CONSTITUTION

Title

The name of the organization shall be called Drukpa Australia Incorporated. It is being incorporated pursuant to the Association Incorporation Act of 2015 in the state of Western Australia.

Type

Drukpa Australia is a not-for-profit organisation. The property and income of Drukpa Australia shall be applied solely towards promoting the purposes of Drukpa Australia and no part of that property or income may be paid or otherwise distributed, directly or indirectly, to any of its members, except in good faith in the promotion of those purposes.

Tenure

Drukpa Australia will have an indefinite tenure or until such time a resolution of dissolution is passed by a general meeting.

Definitions & Interpretations

• Committee means the Management Committee of Drukpa Australia
• General Meeting means a general meeting of members convened in accordance with Clause 7.
• Member means a person holding a Honorary Membership or a Full Membership, as defined in Clause 5.1.
• Drukpa Lineage traces to its founder Tsangpa Gyare Yeshey Dorji (1161-1211 A.D.). Drukpa Lineage emphasizes on the continuity of oral instructions passed on from Guru to student.
• Centre(s) refers to any real estate property leased or purchased by Drukpa Australia and is (are) primarily used for advancing its objectives.
• Buddhist functions constitutes conducting ceremonies and rituals for the benefit of individuals or the general public.

Purpose

1. Uphold and promote the teachings, practices, and realisation of the Vajrayana Buddhism, and in particular, of Drukpa Lineage;
2. Establish and/or provide suitable facilities to support the teaching, practice, meditation, and other Buddhist functions for the Drukpa Community and the general community in Perth;
3. Foster association and collaboration with other Buddhist societies and communities in Western Australia and other parts of Australia with similar objectives as Drukpa Australia;
4. Create spiritual awareness amongst youths and diverse population group through various activities and events; and
5. Where possible, support welfare and well-being of individuals and families in Australia and elsewhere, particularly those who are disadvantaged.

Powers

1. Establish Centre(s) and residential facilities to support the said objectives;
2. Invite Resident Teachers to reside in any Centre(s)/residences of Drukpa Australia for the periods approved by the Committee;
3. Provide all necessary material support, protection and requisites (including food, shelter, robes, and medicine) for any visiting teachers invited by Drukpa Australia to Perth;
4. Pay for the travel expenses to Western Australia for any visiting teachers invited by Drukpa Australia and for return to their normal place of residence;
5. Accept or refuse to receive donations from individuals, groups, communities and organizations;
6. Issue appeals for donations and to prepare periodical reports on the functions of Drukpa Australia;
7. Rent, lease, hire or otherwise acquire the use of any property for such period and at such rent or cost and on such terms and conditions as the Drukpa Australia may think fit;
8. To insure the property of Drukpa Australia or any part of it against such risks and for such amounts as the Drukpa Australia may think fit;
9. Enact by-laws, if necessary, to reflect and meet the changing requirements in future;
10. To open and maintain in the name of Drukpa Australia a bank account or bank accounts at any bank or banks in Perth and other parts of Australia are solely for advancing the objectives of Drukpa Australia; and
11. Be and remain incorporated pursuant to the Associations Incorporation Acts of Western Australia.

Members

1. Honorary Membership may be conferred by the Committee to any visiting teachers or any persons or groups/organisations who have rendered outstanding services to the cause of Buddhism and/or who have contributed to the objectives of Drukpa Australia. The membership may be conferred for life or a limited period of time as decided by the Committee. All visiting residential teachers shall be conferred a Honorary membership up on their arrival in Perth and are entitled to participate in Committee and general meetings;
2. Full Membership shall be for individuals residing in Perth and other parts of Australia, who are already following or are interested in the practices and methods of Drukpa Lineage tradition or other forms of Himalayan Vajrayana tradition;
3. A member who has not reached the age of 15 years is not eligible to vote in the general assembly; and
4. Members may undertake regular practices and meditations held at the Drukpa Australia Centre and elsewhere as indicated by the Drukpa Australia or simply choose to support the objectives of Drukpa Australia by attending/participating in or volunteering for events and activities held from time to time.

