MAK Constitution
Mosques Association of Kent Constitution
(BASED ON AN UNICORPORATED ASSOCIATION)
In the Name of Allah, the most beneficent, the most merciful.
Belief: The fundamental belief is: “La illaha Illalah Muhammadur Rasoolullah” (There is none worthy of worship but Allah and Muhammad (peace be upon him) is the Messenger of Allah).
We accept groups who believe that Allah is the only God, who believe that the prophet Muhammad (peace be upon him) is the final prophet and messenger of Allah and that there are no prophets after him. We only accept groups who follow ahle sunnat wal jammat.
This excludes any groups who believe in the coming of new prophets or messengers after the prophet Muhammad (peace be upon him).
MOSQUES ASSOCIATION OF KENT (MAK)
is a coalition of mosques established in July 2018 to bring together as a cooperative body all the Mosques and other Islamic religious teaching or Islamic charitable institutions in Kent as defined by the belief statement above. The need for the Association was a desire to provide a united platform geared in promoting the needs, concerns and aspirations of the Muslim community in Kent. The primary task is that of fostering unity among Muslim Communities in Kent, awareness of Islam among the non-Muslim population, and nurturing a better understanding and community relations.
MAK seeks to ensure that no Muslim feels excluded regardless of their ethno-cultural background, and that our religious centres become more ethnically diverse and open to the needs, concerns and aspirations of all Muslims regardless of their backgrounds. The aim is for Muslim leaders and individuals to open doors to all and reach out to Muslims who may have been traditionally isolated.
Joint assessment of the need for supportive mechanisms, as well as their advocacy in a bid to increase productivity, promote cooperation, harmony and peace by building trust will be initiated. Furthermore, a direct effort will be made to solicit feedback, advice and support from all Muslims so that they feel a part of the community. And finally extending this invitation to non-Muslims as well to break barriers and share our beautiful religion; Islam.
We will seek to build up good relations with people of other faith traditions, and no faith and where possible to co-operate with them in service to society in making our region a safe and better place for everyone to thrive in.
And together, we will:
OUR GOALS
To promote co-operation, consensus and unity amongst Muslim Communities in Kent.
To corroborate and welcome all efforts made for the betterment of the Muslim community.
To stand against violence and criminal behaviour of any kind and drug abuse among our Muslim youth in Kent.
To eradicate the misconceptions surrounding Islam by embodying its teachings and reaching out in bettering community relations and community cohesion.
To work for the eradication of socio-economic disadvantages of Muslims in Kent.
To foster better community relations and work closely with other organizations for the benefit of society.
To empower the Muslim community to confidently engage in Community development without fearing loss of faith identity.
Structure & Membership & Decision Making:
1.1 The Organisation will be comprised of members.
1.2 Each member will be defined by a Mosque or Islamic teaching, Islamic charitable, Islamic community, or Islamic welfare organisation.
1.2.1 There will be two types of membership available: Full membership and Associate Membership.
1.2.2 Full Membership: gives that organisation full rights within the MAK – to attend meetings with representatives and to have voting rights to make decisions within the organisation. Full membership will incur the full membership fee as decided by the organisation each year.
1.2.3 Associate Membership: gives that organisation limited rights within the MAK – to attend meetings with representatives but not to have voting rights to make decisions within the organisation. Associate membership will incur a reduced membership fee as decided by the organisation each year.
1.3 There is no limit to the number of members, however, after the initial establishment of the organisation, any new members will have to be endorsed by two existing members, having carried out their due diligence, and voted in by the majority of existing members to gain membership.
1.4 Membership will incur an annual fee to be agreed amongst members and to be advised by the Treasurer. Renewal is automatic on paying the fee subject to conditions outlined in the attendance section.
1.5 Members have voting and decision-making rights. Each paid member organisation is allowed one vote.
1.6 Members must have been in paid membership for at least 1 year for a representative from that member to take an executive post.
1.7 In a meeting where a vote is required, each attending member organisation must nominate an individual to vote on their behalf.
1.8 The meeting must be quorate for decision making by voting to be valid.
1.9 The members will be managed by a basic management structure with the following executive officers:
Chairman
Secretary
Treasurer
1.10 The executive officers serve for 1 year before new officers may be appointed by election by the members.
1.11 However the existing officers may serve for a maximum term of 5 consecutive years. In exceptional circumstances, the maximum term of 5 years may be extended if approved by the majority of members on an annual basis.
1.12 Current members will be able to select suitable candidates for appointment as chair/secretary/treasurer. In selecting individuals, the current members must have regard to the skills, knowledge and experience needed for the effective administration of the organisation.
1.13 After the appointment of Executive Officers, their date of term expiry will be set.
1.14 The secretary will circulate nomination papers 4 weeks prior to the expiry date and the members will have an opportunity to submit candidates to the secretary.
