="24" ALIGN="bottom" HSPACE="0" VSPACE="0">be punctual to and attend all required meetings, where possible</div> <div> <IMG BORDER="0" SRC="Symb075c00b700c800000000.gif" HEIGHT="13" WIDTH="24" ALIGN="bottom" HSPACE="0" VSPACE="0">not consume any alcohol, drugs or other intoxicating substances during or while participating in any Sangam activities or events</div> </td> </tr></table></body>