Amended Constitution of Rural Development Societies
and Women's Rural Development Societies

Reference No: NP/RDD/Amended Bylaw/2014
Effective Date: August 1, 2014

I, Joseph Jegarajasingham Hemlas Pelician, Director of Rural Development, Northern Province, hereby declare that the following amended constitution for Village Rehabilitation Societies and Women's Rural Development Societies registered under the Northern Province Department of Rural Development is approved with effect from August 1, 2014. This amendment incorporates the provisions of Circular No. K/P/3/1/1 dated September 18, 1978, subsequent circulars from the Rural Development Secretariat dated October 31, 1978, and the adapted provisions approved by the Chief Secretary of the Northern Provincial Council under references NEP/RD/By Law Division dated July 1, 2006 and January 1, 2007 (Sections 1,2,3,4,1,5,7,1,7,16,8,6,9,5,9,8,3,1,11,12,14,15,17).

Chapter 1: Structure of Societies

1. Formation of Societies

New Village Rehabilitation Societies and Women's Rural Development Societies shall be established in each village to promote the economic, social, and cultural development of rural communities, focusing on:

• Religion and culture
• Agriculture, industry, and services
• Health and education
• Environmental protection

These societies shall contribute to national development by adhering to the following guidelines:

(a) A minimum of 30 families must reside in the village or villages under the purview of a Grama Niladhari division. In exceptional circumstances where fewer than 30 families reside, a society may be established with the approval of the Director.

(b) Two or more villages may jointly establish a Village Rehabilitation Society or Women's Rural Development Society based on mutual understanding and cooperation, provided they fall within the same Grama Niladhari division.

2. Initial Meeting Procedure

When establishing a Village Rehabilitation Society or Women's Rural Development Society, the responsible Rural Development Officer and Grama Niladhari Officer shall ensure public awareness of the inaugural meeting at least 14 days in advance. Publicity methods shall include newspaper notices, announcements on religious institution notice boards, public notice boards, and loudspeaker announcements detailing the purpose, venue, date, time, and election of office bearers.

3. Membership Threshold

A minimum of 51% of the families within the administrative area must obtain membership in the society (maximum limit specified).

4. Membership

4.1 Eligibility for Membership

• (a) Must be a citizen of the Democratic Socialist Republic of Sri Lanka.
• (b) Must be a permanent resident of the village and registered as a voter in that Grama Niladhari division.
• (c) Must possess qualifications in accordance with Article 14(2) of the Constitution of the Democratic Socialist Republic of Sri Lanka.
• (d) Must be over 18 years of age.
• (e) Must be of sound mind.
• (f) All persons joining as members must pay an annual subscription fee of Rs. 120.00. Voting rights are acquired upon payment of the subscription fee. While membership and voting rights are immediate upon payment, to be eligible for election to the Executive Committee, the subscription must have been paid at least three months prior to the meeting.

4.2 Termination or Expiry of Membership

• (a) Death
• (b) Relocation from the village
• (c) Loss of qualifications specified in 4.1
• (d) Absence from three consecutive meetings without written notice to the society
• (e) Being a member of another Village Rehabilitation Society or Women's Rural Development Society
• (f) Proven actions contrary to the objectives of the society

5. Naming of Societies

Societies shall be registered in the name of the Grama Niladhari division or the village. Where multiple villages are involved, the name may be based on the administrative area of operation, determined jointly by the Rural Development Officer and Grama Niladhari Officer with approval from the Divisional Secretary. Under no circumstances shall an individual's name or pseudonym be used for the society.

6. Registration Process

Completed application forms along with relevant documents shall be submitted to the Rural Development Officer. These documents shall be verified by the Rural Development Officer and forwarded with the recommendation of the District Rural Development Officer to the Director of the Department of Rural Development for registration. The Director of Rural Development holds full authority and discretion regarding the registration of any society.

7. Activities of Societies

All established Village Rehabilitation Societies and Women's Rural Development Societies shall facilitate the following activities:

7.1 Development Projects:

Self-employment oriented projects aimed at increasing income and improving the living standards of rural people.

7.2 Health Activities:

Organizing all necessary health activities to maintain the physical and mental well-being of the village community.

7.3 Education:

Establishing and conducting preschools and evening classes for children and adults to enhance the educational level of the rural population. Providing legal awareness.

7.4 Environmental Protection:

Implementing projects to protect the village environment and ensuring all development activities are conducted without harming natural resources and wildlife.

