1. The Amaravati Upasika Association
The Amaravati Upasika Association hereafter referred to as the AUA do hereby adopt and set forth this "Constitution".
2. Objectives
2.1 The objectives of the AUA are described in a section 9 - the Upasika Training (Purpose) and Guidelines, hereafter referred to as the UTG.
2.2 No existing UTG clause may be changed or new clause added without prior approval by the Amaravati Monastic Sangha and also by a three-quarters majority of AUA members present at the Annual General Meeting or Special General Meeting at which it is being considered.
2.3 The proposed change to the UTG must have been published and posted at Amaravati 30 days prior to the meeting with the AUA members at which it is being considered.
3. Membership
3.1 Membership of the AUA shall be open to all who abide by the UTG. Members of the AUA are hereafter referred to as "members".
3.2 Members shall have their contact details recorded by the AUA Committee Secretary.
3.3 Membership of the AUA is ceased by the member requesting to be removed from the mailing list.
3.4 A copy of this Constitution and UTG shall be given to each new member.
4. Management
4.1 The committee of the AUA, hereafter referred to as "the Committee" shall comprise of a maximum of fifteen members. The following posts are recommended: Chairperson; Deputy Chairperson; Secretary; Treasurer; Sangha Representative; Publications Co-ordinators (2); Event Co-ordinators (4); and Committee Members (4). The AUA Committee will be responsible for the allocation of Committee Members to posts.
4.2 The Committee exists for the purpose of serving the members and liasing with the Monastic Sangha on AUA matters.
4.3 Specific functions are to - agree and evolve the objectives of the AUA - formulate ideas and organise activities which support the aims of the AUA - canvass opinion from AUA members on events; activities and the UTG - maintain an AUA mailing list - inform members of events - provide a channel between AUA members and the Monastic Sangha for AUA issues.
4.4 Committee members shall be elected every four years by and from the members at the Annual General Meeting.
4.5 The Committee shall have the power to co-opt volunteer members to serve on sub-committees as the Committee shall think fit.
4.6 The Chairperson shall preside at Committee meetings and ensure that rules are impartially observed, supervise the work of the Secretary and attend to other duties which the nature of the post may require.
4.7 The Deputy Chairperson shall assist the Chairperson in the performance of his/her duties and shall act as Chairperson in the absence of the Chairperson.
4.8 The Secretary shall keep a register of membership of the AUA and shall be responsible for recording minutes and records. He or she shall carry out the decisions of the Committee and such directions received from the Chairperson (or Deputy Chairperson if the Chairperson is absent).
4.9 The Monastic Sangha representative shall be invited for part of the Committee agenda and shall be responsible for liasing between the Monastic Sangha and the Committee.
4.10 The Publications Co-ordinators shall prepare and distribute invitations; information and letters to members on the AUA mailing list in accordance with the direction of the Chairperson.
4.11 The Events Co-ordinators shall organise events in accordance with decisions made at Committee meetings and under the direction of the Chairperson (or Deputy Chairperson if the Chairperson is absent).
4.12 The Treasurer shall be responsible for the financial affairs of the AUA. He or she shall keep records of all money transactions and render periodic reports to the Committee as they may require. A bank account shall be opened in the name of Amaravati Upasika Association. The Chairperson and Treasurer will be signatories (either to sign).
4.13 The Committee may appoint an examiner to audit the AUA financial records.
4.14 The Committee members shall try to assist the Committee whenever called to do so and shall ensure that the business is conducted impartially in accordance with the Constitution.
4.15 Committee members may resign in writing to the Chairperson.
4.16 If a Committee member resigns part way through his or her term, a new Committee member may be appointed for the remainder of the term.
4.17 A replacement Committee member shall be appointed at an AGM or Special General Meeting provided a notice has been published at Amaravati 30 days prior to the meeting announcing the vacancy and inviting a volunteer. Volunteers must have a proposer and seconder from the current members. A simple majority is sufficient to elect a replacement Committee member. If more than one candidate is proposed and seconded, then a show of hands shall be made for each candidate, with the majority candidate winning.
4.18 Committee meetings will be quorate if 5 or more Committee members are in attendance.
5. Procedures
5.1 Procedures defining the conduct of the day to day operation of the Committee shall be detailed in the Committee Standing Orders, which shall be amended from time to time by the Committee at Committee or Special Committee meetings.
5.2 No existing standing order rule may be amended or a new rule added unless it is approved by a simple majority of Committee Members at a Committee or Special Committee meeting, provided the meeting is quorate.
6. Meetings
6.1 There shall be an Annual General Meeting on a date to be decided by the Committee. Notice of this meeting will be displayed at Amaravati at least 60 days prior to the meeting. Notices will be sent to all members at least 30 days prior to the AGM. The notice will invite members to submit resolutions and matters for the agenda at least 14 days prior to the AGM.
6.2 'Special General Meetings' may be called from time to time. These may form part of other events which are open to all members.
6.3 There shall be 4 Quarterly Committee meetings each year on dates to be determined by the committee.
6.4 'Special Committee Meetings' may be called in addition to Quarterly Committee meetings at dates to be determined by the Committee Chairperson..
7. Finance
7.1 Funds may be raised and donations collected to further the aims of the AUA. Surplus funds shall be passed to the English Sangha Trust for the maintenance of the Monastic Sangha.
8. Amendment of Constitution
8.1 The Constitution clauses may be amended from time to time at the AGM or at a Special General Meeting summoned for that purpose, provided the Secretary shall cause the time, date, place and agenda of the meeting to be published and posted at Amaravati 20 days before the fixed date of the Special General Meeting.
8.2 No existing clause in the Constitution may be amended or new clause made unless it is approved by a three-quarters majority of members present at the meeting at which it is being considered.
9. The Upasika Training Guidelines
9.1 Purpose.
9.1.1 To enhance individual practice and increase self-discipline through making a formal commitment.
9.1.2 To deepen both the intellectual and experiential understanding of the Dhamma.
9.1.3 To encourage more contact with the monastic Sangha and like-minded people.
9.1.4 To be better equipped to communicate the Buddha's Teachings to others.
9.2 Guidelines
9.2.1 Undertake to live by the Three Refuges and the Five Precepts.
9.2.2 Attend regular meetings whenever possible with other Upasikas.
9.2.3 Observe the Uposatha days of the full and new moons in a way appropriate to individual living situations
9.2.4 To visit the local monastery or vihara on a regular basis
9.2.5 To cultivate the practice of regular daily meditation.
9.2.6 To go on retreat at least once a year.
9.2.7 To attend at least one festival day or communal gathering each year.
9.2.8 Cultivate a basic knowledge of the Buddha's teachings
9.2.9 To support the monastic Sangha according to ones means
9.2.10 To keep to the guidelines for one year after making the formal commitment