A Charitable Society since 28 April 1980
Registration Number 280065


  1. Name The name of the Association shall be “The Pothohar Association
    U.K.” Registered address shall be the correspondence address of the
    Elected General Secretary of the Association until it acquires its own

  2. Aims and Objectives 
    1. To advance and promote Universal Brotherhood of mankind as being the fundamental part of the
      Sikh Religion.
    2. To seek to help the aged as considered appropriate by the Executive Committee and to promote their
      causes in the Association and the community. In furtherance of these objects the members of the Executive Committee may work with the younger members of the community, to gain their interest and support in helping to promote harmony and understanding between persons.

  3. Powers re- Property Holding Trust (part of clause 19). Subject to the provisions of this Constitution, the Executive Committee have power to do anything which is calculated to further the Aims and Objectives or is conducive or incidental to doing so including the power to:
    1. borrow money and to charge the whole or any part of its property as security for the
      repayment of the money borrowed. They must comply as appropriate with
      sections 124 and 125 of the Charities Act 2011 if they wish to mortgage land;
    2. buy take on lease or in
      exchange, hire or otherwise acquire any property and to maintain and
      equip it for use; and
    3. sell, lease or otherwise
      dispose of all or any part of the property belonging to the Association.
      In exercising this power, the Executive Committee must comply as
      appropriate with sections 117 and 119-123 of the Charities Act 2011.
  4. Membership
    1. Life Membership A
      Pothohari, Viz a person belonging to DHAN POTHOHAR can
      become a Life member of the Association provided he/she is 18 years or
      above, subject to conditions in this constitution. If either of the wife
      or husband belongs to Pothohar, both shall be considered as Pothoharies
      for the purpose of membership of this Association. Membership is subject
      to approval by the Executive Committee.
    2. Associate Members “Subject
      to the approval of the Executive Committee, Associate Membership shall
      be open to any member of the public not belonging to Pothohar, who shall
      undertake in advancing the objectives declared in clause 2”.
  5. Subscriptions Subscription fee for both categories shall be £25 per member and
    £50 for the couple payable at the time of application for membership.
  6. Disqualification Any member, Life or Associate of the Association can be
    disqualified/dismissed if he/she is found guilty of moral turpitude or
    misconduct, with his/hers continued membership is considered detrimental
    to the interests of the Association. This discretion shall/can also be
    exercised to bar the entry of a Pothohari to the Association at the time
    of acceptance of his membership, if deemed necessary. Similarly, any
    member, Office Barer or member of the Executive Committee or PHT (Property
    Holding Trustee) can also be disqualified/dismissed who is found guilty of
    misappropriation of Association funds, without prejudice to any of
    prosecution for such an offence. These steps shall, however, be taken
    after due consideration of the matter by an Enquiry Committee comprising
    of 3/5 members representing both the parties concerned in the dispute and
    a Chairman appointed by the Executive Committee.

  7. General Body
    1. It shall consist of Life
      and Associate members only.
    2. The right to vote or hold
      office of the Association or Executive Committee shall, however, be
      restricted to Life members only.

  8. Office Bearers and
    Members of the Executive Committee

    1. The Association shall have
      the following Office Bearers:-
    1. President
    2. Vice President
    3. General Secretary
    4. Treasurer
    5. Public Relations Officer
    6. Joint Secretary
    1. In addition the Committee
      shall have Five additional
      committee members. Eleven members
      shall constitute the Executive Committee of the Association, see clause
      12 (c) for details.
    2. The Executive Committee
      shall have the powers to appoint a sub – committee/s, which shall
      automatically dissolve on the completion of the task, entrusted to them.

  1. Elections The Office Bearers and Members of the Executive Committee shall be
    elected in the month of October by the General Body every two years.
    Procedure of Election

