Dear Members
Salaamun Alaykum
Notice is hereby given as per Clause 6.1 of the Constitution, that the 2024 Annual General Meeting (AGM) of The KSIMC of London will be held on Sunday 2nd June 2024 at 10:30 to conclude by 19:30 at Hujjat Harefield, Chaplin House, Widewater Place, Harefield, UB9 6NS
To transact the following:
AGENDA
1. Recitation from the Holy Quran and translation thereof
2. Consider and approve the minutes of the previous AGM of 4th June 2023
3. Consider and approve the minutes of the SGM on 20th October 2023
4. Consider and approve the minutes of the EGM on 17th November 2023
5. Adopt the audited accounts of the Jamaat for the previous financial year
6. Receive the report of the Executive Committee on the Jamaat’s activities since the previous AGM
7. Approve the budget for the forthcoming financial year
8. Note the retirement of those members of the Executive Committee who wish to retire or are retiring at the end of their term
9. Note the election of a new Executive Committee
10. Appoint an auditor for the Jamaat
11. Set the amounts of subscriptions
Under Rules section 6.3, the Executive Committee recommends the following levels of subscriptions:
a. Single Current: £72/annum Proposed: £90/annum
b. Student Current: £6/annum Proposed: £7.50/annum
c. Family Current: £120/annum Proposed: £150/annum
d. Senior Single Current: £6/annum Proposed: £7.50/annum
e. Senior Family Current: £12/annum Proposed: £15/annum
12. Amendments to the Constitution per clause 18.2 by the Executive Committee:
i. Current
6.8 An AGM must be held every year, on the first Sunday of June and shall commence at 10:30 and conclude by 19:30 unless it is not possible because (i) it is a public holiday in the United Kingdom either the Friday before and/or the Monday after, or (ii) that day is an auspicious day according to the Shia Ithna-Asheri Calendar, in which case the Honorary Secretary shall notify the members of the change to the first possible Saturday thereafter at least three months before the revised date for the AGM (provided that such a notification shall not constitute a notice of a general meeting for the purposes of clause 6.1). For the avoidance of doubt the AGM shall always take place in the month of June.
Replace with the following:
6.8 An AGM must be held every year, between 1 June and 31 July at a day and time determined by the Executive Committee ensuring that at least 5 hours are reserved for it. The day should not coincide with a public holiday in the United Kingdom, either the Friday before and/or the Monday after or an auspicious day according to the Shia Ithna-Asheri Calendar.
Reason for this amendment:
The current date is fixed for a Sunday between specified hours. The reasons for the proposed change include providing a window rather than a fixed date to allow some flexibility for the EC to ensure maximum attendance as well as not coincide with activities held by other BUJUs (eg. Madressa or Workshop). The current specified day of Sunday morning coincides with Madressa operating hours whereby over 300+ volunteers attend. The window also allows the audit of accounts to be completed and signed off by the auditors.
ii. To reduce the age of membership from 18 to 16. This to impact the following clauses:
Current
Constitution
5.1 Membership shall be open to any person who is a Khoja Shia Ithna-Asheri who has attained the age of 18 years and who is interested in promoting the Objects. Membership shall also be open to the non-Khoja spouse of a member of the Jamaat, provided the spouse has attained the age of 18 years, professes the Shia Ithna-Asheri faith and is interested in promoting the Objects. Any child of such a marriage shall also be eligible to be a member of the Jamaat provided he or she has attained the age of 18 years, professes the Shia Ithna-Asheri faith and is interested in promoting the Objects.
Rules:
6.2.1 Single membership shall be available to individuals who are unmarried and aged 18 or over. Individuals with single membership shall have one vote in Elections and general meetings.
6.2.2 Family membership shall be available to married couples and shall include their children under the age of 18. Both spouses included in family membership shall have one vote each in Elections and general meetings.
6.2.4 Senior family membership shall be available to married couples where one spouse is aged 65 or over, and shall include their children under the age of 18. Both spouses included in any family membership shall be considered as members of the Jamat.