Code of Conduct

1. Selflessness: Selflessness embodies both the key principle and conduct of Buddhist tradition. Gyalwa Dokhampa himself said selflessness is, to do everything for the sake of mother sentient beings and nothing for oneself. It is through such practices that one is able to go beyond our mundane conduct and transcend all activities into a spiritual journey. Motivation generated through selfless intent is indestructible and deeply inspiring, it shields one from defilements such as selfishness, anger, ego, desire and ignorance that may lead to conflict both within and with others. Selflessness gives the courage to move beyond hopes and fears, content in our spirited endeavours to benefit all mother sentient beings;
2. Single Direction: Members shall follow the direction set by the Spiritual Authority, the Committee, and the resolutions passed by the general meetings; and
3. Harmony: Members work in harmony by living the principle of selflessness and following a unified single direction. They are able to respect each other and are prepared to accept each others differences.

Membership Applications

1. Consider all applications for membership and shall from time to time prescribe such forms for membership applications, accompanied by such payments prescribed by the Committee;
2. Reject membership applications, if the Committee so believes and have sufficient and verified evidence to justify that the applicant has or has shown motives that are against or not in line with the objective of Drukpa Australia. In case of rejection, the fee paid shall be refunded in full to the applicant;
3. The membership application must be signed by the applicant. If the applicant is below 15 years, the application must include an undertaking from the applicant’s guardian;
4. A full member must pay the annual membership fee to the Finance Coordinators annually or on a monthly basis, by the date determined by the Committee;
5. Membership fees shall not be collected from members who contribute to the rental and utility costs of operating Drukpa Australia Centre(s) for a duration of three months in a year or as determined by the Committee; and
6. Drukpa Australia shall also provide the required digital platforms from time to time to submit application forms together with membership fees;
7. Drukpa Australia shall maintain a register of its members, which shall be kept in the custody of the Finance Coordinators. The membership register shall provide for, name and contact details such as Phone No., email address, and residential address or postal address of the members.

Member Rights & Benefits

1. Members shall participate in or attend the Drukpa Australia events and activities such as teachings, meditations and practices held at the Drukpa Australia Centre(s) and any other public events (including teaching, meditation, practices, pilgrimage) hosted by the Drukpa Australia;
2. Members shall actively participate in practices and meditation programmes regularly hosted by Drukpa Australia;
3. All members over 15 years are entitled to vote in the general assembly. Members over 21 years and above can contest for available vacant positions in the Committee as in Clause 8.2; and
4. Members are entitled to suggest or nominate Honorary Memberships to the Committee;
5. Additionally, members shall carry the following benefits:
   1. Members are entitled to use the Centre to further the purpose of Drukpa Australia;
   2. Where possible, members can access the Centre(s) for prostration, offering, prayer, and meditations;
   3. Members shall also have access to books and other digital resources such as photos, videos, and audios displayed in the Centre; and
   4. Where possible, members may be offered discounted tickets when participating in events (e.g., meditation and pilgrimage) organised by Drukpa Australia, which require individual payment.

Member Obligations

1. Members must abide by the Code of Conduct elaborated in Clause 5.2;
2. Inform the Committee if a members intends (or required by law) to leave Australia permanently or make a notice of absence if a member chooses to leave Australia for up to a year, beyond which the absence will be deemed permanent;
3. Members should abide by relevant provisions of this Constitution and any other by-laws established by the Committee; and
4. Members should also respect Australian values and obey the laws of Australia at all times.

Resignation & Termination

1. If a member voluntarily resigns from being a member and that the submission has been made in writing to the Committee;
2. If a member permanently leaves Australia;
3. In case of a demise;
4. In case of non-renewal of membership up on adequate written notice or temporarily suspend the membership until a such time a member chooses to ignore notice;
5. If found involved in conducts that are in violation of Australian State and Federal Laws and that such conducts have the potential to damage the reputation of Drukpa Australia.

Dispute Resolution

1. The parties to the dispute shall attempt to resolve the dispute amicably within 30 days of the dispute arising;
2. If the dispute is not resolved under Clause 6.1a, those involved must inform the Committee in writing within 10 days;
3. The Committee shall endeavour to resolve the disputes in the best interest of the parties involved;
4. In case, if the Committee is not able to resolve the dispute, the Committee shall within 10 days refer the matter to the Office of Spiritual Authority; and
5. The decision of the Spiritual Authority shall be final and binding on the parties involved.