1.15 In the event of there being more than one candidate for a specific post. The members will be required to vote for an individual at the AGM in accordance with the rules for voting.
1.16 If there are no nominations for a particular post, the Members should agree (in accordance with the voting rules) an acting executive officer as an interim measure until an annual successor can be appointed.
Responsibilities of Executive officers & Governance:
2.1 The role of the chair
The chair’s role includes helping to run and guide the committee as well as managing its business. This work can include: Chairing association meetings.
Planning and liaising with sub committees and sub committee meetings.
Liaising with statutory organisations and public bodies.
Have the casting vote in the event of a tied decision.
Represent the association in dealing with the media.
2.2 The role of the secretary
Secretaries are responsible for making sure that organisations are run within the law and keep to the terms of the governing document, along with good practice, and will help meetings run effectively.
Some key responsibilities of the secretary are:
To manage the membership lists and new membership applications.
Arrange meetings and prepare agendas.
Write up minutes as soon as possible after meetings and keep minute books
and at the year end.
To oversee the production of the annual report.
To arrange the annual general meeting.
To organise the nomination and election process for the annual election of officers.
Liaising with statutory organisations and public bodies.
Represent the association in dealing with the media.
2.3 The role of the treasurer
The treasurer has a lot of responsibility for finances. It is the treasurer’s job to make sure the organisation spends its money correctly, and this will involve regularly telling committee members about the group’s financial affairs, including expenditures, budget and projections.
Keeping accurate and up to date accounts and preparing them for potential external audit.
Reports to the Association on the financial condition of the Association
Advise on setting the annual membership fees.
2.4 Resignation of an Executive Officer
An Executive Officer may tender his resignation with immediate effect.
The Members may vote an interim Officer to serve the remainder of the term of the resigning Officer.
The voting needs to be in accordance with the rules regarding Quorum.
Meetings
3.1 Meetings should occur quarterly and should comprise elected representatives of each Membership organisation plus the Executive Officers.
3.2 Invited guests may also attend part or all of the meeting in accordance to the Agenda set.
3.3 Guests are not entitled to vote and may be excluded from the pre voting discussions and voting processes.
3.4 An Annual General Meeting should take place whereby Members, Executive Officers and invited guests attend.
3.5 Extra ordinary meetings may be called to discuss issues of an urgent nature.
3.6 In all cases the normal decision-making rules apply.
3.7 Sub group meetings can be made informally by the specific members of a sub group (e.g: Finance) to discuss and resolve small issues. They should report back to the Members at the next ordinary meeting.
Decisions
4.1 For a meeting to be quorate, at least 30 % of the fully paid members must be present.
4.2 Decisions are to be taken by members of MAK with a quorum of at least 30%.
4.3 Those members who may incur a conflict of interest in a particular matter will be removed from such decision making.
4.4 Where there exists a tie in a decision to be made, the chair will have the casting vote.
Changing the Constitution
5.1 In order to change an element of the constitution an extraordinary meeting of the members will be required.
5.2 The agenda will be required to be circulated a minimum of 2 weeks in advance to all members.
5.3 A minimum of 80% of the membership will need to attend to make the meeting quorate and allow a vote.
5.4 The changes may be discussed at the meeting if it is not quorate but voting will have to be adjourned until a further meeting.
5.5 At the next meeting, the threshold for quorum will reduce to 70%. If quorum is still not achieved then a further meeting should then be scheduled with a further 10% reduction for threshold for quorum. This process should continue until quorum can be reached and a final vote may take place on the constitutional change.
5.6 Any breach of these rules will make the decision-making process void.
5.7 If constitutional change is approved then this should take immediate effect unless the change is scheduled for a specific date.
Lack of attendance & Removal of a Member from the Association
6.1 If a member organisation attends none of the ordinary meetings in their annual subscription period, the Membership may decide to suspend further Membership of that organisation for 1 month necessitating the reapplication of that member for renewed membership.
6.2 If a member organisation brings the association into disrepute by its actions within or outside the Association, the Members may decide to immediately suspend the Member from the Association. An investigation would take place by a working party in liaison with the executive officers and a decision by members at the next ordinary meeting or an extraordinary meeting would take place regarding the fate of the organisation (ie. Whether to readmit or expel the organisation).
6.3 The organisation could be readmitted subject to the application procedure but would need to demonstrate a change in attitude and/ or practice (e.g. by change of personnel).
6.4 If an executive member brings the association into disrepute by its actions within or outside the Association, the Members may decide to immediately suspend the executive member from their post. An investigation would take place by a working party in liaison with the executive officers and a decision by members at the next ordinary meeting or an extraordinary meeting would take place regarding the fate of the individual (ie. Whether to reinstate to or exclude the individual from the post).
