NATIONAL PARANG ASSOCIATION OF TRINIDAD AND TOBAGO

 

THE COMPANIES ACT 1995

 

BY-LAW NO: 1

The Companies Act Non-Profit Organisation 1995 – Memorandum of Association of the National Parang Association of Trinidad and Tobago. Be it enacted as the General By-Law of the National Parang Association of Trinidad and Tobago. The name of the Company herein after called NPATT is the National Parang Association of Trinidad and Tobago.

 

1.0 The Objectives of NPATT are established as follows:

 

1.1  The raising of funds by entrance fees, subscriptions, fines, donations, sale of musical works, videos and by interest on invested capital.

1.2  To present Parang Festivals, dances, workshops, symposiums, recitals and competitions.

1.3  To initiate movements designed to stimulate the building and equipping of a Cultural Parang Centre.

1.4  To make recordings of parang works for the enjoyment and advancement of the artform.

1.5  To provide capital for investment in the name of NPATT solely for the purpose of promoting NPATT’s objectives.

1.6  To assist the groups that are members of NPATT in good standing, with uniforms and transportation whenever the financial position of NPATT can cater.

1.7  To provide a platform for groups to gain access to international performances and recordings.

1.8  To foster cultural exchanges, recreational, educational, social, economic and allied activities.

1.9  To develop the parang artform as an entertainment industry to its fullest potential.

 

2.0 Interpretation

 

2.1  In this By-Law and all other By-Laws of NPATT, unless the context otherwise requires:

a.       “Act” means the Companies Act 1995 as from time to time amended and every statute substituted therein and, in the case of such substitution, any references in the By-Laws of NPATT to provisions of the Act shall be read as references to the substituted provisions in the new statute or statutes.

 

b.      “ Regulations” means any regulations made under the Act and every regulation substituted therein, and in the case of such substitutions, and references in the By-Laws of NPATT, to provisions of the regulations, shall be read as references to the substituted provisions therefore in the new regulations.

 

c.       “ By-Laws” means any By-Law of NPATT as amended from time to time.

 

d.      All terms contained in the By-Laws and defined in the Act or the Regulations, shall have the meaning given to such terms in the Act or Regulation.

 

e.       The singular includes the plural and the plural includes the singular; the masculine gender includes both the feminine and neuter genders; the word “person” includes corporate bodies, companies, partnerships, syndicates, groups, trusts and any association of persons; and the word “individual” means a natural person.

 

 

3.0 Registered Office

 

3.1 The registered Office of NPATT shall be at the Arima Terminal Mall, O’Meara Road, Arima.

 

 

4.0  Members

 

4.1 There shall be two (2) classes of members, namely;

 

a.       Subscribing Members, being those individuals who belong to a parang group and are bona-fide members of NPATT.

 

b.      Honorary Members, being those individuals who are selected as Honorary Members upon the invitation of the Management Committee, in recognition of their work for NPATT. Honorary Members will be under no obligation to pay a subscription or to make any donation to the funds of NPATT.

 

4.2   Application for membership shall be made to the Secretary of NPATT upon Form NP1 as the Management Committee shall from time to time prescribe, and shall be supported by such evidence as may be required.

 

4.3 Applications for Membership in NPATT shall only be considered between the months of January to July in any given year.

 

4.4 All new applications for Membership shall be presented at any General Meeting between the months of January to July. Such an application shall be proposed by a financial group and seconded for discussion and approval by the membership present.

 

4.5 Membership in NPATT is open to any parang group in Trinidad and Tobago, providing they meet the entrance requirements.

 

4.6 Any group that is successful in their application to become a member of NPATT shall be notified in writing not more than seven (7) days after approval is granted. The group shall be presented with a copy of the Rules and By-Laws, and must sign a declaration to abide by these Rules and By-Laws.

 

4.7 All new applicants must satisfy NPATT that they are eligible for membership according to the policy of NPATT that is in effect from time to time.

 

4.8 NPATT reserves the right to refuse membership to any group that does not meet the requirements as outlined in the By-Laws and Regulations of the Articles of Association.

 

4.9 A successful applicant shall be required to pay an entrance fee of two hundred dollars ($200.00) to the Treasurer, before they can become a bona-fide member and placed on the Membership Register.

 

 4.10  While being a member of NPATT, a group shall not be affiliated to or seek membership in any other Parang Association in Trinidad and Tobago.

 

 

5.0 Cessation of Membership

 

5.1  Any group may withdraw from membership by giving fourteen (14) days notice to the Management Committee in writing to that effect, and thereupon cease to be a member.

 

5.2   If any member, who is liable to pay an annual subscription, fails to pay same within six (6) months after it becomes due, the Management Committee may order that their name be struck off the Membership Register, whereupon they shall cease to be a member of NPATT.