Disciplinary Procedures

1. The Committee may resolve to warn, suspend or expel members if the Committee so believes that
   • the member(s) (including any of the Committee members) has breached this constitution, or
   • the member‘s (including Committee member’s) behaviour is causing or is likely to cause harm to Drukpa Australia or the Spiritual Authority.
2. However, the Committee must notify the member in writing on their intention to warn, suspend or expel. The member must also been given a chance to explain their action or behaviour either through writing or speaking at the meeting. After considering the explanation or no explanation, the Committee may, on the recommendation of the Spiritual Authority:
   • Take no further action; or
   • Warn the member in writing; or
   • Suspend the membership for a period of no more than 12 months; or
   • Expel the member
3. The Committee shall not impose pecuniary penalty in the exercise of its disciplinary power.

General Meeting

1. Review Drukpa Australia‘s activities and finances;
2. Review auditor’s report;
3. Nominate and/or election of Committee members for any vacant positions created due to end of Office term or resignation or removal;
4. Appointment of Auditors, if any;
5. Present Drukpa Australia‘s aspiration for the forthcoming year, including a list of proposed activities/events;
6. Discuss pending or imminent issues relating to Drukpa Australia and its members; and
7. Give members a reasonable opportunity and time to ask questions or make comments about the management of Drukpa Australia.

Special General Meeting

1. The Committee so believes that one or more of their resolutions require urgent support from the members; or
2. No less than 25% of its members request for a general meeting to be held;

Notice of Meeting

• 21 days prior to an annual general meeting; or
• 14 days or less if agreed by 5% of members willing to participate, in case of special general meetings.

1. the time, date, and location for the meeting;
2. the business of meeting with a set agenda; and
3. a call for proposals and issues that can be discussed.

Quorum at General Meetings

1. For a general meeting to be held, at least 25% of the members must be present in person for the whole meeting;
2. No business may be conducted at a general meeting one hour of the stated time set for that meeting, the general meeting shall be adjourned to a later date as specified by the Chair and in no less than 14 days; and
3. If no quorum is present at the resumed meeting within the first one hour, the meeting may be cancelled and business shall be reviewed by the Committee, in presence of a Auditor.

Chair & the Role

1. The members present at the general meeting shall nominate a Committee member or a senior member to be Chair of the next general meeting;
2. The Chair is responsible for the conduct of the general meeting, and for this purpose must give its members a reasonable opportunity to make comments and ask questions in accordance with Clause 7.1g.

Resolutions & Minutes of the Meetings

1. Record a list of members present at each meeting;
2. Compile all resolutions and record of proceedings of each meeting;
3. Confirm the minutes of meeting at the next general meeting and get it signed by the incoming Chair and the Lead Coordinator(s); and
4. Distribute a notice of proposed resolution to the members via email, SMS text, or by any other means (e.g., social media groups),

The Management

1. The business and operations of Drukpa Australia shall be managed and governed by a Management Committee (herein referred to as the Committee);
2. The Committee may, subject to any restrictions imposed by any Act or by this Constitution, exercise all such powers and functions as may be exercised by Drukpa Australia;
3. Subject to any restrictions imposed by any Act or by this Constitutions, has power to perform all such acts and things as appear to the Committee to be essential for the proper management of the business and operations of Drukpa Australia;
4. The Committee must have at least nine and no more than 17, for the proper management and operation of Drukpa Australia;
5. The Committee members must be a full membership for at least 12 months to be considered for nomination;
6. The Committee may form or constitute sub-committees or other voluntary groups, when necessary, consisting of the members to conduct activities in furthering the Drukpa Australia objectives; and
7. All members of the Committee shall be volunteers and Drukpa Australia is not required to pay them for their service. A Committee member must, however, be present in at least two Committee meetings in a year held quarterly and the general meeting.

Committee

1. Two Lead Coordinators;
2. Two Finance Coordinators;
3. Two Teaching Coordinators;
4. Two Pilgrimage Coordinators;
5. Two Event Coordinators;
6. Two Publication & Warehouse Coordinators;
7. Two Media Coordinators;
8. Two Multicultural Coordinators; and
9. One Personal Assistant to Spiritual Authority,

Terms of Office

1. Members of the Committee shall be duly endorsed by the Spiritual Authority for a duration of two years in accordance with Clause ; and
2. No Committee member shall occupy the same position for more than two terms.

Resignation & Termination

1. A Committee member may voluntarily resign provided that the resignation has been put in writing and that the Committee has approved it; and
2. Clause 5.6 shall apply to all Committee members.

Vacant Positions

1. The vacant position created as a result of resignation, removal, death, or temporary absence as in Clause 8.2 shall be announced as casual vacancy to the members; and
2. The vacancy will be filled as soon as may be practical in accordance with Clause 8.3a of this constitution.