6.5 The individual in the future could be denominated subject to normal procedures but would need to demonstrate a change in attitude and/ or practice.
6.6 If an executive member loses their representative function within their own membership, then the executive member will be immediately suspended from this position and an interim appointment will be made to serve the rest of the term. The organisation may wish to retain the services of the suspended individual in an unpaid voluntary advisory capacity only with the mutual consent and approval of the majority of the members according to the rules governing decisions in section 4.
MAK seeks to ensure that no Muslim feels excluded regardless of their ethno-cultural background, and that our religious centres become more ethnically diverse and open to the needs, concerns and aspirations of all Muslims regardless of their backgrounds. The aim is for Muslim leaders and individuals to open doors to all and reach out to Muslims who may have been traditionally isolated.
Joint assessment of the need for supportive mechanisms, as well as their advocacy in a bid to increase productivity, promote cooperation, harmony and peace by building trust will be initiated. Furthermore, a direct effort will be made to solicit feedback, advice and support from all Muslims so that they feel a part of the community. And finally extending this invitation to non-Muslims as well to break barriers and share our beautiful religion; Islam.
We will seek to build up good relations with people of other faith traditions, and no faith and where possible to co-operate with them in service to society in making our region a safe and better place for everyone to thrive in.
And together, we will:
- Share information about our services for the betterment of our community in general.
- Share information about our working practices and governance to ensure that organisations work to the highest standard and compliance with those expected by statutory bodies and organisations (for example the local Councils and Charity Commission).
- Counter the misconceptions about Islam and Islamophobia.
- Make the most use of our joint resources and activities.
- Work to create bridges between our communities, Muslims and non-Muslims.
- Build confidence within the Muslim community.
- Respond to the needs of our community and act on them.
OUR GOALS
To promote co-operation, consensus and unity amongst Muslim Communities in Kent.
To corroborate and welcome all efforts made for the betterment of the Muslim community.
To stand against violence and criminal behaviour of any kind and drug abuse among our Muslim youth in Kent.
To eradicate the misconceptions surrounding Islam by embodying its teachings and reaching out in bettering community relations and community cohesion.
To work for the eradication of socio-economic disadvantages of Muslims in Kent.
To foster better community relations and work closely with other organizations for the benefit of society.
To empower the Muslim community to confidently engage in Community development without fearing loss of faith identity.
Structure & Membership & Decision Making:
1.1 The Organisation will be comprised of members.
1.2 Each member will be defined by a Mosque or Islamic teaching, Islamic charitable, Islamic community, or Islamic welfare organisation.
1.2.1 There will be two types of membership available: Full membership and Associate Membership.
1.2.2 Full Membership: gives that organisation full rights within the MAK – to attend meetings with representatives and to have voting rights to make decisions within the organisation. Full membership will incur the full membership fee as decided by the organisation each year.
1.2.3 Associate Membership: gives that organisation limited rights within the MAK – to attend meetings with representatives but not to have voting rights to make decisions within the organisation. Associate membership will incur a reduced membership fee as decided by the organisation each year.
1.3 There is no limit to the number of members, however, after the initial establishment of the organisation, any new members will have to be endorsed by two existing members, having carried out their due diligence, and voted in by the majority of existing members to gain membership.
1.4 Membership will incur an annual fee to be agreed amongst members and to be advised by the Treasurer. Renewal is automatic on paying the fee subject to conditions outlined in the attendance section.
1.5 Members have voting and decision-making rights. Each paid member organisation is allowed one vote.
1.6 Members must have been in paid membership for at least 1 year for a representative from that member to take an executive post.
1.7 In a meeting where a vote is required, each attending member organisation must nominate an individual to vote on their behalf.
1.8 The meeting must be quorate for decision making by voting to be valid.
1.9 The members will be managed by a basic management structure with the following executive officers:
1.11 However the existing officers may serve for a maximum term of 5 consecutive years. In exceptional circumstances, the maximum term of 5 years may be extended if approved by the majority of members on an annual basis.
1.12 Current members will be able to select suitable candidates for appointment as chair/secretary/treasurer. In selecting individuals, the current members must have regard to the skills, knowledge and experience needed for the effective administration of the organisation.
1.13 After the appointment of Executive Officers, their date of term expiry will be set.
1.14 The secretary will circulate nomination papers 4 weeks prior to the expiry date and the members will have an opportunity to submit candidates to the secretary.
1.15 In the event of there being more than one candidate for a specific post. The members will be required to vote for an individual at the AGM in accordance with the rules for voting.
1.16 If there are no nominations for a particular post, the Members should agree (in accordance with the voting rules) an acting executive officer as an interim measure until an annual successor can be appointed.
Responsibilities of Executive officers & Governance:
2.1 The role of the chair
The chair’s role includes helping to run and guide the committee as well as managing its business. This work can include: Chairing association meetings.