 

 

5.3  If any member neglects or refuses to comply with the By-Laws or conducts himself in a way that may be injurious to NPATT, the Management Committee through the membership may by notice in writing, call upon him to cease being a member until the matter is resolved.

 

5.4  An individual or group to whom paragraph 5.3 of this By-law is applied, shall be given the opportunity to be heard by a special tribunal consisting of no more than five (5) persons elected by the membership.

     The affected member or group would be given notice in writing to appear before the tribunal at a place date and time to have the matter determined.         The special tribunal shall submit its report at the next General Meeting of NPATT, whereupon the membership shall vote to retain or expel the member or group.

 

5.5  Subject to paragraph 5.1 of this By-Law, a member resigning or expelled under paragraph 5.4, or whose name is struck off pursuant to paragraph 5.2 of this By-Law, shall nevertheless remain liable for all monies, documents and assets then due from him to NPATT.

 

5.6   A Management Committee member who has been invited to attend General Meetings and Management Committee Meetings of NPATT either by writing or otherwise, and fails to attend or be represented at these meetings of NPATT on three (3) occasions, may forthwith be expelled by the membership, after a resolution for this purpose has been passed by majority of no less than two-thirds of the members present and voting by ballot, at the next General Meeting.

 

5.7   A member or group is exempted from the provisions of paragraph 5.6 of this By-Law, if such a member or group notifies the Secretariat of NPATT by written notice, of their unavailability to attend such Meetings. The notification would be entertained by the Management Committee to be validated.

 

5.8   A member or group who applies for permission to be exempt from Meetings of NPATT must do so at least two (2) days before the meeting.

 

5.9 Notwithstanding paragraph 5.7, the Management Committee reserves the right to accept or reject any notification for a                     group’s absence from meetings.

 

5.10  If a group or member is found guilty of misappropriating the funds of NPATT, such a group or member shall be expelled         forthwith from NPATT in accordance with the By-Laws and Articles of Association. Such a member if re-instated shall not

        be eligible to stand for office in NPATT.

 

6.0 Registration Fee

 

6.1   The registration fee for new groups shall be two hundred dollars ($200.00), payable to the Treasurer upon being accepted as a member of NPATT.

 

6.2   New groups shall not be added to NPATT’s Register until the registration fee is paid, nor be permitted to take part in any of NPATT’s activities.

 

 

  7.0  Annual Subscription

 

7.1   The Annual Subscription for groups shall be two hundred dollars ($200.00).

 

7.2   All Annual Subscriptions shall be payable on or before the date of the Annual General Meeting of NPATT in each year.

 

 

7.3    All Annual Subscriptions shall be paid to the Treasurer.

 

7.4   Annual Subscriptions shall become due on the 1st of March of each year. A fine of twenty-five dollars ($25.00) shall be added for each month, until the status of the group is determined by the Management Committee, in accordance with the By-Laws and Articles of Association.

 

    8.0  Finance

 

8.1 The financial year of NPATT commences on the first day of March and ends on the last day of February in each year.

 

8.2  All monies of NPATT shall be vested in the Treasurer and the Two (2) Trustees.

 

8.3 The Treasurer shall keep NPATT’s books of accounts, which shall be subject to inspection from time to time as may be requested by the Management Committee, and make same ready for audit by the Auditor(s) at the end of the financial year.

 

8.4  A bank account shall be opened in the name of NPATT in a reputable financial institution recommended by the Management Committee, and the Passbook or/and statements shall be available at Management Committee Meetings for inspection on request.

 

8.5 The Treasurer shall give a Monthly update of NPATT’s finances at every Monthly Meeting convened in accordance with the By-Laws and Articles of Association.

 

8.6  The Treasurer shall submit all relevant documents to the Auditors for audit not later than two (2) weeks after the end of the financial year.

 

8.7  The Management Committee shall determine the amount of money to be kept as “Petty Cash”. See Petty Cash policy.

 

8.8 The Petty cash shall be managed by the Secretary according to the “Petty Cash” policy of NPATT.

8.9  The Treasurer shall withdraw monies from the bank only with the

approval of at least three (3) members of the Management Committee on Form NP2, and approved by the President. If the President is unavailable, the Vice President would administer the function.

 

8.10    Under no circumstances are cheque(s) to be signed by the Treasurer to give cause for such cheque(s) to be withdrawn from the bank, if paragraph 8.9 is not completed with intent.

 

8.11    On completion of 8.9, a cheque voucher is then made out and approved by the President or in his absence the Vice President.

 

8.12    Any discrepancies in the accounts of NPATT should be brought to the attention of the Management Committee immediately.

 

8.13    No monies collected on behalf of NPATT should be disbursed for any reason without the prior knowledge and consent of the Treasurer or Trustees.

 

8.14    All cheques, drafts, transfers or orders for the payment of money, and all notes and acceptances, and bills of exchange shall be signed by such officers or persons and in such a manner as the Management Committee may designate from time to time.