7.5 Women's Development:

Establishing Women's Development Centres to facilitate the progress of rural women. Providing necessary training for women's development and creating marketing opportunities is the responsibility of Women's Rural Development Societies.

7.5.1 Women's leadership training, gender equality, women's rights awareness, action against violence against women, and first aid training shall be undertaken by Women's Rural Development Societies.

7.6 Vocational Training Activities:

Taking steps to provide vocational training to youth and women in the village to create employment opportunities.

7.7 Village Agriculture and Development:

Organizing agricultural initiatives in the area into a coordinated program is the society's responsibility. Consultation with Department of Agriculture officials may be sought.

7.8 Animal Husbandry:

Providing all necessary support to the people for implementing livestock development programs at the village level as per the advice of the veterinary surgeon.

7.9 Cottage Industries:

Establishing small-scale industries through Women's Development Centres and registered societies to create self-employment opportunities using locally available raw materials such as rattan, clay, reeds, etc. Also, ensuring marketing facilities for these products.

7.10 Micro-Credit Initiatives:

Taking steps to assist the rural people through revolving credit schemes to easily obtain necessary financial support for livelihood activities and for the displaced persons to construct houses.

7.11 Voluntary Labor (Shramadana):

Organizing voluntary labor programs for public initiatives such as road construction, well digging, agricultural farm maintenance, and construction of society buildings with the cooperation of the village community.

7.12 Religious and Cultural Activities:

Organizing religious and cultural activities according to the faith followed by the people of the area.

7.13 Arts and Cultural Activities:

Focusing on developing traditional arts, honoring artists, and encouraging the efforts of new artistic talents.

7.14 Sports and Recreation:

Establishing various sports teams, music groups, etc., to provide healthy recreational facilities.

7.15 Programs for Promoting Morality:

Implementing programs through appropriate institutions to promote morality and prevent unlawful acts like drug abuse, alcohol consumption, murder, and robbery in their villages, fostering good citizenship.

7.16 Programs for Persons with Special Needs:

Creating awareness to protect disabled persons, children, and differently-abled persons living in their areas and to empower them in society. Training such persons through appropriate institutions and providing necessary assistance is an essential task.

7.17 Village Welfare Programs of Rural Development Societies and Women's Rural Development Societies during Natural Disasters and Violence.

8. Society Meetings

8.1. The Rural Development Officer, Grama Niladhari Officer, and prominent persons of the village must compulsorily participate in the inaugural meeting. The participation of the Divisional Secretary and District Rural Development Officer is desirable. The new Executive Committee members shall be elected at this meeting.

8.2. General meetings of the society shall be held once every three months. The Secretary shall notify all members at least 7 days prior to the meeting. This notice shall be posted in public places or individual notices shall be sent to members.

8.3. A special general meeting shall be convened by the Secretary upon a decision of the Executive Committee, a request by the President, a written request signed by at least 51% of members, or upon a written notice received from the Rural Development Officer of the area. Public notices or individual notices shall be given by the Secretary to the members at least 5 days prior to the meeting.

8.4. Executive Committee meetings shall be held at least once a month. The Secretary shall notify each member individually in writing at least 5 days prior to the meeting.

8.5. A special executive committee meeting shall be convened by the Secretary upon a written request from the President or upon a written notice from the Divisional Secretary/District Rural Development Officer/Rural Development Officer of the area. Notice of the meeting shall be given at least 3 days in advance.

8.6. The Annual General Meeting shall be held once every year. However, the Executive Committee may be informed of the date at one meeting. The Secretary shall send individual notices to members at least 14 days prior to this meeting and also publicly advertise the venue, date, and time in prominent places. It is essential to include the item "Informing Members" in the agenda. The Rural Development Officer and Grama Niladhari Officer must compulsorily attend this meeting. The participation of the Divisional Secretary and District Rural Development Officer is highly desirable.

If the Annual General Meeting is not held within the stipulated time and the Executive Committee members are not informed, the Divisional Secretary or Rural Development Officer shall convene the Annual General Meeting and take steps to inform the Executive Committee. If the General Meeting for electing the administration fails to materialize after two attempts, with the approval of the Director, a Nominations Committee comprising members shall be temporarily elected based on a joint decision by the Rural Development Officer and Grama Niladhari Officer and forwarded with the Divisional Secretary's recommendation to the Director. This Nominations Committee shall be legally competent for all activities of the Village/Women's Rural Development Society.