    1. General Body will meet in
      September in the year of election to complete formalities, viz;
    1. President’s & General
      Secretary’s Reports/consideration
    2. Treasurer’s
      Report/Audited accounts & its approval
    3. Building Report-practice
      to be discontinued after formation of the Trust
    4. Announcement for election
      in October-date to be intimated in due Course – by the General Secretary
    5. Any other Business with
      president’s permission
    1. General Secretary will
      address election e-mail/letter under the directive of the Executive
      Committee inviting, under Recorded Delivery, nominations with a fee of
      £50 each nomination, refundable in the event of withdrawl, also to be
      sent under Recorded Delivery, within the prescribed time limit, on a
      prescribed form for the office bearers/members of the Executive.
      Nominations/withdraws must comply with the terms of the Constitution and
      also the requirements to be notified in the letter from the General Secretary
      who will, in writing, respond to the acceptance or otherwise of such
      nominations strictly as would be required in the invitation letter which
      would also attract a provision of the postal ballot in terms of
      constitution as well as the receipt of such ballot papers, to be
      received, by the notified date, under Recorded Delivery. Such members who
      has/have become bankrupt and/or are with a criminal record will not be
      eligible to stand in the election.
    2. Electoral Register will be
      available at a fixed charge of £25 for inspection at the address of the
      elected incumbent General Secretary by any voting member/s between 10th
      and 20th August of the year of election and all those becoming registered
      voters before 31st July of the same year will have their names entered in
      the Register and their identification cards obtained from the General
      Secretary in order to be eligible to vote and/or stand for office in
      terms of the constitution. No more than one nomination per member per
      post, office bearer or committee member shall be accepted. If more than
      one nomination is received their nomination paper will be considered
      constitutionally and/or otherwise invalid.
    3. Election by secret ballot
      will be conducted/supervised by a recognised Independent Electoral Body
      ensuring safe and secure, peaceful and impartial handling of the
      Association’s election in October. All those sending their nomination
      must also ensure their presence, in person, throughout on the Election
      Day failing which their nomination paper will be considered
      constitutionally and/or otherwise invalid. Its decision in the event of
      any election dispute/s will be considered final and accepted as such.

  1. By – Election The By – Election of a member of the Executive Committee or an
    Office Bearer in place of the one who expires or is disqualified or
    otherwise ceases to be a member of the Association / Executive Committee,
    shall be made by the Executive Committee unanimously, failing which, it
    shall be done by a majority vote by the General Body in the next General

    1. No office bearer shall
      hold the same post for more than two terms (if elected) continuously; but
      can stand for another post.
    2. No member/s from amongst
      the ordinary nine members who have already served two terms shall stand
      and seek the third term but may seek/stand for any of the six offices of
      the Executive.
  2. President:
    1. This position in one’s
      life time is open by election for two terms only.

  1. Duties of the Office

    1. President He/she shall be
      the head of the Association and shall preside over all the meetings of
      the Association both Executive Committee and General Body. He/she shall
      also attend to all administrative and organisational matters of the
    2. Vice President He/she
      shall assist the President in his duties and shall act for him during his
      absence. In addition, he/she shall deal with the complaints and disputes
      between the members of the Association.
    3. General Secretary
      1. Shall attend all the
        meetings of the Association and prepare the minutes of all meetings.
      2. Shall deal with all the correspondence
        in the name of the Association.
      3. Shall convene meetings of
        the Executive Committee and General Body.
      4. Shall give effect to the
        resolutions passed and the decisions by the Executive Committee and
        General Body.
      5. Shall have general
        liaison with the Sub-Committee and other Office Bearers to expedite
        matters referred to them.
      6. Shall be a link between
        members of the General Body and the Executive Committee.
      7. Shall prepare annual
        report on the affairs of the Association for presentation at the Annual
        General Meeting of the Association.
    4. Treasurer
      1. Shall receive and deposit
        all the moneys/cheques on behalf of the Association and promptly deposit
        them in the bank of the Association.
      2. Shall keep records and
        vouchers of all expenses and receipts of the Association in cash book
        which should be available at all times to the President/Secretary of the
        Association for their personal perusal or any other member, if deemed
        necessary by them.
      3. Shall get the accounts
        audited by the Auditor once a year
      4. Shall maintain a proper
        record of cheque books and current receipt books.
      5. Shall prepare a statement
        of account for presentation at the Annual General Meeting.
    5. PRO-Public Relations

      1. To have liaison with and
        assist the president; vice –president; and General Secretary in the
        discharge of public relations duties. Create good relations and dialogue
        between the Executive Committee and Biradari members.
      2. To assist in organising
        Social/Cultural events as decided by the Executive Committee.
    6. Joint Secretary
      1. Shall assist the General
        Secretary in the efficient performance of his/her duties and shall act
        for him/her in his absence.
      2. Shall maintain a complete
        register of membership.
      3. Shall arrange children’s
        amenities and welfare activities.
      4. Shall arrange to store
        and account for the Association forms and stationary.
      5. Shall maintain an
        inventory of the assets of the Association.
    7. Auditor
      1. Shall check/audit
        periodically the accounts of the Association maintained by the Treasurer
        and shall ensure that these are properly kept and the funds of the
        Association are spent for authorised purposes and under Financial
        cannons. He shall act as an internal auditor and would be elected as per
        clause No 8 (a) and (b). The Auditor would attend the Executive
        Committee meeting by invitation only when required.
      2. The Auditor may suggest
        change in the existing system of keeping accounts, but no alteration may
        be effected until approved by the Executive Committee.