 

8.15    Any funds received through gifts, donations, rewards, fun-raisers, festivals or otherwise intended for NPATT or for deposit towards the account of NPATT through the current Treasurer, shall not be kept for exchange or retained under any circumstances by any officer or member of NPATT for a period exceeding three (3) days, after such gifts, donations, rewards, festival funds, or any other funds are made available for deposit.

 

8.16    If a member or officer refuses or neglects to comply with the provisions of By-Law 8.15, the Management Committee may in writing call on him to give cause for his actions. If in the opinion of the Management Committee there is just cause for him to be disciplined or legal proceedings initiated, a resolution for this purpose shall be passed with at least a two- thirds majority of the members present at any Monthly General Meeting of NPATT.

 

8.17    All receipts for monies disbursed on behalf of NPATT must be handed in to the Treasurer in a timely manner, and not later than one month after the money is spent.

 

 

9.0 Meetings

 

9.1 The Annual General Meeting: The Annual General Meeting shall be held for the purpose of reviewing the performance of the Management Committee, receiving Reports from the President, Secretary, and Treasurer for the last term, and for the Election of a New Management Committee for the new term.

9.2 The Annual General Meeting shall be held on such a day in each year and such time and place within Trinidad and Tobago as the Management Committee may decide by resolution.

9.3 The Annual General Meeting shall be held not later than sixty (60) days after the end of the financial year. Groups and other members shall be given at least fourteen (14) days notice of the date of the Annual General Meeting.

 

9.4 It is the responsibility of NPATT’s Secretariat to inform all member groups, Honorary members and other Management Committee members of the business to be addressed and discussed by way of a proper Agenda, which must include an audited Treasurer’s report at each Annual General Meeting.

 

 

9.5 General Meetings: General Meetings shall normally be held at NPATT’s Headquarters on the last Sunday of each month. However a change of date and location may be made, by way of a resolution and agreed by a two- thirds majority of the financial members present.

 

9.6 A maximum of not more than two (2) delegates are required to represent each group at meetings of NPATT.

 

 

9.7 Delegates must register their names and the group they represent before the start of each meeting, which must be read out to the membership present.

 

9.8 There shall be Monthly General Meetings of NPATT each year beginning in January and continuing until the month of November.

 

9.9 There shall be no Monthly Meeting in December in each year, except if the Management Committee convenes a meeting to discuss an agenda of absolute importance and this must be approved by at least five (5) members of the Management Committee at any time, date and place.

 

9.10 Special Meetings: Special Meetings of the membership may be convened by order of the President, Vice President, or by the Management Committee at any date and time and at any place in Trinidad and Tobago.

 

9.11Ordinary members shall, on the requisition of a minimum of twelve (12) financial groups of NPATT, have the right to convene a Special meeting, and in the case of such requisition the following provisions shall have effect;

 

a)                  The requisition must state the purpose of the meeting and must be signed by the requisitionists on Form NP 3 in duplicate, and deposited at the registered Office, and may consist of several such forms signed by one or more requisitionists. The Requisitionists shall submit the original and keep the duplicate.

 

b)          If the Management Committee does not within fourteen (14) days from the date of the requisition so deposited, proceed to convene a meeting, the requisitionists or any of them may by themselves convene the meeting, but any meeting so called shall not be held after thirty (30) days after such deposit.

 

9.12 Adjournment: The Chairman of any meeting may, with the consent of the meeting, adjourn the same to a fixed time and place, and no notice of such adjournment need be given to the members unless the meeting is adjourned more than once for an aggregate of thirty days or more, in which case notice of the adjourned meeting shall be given as for an original meeting. Any business that might have been brought before, or dealt with at this original meeting in accordance with the notice calling same, may be brought before or dealt with at the adjourned meeting for which no notice is required.

 

9.12   Cancellation

9.12.1    No Monthly Meeting of NPATT shall be cancelled except the Management Committee by way of a resolution at any meeting passed by two-thirds majority present decides that a monthly meeting can be cancelled.

 

9.12.2    If a Monthly Meeting of NPATT is cancelled by way of paragraph 9.13.1, The President or Vice President shall direct the Secretary or Assistant Secretary to inform all officers, members and groups of the Committee’s decision in pursuant of By-Law 9, stating the reason(s) for the cancellation.

 

9.12.3    Groups should be notified at least seven (7) days before of the cancellation of a meeting.

 

9.12.4    If for some reason there is insufficient time to notify groups, members and officers of the cancellation of a meeting, a notice shall be placed in the daily newspapers and on the radio of the cancellation of the meeting.

 

 

10.0  Notices

 

10.1  Methods of Giving Notice:

          Any notice or other document required by the Act, Regulations, The Articles of Association or the By-Laws to be sent to any member, Honorary member, or auditor may be delivered personally or sent by pre-paid mail, or local courier, or E-mail to any person at his latest address as shown on the records of NPATT, or in the notice filed under NP 5, and to the auditor at his business place.