8.7. Quorum: 51% of members must be present for General Meetings/Special General Meetings/Annual General Meetings. For Executive Committee meetings, a minimum of 7 Executive Committee members must be present.

8.8. Motions to be submitted at the Annual General Meeting or Special General Meetings shall be sent to the Secretary at least 07 days prior to the date of the respective meeting. The Secretary shall prioritize based on the importance of the motions and take steps to deliberate and act on the remaining motions in the next or subsequent meeting.

9. Executive Committee

9.1. The following office bearers shall be elected unanimously or by vote at the inaugural meeting and at the Annual General Meeting held once every two years:

• (i) President
• (ii) Vice President
• (iii) Secretary
• (iv) Assistant Secretary
• (v) Treasurer
• (vi) 08 Executive Committee Members

The Rural Development Officer of the area shall be elected as the 14th member of the Executive Committee ex-officio. He/she shall not have voting rights.

9.2. The above-mentioned office bearers and committee members shall together form the Executive Committee.

9.3. Patron: A religious leader of the village or another respected elder shall be elected as Patron. He/she shall not be elected as a member of the Executive Committee.

9.4. Persons elected to the five positions of President, Vice President, Secretary, Assistant Secretary, and Treasurer cannot hold the same office consecutively for more than two terms.

9.5. Executive Committee:

• (a) The Executive Committee shall be elected ensuring representation from all sections of the village.
• (b) It is desirable that every legitimate organization and social level body has a representative in the Executive Committee of the Village Rehabilitation Society or Women's Rural Development Society.
• (c) An Executive Committee member who fails to attend three consecutive Executive Committee meetings without prior written permission shall automatically lose their position.
• (d) A person sentenced to imprisonment by a court for a major crime cannot hold membership in the Executive Committee for three years following the date of completion of the sentence. This clause may be considered inapplicable to those who have been rehabilitated and reintegrated into society.
• (e) The Executive Committee may fill vacancies arising during its term of office, subject to obtaining approval from the subsequent General Meeting or Special Meeting.

9.6. An Auditor shall be appointed to examine the income and expenditure accounts submitted at the Annual General Meeting and submit a report. Furthermore, an Audit Committee authorized by the Department shall conduct audits annually and is vested with full authority to conduct additional audits when special needs arise. The allowances for this Audit Committee shall be borne from the funds of the Village/Women's Rural Development Societies.

9.7. The Rural Development Officer of the area shall act as the ex-officio advisor to the society. He/she shall also have the authority to examine the documents and minutes of the Executive Committee and General Body.

9.8. Main Duties of Office Bearers:

9.8.1. President: To preside over and conduct meetings and to lead the development activities of the village.

9.8.2. Vice President: To assist the President and to perform the duties of the President in his/her absence.

9.8.3. Secretary:

• (a) To properly and systematically maintain the following registers of the society:
  • Member Register (including family details)
  • Member List, Minutes Book, and files
  • Record of General Body meetings
  • Record of Executive Committee meetings
  • Relevant correspondence files for General Body/Executive Committee
  • Asset Register (maintained by Treasurer)
  • Complaint Register
  • Stock Book for remaining items and documents
  • Index of society files and signature book of President, Secretary, Treasurer
  • Copies of activity reports and progress reports prepared by the society
  • Society Registration Certificate
• (b) To submit the society's activity report and progress report to the Divisional Rural Development Officer once a month.
• (c) To act in accordance with the decisions taken at the Annual General Meeting, Special General Meeting, and Executive Committee meeting.
• (d) To submit the society's registers, documents, etc., to the Rural Development Officer, District Rural Development Officer, Divisional Secretary when required for inspection.
• (e) To submit the Annual General Meeting report along with the copy of the income and expenditure account approved by the General Body to the Divisional Rural Development Officer and District Rural Development Officer and Divisional Secretary within one month.
• (f) If the Secretary resigns from the post, informing the Executive Committee and Divisional Rural Development Officer in writing with reasons, and after the new Secretary is elected with the approval of the General Body, hand over all relevant documents.

9.8.4. Assistant Secretary: To assist the Secretary and to perform the duties of the Secretary jointly with him/her.

9.7.5. Treasurer: To safeguard the society's funds and to be responsible for purchases. To properly and securely maintain the registers, accounts, vouchers, etc., related to the Treasurer's office. Furthermore, to systematically keep records of all financial activities of the society and prepare the income and expenditure account once every three months and submit it to the Auditor and Divisional Rural Development Officer for scrutiny and confirmation is the responsibility of the Treasurer.