Replace with the following:
Constitution
5.1 Membership shall be open to any person who is a Khoja Shia Ithna-Asheri who has attained the age of 16 years and who is interested in promoting the Objects. Membership shall also be open to the non-Khoja spouse of a member of the Jamaat, provided the spouse has attained the age of 16 years, professes the Shia Ithna-Asheri faith and is interested in promoting the Objects. Any child of such a marriage shall also be eligible to be a member of the Jamaat provided he or she has attained the age of 16 years, professes the Shia Ithna-Asheri faith and is interested in promoting the Objects.
Rules:
6.2.1 Single membership shall be available to individuals who are unmarried and aged 16 or over. Individuals with single membership shall have one vote in Elections and general meetings.
6.2.2 Family membership shall be available to married couples and shall include their children under the age of 16. Both spouses included in family membership shall have one vote each in Elections and general meetings.
6.2.4 Senior family membership shall be available to married couples where one spouse is aged 65 or over, and shall include their children under the age of 16. Both spouses included in any family membership shall be considered as members of the Jamat.
Reason for this amendment:
In the UK, those aged 16 and over can be added to the electoral poll. The idea is for our community to open membership up as soon as someone turns 16 so that they feel part of the community, not only having voting rights but also to encourage youth participation within the executive committee.
iii. Current
Constitution
12.1 The Executive Committee must hold at least ten meetings each year and each meeting shall be called on at least ten clear days’ notice. The notice shall include the agenda for that meeting as well as the minutes, action points and outcomes of the immediately preceding meeting and/or special meeting of the Executive Committee.
Replace with the following:
12.1 The Executive Committee must hold at least ten meetings each year and each meeting shall be called on at least five clear days’ notice. The notice shall include the agenda for that meeting as well as the minutes, action points and outcomes of the immediately preceding meeting and/or special meeting of the Executive Committee.
Reason for this amendment:
This allows flexibility for the notice period to be served for the Executive Committee.
iv. Current
Constitution
12.2 In addition to the ten meetings referred to in clause 12.1 above, upon a request by at least five members of the Executive Committee the Honorary Secretary shall call a special meeting within 7 clear days of the receipt of such a request. The request shall contain an explanation as to why the matters to be discussed cannot await the next meeting of the Executive Committee. No business shall be transacted at a special meeting other than that contained in the request.
Replace with the following:
12.2 In addition to the ten meetings referred to in clause 12.1 above, upon a request by at least five members of the Executive Committee the Honorary Secretary shall call a special meeting within 2 clear days of the receipt of such a request. The request shall contain an explanation as to why the matters to be discussed cannot await the next meeting of the Executive Committee. No business shall be transacted at a special meeting other than that contained in the request.
Reason for this amendment:
This allows flexibility to convene an Executive Committee meeting should there be urgent items to discuss whereby, 7 clear days may be too long for the Committee to wait.
13. Motions on which due notice is given in accordance with clause 7.3
i. “It is hereby proposed that the constitution of The KSIMC of London (Jamaat) be reviewed in its entirety at meetings called by the Secretary for this purpose and that all amendments agreed at such meetings be adopted at and EGM to be held by 31 December 2024” Proposed by Br Faiyaz Nurmohamed and seconded by Br Makbul Jaffer
14. Any other business
Please note:
Notice for motions to be submitted as per clause 7.3 is as follows:
A member who wishes to propose a motion (which must be seconded by another member at the time of submission of the notice) at the AGM shall give notice thereof in writing to the Honorary Secretary not less than 14 clear days before the date of such AGM, stating clearly the nature and substance of the proposed motion and all such notices shall be circulated to the members at least 10 clear days before the date of the AGM. If a motion of which notice has been given is not moved by the member proposing the motion when it is brought in due course before the meeting, it shall be treated as dropped, and shall not be moved without fresh notice.
Deadlines for motions to be received by the Honorary Secretary shall be Saturday 18th May 2024 23:59.
Documents of the AGM pack can be downloaded here
With Salaams and Duas
Akil Kanani
Hon Secretary
The KSIMC of London
11 May 2024