  2. Accounts The accounts of the Association with the bank shall be operated
    jointly by any two of the three i.e. President, Secretary and Treasurer up
    to £3000. Above £3000 all three must sign.

  3. Funds
    1. All The money received by
      the Treasurer shall be deposited in The Bank approved by the Executive
    2. No money shall be spent
      without the approval of the Executive Committee except in emergency when
      the President or General Secretary can spend £750 maximum between 2
      Executive Committee Meetings. Approval of the Executive Committee shall
      be obtained in respect at the amount so spent, in the next meeting.
    3. As far as possible, all
      payments shall be made by cheques/electronic transfer, but no payment over £750 shall be made in cash. The Treasurer
      shall keep an amount of £750 to meet an emergency payment and can spend
      £750 for which approval of the Executive Committee be obtained at the
      next meeting.

  4. Meetings
    1. General Body
    1. Two General Meetings, one
      in the first year in September or October and the second in October in
      the second year of election as per procedure in and add: clause 9, which
      is about elections.
    2. A special general meeting
      can also be held:-

      1. Whenever
        the Executive Committee deems it expedient to discuss an important
        matter concerning the Association.
      2. Whenever
        one fifth 1/5 of the members so request in writing to President asking
        him for such a meeting.
      3. To
        consider a motion of no – confidence in the Executive Committee as a
        whole. Quorum for this Meeting shall be two-third 2/3 of members, and
        only the simple majority shall be required to pass the motion.
    3. One-third 1/3 of the
      members or 50 members shall from the quorum except for 15 (ii) 3 above.
      In case of the General Meeting being adjourned due to lack of quorum,
      the next meeting of the General Body has no binding of the quorum.
    4. Agenda for the General
      Body meeting shall be approved by the Executive Committee.
    5. Members of the Executive
      Committee shall not discuss the conduct of other members in the General
      Body Meeting.
    6. Association’s Foundation
      Day shall be celebrated on Baisakhi each year.
    7. A 15 days clear notice
      shall be given for Annual General Body meetings and 7 days clear notice
      for special General Body meetings.
    8. All future
      correspondence, etc will be done by email only. If some member still
      wants by post they have to request it in writing from the Secretary.

    1. Executive Committee
      1. The
        Executive Committee shall meet at least once a Month.
      2. An
        emergency meeting shall be called by the President, General Secretary
        or shall be called at the request of 8 members of the Executive
        Committee to the President or General Secretary in writing to discuss
        an important issue.
      3. Any
        member who does not attend 3 consecutive meetings of the Executive
        Committee shall cease to be a member of the Executive Committee,
        without proper reasons for being absent from the meetings. An
        explanation shall, however, be obtained and considered before taking
        any such action. Refusal to give an explanation shall entail an
        ex-parte decision.
      4. Two-thirds
        2/3 of members or 7 members shall form the
      5. Meetings
        may be held via online video conference

  1. Amendments to
    Any amendments to this constitution shall
    have to be approved by the General Body by 2/3 of the members present and
    voting. Any amendments that are brought to the General Body shall be
    discussed in the Executive Committee and approved by a 2/3 of the members
    present and voting. No amendment shall be made which will cause the
    Association to cease to be a charity at law.

  2. Vacancies The following causes shall be deemed sufficient to cause vacancy in
    the Executive Committee

    1. Death
    2. Insanity.
    3. Ceasing to be a member of
      the Association.
    4. Transfer
    5. Misconduct – which, in the
      opinion of the Executive Committee renders one unfit to be a member of
      the Association.
    6. Failing to be present at
      the 3 consecutive meetings of the Executive Meetings of the Association,
      without giving justifiable reason in writing to the President.