 

10.2  Waiver of Notice:

          Notice may be waived, or the time of the notice may be waived or abridged at any time, with the consent in writing of the person entitled thereto.

 

10.3   Un-delivered Notices:

         If a notice or a document is sent to a member by pre-paid mail, in accordance with paragraph 10.1, and the notice or document is returned on three (3) consecutive occasions because the person could not be found, it would not be necessary to send any further notices or documents to the member, until he informs NPATT in writing of his new address.

 

10.4  Proof of Service:

        Where a notice is required and is delivered personally to the person to whom it is addressed, or delivered to his

       address in pursuant of paragraph 10.1 hereof, service shall be deemed to be at the time of delivery of such service.

 

10.5  Where such notice is sent by post, service of the notice shall be deemed to be effected seven (7) days after posting, if the notice was properly addressed and posted by pre-paid mail.

 

10.6 Where the notice is sent by local courier, tele-fax, or E-mail, service is deemed to be effected on the date on which the notice is sent.

 

10.7  Omission of Notice: The accidental omission to give notice of any meeting, or any irregularity in the notice of any meeting, or the non-receipt of any notice by any member, or auditor of NPATT shall not invalidate any resolution passed or any proceeding taken at any meeting of members.

 

 

   11.0     Quorum

 

   11.1  Subject to the Act, a quorum for the transaction of any business at any Meeting of the members shall be one third of the financial members present in person, each being a member entitled to vote thereat, or a representative of a member so entitled. If a quorum is present at the opening of any meeting of members, the members present or represented may proceed with the business of the meeting not with standing a quorum is not present throughout the meeting. If a quorum is not present within sixty minutes of the time fixed for a meeting of members, the persons present and entitled to vote may adjourn the Meeting to a fixed time and place, but may not transact any other business in accordance with the By-Laws of NPATT.

 

11.2  If a quorum is not present to transact the business of NPATT in pursuant of BY-Law 11.1, an adjournment may be taken and the Meeting re-scheduled within fourteen (14) days of the date of the adjournment.

 

11.3  If a quorum is not present for two (2) consecutive occasions, a special Meeting would be convened within thirty (30) days to update NPATT’s registry. The special meeting convened under this paragraph shall be called pursuant to By-Laws 9.3 and 9.9.

 

11.4   Management Committee members belonging to groups registered with NPATT and Honorary members shall be included in the count representing the one-third of the financial members present in By-Law 11.1, in arriving at the count for a quorum.

 

    12.0  Voting

 

 12.1  Every question submitted to any meeting of members shall be decided in the first instance by a show of hands, unless a person entitled to vote at the meeting has demanded a ballot and if the Articles so provide. In the case of an equality of votes, the Chairman of the meeting shall on a ballot   have a casting vote in addition to any vote which he may be otherwise entitled.

      

12.2   At every meeting at which he is entitled to vote, every member who is present in person shall have one vote on a show of hands. Upon a ballot at which he is entitled to vote, every member, subject to the Articles has one vote.

 

12.3    At any meeting unless a ballot is demanded, a declaration by the Chairman of the meeting that a resolution has been carried unanimously or by a majority or lost or carried by a particular majority shall be conclusive evidence of the fact.

 

12.4   When the President or Vice President are absent, the persons who are present and entitled to vote shall choose another Committee member as Chairman of the meeting, but if no Committee member is present or declines to take the chair, the persons who are present and entitled to vote shall choose one of their number to be the Chairman.

 

12.5 A ballot, either before or after voting by show of hands, may be demanded by any person entitled to vote at the meeting. If at any meeting a ballot is demanded on the election of a Chairman, or on the question of adjournment, it shall be taken forthwith without adjournment. If at any meeting a ballot is demanded or any other question or as to the election of officers, the vote shall be taken by ballot in such a manner and either at once or later in the meeting, or after adjournment as the Chairman of the meeting so directs.  The result of the ballot shall be deemed to be the resolution of the meeting at which the ballot was demanded. A demand for a ballot may be withdrawn.

 

12.6   Only financial members present shall be authorized to cast ballots. When ballots are demanded to vote on any issue, the result of the ballot must reflect the number of persons present and entitled to vote in pursuant of the By-Laws and Regulations of NPATT.

 

12.7    Appointment of a Proxy: A person(s) not being a member of a registered group of NPATT may be delegated or appointed to act as a representative or delegate of the particular group at any meeting of NPATT. Such a person must satisfy the necessary requirement of NPATT by having the group submit the Proxy Form to the Secretary. Such a person shall be entitled to vote by show of hands or by ballot.

