By-laws of the association Friends of Monk Owen
§ 1. Name
The name of the association is Friends of Monk Owen, with its registered address at Klitvej 29, Sdr. Nissum, 6990 Ulfborg.
§ 2. Purpose
The purpose of the association is to raise funds, which must be used unconditionally to support Monk Owen and his community, as well as the Mahasala Monastic Education School, Chaung Ma Gyi, Sagaing state, Mandalay, Myanmar. The necessary funds are raised, in addition to membership fees, through applications to foundations, scholarships, and other relevant organizations, as well as through organized legal fundraising. The association may temporarily hold collected funds for agreed periodic transfers to Monk Owen, where deemed appropriate, but it must be ensured unconditionally that all funds are disbursed to the aforementioned, minus necessary transaction costs.
§ 3. Members
Any person, association, or company who pays the prescribed membership fee and is interested in supporting the purpose of the association may become a member.
§ 4. Membership Fee
The association’s regular membership fee is determined at the annual general meeting and is valid as membership from the date of payment until the subsequent year’s annual general meeting.
§ 5. General Meeting
The general meeting, with the restrictions prescribed by these by-laws, has the highest authority in all matters of the association. The ordinary general meeting shall be held in February and shall be convened with a minimum of 10 days’ notice via direct mail, SMS, or a similar medium, to all members, who shall be offered both physical and online participation. Proposals to be considered and approved at the association’s general meeting must be submitted to the board no later than 5 days before the general meeting. Every valid member who is 16 years of age or older and has been a valid member of the association for at least one month before the general meeting has voting rights. Associations and companies can only be represented by one vote. Voting rights can be exercised by personal attendance or participation in online meetings, and all resolutions require a simple majority. Eligible for election to the board are all voting members of the association, and they are elected for 2 years at a time at the ordinary general meeting. Three members are elected, two of whom are up for election in even years and one in odd years, with the order being named at the founding general meeting. The agenda for the ordinary general meeting must include at least the following items:
• Election of president
• Report from the board for the past year
• Presentation and approval of the accounts for the past year
• Consideration of any proposed motions
• Determination of the membership fee
• Election of board members and 1 alternate
• Election of auditor
• Any other business
The general meeting elects a chairman, who should not be a member of the board, to chair the general meeting. Decisions announced by the chairman must be put to a written vote upon request and decided thereafter by a simple majority. The decisions of the general meeting are included in the summary, to the extent determined by the chairman. The chairman signs the summary, which are sent to all members.
§ 6. Extraordinary General Meeting
An extraordinary general meeting may be convened at any time by the sitting board and must be convened when 1/3 of the association’s members submit a written request to this effect to the board. In the latter case, the general meeting must be held no later than 1 month after the request has been submitted to the board, stating the topic(s) to be discussed. The extraordinary general meeting must be convened with at least 10 days’ notice via direct mail, SMS, or a similar medium, to all members, who must be offered both physical and online participation.
§ 7. The Board
The board organizes itself no later than 5 days after the general meeting by electing a president, a treasurer, and a secretary. If a member chooses to leave the board during a term of office, the board supplements itself with the alternate elected at the general meeting, who is then eligible for election in the same manner as the outgoing member. In the event of prolonged absence of a board member, the alternate may temporarily take their place. The board is only quorate when the president and one member participate. In the event of a tie, the president’s vote is decisive. Summaries are kept of the board’s actions. The board manages the association’s funds in accordance with the guidelines established by the general meeting.
§ 8. Management
The day-to-day management of the association is carried out by the elected president, who represents the association in all matters, taking into account the decisions adopted at the general meeting and by the board. Both the association’s president and treasurer have the right to sign and can therefore each bind the association with their signature.
§ 9. Accounts and Finances
The association’s financial year follows the calendar year. The association’s accounts, endorsed by the auditor, are presented to the ordinary general meeting for approval. The auditor must review the complete accounts each year before the general meeting, ensuring that any assets are present and that transactions are carried out safely and correctly. The auditor has the right at any time to inspect accounts, transfers, and assets.
§ 10. Amendments to the by-laws
Amendments to these by-laws may be made at any general meeting when at least 1/3 of the association’s members participate and when at least 2/3 of the participating members vote in favor of the proposal. If such a majority is not achieved, the board must convene an extraordinary general meeting within 14 days’ notice, and if at this extraordinary general meeting 2/3 of the votes cast are in favor of the proposal, it is adopted regardless of the number of participating members.
§ 11. Dissolution
A proposal for the dissolution of the association must be indicated on the agenda as a special item and is adopted when at least ¾ of the participating voting members vote in favor at two consecutive general meetings. The association’s assets must then be distributed according to the association’s purpose.
Adopted at the general meeting on 3/4 – 2024
Chairman: Jens Andreas Lystbæk Vestergård