Governance

Child Protection and Accountability

We maintain transparency, protect children, and follow established governance practices.

Policies and Accountability

Child Protection Policy

We are fully committed to ensuring the safety, dignity, and rights of every child. We follow strict child protection guidelines and maintain a zero-tolerance policy toward abuse or neglect.

We respect the privacy of our children, donors, volunteers, and visitors. All personal information is handled responsibly and securely.

Transparency and Accountability

We maintain transparency in our operations and finances. Reports and documents are available upon request to ensure donor confidence and public trust.

Constitution and Bye-Law

Amendments made on 28 October 2020. The organization is registered with the Mannar Divisional Secretariat.

1. Name of the organization

The name of the organization shall be Anpu Sahotharar Illam (ASI), meaning Loving Brethren Home.
This organization is registered with the Mannar Divisional Secretariat.
Registration Number: MN/SS/VOR/3.

2. Address

Anpu Sahotharar Illam, Keeri, Mannar.

3. Objectives

3.1 Establish a foster home to serve children who have lost parents, lost a mother or father, are abandoned, or have parents incapable of care.
3.2 Promote the advancement of Christianity and serve as a base for religious, social, educational, and welfare work.
3.3 Conduct vocational training for children in the home when they reach the younger stage.
3.4 Maintain a library of books and literature on agriculture, animal husbandry, industry, sociology, religion, and related areas.
3.5 Maintain an agricultural farm to support the home and provide agricultural training so youngsters can seek self-employment.

4. Membership

Membership refers to committee membership.
4.1 Eligibility: practicing Christian faith in daily life, age 18+, no court convictions, known to committee members, and fully dedicated to serve the organization.
4.1 Eligibility: should have skills, knowledge, and experience for effective administration.
4.2 Appointment: committee consists of 7 to 9 members appointed by the board of trustees or appointed persons by the committee.
4.2 Appointment: no member under 18 or convicted of any criminal offense.
4.2 Appointment: members must be known to each other and fully dedicated to serve.
4.2 Appointment: selecting individuals must have skills, knowledge, and experience needed for effective administration.
4.2 Appointment: no person is entitled to act as a committee member until signing the membership form.
4.3 Termination: membership ends if a member is not practicing the Christian faith, becomes incapable, misses three meetings without reason, misuses funds or property, engages in child abuse, misbehaves with other members, harms the reputation of the organization, is found guilty by authorities, or resigns with notice.

5. Staff

All committee members serve voluntarily, but if appointed as paid staff they will be appointed by the committee.
Any staff appointed outside the committee members will be appointed by the committee.

6. Governing Board

Governing Board means committee.
Chairman, Vice-Chairman, Secretary, Vice-Secretary, and Treasurer are appointed for one year and re-appointed every year at the AGM.
Chairman, Secretary, and Treasurer are Honorary Officers.
Vice-Chairman and Vice-Secretary assist and take the lead when Chairman or Secretary are absent.

6.1 Duties of Honorary Officers

Chairman: chair the meeting, ensure administration runs smoothly, fulfill government requirements, keep contacts with authorities, and arrange committee meetings.
Secretary: take minutes and prepare communications to committee members and other organizations if necessary.
Treasurer: deposit all money in the bank, give receipts for gifts, obtain receipts for expenses, submit monthly accounts, and prepare annual statements for approval.

6.2 Powers

Raise funds and invite and receive contributions.
Deal with government or non-governmental authorities within the objectives.
Do all lawful things necessary to achieve objectives.
Appoint committee members for sub-organizations.

6.3 Committee Members not to be personally interested

No committee member shall acquire any interest in movable or immovable property belonging to the organization.
No committee member shall acquire any interest for personal gain.

6.4 Meeting and proceeding

Committee meetings are held at least every two months; a special meeting may be called by the chairman with reasonable notice.
The chairman chairs meetings; if absent, vice-chairman chairs; if both absent, a member is elected to chair.
At least five members are required at a committee meeting.
An Annual General Meeting is held once a year between April and June.
Meetings may be conducted using suitable electronic devices.

7. Advisory Council

There shall be no Advisory Council.
The committee will seek advice and guidance from government and non-government organizations as necessary.

8. The Board of Trustees

The board of trustees refers to the trustees in the United Kingdom with the Charity Registration number 1096888.
The board provides advice, guidance, and funds to further objectives.
Written consent is required before renting, leasing, or selling any movable or immovable property.

9. The Funds of Anpu Sahotharar Illam

9.1 Bank account: funds are deposited in the name of the organization and operated by committee members.
9.1 Signatories: Chairman, Secretary, and Treasurer are signatories; any two sign for withdrawals.
9.1 If a signatory resigns or is terminated, no signature from that person is needed to update signatories.
9.1 Three other committee members sign the minutes with existing signatories to update the bank.
9.1 All cash and cheques must be deposited before spending; online banking allowed if needed.
9.2 Receipt and expenditure: all donations and gifts paid into the bank account; funds applied only to objectives.
9.2 Members may use funds to meet necessary and reasonable expenses incurred in their responsibilities.
9.3 Accounts: keep accounting records, prepare annual statements, and audit or independently examine accounts.
9.4 Property: all property belongs to ASI unless assigned in writing to sub-organizations.
9.4 Property cannot be rented or sold without committee agreement and trustee consent.
9.4 No personal use of property except for objectives.

10. Audit

Accounts of ASI and sub-organizations should be audited by a qualified accounting person.
Audited accounts, annual report, and committee details should be given to the Mannar Divisional Secretariat.
If necessary, audited accounts and details should be given to other government departments or NGOs.

11. Official Year

The official year is from 1 January to 31 December.

12. Rules and Regulations

Committee meetings shall discuss the need for rules and regulations.
The committee may draw up rules with the board of trustees; they must be approved at a committee meeting.

13. Amendments

Committee meetings shall discuss the need for amendments to the constitution.
Amendments may be done by the committee with consultation of the board of trustees when necessary.

14. Notices

Notices to committee members must be in writing and served by the Chairman or Secretary personally or by registered post to the last known address in Sri Lanka, deemed received within 2 weeks.
Notices to the Chairman or Secretary must be in writing and served by the Vice-Chairman or Vice-Secretary personally or by registered post to the last known address in Sri Lanka, deemed received within 2 weeks.

15. Dissolution

The committee may decide to dissolve by resolution passed by at least seven members present and voting, confirmed by a simple majority.
After liabilities are settled, remaining property and funds must be applied to charitable purposes within similar objectives.
A final report and statement of accounts must be prepared and circulated.
At least three committee meetings should be conducted over six months with the board of trustees.
A final decision will be made jointly with the board of trustees and informed to the Mannar Divisional Secretariat.

16. Adoption of the constitution

The constitution was adopted in the committee meeting held on 28 October 2020 and signed by the Chairman, Secretary, and Treasurer.

Signatories

Chairman: Mr Pambairettiyar Kanthanraj
Secretary: Mr Neelakandan Thamilalkan
Treasurer: Mr Thambipillai Ananthan
Vice-Chairman: Mr Michael Dharmadeva Masillamany
Vice-Secretary: Mr Judeson Veemadeva Masillamany
Committee Member: Mr Vinayagam Vijayakanth
Committee Member: Mr Nesarasa Jastin