 

 

 

 

Format of Proxy Form

 

The undersigned Captain of ( Name of Group ) hereby appoints

 

(Name of Person)  of  (Address of Person)  or failing him,  (Name of Alternate) of

(Address of Alternate) as the Nominee of the Undersigned to attend and act for and on behalf of the undersigned at the meeting of NPATT to the same extent and with the same powers as if the under signed were present, including the power to vote according to the By-Laws and Regulations of NPATT. Such Nominee must be approved by a two-thirds majority of the said meeting.

 

Dated this _______________ day of ___________________ 200__

 

 

______________________              ________________________     ___________________

Signature of Nominee                           Signature of Captain                     Date of Meeting

 

 

12.8    A person or member is only eligible to vote at the Annual General Meeting for the election of the Management Committee, if such person or member attended at least 50% of the Monthly meetings of NPATT in the previous year and is Financial.

 

12.9  The Secretary shall read out the attendance audit to verify compliance with paragraph 12.8 if it becomes necessary.

 

12.10 Any delegate entitled to vote under the Regulations and By-Laws may contest the veracity of the attendance audit at the Annual General Meeting, if he has supporting documents or information to support same.

 

12.11 Candidates for election as a Committee Member shall be proposed and seconded by members entitled to vote at the Annual General Meeting

 

13.0 Committees

 

13.1  The Management Committee through the President or Vice President may from time to time as deemed necessary, appoint sub-committees consisting of such members as may be deemed desirable and may prescribe their duties and scope of activities.

 

13.2  Any committee so appointed may meet to transact business, adjourn and otherwise regulate its meetings as it thinks fit. Unless otherwise determined by the Management Committee, two (2) members of a committee shall form a quorum. Questions arising at any meeting of a committee shall be decided by a majority of votes and, in the case of an equality of votes, the Chairman of the meeting will have a second or casting vote.

 

13.3  Committees shall consist of three or five members depending on the scope of the activities to be undertaken. They would be given a time-frame to complete their assignment and thereafter submit a report to the membership.

 

13.4  If it becomes necessary, the appointed Chairman of a committee may submit a budget in writing to the President or Vice President of NPATT for approval of the Management Committee.

 

 

14.0  Vacating of Office

 

14.1  The office of a member of the Management Committee shall be vacated for the following reasons:

14.1.1    If by notice in writing he resigns his office.

14.1.2    If he ceases to be a member of NPATT.

14.1.3    If he does not attend three consecutive meetings of NPATT, unless otherwise determined.

14.1.4    If he is removed from office in accordance with By-Laws 5.2 or 5.4.

14.1.5    If found guilty of mis-appropriating the funds of NPATT.

14.1.6    If he is unable to perform due to reasons of ill-health.

14.1.7    If he is convicted of any criminal offence before the courts of Trinidad and Tobago.

14.1.8    If he joins another Parang Association in Trinidad and Tobago.

 

          

15.0  Meetings of the Management Committee

 

15.1   Place: Meetings of the Management Committee may be held either at the registered office or any other place in Trinidad and Tobago.

 

15.2   Convener: A meeting of the Management Committee may be called by the President, Vice President, a Trustee and the Secretary, or the Treasurer and Secretary at any time, and the Secretary by the direction of any two (2) Officers acting together.

 

15.3   Notice: It is compulsory that all members of the Management Committee be notified of meetings pursuant of By-Law 15.2. Notice of any such meeting shall be served in the manner specified in By-Laws 9.3 and 10.1. A Management Committee member may object to the transaction of any business on the grounds that the meeting is not lawfully called according to the Act. Such an objection must be submitted to the Secretary or Assistant Secretary not later than forty- eight (48) hours after the meeting so called under By-Law 15.2.

 

16.0 For the Protection of Management Committee Members

 

16.1      No Committee Member or Officer of NPATT shall be liable to NPATT for:

16.1.1  The acts, neglects, receipts, defaults, of any other member, officer, employee or agents for joining in any receipt or act for conformity.

16.1.2    The insufficiency or deficiency of any security in or upon which any of the monies belonging to NPATT shall be placed out or invested.

16.1.3    Any loss, conversion, misapplication or misappropriation or of any damage resulting from any dealings with money, securities, or other assets belonging to NPATT.

16.1.4    Any loss, conversion, misapplication, misappropriation or of any damage resulting from any dealings with any monies, securities or effects which shall be deposited or lodged.

16.1.5    Any other loss, damage or misfortune whatever which may happen in the execution of the duties of his respective office or trust in relation thereto, unless the same happens by or through his failure to exercise the powers and to discharge the duties of his office honestly and in good faith with a view to the best interests of NPATT, and in connection therewith to exercise the care, diligence and skill that a reasonably prudent person would exercise in comparable circumstances.

 

16.2      Nothing contained herein shall relieve an officer from the duty to act in accordance with the Act or Regulations made hereunder or relieve him from liability for a breach thereof.

