KUMA -(:)- Kurdish Medical Association in UK

Kurdish Medical Association in UK [KUMA]

Constitution of the Kurdish Medical Association

The Kurdish Medical Association “The Association” is a professional, non-political and not for profit voluntary organisation to cater for graduates of medical, dental and pharmaceutical professions of Kurdistan Universities or Kurdish graduates of other Universities of the above professions residing in the United Kingdom and Ireland. The Association is governed by the laws of England & Wales and its office will be situated in the United Kingdom.

A. NAME

The name of the association shall be “The Kurdish Medical Association (the ‘KuMA’)

B. OBJECTIVES

To promote the medical, dental and pharmaceutical sciences, and to maintain the interests of its members.
To hold or arrange for periodical meetings of the Members of The Association.
To publish and circulate periodicals in the name of The Association with the object of promoting the social and medical aims of The Association.
To provide career advice and counselling for its Members. Also to provide support to colleagues who have arrived in the United Kingdom, to help them adjust socially and establish themselves in the health system of the UK.
To provide central means or awareness of the local and central, medical and non-medical bodies to maintain and promote the interests of the Members of the Association.
To raise money through Member’s subscriptions, donations, contributions and sponsorships to further the objectives of The Association.
To develop medical activities including medical services, teaching and research through organisation and co-operation between members and branches of the Associa¬tion.
To exchange professional information, expertise and technologies with the Association branches and other medical organisations within and outside the United Kingdom.
To promote understanding and establish ties with the medical and health organisations in Kurdistan.
To undertake any charitable trust status and execute reasonable medical relief fund which may be lawfully undertaken by The Association for humanitarian reasons.
The Association is not responsible either for the political activities of its individual Members or for their membership of any political group or party.

C. AFFILIATION

The Association may affiliate to any other medical association or similar body subject to discussion and the agreement of The Executive Council and voting by Members of The Association.

D. MEMBERSHIP

There is no limit to the number of the membership.
Upon application, membership of the Association is open to any graduate of Kurdistan Universities or Kurdish graduates other Universities in the field of medicine, dentistry and pharmaceutical sciences who resides in the UK or the Republic of Ireland, subject to the approval of the Executive Council. Part-time and full time students of medicine, dentistry and pharmacy eligible for student membership (the “Student Members”).
Types of Membership are:

Full membership: Any person who fulfils the criteria laid down by the Association.
Student Membership: granted to those in full time or part-time undergraduate study of the above disciplines.

Termination of Membership: The membership may be terminated on the recommendation of the Executive Council and the approval of the Annual General Meeting (AGM) in any of the following ways:

By resignation subject to notice.
Default in the payment of subscription to The Association for a period exceeding two years.
Expulsion on the grounds that the conduct of the Member is detrimental to the honour and interests of the profession or on the ground that the Member persistently refuses to comply with the regulations of The Association.

E. SUBSCRIPTIONS

The Executive Council shall determine the annual subscription rate as it deems necessary from time to time. This requires the approval of the AGM. (Subscription should be paid before or at the Association's Annual General Meeting).
Annual Subscription shall entitle the Member to all the privileges of membership of The Association.
Types of Subscriptions for Various Memberships:

Full Members pay full subscription
Students entitled to Student Membership will be exempt from payment.
Retired or unemployed members are entitled to a reduced subscription rate or exemption from payment decided by the Executive Committee, without losing their voting rights.

F. VOTING

Only Full Members who have paid their subscription to the Association are entitled to vote.
Voting is conducted through secret ballot. Ballot papers must be numbered in a colour different from the text and signed by all members of the Election Committee. Photocopies are considered void.
A notice may be in person or by proxy. No member may hold more than one proxy. Proxy papers must be received by the time designated by the Executive Council.
The election is supervised by an Election Committee which must contain three persons who are not nominees, together with two observers, one from the nominees and another preferably an independent observer.
A list of nominees shall be given to Members of the Election Committee signed by The President, The Secretary and The Treasurer of The Association who will approve the membership status.

G. ORGANISATION AND ADMINISTRATION

The Association shall be run by the Executive Council (the “Council”) and General Meetings of Members (the “General Meeting”) and may have an advisory committee (the “Advisory Committee”).
The Executive Council:

The Executive Council shall be composed of no more that Eleven and no less than Nine members ("the members of the Executive Council ")
The Executive Council shall consist of three officers (the Officers) to include The President, Secretary and Treasurer.

Chairmen of Sub-Committees are elected or appointed by the Executive Council.
The Executive Council shall keep minutes:

Of the names of the members of The Executive Council present at each meeting of The Executive Committee.
Of all resolutions and proceedings at all meetings of The Association, and of The Executive Committee.

The Executive Committee may meet together or regulate their meetings as they think fit provided always that The Executive Council shall meet at least four times in each year.
The Executive Council’s term of office is two years. Every member has the right to nominate himself/herself for re- election for three successive terms of office.
Duties of the Executive Council:

To execute the decisions of the AGM.
To present the Annual Report to the Annual General Meeting (General Assembly).
To keep financial records, present annual financial reports and open bank accounts on behalf of the Association.
To manage the Association's properties.
To keep membership records.
To supervise the activities of the Association and its publication.