Proceedings of the Committee

1. The Committee shall meet together on a quarterly basis with the first meeting held no later than second month of the year or at such times as it is deemed advisable for the despatch of Drukpa Australia‘s business.
2. The Committee meetings should be called for by the Lead Coordinators or the Chair at least one week in advance of its place, time, duration, and a set agenda by a notice of email or announcements via social media;
3. The quorum for a meeting of the Committee shall be one-third of its total strength, and the participation of the members by video conferencing or by other audio visual means shall also be counted for the purposes of quorum;
4. The Committee meeting shall take place only if the required quorum in Clause 8.6c is reached.
5. In case of an absence, the members shall advise the Lead Coordinators or the Chair well before the meeting;
6. The Committee shall decide to resign or relieve its member(s) through a notice of writing if any of its members is absent from the quarterly Committee meetings three times in succession;
7. The Committee shall cause minutes of all meetings to be made and shall include:
   • A list of Committee members present at each meeting
   • Resolutions and records of the proceedings of all meeting
8. Minutes of each meeting shall be made available within 14 days and shall be confirmed at the next succeeding meeting unless the resolutions adopted require urgent action; and
9. The Committee shall at the end of meeting appoint the Chair of the next succeeding meeting who will then become responsible for calling the next Committee meeting.

Lead Coordinators

1. Coordinate the overall function of Drukpa Australia, including calling for and presiding at the regular and special assembly;
2. Work together with other Committee members in planning the Drukpa Australia activities;
3. Monitor the conduct of rest of members of the Committee;
4. Liaise with the Finance Coordinators to ensure that Drukpa Australia can meet the resources of all planned/unplanned activities;
5. Officially and legally represent Drukpa Australia in public and other related functions, including appealing for funds and donations;
6. Liaise with the Office of Spiritual Authority in planning the visits of the Spiritual Authority to Perth and other parts of Australia, as well as the resident teachers and other Buddhist masters duly recommended for by the Spiritual Authority;
7. Present candidates elected during the general meetings to the Office of the Spiritual Authority, for appointment;
8. Liaise with all stake-holders and sponsors;
9. Be familiar with the responsibilities of all the Committee members;
10. Present a report on Drukpa Australia activities, financial statements, and a list of existing assets to the Office of Spiritual Authority; and
11. Manage protocol and diplomatic affairs of the Spiritual Authority in Perth and Australia, in collaboration with the Personal Assistant

Finance & Accounts

1. Control and authorisation of expenditure in consultation with the lead coordinators;
2. Being present at all Committee, general meetings in planning and preparing the budget of the Drukpa Australia;
3. Proactively liaising with the Lead Coordinator(s) and other members of the Committee in fulfilling the financial requirements of all planned and unplanned activities of Drukpa Australia;
4. Preparing and presenting annual and quarterly financial statements as in Clause 11.2a;
5. Maintaining records of sponsors and present their names to the Committee as and when asked to do so;
6. Ensuring that all donations received are officially acknowledged either personally or publicly through text messages, email, newsletters, or social media;
7. Ensuring that all pending bills and charges related to Drukpa Australia and its activities are paid in time; and
8. Maintaining the custody of books and securities of Drukpa Australia.

Event & Fund Raising

1. Coordinating and managing all planned and unplanned activities of Drukpa Australia;
2. Together with the Lead Coordinators, prepare announcements of the planned Drukpa Australia events at least two weeks before time to inform the members and the general public, if appropriate;
3. Proposing fund raising ideas to the Committee and planning and coordinating such activities;
4. Where applicable, delegate fund raising activities to sub-committees. Funds generated from fund raising activities shall be handed to the Finance Coordinators and that Lead Coordinators are informed;
5. Together with the Lead Coordinators, issuing appeals for donations in time to conduct any planned and unplanned Drukpa Australia activities;
6. Collaborating with the Association of Bhutanese in Perth (ABPI) and other relevant organisations when planning large public events in Perth and other parts of Australia;
7. Proposing activities to the Committee that add in furthering the objectives of Drukpa Australia; and
8. Identifying and proposing charitable activities in Perth and other parts of the world.

