Sri Lankan Student Association of Belgium

Catholic University of Leuven

The Constitution

We, the Sri Lankan students at the Catholic University campus, hereby resolve to establish a non-profit, non-political, educational and cultural organization reaffirming our national objectives of Unity, Faith and discipline.

Article 1- Name

The name of the association shall be “Sri Lankan Student Association of Belgium" at Catholic University of Leuven, henceforth it is referred to as SLSABE.

Article 2 – Purpose

The primary purpose of this organization shall be to promote harmonious co-operation and interaction between the Sri Lankan student body of Leuven and the Sri Lankan communities of other universities in Belgium. The organization will also be vital to maintain a healthy relationship between the Sri Lankan student body and the universities and the Sri Lankan community living in Belgium . The SLSABE will also provide all the help needed for any new Sri Lankan students at any university in Belgium.

Article 3 – Membership

A – Qualification of Members

1. The association is primarily for the benefit of the Sri Lankan community in Belgium. However, non Sri Lankans who wish to enroll can also become members.

2. Only members of the Sri Lankan community may vote.

3. The responsibilities of the members of the SLSABE shall include, but not be limited to, maintaining a good conduct in public, promoting a healthy image of Sri Lanka to non-Sri Lankans and co-operating with other Sri Lankans for the benefit of the Sri Lankan student body.

B – Assessments and Dues

No membership fees shall be expected of members but monetary and other contributions towards social functions are welcome and appreciated.

C – Membership may be terminated only by way of a vote.

A 2/3 majority is required for a member to be voted off the SLSABE. All votes will be by way of a secret ballot.

Article 4 – Officers and Committees

A– At least half of the officers must be regularly enrolled students in good standing from any of the Belgian Universities.

The association shall have seven officers:

• i. President

• ii. Vice-President

• iii. Secretary

• iv. Treasurer

• v. Social Secretary

• vi. Cultural Coordinators

• vii. Sports Coordinator

• viii. Web Chair
• ix. Liaison officer

B – Election and Removal

A member may hold the office of President for a maximum of one academic year. New officers will be elected at the start of every academic year. Officers shall be elected by a simple majority vote of the voting members present at the meeting. A quorum of 10 voting members must be present for elections to be held. The removal of officers will be by the same process used to remove members – a vote with a 2/3 majority. Vacancies shall be filled by way of a vote at an extraordinary general meeting that will be called in the event of a vacancy appearing mid-semester. All votes will be by way of a secret ballot.

C – Committee

The executive committee shall comprise of currently enrolled Sri Lankan students and will be headed by the secretary. The committee shall collaborate on the business of the organization, prepare informational reports and shall meet regularly with the President to evaluate the activities of the SLSABE.

Article 5 – Meetings

Meetings will be held regularly at the residence of a member of the SLSABE or a previously indicated public location. Extraordinary meetings will be called when necessary and be held at the house of the President. Committee meetings may be held at the discretion of the committee members. If members find it difficult to attend meetings due to prior commitments, a new date may be set by general consensus.

Article 6 - Advisors

• The association shall have at least one advisor.

Article 7 - Duties of the executive committee members

i) The President shall have the following duties:

• To call and preside over all the meetings of the General Body and the Executive Committee – except for the election.

• To constitute committees to assist him in the execution of his functions.

• To initiate and decide, with the advice of the Executive Committee all matters concerning the activities of the association.

• To submit a report to the association's activities prior to the expiration of his term.

• The President shall be responsible to carry the activities of the association in such a way as not to leave a deficit in the treasury. However, should this be the case he should make his own arrangements to replenish the accounts.

ii) The Vice-President shall have the following duties:

• To act as president in case of absence, incapability or disability of the President.

• To perform such other functions as are delegated to him by the President.

iii) The General Secretary shall:

• Keep and distribute minutes of all the proceedings of the Executive committee and of the General Body Meeting.

• Maintain and preserve a record of all papers, documents, reports and properties concerning the activities of the Association.

• Issue notices of the meetings. This is to be done at least a week in advance.

iv) The Treasurer shall:

• Collect and keep in trust all funds of the Association and submit a full financial report at the final meeting of the general body.

v) The Social Secretary shall:

• Be responsible for maintaining good public relations.

•. Be responsible for publicity and coverage for all association activities.

vi) The Cultural Coordinator shall:

• Be responsible for the promotion and fostering of Sri Lankan Culture.

vii) The Sports Coordinator shall:

• Be responsible for the promotion and fostering of native and popular Sri Lankan Sports.

viii) The Web Chair:

• Maintain and update the association website.

ix) The Liaison officer:

• Liaises between/among two or more organizations to communicate and coordinate their activities.

• Provide a point of contact for assisting/cooperating association representatives.

The members of the Executive committee shall, mutually cooperate and assist the committee in conducting the business of the association.

• The advisor and co-advisor shall:

• Be well aware the gatherings of the executive committee and the general meetings

• Be aware and follow the current and forthcoming events organized by the association

• Evaluate the functions regularly and advice accordingly and necessarily

Article 8 - Amendments and ratifications

This Constitution may be amended by a two-third (2/3) majority of the quorum, provided by a written notice of the proposed amendment which has been circulated at least one week prior to the meeting.

Article 9 – Disbursement of Assets

Should the SLSABE disband, all assets shall be donated to an approved charity.