H. MEETINGS (THE ANNUAL GENERAL MEETING ‘AGM’)

The AGM (General Assembly) is the highest authority of the Association which determines the policies of the Association. Decisions of The AGM cannot be reversed by the Executive Council.
The Association shall in each year hold a general meeting as its Annual Meeting. The Annual General Meeting (AGM) shall appoint a date and place at which the next Annual Meeting shall be held. The AGM shall be held within two years in exceptional circumstances.
The quorum for the AGM is 30% of the Full Membership or twenty Full Members, whichever is the less.
The Executive Council shall meet quarterly.
The Executive Council or at least 20% of Full Members can call an emergency General Meeting if deemed necessary (‘Extra- ordinary General Meeting’).
The quorum for the above meetings is twenty full members provided that written invitations for the meetings are distributed six weeks prior to the meeting and that these members should confirm their intention to attend the meeting in writing.
All decisions of the Association are taken by a simple majority of 51% except when there is no quorum when a majority of 75% of those present is required to pass resolutions.
All business shall be transacted at any General Meeting unless a quorum of Members is present at the time when the meeting proceeds to business. A minimum number of twenty Members present in person shall be a quorum.
The President of The Association shall preside as a Chairman at every General Meeting of The Association. If the President or Secretary are not present, or are unwilling to act as a Chairman, the members of The Executive Committee present shall elect one of their members to be Chairman of The Meeting.
At any General Meeting a resolution put to the vote of The Meeting shall be decided on a show of hands unless a poll is demanded by The President.
The Annual General Meeting consists of Members who have fulfilled their obligations according to the rules including representatives from all branches.
Decisions of the Annual General Meeting are taken by a simple majority. Each representative member has one vote. In case of equal votes, the president's choice wins.
Duties of the Annual General Meeting:

To approve the constitution and any amendments to the constitution made thereafter,
To supervise the performance of the Executive Council.
To accept or refuse application for membership of the Association
To be in charge of all major financial decisions and of the general finances of the Association including the approval of the financial report of the previous year and the financial plan for the following year.
To discuss and approve the annual report of the Executive a Council and approve the work plan for the following year.
To discuss all other matters presented by the Executive Council.
To discuss all suggestions put forward by the membership and submit decisions to the Executive Council for implementation.

I. OFFICERS TERM OF OFFICE

Election of The President of The Association

During the two-year term of office of the Executive Council, the President will be elected by the Members of the Executive Council. by the same secret ballot. If two candidates obtained the same number of votes, the decision on who shall take the Presidency can be reached either by mutual agreement or by a random ballot.
The President shall only serve two years in office.
The President, upon completion his/her two year in office, shall become The Immediate Past-President and continues to serve on the Executive Council till the following AGM.
The President shall not be re-elected more than once.
The Past President shall act in a public relations capacity and shall endeavour to complete tasks he/she commenced during his/her presidency. Past Presidents not re-nominating himself/herself to the Executive Council shall be given a choice to complete unfinished and special tasks should he/she wish to do so. Alternatively, he/she shall delegate these tasks for The President to complete.

Elections of The Secretary, Treasurer, and Chairpersons of Sub-Committee

The term of office for The Secretary and Treasurer is two years.
Election is conducted by members of the Executive Council by a secret ballot.
Chairpersons of Sub-Committees shall be elected if more than one Committee Member is running for the post.
Sub-Committee Members are appointed by The Chairperson of The Sub-Committee from both the Executive or Council from the General Membership of The Association.

The Duties of the President.

To chair the meetings of the Annual General Meeting.
To chair the meetings of the Executive Council.
To oversee the affairs of the Association and its Branches in liaison with the Secretary.
To countersign with the Treasurer on all payment orders and cheques.
To control payments in association with the Treasurer.
To represent the Association to administrative and legal authorities.
To sign with the General Secretary all contracts and agreements approved by the Executive Council.
To take decisions on urgent matters which cannot be delayed until the next meeting of the Executive Council.

Duties of the Secretary

To prepare the written invitations and agenda for the meetings of the Executive Council and the AGM.
To prepare minutes of the meetings of the Executive Council and the AGM.
To keep and update the Members Register and database.
To execute the decisions of the Executive Council.
To keep copies of all the Association’s correspondence, application forms, documents, minutes and stamps.
To keep copies of all the branches correspondence.

