Statutes
Nidwalden Tamil Organisation (NTO)
Status: Since 2017
These statutes consist of twenty-eight chapters.
1. Name of the Association
The Nidwalden Tamil Organisation is a Tamil organisation registered as an association.
It operates in accordance with Article 60 and following articles of the Swiss Civil Code (ZGB).
2. Address of the Association
2.1 Nidwalden, Switzerland
2.2 Postal Address
The administrative address of the association shall be the address of the President or the Secretary.
3. Purpose of the Organisation
This organisation serves the purpose of providing services.
4. Purpose of the Association – Guidelines and Objectives
4.1 Promotion of integration and social friendship among Tamils living in Nidwalden
4.2 Promotion of education and Tamil culture
4.3 Promotion of education for people in Sri Lanka living below the poverty line, and support for small rural development projects related to livelihood activities
4.4 Our language and culture should also be introduced to people of other nationalities
4.5 Persons of other nationalities living in Switzerland who are interested in our language and culture may also become members
5. Membership
5.1 Any person over the age of 18 who resides in Switzerland and is interested may become a member of this organisation
5.2 A membership application form must be submitted to the association
5.3 Honorary members may be appointed by majority decision of the board. They are not required to pay membership fees. The reason for their appointment must be announced at the General Assembly.
6. Membership Fee
6.1 Annual Membership Fee
6.1.1 Five Swiss francs per month, or sixty Swiss francs per year
6.1.2 All members must pay the annual membership fee to the treasurer and receive a receipt. Only members who have paid the membership fee may join the board.
6.1.3 The annual membership fee shall be determined by 65% of the votes of the members at the General Assembly.
7. Board of Directors
The association shall be managed by the Board of the Nidwalden Tamil Organisation, which is elected by the members in accordance with these statutes and is responsible for the administration and leadership of the association.
8. Qualifications for Board Members
8.1 All members over the age of 21 who are willing to contribute to the development of the association may serve on the board
8.2 Board members must already be registered members of the association (see Chapter 6.1.2)
8.3 The person must have Tamil as their mother tongue and possess sufficient Tamil language skills to lead the organisation
8.4 The person must reside in the Canton of Nidwalden
9. Financial Year
9.1 The financial year follows the calendar year, from January 1 to December 31.
(Tamils also follow a Tamil calendar.)
10. Duties and Responsibilities of the Board
10.1 Promote the integration of Tamils in Nidwalden
10.2 Preserve and maintain the association’s materials and documents
10.3 Support the development of the association and the community
10.4 Teach Tamil language and religion to Tamil children growing up in Nidwalden
10.5 Language and culture related classes may be offered free of charge or for a fee (without profit). If necessary, the association may collect funds for such educational activities.
10.6 Our language and culture should also be introduced to people of other nationalities
10.7 People of other nationalities living in Switzerland who are interested in Tamil language and culture may also become members
11. Board Members and Selection
11.1 Election of the Board
11.1.1 Board elections shall take place once every two years.
The President, Secretary, and Treasurer may not serve more than two consecutive years (within four years).
Only members who have paid their annual membership fee may join the board.
11.1.2 At the General Assembly the following positions shall be elected:
The board must consist of seven (7), nine (9), or eleven (11) members.
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President
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Vice President
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Secretary
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Deputy Secretary
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Treasurer
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Board Members (02, 04, or 06 persons)
7. Auditor and Advisor
(If necessary, they may be elected by the board or the General Assembly. However, they are not considered board members.)
8. Media Officer
(The Secretary will be responsible for media matters.)
11.1.3 Responsibilities and tasks will be distributed among board members to ensure the smooth functioning of the association.
11.1.4 Newly elected board members must sign a declaration confirming that they will follow the rules and regulations and work for the development of the association.
