Constitution

Constitution of the North Cheam Tamil School (NCTS)

 

 

1. Name:   North Cheam Tamil School. Hereinafter referred to as ‘NCTS’

 

2. Office: Meets at Cheam Park Farm Primary Academy Molesey Drive, Sutton SM3 9UUon Saturdays during the school term from 9 am to 2 pm.

 

3. Aims and Objectives of the school:

To promote the learning of Tamil language/culture and Fine Arts such as Carnatic music, musical instruments and Classical dance. Annual exams will be held by the Tamil Education Development Council (TEDC). The student will be encouraged to sit for the Cambridge Examination board GCSE and Advanced level exam. Helping students to gain more UGAS points and secure top universities by guiding them to attain good results in the exam.  

 

4. Membership:

All members are voluntary. Both parents (or guardians) of students currently attending the school and teachers of the NCTS can be members. Maximum of 15 members will be appointed in the Committee.

Members ​are​ ​not​ ​liable​ ​or​ ​responsible​ ​neither​ ​for​ ​any​ ​act, ​​debts​ ​or​ ​obligations​ ​of​ ​the association​ ​nor​ ​for​ ​any​ ​claims, ​​death​ ​or​ ​personal​ ​injury, ​ ​losses​ ​in​ ​transactions​ ​relating​ ​to​ ​the NCTS.

 

5. Office-bearers:

The North Cheam Tamil School, (NCTS) Committee shall have the following office-bearers.

  1. Principal
  2. An Honorary Secretary
  3. An Honorary Asst. Secretary
  4. An Honorary Treasurer
  5. An Honorary Asst. Treasurer
  6. Teachers’ representative
  7. Committee members 9, all are either parents or teachers/volunteers associated with running the school and approved by the committee.

                                                                                

(i)  All office bearers shall be elected at the Annual General Meeting (AGM) and subject to the provisions hold office until the next AGM. They shall be elected for a one-year term and be eligible for re-election.

(ii)  Principal can be in their role for a maximum of three years. If additional years are needed, then this will be dealt with on a yearly basis.

(iii)  In case an officer-bearer shall resign or be removed from Office or become unfit or incapable of acting or absents himself from 3 consecutive Committee meetings without sufficient excuse he/she will be deemed to have vacated office.

(iv)  The Committee may at any time appoint a person to fill the vacancy until the next AGM. The co-opted members shall retire at each AGM but shall be eligible for election.

(v)  The Committee shall be responsible for ensuring that all property/money received by/for the NCTS shall be applied for the aims of the NCTS.

 

6. Committee Meetings:

(i)  The Committee meetings of the NCTS shall be of 2 kinds-

  1. Annual General Meeting and
  2. Special General Meeting,

(ii)  The Annual General Meeting shall be held each year on such date as the Committee shall appoint and shall ordinarily be held before the end of June in each year.

(iii)  The Secretary shall convene a special General Meeting whenever Committee shall so direct or on receipt of a requisition from parents/teachers.

(iv)  Not less than fourteen (14) days’ notice of an annual general meeting or seven (7) days’ notice of a special general meeting specifying the place and hour of the meeting and the purpose for which it is to be held should be given to all the members.

(v)  Any parent present (and not otherwise disqualified) shall have one vote meeting shall have in addition a casting vote.

(vi)  All resolutions shall be decided by a show of hands.

(vii)  The business of the Annual General Meeting shall be among other things;

  1. To receive and consider the report of the Principal of the Committee and of any other sub-committee,
  2. To receive and adopt the Statement of Accounts
  3. To elect office-bearers.
  4. To elect auditors for the ensuing financial year.
  5. To elect members of the Committee and
  6. Any other business of which due notice shall have been given to the secretary not less than ten (10) days before the Annual General Meeting.

 

7. Principal

(i)  Principal (or Acting Principal) is the highest academic office in NCTS

(ii) Principal is the key interface with the NCTS Committee members and the Academic Staff. Any academic-related issues or grievances from the academic staff or the parents or the students shall be dealt with first by the Principal.

(iii)  The principal shall preside at all Committee meetings. Should he the principal be absent a Secretary/Treasurer shall preside. In the absence of the Secretary/Treasurer, the meeting shall elect its own chairman after 15 minutes of the commencement time.

 

8. Honorary Secretary/ Assistant Secretary:

(i)  The Honorary Secretary shall attend all committee meetings of the NCTS and shall keep the minutes of the proceedings of the committee meetings of the NCTS.

(ii)  He/she shall send out notices convening the monthly meetings of the executive committee and any special meeting thereof when requested to do so and shall record correctly the names of the officials and members present at such meetings and shall keep a record of the minutes of the meetings in a book to be authenticated by the signature of the President.

(iii)  He/she shall receive and deal with all applications for admission and shall maintain the register of students and details of parents/guardians.

(iv)  He/she shall keep in his custody the register of members, minutes book and other documents.

(v)  The Honorary Secretary may delegate any of his functions or duties to the Hon. Asst. Secretary. The Hon. Asst. Secretary shall also act for the Hon. Secretary in his/her absence.

 

9. Honorary Treasurer/Asst Treasurer:

(i)  The Hon. Treasurer shall take charge of the funds of the NCTS and shall perform all functions as directed by the Committee.

(ii)  He/she shall produce all books, documents, property and money of the society in his possession whenever called upon to do so by the board.

(iii)  The Hon. Treasurer may with the approval of the board delegate any of his functions or duties to the Hon. Asst. Treasurer, The Hon, Asst. Treasurer shall also act for the Hon. Treasurer in his absence.

 

10. Bank Account

The funds collected on behalf of the NCTS should be deposited into the Bank account operated by the committee and held in the name of the NCTS. All cheques and orders for the payment of money from such an account shall be signed by at least two committee members.  

 

11. Year of Activities & Accounts: 1st September to 31st August (NCTS academic and financial year)

 

12. Application of Funds: Tamil School may approach local businesses and/or parents for sponsorship.

 

13. Inspection of books:

(i)  The Committee shall cause the books to be made available for the inspection of any member of the committee of the NCTS at all reasonable hours at the office of the NCTS or at any other place where the books are kept and it shall be the duty of the Honorary Treasurer to produce them accordingly. In the exercise of the powers conferred by this rule, the committee shall be given at least three days’ notice and

(ii)  It shall be the duty of the committee to keep a copy of the last annual balance sheet together with the report of the auditors always available in a convenient place for the inspection and perusal of any member of the NCTS.

 

14) Notices: All notices required by the rules to be sent by e-mail or appropriate electronic communication and/ or mail.

 

15) DBS Checking: All the teachers and volunteers who help in running of the NCTS will have the required DBS checks.

16) Data will be used according to the data protection act 2018:

The Eight DPA Principles

  1. Fairly and lawfully processed.
  2. Processed for limited purposes.
  3. Adequate, relevant and not excessive.
  4. Accurate.
  5. Not kept for longer than is necessary.
  6. Processed in line with your rights.
  7. Secure.
  8. Not transferred to other countries without adequate protection.

 

17. Amendment to the Constitution:

The constitution will be reviewed and updated annually. No new rule or rescission or amendment of any existing rule shall be made except with the written approval of majority the committee.