Planning and liaising with sub committees and sub committee meetings.
Liaising with statutory organisations and public bodies.
Have the casting vote in the event of a tied decision.
Represent the association in dealing with the media.
2.2 The role of the secretary
Secretaries are responsible for making sure that organisations are run within the law and keep to the terms of the governing document, along with good practice, and will help meetings run effectively.
Some key responsibilities of the secretary are:
To manage the membership lists and new membership applications.
Arrange meetings and prepare agendas.
Write up minutes as soon as possible after meetings and keep minute books
and at the year end.
To oversee the production of the annual report.
To arrange the annual general meeting.
To organise the nomination and election process for the annual election of officers.
Liaising with statutory organisations and public bodies.
Represent the association in dealing with the media.
2.3 The role of the treasurer
The treasurer has a lot of responsibility for finances. It is the treasurer’s job to make sure the organisation spends its money correctly, and this will involve regularly telling committee members about the group’s financial affairs, including expenditures, budget and projections.
Keeping accurate and up to date accounts and preparing them for potential external audit.
Reports to the Association on the financial condition of the Association
Advise on setting the annual membership fees.
2.4 Resignation of an Executive Officer
An Executive Officer may tender his resignation with immediate effect.
The Members may vote an interim Officer to serve the remainder of the term of the resigning Officer.
The voting needs to be in accordance with the rules regarding Quorum.
Meetings
3.1 Meetings should occur quarterly and should comprise elected representatives of each Membership organisation plus the Executive Officers.
3.2 Invited guests may also attend part or all of the meeting in accordance to the Agenda set.
3.3 Guests are not entitled to vote and may be excluded from the pre voting discussions and voting processes.
3.4 An Annual General Meeting should take place whereby Members, Executive Officers and invited guests attend.
3.5 Extra ordinary meetings may be called to discuss issues of an urgent nature.
3.6 In all cases the normal decision-making rules apply.
3.7 Sub group meetings can be made informally by the specific members of a sub group (e.g: Finance) to discuss and resolve small issues. They should report back to the Members at the next ordinary meeting.
Decisions
4.1 For a meeting to be quorate, at least 30 % of the fully paid members must be present.
4.2 Decisions are to be taken by members of MAK with a quorum of at least 30%.
4.3 Those members who may incur a conflict of interest in a particular matter will be removed from such decision making.
4.4 Where there exists a tie in a decision to be made, the chair will have the casting vote.
Changing the Constitution
5.1 In order to change an element of the constitution an extraordinary meeting of the members will be required.
5.2 The agenda will be required to be circulated a minimum of 2 weeks in advance to all members.
5.3 A minimum of 80% of the membership will need to attend to make the meeting quorate and allow a vote.
5.4 The changes may be discussed at the meeting if it is not quorate but voting will have to be adjourned until a further meeting.
5.5 At the next meeting, the threshold for quorum will reduce to 70%. If quorum is still not achieved then a further meeting should then be scheduled with a further 10% reduction for threshold for quorum. This process should continue until quorum can be reached and a final vote may take place on the constitutional change.
5.6 Any breach of these rules will make the decision-making process void.
5.7 If constitutional change is approved then this should take immediate effect unless the change is scheduled for a specific date.
Lack of attendance & Removal of a Member from the Association
6.1 If a member organisation attends none of the ordinary meetings in their annual subscription period, the Membership may decide to suspend further Membership of that organisation for 1 month necessitating the reapplication of that member for renewed membership.
6.2 If a member organisation brings the association into disrepute by its actions within or outside the Association, the Members may decide to immediately suspend the Member from the Association. An investigation would take place by a working party in liaison with the executive officers and a decision by members at the next ordinary meeting or an extraordinary meeting would take place regarding the fate of the organisation (ie. Whether to readmit or expel the organisation).
6.3 The organisation could be readmitted subject to the application procedure but would need to demonstrate a change in attitude and/ or practice (e.g. by change of personnel).
6.4 If an executive member brings the association into disrepute by its actions within or outside the Association, the Members may decide to immediately suspend the executive member from their post. An investigation would take place by a working party in liaison with the executive officers and a decision by members at the next ordinary meeting or an extraordinary meeting would take place regarding the fate of the individual (ie. Whether to reinstate to or exclude the individual from the post).
6.5 The individual in the future could be denominated subject to normal procedures but would need to demonstrate a change in attitude and/ or practice.
6.6 If an executive member loses their representative function within their own membership, then the executive member will be immediately suspended from this position and an interim appointment will be made to serve the rest of the term. The organisation may wish to retain the services of the suspended individual in an unpaid voluntary advisory capacity only with the mutual consent and approval of the majority of the members according to the rules governing decisions in section 4.