12. Duties of the President
12.1 Conduct meetings responsibly
12.2 Be responsible for the board
12.3 Provide useful guidance to the Secretary, Treasurer, and members so that tasks are properly fulfilled
12.4 Open and supervise the bank account under the name NTO
12.5 Initiate valuable programs for the development of the association
12.6 Establish necessary rules to ensure the association functions effectively
13. Duties of the Secretary
13.1 Record and maintain minutes of the General Assembly and board meetings
13.2 Prepare board meetings
13.3 Implement board decisions
13.4 Handle administration (receive/send letters, signatures)
13.5 Maintain attendance records, documents, books, and materials
13.6 If board expenses exceed CHF 100, board approval must be obtained
13.7 If necessary, board meetings may be convened within one day
13.8 Maintain members’ information (name, address, phone number)
14. Duties of the Treasurer
14.1 Withdraw money or property for the association only with a receipt
14.2 Spend funds according to board decisions
14.3 Maintain financial records and accounts
14.4 Prepare financial statements at the appropriate time
14.5 Issue separate receipts for money and materials
14.6 Prepare inventory lists for the board
14.7 Obtain board approval for special expenses
15. Duties of the Vice President and Deputy Secretary
15.1 In the absence of the President, Secretary, or Treasurer, they must take over the responsibilities.
16. Annual Meeting (General Assembly)
16.1 At the end of the year, the annual report and treasurer’s report will be presented and approved
16.2 Every two years the board will be re-elected
16.3 The board determines the date, time, and location of the General Assembly, and members must be informed at least two months in advance
16.4 If necessary, special meetings may be convened
17. Meetings
17.1 The board must meet at least four times per year
17.2 The General Assembly must be held at least once per year
18. Quorum for Board Meetings
18.1 At least 51% of board members must attend board meetings.
19. Meetings and Events
19.1 The date, time, and location of meetings are determined by the board
19.2 Information about income and expenses from events must be published in association media within one week
19.3 Entry fees for events are determined by the board
20. Budget Guidelines
20.1 If expenses exceed CHF 100, the treasurer must obtain approval from the board
20.2 The treasurer may keep a maximum of CHF 300 in cash for urgent needs
21. Income and Expenditure
21.1 – 21.3 All income and expenses must be recorded in the accounts book with proper receipts and documentation
21.4 Financial records must be presented clearly and transparently for members
21.5 Any member has the right to review financial records with one week’s prior notice
21.6 Financial reports are generally prepared and published in Tamil
21.7 If members of other nationalities request financial reports, they may be provided in German after reasonable processing time
22. Termination of Membership
22.1 Members who fail to pay the annual fee for more than three years
22.2 Members who voluntarily leave the association
23. Loss of Board Position
23.1 Each board term is limited to two years. After two years, all board members automatically lose their position. At the next General Assembly, they may be re-elected by the association members.
23.2 If a board member fails to fulfil their duties and responsibilities according to the rules and regulations and this is proven, the board will request a written explanation from the concerned member. This explanation may be submitted either by post or presented at the next board meeting. If neither of these options is used, it will be assumed that the member has automatically lost their status.
23.3 If a board member voluntarily resigns from the board.
23.4 If a board member does not attend two board meetings without permission from the board.
23.5 If a board member is absent from more than two consecutive board meetings without medical or valid reasons, and the explanations submitted by post, verbally, or through other means are not accepted by 51% of the board members, the person will automatically be considered removed from the board.
24. Removal of a Board Member
The board has the right to temporarily suspend a member who acts against the development or reputation of the association.
Permanent removal must be approved by the General Assembly.
25. Transfer of Responsibilities
Once a new board is elected, the previous board must transfer all documents, materials, and financial information within two weeks.
26. Amendments to the Statutes
26.1 Chapters 3 and 6 / 6.1.2 cannot be amended
26.2 Other amendments require approval by more than 60% of members at the General Assembly.
27. General Provisions
27.1 Any member who wishes to discuss a specific topic must inform the Secretary in writing at least two weeks before the General Assembly.
27.2 Board meetings must take place at least four times per year.
27.3 A receipt must be issued for every donation received.
27.4 No person, including board members, may carry out activities on behalf of the association without the approval of the board.
27.5 The date, time, and location for events and other activities shall be determined only by the board. At least 51% of board members must approve the decision.
27.6 For expenses exceeding CHF 3000, the Secretary and Treasurer must prepare a budget form and obtain approval from the board.
28. Final Provision
If the association can no longer function, a meeting must be held to discuss the situation.
If the association is dissolved, all assets must be distributed to social or charitable organisations.