 

16.3      If any officer of NPATT is employed by or performs services for NPATT other than as an Officer, or is a member of a firm, a shareholder, director, or an officer of a body corporate which is employed by or performs services for NPATT, the fact of being a member, or officer of NPATT shall not disentitle such firm or body corporate, as the case may be, from receiving proper remuneration for such services.

 

17.0  Officers

 

17.1      The officers of NPATT shall consist of a President, a Vice President, a Treasurer, a Secretary, an Assistant Secretary, a Public Relations Officer, Two (2) Trustees, and a Youth Officer.

 

17.2     The Management Committee shall comprise the Officers and Four (4) elected floor representatives.

 

17.3     In the case of the absence of or inability to act of the President, Vice President, or any other officer of NPATT, or for any other reason that the other officers may deem sufficient, the other officers may delegate all or any of the powers of such officer to any other officer for the time being, provided that the majority of the membership agree.

 

17.4     The President:

            The President shall if present, preside over all meetings of NPATT. He shall sign all instruments which require his signature and shall perform all duties incident to his office impartially and without fear or favour, and shall have all such powers and duties as may from time to time be assigned to him by the officers and members. He shall maintain law and order and shall ensure that all meetings are held in a dignified manner, and also ensure that the Regulations and By-Laws are adhered to at all times.

 

17.5  The Vice President:

            The Vice President shall be vested with all the powers and shall perform all the duties of the President in the event of the President’s absence, disability or refusal to act. The Vice President shall have the powers and duties as may be assigned to him from time to time by the officers and members. of NPATT.

 

17.6 The Secretary:

             The Secretary shall when present, act as Secretary of all meetings , shall have charge of the minute book, and the documents ad registers of NPATT, and shall perform such other duties as the members may require of him. He shall be responsible to ensure that all officers and groups and other members are notified of meetings in pursuant of By-Law 10.3. He shall be the conduit of all incoming and outgoing correspondence of NPATT and make same available to be read at meetings in accordance with the Regulations and By-Laws of NPATT. He shall bring forward all Minutes of Management Committee and General Meetings for the necessary approval.

 

17.7  The Assistant Secretary:

            The Assistant Secretary shall be vested with all the powers of the Secretary and shall perform all the duties of the Secretary in the absence of, disability, or refusal to act of the Secretary. The Assistant Secretary shall have all the powers and duties as shall be from time to time assigned to him by the Management Committee.

 

17.8  The Secretary shall make available to all groups and members copies of all Management Committee and General Meetings.

 

17.9  The Treasurer:

            The Treasurer shall, subject to the resolutions of the Management Committee, have the care and custody of all the funds and securities of NPATT, and shall deposit same in the name of NPATT in such bank or depository or depositories as the Management Committee may direct. He shall keep or cause to be kept all the records referred to in By-Law 7.0 of the Articles of Association. He may be required to give such bond for the faithful performance of his duties as the Management Committee in their uncontrolled discretion may require, but no Committee member shall be liable for the failure of such bond or for any loss by reason of the failure of NPATT to receive any indemnity thereby provided.

 

17.10 Trustees:

            The Trustees shall be two (2) in number. Each shall be elected at the Annual General Meeting of NPATT. In the event of a vacancy for one or both of the Trustees, a by-Election shall be held to fill the vacancy in accordance with the provisions of the Regulations and By-Laws of NPATT. He shall discharge his duties in a responsible manner according to the Regulations and By-Laws of NPATT, as requested by the Management Committee. He shall keep a record of all cheques that he has affixed his signature to, and assist the Treasurer to present a proper audited financial statement for the Annual General Meeting. He shall keep a record of all NPATTs assets and present a report of the said assets at the Annual General Meeting. He shall present (and cause to represent) all legal matters of NPATT. Before entering on his duty he shall give a bond of Two hundred dollars ($200.00).

 

17.11  Public Relations Officer:

            The Public Relations Officer shall be responsible for establishing the overall strategy with regard to internal and external communications by developing programs to maintain a positive image. He shall be responsible for promoting all NPATT’s activities by disseminating news, facts, and points of view to communications media such as newspapers, radio and television. He shall interface between the groups towards maintaining harmonious relationships within NPATT. He shall be responsible for giving interviews and setting up press conferences to project NPATT in a positive way and shall defend NPATT in the media where possible.

 

17.12  The Youth Officer:

            The Youth Officer shall be responsible for the organisation and running of the Junior Parang and Sebucan, and liaising with the Ministry of Education in all programmes involving the Youth and Schools parang.

 

17.13  The Management Committee:

            The Management Committee shall be comprised of thirteen (13) members shall be elected at the Annual General Meeting of NPATT, in pursuant of the By-Laws and Articles of Association.

 

17.14  The Management Committee shall manage the affairs of NPATT and may exercise such powers and do such acts and things as may be exercised or done by NPATT, and are not by the By-Laws or any special resolution of NPATT or the Act expressed directly or required to be done by NPATT at a General Meeting of NPATT.