If the Treasurer resigns from the post, informing the Executive Committee and Divisional Rural Development Officer in writing with reasons, and after handing over all relevant documents in his/her possession to the newly elected Treasurer, the resignation shall be accepted by the Executive Committee.

9.7.6. Executive Committee Members: Executive Committee members shall assist the office bearers in obtaining details of Village Rehabilitation Society members in the areas they represent and facilitating collection of subscription fees. They shall also promptly inform the office bearers of development activities in their respective divisions.

10. Board of Trustees

Every society shall have a Board of Trustees comprising the President, Secretary, and Treasurer. Its functions are as follows:

• (a) The Board of Trustees shall be responsible for the properties and funds provided to the society by the Department of Rural Development and other Government and Non-Governmental Organizations.
• (b) No property shall be sold, transferred, or removed without the written permission of the Director of Rural Development.
• (c) The Board of Trustees is authorized to enter into agreements to protect the society's funds and properties and to develop the society's activities.
• (d) If any member of the Board of Trustees other than the Treasurer resigns, is removed, or dies while in office, the Executive Committee shall temporarily elect a suitable person to fill the vacancy, and subsequently obtain ratification at the General Body meeting.
• (e) If a vacancy arises for the Treasurer under any circumstances, a Special General Body meeting must be convened within three months to definitely elect a Treasurer.

11. Finance

• (a) Every society is entitled to receive assistance in kind or cash for development projects from Government and Non-Governmental Organizations. Upon completion of each project, the relevant income and expenditure account shall be prepared and submitted for approval to the General Body. This income and expenditure account shall be certified by the Rural Development Officer and forwarded to the Divisional Secretary and District Rural Development Officer.
• (b) If it becomes necessary to raise emergency funds due to unexpected distress and disasters in the village, funds may be raised with the permission of the Divisional Secretary. The collection and expenditure of funds must be completed within a period of three months. The relevant income and expenditure account shall be accepted by the General Body and subsequently submitted to the Divisional Secretary and District Rural Development Officer by the Rural Development Officer.
• (c) With the permission of the District Secretary and District Rural Development Officer, necessary funds for special purposes may be raised at the Divisional level in necessary circumstances. If such special funds are raised, the relevant income and expenditure account shall be accepted by the General Body each year and submitted through the Rural Development Officer to the Divisional Secretary and District Rural Development Officer.
• (d) The society may seek or receive donations from members or other non-governmental organizations or other sources to implement activities to achieve its objectives. The profits obtained through such activities shall be utilized for further development or to initiate some special activity.
• (e) All financial transactions of Village and Women's Rural Development Societies must be communicated to the Rural Development Officer in advance.

12. Financial Management

• (a) All societies must maintain a savings account in an approved government bank nearest to their division. The first signatory for bank transactions shall be the Treasurer, and the second signatory shall be the President, or in his/her absence, the Secretary. Specimen signatures of the President, Secretary, and Treasurer shall be certified by the Rural Development Officer and Divisional Secretary on the respective forms.
• (b) The Treasurer may retain a maximum of Rs. 2000.00 from the society's funds for urgent expenses.
• (c) Funds received by the society shall be properly deposited into the society's bank account.
• (d) In circumstances where the Divisional Secretary or Rural Development Officer is continuously absent for a long period due to leave or refuses to sign payment/receipt transactions for personal reasons, the matter shall be brought to the attention of the Director and District Rural Development Officer promptly. The District Rural Development Officer shall investigate the matter and take steps to recover the funds with the permission of the District Secretary. The Director shall be informed appropriately regarding this.
• (e) Donations from the society's funds: Amounts up to Rs. 1000.00 per installment may be given with the permission of the Rural Development Officer; amounts not exceeding Rs. 2000.00 with the permission of the District Rural Development Officer; amounts exceeding Rs. 2000.00 shall be given only with the permission of the Director of Rural Development.
• (f) During monetary transactions, the President/Secretary shall sign along with the Treasurer, and for government purposes, the Divisional Secretary and Rural Development Officer must compulsorily sign and certify. (Transactions shall not be permitted if only one person certifies.)

13. Financial Year

The financial year for all societies shall be the period from January 1st to December 31st.

