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Terms of Reference For The United Kingdom Charities Committee Bangkok

Amended

(As passed by the Committee)

April, 1973

TERMS OF REFERENCE FOR UNITED KINGDOM CHARITIES COMMITTEE

PREAMBLE
The United Kingdom Charities Committee was originally formed in May, 1968, as a result of the British Community Y.W.C.A. Stall Committee deciding that conditions at the Y. W C. A. Bazaar had been changing for the worse each year, and that it was considered advisable to leave the Bazaar and form a new Committee to undertake, on behalf of the British Community, the collection of funds for worthy Thai Charities.
It was considered advisable, in view of the extra work to be undertaken, that the new Committee should be enlarged and should consist of a cross section of the British Community, i. e., Embassy, Commercial. Banks. Associations, etc. It was also felt that the funds should be raised through the holding of one or two special functions a year, rather than a continuous charity drive. It was considered
advisable that the General Committee should nominate a subcommittee to put forward recommendations as to which Thai Charities should receive assistance.

The subcommittee were asked to base their recommendations on the following priorities:
a. Health
b. Education of the physically, mentally or socially handicapped
c. Disaster relief

It was the General Committee's considered opinion that, wherever possible, assistance should be given in the way of goods and that these goods, wherever possible, should be of British origin. Cash donations, although acceptable, should he kept to a minimum and supervised to the maximum.

It was the consensus of opinion at that time that as the U.K.C.C. was, in itself, a unique organisation in Thailand, being under the auspices of the British Embassy, and insomuch it represented the British Community "in toto", every effort should be made to ensure that donations were made on a sole basis, rather than in conjunction with other groups which were of restricted representation.

On the basis of the above principles, it is suggested that the following recommendations be adopted as the General Committee's guidelines. But the Committee may, in its discretion. vary the application of the recommended guidelines when it shall seem to the Committee to he proper.

RECOMMENDED GUIDELINES

COMMITTEE
1. the General Committee should he selected in April of each year and the membership of the Committee should be decided between the President and the outgoing Chairman. An endeavour should he made to ensure that the Committee represents a true cross section of the British Community
2. The Committee should consist of a President who should be the wife of the British Ambassador or a person appointed by him; a Chairman nominated by the President in consultation with the outgoing Chairman. A Vice-Chairman, an Honorary Treasurer and an Honorary Secretary, shall he elected by the General Committee from amongst themselves.
In addition there shall be at least 7 Committee members, one of whom shall be the Administration Officer or his appointee (exoficio) and one of whom should be a representative of the British Women's Group. In the event that a Committee member bas to resign, nominations for a replacement shall be placed before the
General Committee for approval.
3. That the Committee be permitted to form subcommittees who, in turn, may co-opt members as and when required. In particular, the Committee on taking office shall appoint an Allocations subcommittee, an Ordering committee for purchases and an Operative subcommittee for functions, the latter to include the Administration Officer of the Embassy or his appointee.
4. That the Committee shall meet as required. In case of disagreement, the normal majority vote system shall apply; the Chairman having the deciding vote.

GENERAL
1. It is the Committee's responsibility to raise funds for approved Thai Charities by having one or two major functions during the year. e.g., Ploenchit Fair, Windsor Ball, or other such similar functions which may be proposed from time to time.
2. It is the Committee's responsibility to ensure that each recipient of the Charity Funds is a genuine case and that, wherever possible, goods of British origin be given.
3. It is the Committee's responsibility to ensure that maximum publicity is obtained from all donations they make so as to keep members of the British Community informed of the activities of the U.K.C.C. In particular, the Committee should cause a report of its donations to be published in the British Club Newsletter and any other suitable publication. One Committee member should be made responsible for publicity.
4. In view of the uniqueness of the U K.C.C. it is essential that all donations should be identified with the United Kingdom and, wherever possible, joint donations should be avoided.
5. Recommendations should be put forward by the Allocation sub-committee not later than March 15th each year, and approval given by the General Committee not later than April 30th, thus leaving only the Emergency Relief Funds to be allocated during the balance of the year.
6. Donations should be based upon the principle of helping the lesser known charities who do not receive regular help, and that they should be in some way connected with:-
a. The health of the nation
b. The education of the handicapped
c. Disaster Relief.
7. The Honorary Treasurer shell cause to be prepared and audited, a Balance Sheet and such Receipt and Expenditure accounts as shall be necessary. Such accounts should be produced to the Committee during April of each year and copies should be posted in the British Club and the British Consulate in May of each year.
8. The Committee shall maintain funds in such form as it thinks fit in such bank or banks as it shall feel necessary. The Committee shall appoint such of its members as it thinks fit as Signatories for bank transactions. The financial year of the U K. C. C shall be from 1st April to 31st March and audited accounts should be presented in April of each year. The Committee shall appoint Auditors. (END)

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