 

18.0   Term of Office

 

18.1       Unless sooner determined a Committee member’s term of office shall, subject to the provisions if any, of the Articles of Association, be for two (2) years from the date of the meeting at which he is elected or appointed.

 

18.2       The performance of the Management Committee shall be reviewed at the Annual General Meeting after each year of service.

 

18.3      Vacancies on the Management Committee which occur due to resignations and/or removal from office of an elected member for non-performance shall be filled at the Annual General Meeting or as per By-Law 20.1.

 

18.4      The duration of the Management Committee’s term of office shall be no longer than two (2) years from the date of appointment at a duly convened Annual General Meeting as laid down in the Articles of Association. 

 

19.0     Removal from Office

 

19.1     The members of NPATT may by ordinary resolution at a         General Meeting remove any Management Committee member from office, for which purpose Form NP4 is signed by five (5) members entitled to vote and submitted to the Secretary or in his absence the Assistant Secretary.

 

19.2      Any member entitled to vote and not present then shall be given notice in writing to attend the next General Meeting of NPATT at which a vote will be taken on the resolution in By-Law  19.1, and pursuant to By-Law 5.3

 

19.3     Any officer removed from office pursuant to By-Law 5.3 and 5.6 shall nevertheless remain liable for all monies and documents or any other assets, physical and otherwise which is the property of NPATT and in his care, and must return all such forthwith to NPATT.

 

 20.0    Remuneration

 

20.1     Management Committee members shall serve without remuneration and no official shall directly or indirectly receive any profit from his position as such, provided that an official shall be paid or reimbursed for reasonable expenses incurred by him in the performance of his duties which may include transport, telephone bills and or meal allowances. Such payment or reimbursement incurred by an official as proposed in paragraph 20.1 shall be agreed by the Management Committee by a majority vote taken at any Committee meeting.

 

20.2      A Management Committee member may request a monthly stipend from NPATT. Such a request must be agreed by a two-thirds majority at a Committee meeting .If such a request is granted, By-Law 20.1 shall not be considered or entertained by the Management Committee.

 

20.3      At the end of each Parang Festival in any current year, an Honorarium shall be granted to members of the Management Committee based on performance. Such honorarium shall be agreed by the Management Committee, considering all things being equal. The decision of the Management Committee on this matter shall be final.

 

20.4      A record of the activities of all the members of the Committee in the current year shall be kept by the Secretary of NPATT, which shall be used as a factor to help in determining the respective member’s amount as outlined in paragraph 20.4. Committee members may submit their own record of their activities to the Secretary which shall be kept on file.

 

21.0   Group Registration

 

21.1      All registered groups must submit the names of their members to the Secretary of NPATT on form NP5 at each Annual General Meeting of NPATT.

 

21.2     Any changes in the membership of groups for whatever reason shall be brought to the attention of the Secretary or Assistant Secretary of NPATT in writing on Form NP6.

 

21.3       NPATT shall in no way get involved in the internal affairs of member groups except if such group makes a formal request to the Management Committee in writing.

 

21.4       The Management Committee reserves the right to accept or reject the requests from member groups as outlined in paragraph 21.3 of the By-Laws.

 

22.0  Parang Competition

 

22.1      NPATT shall run Parang Festivals as the situation arises any time during each year at venues selected by the Management Committee throughout the Republic of Trinidad and Tobago.

 

22.2      All bona fide member groups are entitled to enter any competition organised by NPATT providing they comply with the entry requirements, as set out in the Rules of the Competition in force at the time.

 

22.3      Group(s) must serve a period of twelve (12) consecutive months as a member of NPATT to qualify for any competition run by NPATT. However such groups may appear as guests with the  express permission of the Management Committee.

 

22.4      All groups taking part in any competition run by NPATT shall be subject to the rules that govern such competition, and shall abide by the ruling of the judges decisions and shall in no way seek to contest the ruling and decisions of the judges.

 

22.5     Notwithstanding the provisions of Paragraph 22.4, a group may lodge a formal protest to the Management Committee if in its opinion another group or groups that have qualified for the final in any competition run by NPATT did not meet the entry or statutory requirements of such competition or festival. This must be done on Form NP7 and not later than twenty-four (24) hours after the fact.

 

22.6     The Management Committee would meet in emergency session in a time and place not later than three (3) days after the protest is received, and seek to resolve the matter.

 

22.7     The Management Committee shall call upon the plaintiff(s) and the defendant(s) in the matter to be present when the matter is to be discussed pursuant to paragraph 22.4, and may call on either party to be questioned in relation to the protest received by NPATT.

 

22.8     In addition to all the foregoing clauses in By-Law 22.0 of the Articles of Association, the Management Committee shall have the right to implement rules and regulations to govern its festivals and competition as it sees fit from time to time.