14. Contract Work

• (a) Societies may engage in contract work.
• (b) If undertaking work for a Government Department/Corporation on contract, prior approval must be obtained from the Divisional Secretary with the recommendation of the Rural Development Officer.
• (c) After careful scrutiny of the accounts maintained for each contract work by the Rural Development Officer, payments due to the society shall be authorized.
• (d) All funds pertaining to the society's contract work shall be deposited into the society's savings account.
• (e) 5% of this fund may be utilized for the society's administrative expenses. No alteration to this is permitted. Where changes are necessary, prior approval of the Director shall be obtained with proper justification.
• (f) Societies shall not, under any circumstances, sub-contract the contract work undertaken by them.
• (g) At the end of each financial year, separate income and expenditure accounts for each contract work shall be prepared and submitted to the General Body at the Annual General Meeting.

15. Amendment of By-Laws

• (a) If any changes or amendments are to be made to this by-law, with the consent of 2/3 of the members at the Annual General Meeting or a Special General Meeting, it shall be forwarded through the Rural Development Officer and District Rural Development Officer to the Director of Rural Development for approval.
• (b) The Divisional Secretary, Rural Development Officer, and District Rural Development Officer are entitled to advise on matters necessary for the society's development and the society's rights.
• (c) In circumstances where actions like misappropriation of society funds occur, the District Rural Development Officer shall investigate the matter and submit the findings to the Director of the Department of Rural Development. Based on these findings, the Director may remove the Board of Trustees or Executive Committee members, take alternative action, or initiate legal proceedings.

The Director is vested with full authority to take legal action against administrators who misuse Village and Women's Rural Development Societies. Furthermore, disciplinary action and penalties may be imposed against Rural Development Officers and District Rural Development Officers who fail to adhere to circulars and instructions issued periodically by the Department regarding financial disbursement documents and signing authorities.

• In the event of de-registration of a society, all documents and equipment held by the Board of Trustees shall be kept in the custody of the Rural Development Officer as per the Director's orders.
• (d) The provisions of this constitution shall come into effect and be operative from the date of registration of the society.

16.

The Director of Rural Development, in consultation with the Secretary of the Ministry and the Chief Secretary, has full authority to take appropriate action in accordance with the instructions issued by the Director of Rural Development regarding assistance received by societies related to rural development, based on government policy principles related to rural development, or when complaints and issues arise regarding the activities of societies.

17.

If the Divisional Secretary considers that the activities of a Village or Women's Rural Development Society are wholly contrary to the by-law provisions, or are detrimental to the daily activities of the people of the area or within the jurisdiction, or are not functioning in line with government administrative procedures, the Divisional Secretary is authorized to suspend the said administration. It shall be the duty of the Divisional Secretary to immediately inform the Director and the relevant officers of this information.

18.

It is the duty of all societies registered under the Department of Rural Development to take action regarding the implementation of all policy principles related to financial management and administration, including those in rural development, as periodically issued by the Northern Provincial Council and the Central Government.

Chapter 2: Registration of Society

When the Rural Development Officer is satisfied that a society has been established and is functioning continuously and effectively, the following documents necessary for registration shall be forwarded through the District Rural Development Officer to the Director of the Department of Rural Development:

1. Application form for registration of Rural Development Society - 3 copies
2. Table containing name, address, and signature of members of the Rural Development Society - 3 copies
3. Inaugural meeting report - 3 copies
4. Table containing name, address, and signature of Executive Committee members of the society - 3 copies
5. Copy of the by-law adopted by the Executive Committee members - 3 copies
6. Map of the village with approved boundaries - 3 copies
7. Information form for re-registration - 3 copies

Sample application form and information form are attached herewith.

Discussion on Amending the By-law for Village Rehabilitation Societies / Women's Rural Development Societies registered under the Northern Province Department of Rural Development

Regarding the above matter, pertaining to the By-law dated 01.10.2007, Ref: NP/19/By Law:

Since all post-war development programs are implemented with people's participation and through the societies to address the questions of the people in the administration and general meetings of Village Rehabilitation Societies/Women's Rural Development Societies and to expand their needs and activities, it has become necessary to bring various amendments to the Department's by-law based on the requests of field-level Rural Development Officers and their field experiences.

Considering this, a committee for amending the by-law was constituted under the chairmanship of the Director of Rural Development, including District Rural Development Officers, Rural Development Officers, and Development Officers. The by-law for societies has been amended incorporating information gathered through discussions held by this committee at various levels.

By-law Amendment Formulation Committee and their confirmation.

(Note: The original document contained a table with names and signatures of committee members.)