Constitution

  1. Name
    1. The name of the Association shall be “Jaffna University Alumni Association, Canada
  2. Objectives
    1. To further the interest and welfare of our Alma mater, the University of Jaffna, Sri Lanka.To organize events and raise funds, to support research programs, provide teaching materials, offer awards and scholarships that would enhance academic excellence at the University of Jaffna.To promote and support programs that give members meaningful ways to engage with the faculty, staff and students.To increase the sense of fellowship, cordiality and good will among the past JU graduates, past staff and well-wishers of the University of Jaffna living in Canada by conducting community events.To engage in activities that will give the alumni members, especially the recent immigrants to Canada, opportunity to improve their professional, vocational and academic careers.
  3. Membership
    1. Members of the association shall consist of Regular members, Associate members and Affiliate members. Past graduates and past staff of the University of  Jaffna, Sri Lanka living in Canada are eligible to be Regular members.Past graduates and past staff of the University of Jaffna who are living outside Canada are eligible to be Associate members.Persons who are not past graduates or staff of the University of Jaffna, Sri Lanka, but have great interest and dedication in the welfare of the University of Jaffna are eligible to be appointed as Affiliate members.Membership has to be applied for on a prescribed form with the subscription paid and has to be approved by the Board of Directors.
  4. Subscription
    1. Every member shall pay a one-time fee of $50.00 as subscription.
  5. Rights, Privileges, and Obligations
    1. All members shall take part in the various activities of the Association and have the right to vote at all meetings of the Association.All Regular members are eligible to hold office in the Association.Associate and affiliate members shall hold office as stipulated in section 6.It shall be the responsibility of every member to notify any changes in the contact information such as email address or phone number to the Secretary.Notices and other information to members shall be sent through email.
  6. Board of Directors
    1. Board of Directors shall  consist of the following Office bearers and Board members:
      1. Office Bearers: President, Vice President, Secretary, Assistant Secretary, Treasurer, Assistant TreasurerBoard Members: Fifteen Board MembersThe Office bearers and eleven of the fifteen Board members shall be elected from the Regular members at each Biennial General meeting, to a two year term.Two Board members from the Associate members and two Board members from the Affiliate members shall be elected at each Biennial General Meeting, to a two year term.The following Office bearers, President, Vice-President, Secretary and Treasurer are eligible for re-election but shall not hold the same office in consecutive terms.The other Office bearers and Board members are eligible for re-election to consecutive terms.Any member who stands for election in his/her absence will be required to have furnished his/her consent and willingness to stand by letter to the Secretary prior to the election.All voting during elections shall be by closed ballot.
  7. Management
    1. The affairs of the Association shall be administered by the members of the Board of Directors elected by the Association.The Office bearers shall run the day to day operations of the Association.Any vacancy that may arise in the Board of Directors during the present term shall be filled by the Board of Directors among members of the Association as directed in section 6.
  8. Board Meeting and Quorum
    1. The Board of Directors shall meet at such times as may be necessary and at least once in three months.A board meeting may be called by the secretary at his/her own instance or at the request of the President or of ten members of the Board of Directors.The quorum for a Board meeting shall be five and for any General meeting shall be twenty or one third of the Regular membership which-ever is less
  9. Duties of the Board of Directors
    1. Decide upon the steps to be taken from time to time for carrying out the objectives or resolutions of the Association.Arrange for the collection of funds for carrying out the objectives or resolutions of the Association.Defray the necessary charges and expenses incurred for and on behalf of the Association and to control the finances of the Association.Arrange biennial general meeting.Perform such other acts and take such actions as is considered necessary for the attainment of the objectives of the Association.
  10. Duties of President, Secretary and Treasurer
    1. President shall be the executive head of the Association and shall preside at the meetings of the Board of Directors.In the absence of the President, the Vice-President shall preside.In the absence of the President and Vice-President, the Board of Directors shall elect one of the members to preside at the meeting.The Secretary shall transact all business and carry out all correspondence connected with the Association, with the assistance of the Asst. Secretary.The Secretary shall be responsible for maintaining the membership register, convening and organizing meetings, preparing agenda and recording minutes of all meetings.The Treasurer, with the assistance of the Asst. Treasurer shall collect all cash; issue receipts for all payments received, and keep all accounts of the Association.The accounts shall at all reasonable times be made available for inspection by the members.The Treasurer shall submit yearly statement of accounts and submit the final audited account to the Board of Directors before the biennial meeting.
  11. Funds and Signing officers
    1. The financial year of the Association shall be the Calendar Year, namely 1st January to 31st December, each year.
    2. The funds of the Association shall be deposited in a recognized Bank or Banks in Canada approved by the Board of Directors.
    3. The relevant Accounts and or Deposits shall be operated by the Treasurer in conjunction with either the Secretary or the President.
    4. The Association’s cheque signing officers shall be the Treasurer and the Secretary or the Treasurer and the President.
    5. The funds shall be kept in a Current Account with the Bank
  12. Motions and Decisions
    1. No motion of which notice has not been given to the members of the Board of Directors shall be discussed at any Board meeting unless two thirds of the members present at the meeting decide otherwise.
    2. All motions that come up before the Association or the Board of Directors shall be decided by the majority of votes and in cases of a tie-vote the chairman shall have the casting vote.
  13. General Meetings
    1. The Biennial General Meeting (BGM) shall be held during January, February or March of each second year. The Board of Directors shall have the power to alter the date of the meeting due to urgent and unavoidable reasons.
    2. The following agenda shall be taken up at the BGM:
      1. (I). Minutes of the last BGM and matters arising out of the minutes.
      2. (ii) Board reports
      3. (iii). Audited statement of Accounts and Balance Sheet for the two year term ending December 31st of the second year.
      4. (iv) Amendments to the Constitution and any other resolutions, if any.
      5. (v). Election of Office bearers and Board members.
      6. (vi). Appointing an Auditor who is not one of the Board of Directors for the ensuing two-year term.
      7. (vii). Any other business.