Name, Type and Legal Status | Mission and Objectives | Membership | Management and Advisory Committee | Duties of the Officers and Members of MC | Finance | Annual General Meeting | Conflict of Interest | Special General Meeting | Alterations to the Constitution | Dissolution

1. Name, Type and Legal Status

The name of the organization shall be   “YOU & US WESTERN AUSTRALIA INC” (YUWA). It is a non-profit, non-governmental, secular, and non-partisan, non-political professional association of Nepalese origin based in Western Australia. YUWA. is (will be) registered in Australia as a not for profit, incorporated association.

2. Mission and Objectives

The mission of YUWA is to conduct and promote sports, culture, academic consultation, capacity building, dissemination and charitable activities among Nepalese communities in Australia and possibly in Nepal. This will be accomplished through the active involvement of YUWA. in various sports tournaments, participation in the cultural and charitable activities, exchange of academic ideas and opportunities. 

The overall goal of the club is to assist the youth and other Nepalese community in Western Australia to enhance their various sports skills, identification of their strength and proper career guidance so as to develop a community of practice for developing collaboration, friendship, and collective action to achieve the following objectives:

  1. To provide sports training, inputs and expertise to club members to identify and strengthen their skills by participating in various sports tournaments in Perth.
  2. To conduct meetings and workshops on pertinent topics related to career counselling and opportunities in Australia in different academic sectors.
  3. To explore and facilitate collaborations between research and academic institutions related to different fields for higher studies, short-term research and scholarships, and exchange visits. 
  4. To explore and facilitate for Nepalese culture development in Western Australia with the involvement in different activities.
  5. To provide intellectual and scientific inputs and advise Nepalese policy makers and practitioners on effective disaster response in the areas of agriculture, forestry, and environment in Nepal (charitable in future).

3. Membership

Membership of the Association shall be open to any Nepalese or Nepalese origin person over 18 years of age without regard to gender, race, disability, sexual preference, religion or belief, or to any organization, located in Western Australia, and interested in helping the YUWA. to achieve its aims by abiding its rules and regulation and by paying any membership fees agreed by the Management Committee (MC).

3.1 Categories of membership

Following five categories of the membership will be held:

  1. Life member: Individuals having met a regular member’s category and pays defined fees at a time shall meet the requirement of this category.
  2. Regular member: All working age individuals in Perth who are actively involved in different professional activities.
  3. Student member: Current students studying in different universities and colleges in Perth regardless of any degrees.
  4. Honorary member: Individuals having outstanding achievement in sports, academic, cultural and professional career and and has significant contribution to their field
  5. Institutional member/supporting member: Institutions in Nepal and Australia can obtain institutional membership by paying the fees for institutional membership agreed by management

3.2 Membership fees

The Ad-hoc Committee will hold formal meetings (face-to-face or on-line) and decide the membership fees for all categories and will start making members. The membership fees for any categories will be reviewed and may be revised during the first Annual General Meeting (AGM) (details in section 4.0). Membership can be obtained by filling up a membership application form by paying the membership fee for each category. The Secretary of the MC will issue the membership application form. If the secretary is unable to work for some time, he or she may delegate to another member of MC in consultation with the chairperson. Application for membership will be closed 30 calendar days before the scheduled AGM and will open the next day AGM elects new MC.

3.3 Termination of membership

The membership may be terminated for good reason by the MC, but the member has a right to be heard by the MC before a final decision is made.

4. Management and Advisory Committee

The club shall be administered by a Management Committee (MC)/Executive member of the Officers (5 persons) and other Members not exceeding 11 (i.e., maximum of 15 MC members) elected or nominated during the first meeting. The officers of the MC shall comprise of: President (1), Vice President (1), Secretary (1), and Treasurer (1). A full-fledged  MC will be formed during the YUWA annual meeting to be held and its (Term of reference) TOR will be for a two year term. The officers and members of the MC will be selected/elected from among the club’s members from Australia.

The MC shall meet face to face at least once a month. The Chairperson shall chair all meetings of the Association. The quorum for MC meetings shall be at least 50% of the MC members. Absentees shall inform the committee officially via email or message in the official email or whatsapp group,otherwise a fine will be issued as per the committee agreement. The MC may by a 90% majority vote and for a good and proper reason remove any Committee member, if the person has the right to be heard before a final decision is made. The MC may appoint another member of the club as a Committee member to fill a vacancy provided the maximum number is not exceeded. 

The MC will form an Advisory Committee of not exceeding 7-9 members (number shall be changed as per required and as per agreed by the committee) during its first or second meeting to advise MC and the Association’s activities. The members of the Advisory Committee will be selected from among the highly-experienced and highly reputed and recognized academicians/scholars and scientists from any fields, based in Australia or Nepal. 

5. Duties of the Officers and Members of MC

The duties of the Chairperson are to: 

  • chair meetings of the Committee and the club 
  • represent the club at functions/meetings that the Association has been invited to 
  • act as spokesperson for the Association when necessary 

The duties of the Vice Chairperson are to:

  • serve as needed for advice and support for the Chairperson.
  • assist the Chairperson and chair the meetings in the absence of the Chairperson.
  • to promote YUWA programs and policies in the absence of the Chairperson.

The duties of the Secretary are to: 

  • take and keep minutes of meetings 
  • prepare the agenda for meetings of the Committee and the Association in consultation with the Chairperson
  • maintain the membership list 
  • deal with correspondence 
  • collect and circulate any relevant information within the club

The duties of the Treasurer are to: 

  • perform the financial duties and responsibilities of the organization 
  • keep proper accounts that show all monies collected and paid out by the Association 

The duties of the Members are to:

  • help execute the programs of the club in coordination with the Officers.

6. Finance

Any money obtained by the club shall be used only for the club.  Any bank accounts opened for the club shall be in the name of the club. Any cheques issued shall be signed by the Treasurer and one other nominated official.

7. Annual General Meeting

The club shall hold an AGM once a year. All members of the club based in Australia shall be given at least one month’s notice of the AGM and shall be entitled to attend and vote. Every member, except the honorary member, based in Australia shall have one vote at the AGM. The quorum for an AGM shall be 50% of its members with voting rights. 

The business of the AGM shall include: 

  1. receiving a report from the Chairperson on the Association`s activities over the year
  2. receiving a report from the Treasurer on the finances of the Association
  3. electing a new MC and
  4. considering any other matter as may be decided.

If a member can’t be present at the AGM based on valid reason provided by the member, an entrusted member of MC can do a proxy vote.

8. Conflict of Interest

Any member of the MC, who has a financial, personal, or official interest in, or conflict (or appearance of a conflict) with any matter pending before the MC, of such nature that it prevents or may prevent that member from acting on the matter in an impartial manner, will offer to the MC to voluntarily excuse himself/herself and will vacate his/her seat and refrain from discussion and voting on said item.

8.1 Political Involvement – If you are a registered member involved in  any political parties or holding any registered organization position or in interest with personal benefits, you are not able to hold any positions in the executive team or any management part of any activities.

8.2 Termination of membership.

9. Special General Meeting 

A Special General Meeting (SGM) may be called by the MC or by any 20 members to discuss an urgent matter. The Secretary shall give all members fourteen days’ notice of any SGM together with notice of the business to be discussed. All members shall be entitled to attend and vote. 

10. Alterations to the Constitution 

Any changes to this Constitution must be agreed by at least two-thirds of those members present and voting at any general meeting. 

11. Dissolution 

The Association may be wound up at any time if agreed by two-thirds of those members present and voting at any general meeting. In the event of winding up, any assets remaining after all debts have been paid shall be given to another Association with similar aims at the discretion of MC.