 

 

23.0   Agreements and Contracts

 

23.1       No agreements, contracts, act or transaction shall be entered into between NPATT and other party or parties without the expressed written approval of the Management Committee.

 

23.2      Any agreement, contract, act or transaction signed for by any officer or member without the approval of the Management Committee shall be declared null and void and with no effect.

23.3      No officer or member of NPATT shall have the power and the authority to enter into any kind of negotiations, sign any kind of document(s) that represents the cause to or purports to represent any agreement between NPATT and other party or parties.

 

23.4      The Management Committee of NPATT shall not be under any duty or responsibility, in respect of any contract, agreement, act or transaction, whether or not made, done or entered into in the name or on behalf of NPATT, except such as submitted to and authorised or approved by the Management Committee at a meeting convened under the provisions set out in the By-Laws of the Articles of Association.

 

23.5      The President and or Vice President and or the Secretary shall have the authority to grant small contracts to a maximum ceiling of five hundred dollars ($500.00) in an emergency. Approval for this expenditure must be sought at the next Meeting of the Management Committee after the contract is awarded.

 

24.0  Execution of Instruments

 

24.1     Contracts, documents or instruments in writing requiring the signature of NPATT may be signed by:

            a.       The President or Vice President together with the Secretary or the Treasurer

            b.      The two (2) Trustees.

 

24.2     All documents, contracts and instruments so signed shall be binding upon NPATT without any further authorisation or formality. The Management Committee shall have the power from time to time by resolution to appoint any officers or persons to sign on behalf of NPATT certificates for shares in NPATT, and contracts, documents and instruments in writing generally, or to sign specific contracts, documents or instruments in writing.

 

24.3       The common seal of NPATT may be affixed to contracts, documents and instruments in writing signed as aforesaid or by any officers or persons specified in paragraph 24.2 hereof.

 

 24.4      a) The President or Vice President together with the Secretary or Treasurer; or

              b) The two (2) Trustees shall have the authority to sign and execute (under the seal of NPATT or otherwise) all instruments that may be necessary for the purpose of selling, transferring, exchanging, converting or conveying any such shares, stocks, bonds, debentures, rights, warrants and other securities.

 

25.0     Authentication of Documents

 

25.1      The President or Secretary or any person appointed by the Management Committee for the purpose shall have the power to authenticate any document affecting the constitution of NPATT (including the Memorandum, By-Laws and Articles of Association) and any resolution passed by NPATT or the Management Committee, and any books, records, documents and accounts relating to the business of NPATT and to certify copies thereof of extracts; and where any books, records documents or accounts are elsewhere than at the office, the President or other officer of NPATT having the custody thereof shall be deemed to be a person appointed by the Management Committee. The exercise of the above authority shall be subject to the Management Committee’s approval.

 

26.0 Policy Decision

 

26.1      Subject to the provisions of the By-Laws and Articles of Association, all policy decisions taken by the Management Committee in each year shall be issued to the officers and members of NPATT in the form of memorandums or notices.

 

26.2      All memorandums and notices in paragraph 26.1 shall be enforced in each year that it was issued and shall be so enforced until such time as it may be amended, changed or cancelled by way of resolution taken by a majority vote at any General Meeting of NPATT.

 

27.0  Press Release

 

27.1       No officer or member of NPATT shall cause to be printed in any newspaper or issue any public statement with respect to the internal business of NPATT except upon the authorisation of the Management Committee.

 

28.0 Reports

 

28.1     Any report submitted at any meeting of NPATT for consideration by the membership, shall be in writing or print format, and shall be signed by the presenter or such person or persons authorised by the Management Committee.

 

28.2    No verbal reports shall be entertained or considered by the membership at any meeting of NPATT.

 

28.3      When a report is submitted for consideration by the membership, it shall be placed on the order paper or agenda, and shall be proposed and seconded by persons entitled to vote for adoption and approval.

 

28.4      A report shall be considered part of NPATT’s Minutes when it is presented and accepted by the membership on the date, place and time where the Meeting was convened.

 

 

29.0 Dissolution

 

29.1      Every member of NPATT undertakes to contribute to the assets of NPATT. In the event of the same being wound up while he is a member, or within one year after he ceases to be a member he remains liable for payments of debts and liabilities of NPATT contracted before he ceases to be a member, and of costs, charges and expenses of winding up and for adjustment of the rights of contributories among themselves such amount as may be required.

 

29.2      If upon winding up or dissolution of NPATT there remains after the satisfaction of all debts and liabilities any property whatsoever, the same shall not be paid or distributed among the members of NPATT, but shall be given or transformed to some other institution or institutions having similar objectives of NPATT, and which shall prohibit the distribution of its or their income and property among its members to an extent at least as great as imposed on NPATT at or before the time of dissolution, and if and so far as effect cannot be shown to the aforesaid provision then to some charitable object.

 

 

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