Duties of the Treasurer

To supervise the income and expenses, collect subscriptions, supervise the financial records and deposit all of the income into the Associations bank account.
To prepare an Annual Financial Report to the Executive Council.
To keep all papers concerning income and expenditure.
To keep all financial documents.
To carry out the financial decisions of the Executive Council ensuring that they are in accordance with the annual budget.
To countersign with the President cheques and payment orders.
To send annual reminders for subscriptions renewals.
The Deputy Treasure will assist the Treasurer in addition to supervising the finances of the various branches

J. BRANCHES

The Executive Council reserves the right to establish branches for the Association:-

At its discretion anywhere in United Kingdom subject to demand by the local eligible community in that area.
The Executive Council shall co-opt a member from that area as a Co-opted member of the Executive Committee and he shall act as the Chief Representative of the Association for that area.
The Chief Representative shall abide by the Constitution of the Association and shall act as Chairman for the local branch and he/she shall organise a local meeting with the local medical community to elect Branch officers who should meet not less than twice a year.
The Chief Representative or Branch secretary shall be responsible to the Branch Executive Council in submitting an annual report of the activities of the local branch and one to the Annual General Meeting.
The Local Committee of the Branch shall try to raise funds for the local activity. It shall be eligible to ask the Executive Council to contribute funds from the central budget subject to discussion in their monthly meetings.
The local committee of the Branch shall arrange local elections of the Branch one year after the formation of the Branchunder the supervision of the Executive Council to include election of a Branch President, Branch Secretary and Branch Treasurer.
The provisional Local Committee shall elect a Branch President, Secretary and Treasurer.

Constitution of the Branch

The branch is managed by a Branch Sub-Committee which consists of three to five members elected by the membership of the Branch from the active members in a secret vote.
Every Full Member of the Branch can nominate himself/herself as a candidate and the Executive Council can nominate any person who has the proper credentials but who has not nominated himself/herself as a candidate.
The Branch shall elect a Chairman, Branch Secretary and Branch Treasurer.
The term of office of the Sub-Committee is two years.

Duties of the Branch Chairman:

To supervise the administration and finances of the Branch.
To appoint the necessary officials.
To prepare the administrative and financial rules for the Branch.
To prepare a annual report of Branch activities and to submit a copy to The Association Treasurer.
To prepare and submit financial and work plans for the coming year to the Branch Annual General Meeting for approval.
The Branch Sub-Committee shall meet at least twice a year and be chaired by the Chairman of the Branch to discuss the Branch affairs. The meeting is considered constitutional if the absolute majority of the Committee members are present.

K. ACCOUNTS

The resources of the Association and its Branches shall be spent in realising the aims of the Association as seen fit by the Executive Council including organising conferences, publications, subscription to periodicals, purchase of books and equipment, training, salaries, expenses related to transport and accommodation of officials necessary to perform their duties and establishing and equipping the necessary offices.
The Executive Council shall cause proper books of accounts to be kept with respect to all sums of money received and expended by The Association and the matters in respect of which the receipt and expenditure take place.
The Executive Council shall from time to time determine whether, and at what times and places, the accounts and the books of The Association shall be open to the inspection of Members.
The Executive Council shall from time to time cause to be prepared and to be laid before The Association in General Meeting such profit and loss accounts, balance sheets and reports as necessary.
The Association's income is generated from:

Annual subscriptions.
The income from the Association's activities and conventions.
Other incomes approved by the Executive Committee.

The Executive Council shall decide from time to time the level of annual subscription and submit it to the AGM for approval.
The financial year starts on 1st July and ends on 30 June of the following year.
No money should be spent without a proper payment order properly signed by the Treasurer and The President. The Executive Council may authorise the Treasurer and another member of Executive Council o sign on their behalf in special circumstances.

L. SEAL

The Executive Council shall provide for the safe custody of The Seal which shall be used only by the authority of The Executive Council . Every instrument to which The Seal shall be affixed shall be signed by a member of The Executive Council and shall be countersigned by the Secretary or by some other person appointed by The Executive f Council or the purpose.

M. AMENDMENTS

Suggestions regarding amendments of the Association's constitution can be submitted via the Executive Council of the Association or by a petition signed by three full members of the Association if these members fulfil the membership requirements at the time of the petition.
Requests for constitutional amendments shall be lodged with The Secretary of the Association at least two months prior to the meeting of the Association General Meeting. These request should be circulated to the members who have voting rights at least 30 days prior to the meeting of the General assembly.
To amend the constitution, a two thirds majority of the Association's AGM is required.

N. DISSOLUTION

A decision to dissolve the Association shall be taken only in the AGM by a majority of 75% of all members who have fulfilled membership requirements.
In the case of the dissolution of the Association, the Executive Council shall, after settlement of all financial obligations, distribute the proceeds of the Association's assets among the full members which have fulfilled the membership requirements at the time.

O. ADDITION AND AMENDMENT OF THE MEMORANDUM

The Executive Council reserves the right to add, remove or amend one or more articles subject to discussion among The Members of The Association and approval at The General Meetings.
The Executive Council reserve the right to co-opt members to the ‘Committee’ for special tasks or to fill a vacancy created by the resignation of a Committee Member or Officer.
The chosen Member shall be from the unsuccessful nominees with the highest number of votes or in the absence of such persons from the General Membership for specific tasks and based on their merits.
Co-opted Members have no right of vote on Council’s decision except if they held the highest non winning votes at the election.
Failure to fill a vacancy, The Executive Council shall seek election to fill the vacancy following the procedure set by the Constitution.