    1. There shall be a minimum
      of five and a maximum of seven Property Holding Trustees (PHT) of The
      Association at any one time. All the PHTs shall act jointly as a body.
    2. All PHTs shall:
      1. be life members of the
      2. be resident of the United
      3. be a house owner;
      4. be without a Criminal
        Record or having become bankrupt or otherwise insolvent;
      5. be of sound mind and
        proven integrity;
      6. to facilitate the
        purchase of the property, Executive Committee is empowered to appoint
        3-4 temporary Property Holding Trustees until the appointment of regular
      7. not be an auditor of the
      8. not be disqualified in
        law from being a charity trustee
    1. PHTs shall be proposed by
      the Executive Committee and shall be appointed in the Annual General Body
      meeting of the Association by majority vote of those present.
    2. Nomination for a PHT shall
      be on a prescribed form submitted to the Secretary.
    3. In the event of a
      vacancy/s, the Committee shall be empowered to fill the same,
      temporarily, and concurrently also seek further applications from the
      members. In the following Annual General Meeting, either new PHTs will be
      appointed or the temporary appointment/s shall be confirmed.
    4. the PHT shall not sell,
      lease, exchange, mortgage or charge the property or assets they hold on
      behalf the Association other than pursuant to the lawful instruction of
      the Association which shall be determined by its 2/3rd majority vote in a
      specially convened General Body meeting of the Association, called with
      the prior approval, in writing of the Executive Committee; the written
      instruction of the Association will be sent to the PHTs by the Executive
      Committee; PHTs will in letter and spirit fulfil such instructions.
    5. A PHT shall automatically
      cease to be a PHT if he/she:-
      1. dies;
      2. resigns;
      3. ceases to be qualified to
        be appointed as a PHT under clause 18 (b); or
      4. if they are removed by
        the Association by a 2/3 majority vote in a specially convened General
        Body meeting of the Association, called with the prior approval, in
        writing of the Executive Committee; the decision of the General Body
        will be sent to the PHT/individual PHT by the Executive Committee.
    1. All PHTs shall receive
      copies of all official notices and accounts of the Association and
      correspondence relating to the property and assets of the Association
    2. All property and assets
      belonging to the Association shall be vested in the PHTs names and on
      upon ceasing to be a PHT, a PHT shall co-operate in the vesting of
      property and assets in the continuing and new PHTs.
    3. No PHTs shall buy or sell
      to the Association any property or any other assets or derive any
      personal financial gain or other benefit in the administration of the
    4. If the PHT are sued on
      behalf of the Association or identify that, to protect the Association’s
      assets or property they need to issue proceedings, they shall immediately
      notify the Executive Committee in writing and liaise with the Executive
      Committee in relation to those proceedings. The Executive Committee will
      ensure that appropriate insurance is in place at all times to indemnify
      the PHT in relation to any claims which may arise in relation to the
      property and or assets of the Association, shall be responsible for
      general property insurance and shall provide evidence of insurance to the
      PHT if they so require.
    5. All deeds, documents,
      titles and securities shall be held by the PHTs, who shall take such
      measures for the safe custody and preservation thereof, at the
      Association’s expense of as they may think fit and shall produce them for
      inspection when required by the Executive Committee of the Association.
    6. The PHT shall have the
      right to examine all records, accounts and assets of the Association.
    7. In all other matters, the
      rules and regulations of the Charity Commission shall prevail.
    8. Under no circumstances
      shall the property or funds or income of the Association be distributed
      or shared amongst its members, the PHT or individual PHTs.

19. Non-Executive Chairman : The Outgoing President shall be appointed as a Non-Executive Chairman & its role shall be to assist Executive Committee with fund raising, brainstorming, innovation & find solutions of any issues.. At the request of the President Non-Executive Chairman may be invited to a meeting.

  1. Miscellaneous All hearts are precious jewels and none should be harmed. The infringement of the Rules shall be avoided. The decision of the Executive Committee in all cases of misbehaviour shall be final and binding on the members, the decision of the President upon any point of order shall be final. The President shall have the power to interrupt or disqualifynoisy, disrespectful or out of point speaking members.
  2. Notices

All notices and circulars shall be deemed to have
been served if delivered at or sent by email / post addressed to the last known
address of the member or person for whom they are intended by the Secretary or
Joint Secretary.

  1. Dissolution The Association is not to be dissolved, but, in case of a
    Dissolution of Association by a resolution adopted by three quarters (¾)
    majority of members, the assets (after settling the liabilities, if any)
    of the Association shall be given or transferred to a charitable body or
    bodies having similar objectives. This is the final constitution having
    been duly adopted by the General Body in their meeting dated 5 February 2023, and it supersedes all previous constitutions.

History: First Registered:

    1. 28th April 1980.
    2. Amended: 2nd March 1985
    3. 26th September 1998
    4. 16th October 1999
    5. 17th October 2004
    6. 4th October 2015
    7. 5th February 2023