Teaching, Practice & Meditation

1. Plan and prepare a quarterly schedule of teaching (s), practices, and meditation, in consultation of the Lead Coordinators, and the Resident Teacher, if present;
2. Coordinate and manage all planned and unplanned events as said above. Managing unplanned events include requests for special prayers from members or the general public;
3. Inform the members and general public, where appropriate, of all the planned and unplanned events as in 9.3b;
4. Work together with the Event Coordinators to conduct special and other Buddhist functions;
5. In the presence of a Resident Teacher, in addition to the above, ensure:
   1. to brief the teacher(s) of the planned activities;
   2. that all teachings, meditations, and practices are in line with the Drukpa Lineage;
   3. to plan for special activities and propose it to the Committee; and
   4. to provide material support to any visiting Resident Teacher(s) as in Clause 10.
6. Inform the Finance Coordinators of any expenses that have incurred or may incur in carrying out the above functions.

Publication & Warehouse

1. Keeping a proper record of all the physical and digital assets of Drukpa Australia as mentioned above;
2. Arranging for and making available the required materials (including prayer books and furniture) for all the planned and unplanned activities of Drukpa Australia;
3. Marketing and Sale of religious objects such as prayer books, magazines, digital songs and videos during pubic events. The accounts shall be duly submitted to the Committee; and
4. Arranging for translations of texts of teachings and practices into English, where no previous translations exists.

Media

1. Publishing articles, where possible and quarterly newsletters about the past and upcoming Drukpa Australia events and activities;
2. developing infographics and social cards for the upcoming Drukpa Australia events; and
3. Maintaining the Drukpa Australia website and other social media accounts created for the purpose of publishing planned and unplanned activities of Drukpa Australia.

Multiculturalism

1. Communicate the objectives and aspirations of Drukpa Australia to the interested individuals or groups;
2. Continuously work towards improving the social cohesion of Drukpa Australia‘s varied members;
3. Disseminate quarterly newsletters and any other information to members of different cultural background, as approved by the Committee;
4. Represent and speak on behalf of the identified individuals and groups; and
5. Facilitate programmes to increase cohesion within the Drukpa Australia community.

Pilgrimage

1. Identify and propose secret meditation and pilgrimages to the Committee for consideration;
2. Organise member and public visits to other Buddhist monasteries in Perth and other parts of Australia, if required; and
3. Coordinating members and other interested individuals/groups, with approval from the Committee, to attend major events, retreats, and Buddhist functions relating to the Drukpa Lineage and those duly recommended by the Spiritual Authority. This may include the Annual Drukpa Council (ADC), the Naropa Festival, and Pilgrimage trips to Druk Amitabha Buddha Mountain in Nepal, Bodh Gaya in North India, and hundreds and thousands of sacred monasteries across Bhutan.

Personal Assistant

1. Dealing with the protocols of VIPs and stakeholders regularly contribute to advancing the Drukpa Lineage;
2. Arranging for and dealing with the protocols of visit to Perth and other parts of Australia;
3. Coordinating Buddhist ceremonies for stakeholders and other organisations in Perth and Australia;
4. Communicate opinions and advise of the Spiritual Authority to the Committee and vise versa; and
5. Liaise with the Lead Coordinators and the Office of Spiritual Authority in advancing the objectives of Drukpa Australia.

Financial Year

Audit

1. The two Finance Coordinators shall work together to keep records of all financial transactions of Drukpa Australia and shall prepare a quarterly and an annual financial statement to the Committee and the annual general meeting, respectively;
2. The accounts of Drukpa Australia shall be audited from time to time as the Committee shall in its absolute discretion decide in accordance with the laws in force;
3. In Auditing the account, the Committee shall appoint a qualified accountant as the auditor, and only for the duration of the audit; and
4. The records and document of Drukpa Australia may be open for inspection by its members subject to procedures framed by Drukpa Australia.

Insurance

1. Any real estate property in the name of Drukpa Australia shall be insured under the standard insurance policy;
2. The Committee shall, on the recommendation of the Resident Teacher, choose to insure some or all objectives displayed or stored at the Centre; and
3. The Committee shall purchase Public Liability Insurance or similar insurance polices on a periodic basis or for one-off events to compensate third parties for personal injury and third party property damage caused by or due to Drukpa Australia‘s activities.

Dissolution

Distribution of Surplus Assets

1. Not be distributed to a member or a former member of Drukpa Australia, unless a member or former member is a charity described below; and
2. Subject to the Associations Incorporation Act and any other applicable Act, and any court order, transfer or donate to an entity which is a member of Drukpa Australia and pursues similar objectives to Drukpa Australia