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Let's SeeUnless the context otherwise requires words and expressions contained in these Regulations shall bear the same meaning as in the W.B. Societies Registration Act , 1961 or any statutory modification thereof.
Be it noted here that the power to admit members is the sole and absolute power of the Governing Body and the Governing Body may refuse to admit any person as a member without assigning any reason therefor.
Any member shall cease to be a member – (a) on the acceptance of his resignation from membership, (b) on his becoming insane or insolvent, (c) on his conviction of any offence in connection with the formation promotion, management or conduct of affairs of society or a body corporate or of any offence involving moral turpitude .
The Society shall maintain a Register of Members containing the names, address and their occupations, the date of admission and of cessation of membership. The Register will be kept open for inspection of the members of the society on requisition. All entries required to be made therein shall be entered within a period of 15 days.
Any ordinary member of the society has the right (a) to elect and to be elected in any election of the society; (b) to submit suggestion for discussion to the Governing Body and sub-committee on any matter relating to society; (c) to inspect the accounts and the proceedings of the meetings of the society on appointment with the secretary; (d) to pay his subscription within the prescribed time. Defaulting members shall not be allowed to take part or vote in a meeting. Members shall gave one vote each.
Frequent actions of any member, if found by the Governing Body is detrimental to the interest and is in violation of the rules and regulations of the Society, he may be after due enquiry, censured, suspended or expelled from the membership by the Governing Body. In that case the Governing Body shall first serve the member concerned with a show cause showing therein the charges framed and ask him to submit his statement of defence within a month. On receipt of the explanation the Governing Body shall have the power to take a suitable action against the delinquent member after allowing him to defend his case. If no reply to the show cause notice is received within a month, the Governing Body may take an ex-parte decision.
For any act of expulsion or termination no such member shall be entitled to prefer any claim for compensation or damage even if proved on subsequent date that such act of expulsion or termination was wrongful and/or unlawful.
There shall be a Governing Body consisting of not less than 7 members. The Office bearers of Governing Body shall comprise of President, Vice-President, Jt. Secretaries, Jt. Treasurers and other Committee members. The Office bearers & other Committee members shall be elected at the Annual General Meeting.
The resignation and removal of the Governing Body members shall be dealt with as has been prescribed as in the case of other members noted hereinbefore.
The terms of office of the Governing Body shall ordinarily be one year, unless it is dissolved/terminated early under unforeseen circumstances. After election, the old Governing Body will continue to function till the new Body takes over charge which shall under no circumstances be more than 30 days from the date of election.
A meeting of Governing Body shall be held atleast once in three months at such place, date and time, as the President or the Secretary may determine. Any four members of the Governing Body may requisition the meeting and the Secretary shall summon the same within seven days and failing which the President on the requisitionists may do so provided no business other than specified in the notice shall be transacted at such meeting.
7 days notice of the meeting specifying the place, time and the general nature of the business to be transacted, shall be given to every member of the Governing Body. Emergency meeting may be called on 24 hours notice. 1/3rd members personally present shall constitute a quorum for the meeting and if a quorum is not present within 30 minutes of the time, members present shall adjourned the meeting.
The President or in his absence the Vice-President shall preside over all meetings of the Governing Body and in their absence members present shall elect a Chairman of the meeting. All questions before the meeting will be decided by a majority of votes, each member having one vote. The President or the Chairman shall have a second or casting vote in addition to his own vote in case of equality of votes.
(iv) To keep proper accounts of the society and to open bank account in the name of the society in one or more banks. (v) To co-opt not more than five members to the Governing Body. (vi) To appoint a person or persons on payment to assist the Secretary / Treasurer in the maintenance of account, etc. (vii) To conduct any other business not specified herein for the attainment of the object of the society provided such business is not repungnant to such object.
SAFE CUSTODY OF PROPERTIES
BOOKS OF ACCOUNTS & INSPECTION
The book of account and other statutory books shall be kept at the registered office and shall be open to inspection of the members at such time and place as the Governing Body directs on a written request made by any member.
ACCOUNTING YEAR
The accounting year of the society shall be from 1st day of January to 31st day of December of each year.
GENERAL MEETING
Annual General Meeting:
Notice: The Jt. Secretary shall annually call the Annual General Meeting within two months from the end of the last financial year giving at least 14 days’ notice to all members. The notice shall contain the place, date, day and time of the meeting.
Agenda: The business to be transacted at the A.G.M shall be: (a) to confirm the minutes of the last A.G.M and of special general meeting if any, (b) to adopt with or without modification the report of the working of the Society for the previous year; (c) to pass audited accounts of the Society for the previous year ended; (d) to appoint qualified Auditor or Auditors; (e) to transact such business as may be fixed by the Governing Body; (f) to transact such other business as may be brought forward by giving 14 days previous notice from any member; (g) to conduct general election.
Quorum of the meeting: 1/3 rd members personally present at the commencement of the meeting shall constitute the quorum.
Manner and Method of Voting: The Chairman of the meeting shall decide the manner and method of voting at the outset of the meeting.
Special General Meeting:
A Special General Meeting may be convened by the Governing Body at any time in view of urgency of the matter. At least 7 days’ notice shall be given to every member for special general meeting.
Members may request the Governing Body for special General Meeting by placing a requisition signed by 2/3 rd of total members. In that case the Governing Body shall convene a special general meeting within a month from the receipt of such notice. In default by the Governing Body,the requisitionists shall hold such meeting provided no business other than those specified in the notice shall be transacted.
Extra-ordinary General Meeting:
The Governing Body may direct to convene an Extra-ordinary general meeting for consideration of addition, alteration or amendment of the memorandum/regulations of the Society. 7 days’ notice along with the proposal draft of change shall be sent to members before the meeting. The resolution for change, amendment etc. of the Memorandum and Regulations be carried out if accepted by the three fourths of the members present at the meeting.
DUTIES OF THE OFFICE BEARERS:
President: He shall (a) preside over all meetings of the Society; (b) take all disciplinary actions such as removals, dismissal etc. in consultation with the Governing Body; (c) advise the Secretary in any matter requiring urgent attention; (d) call emergent meeting.
Vice-President: In the absence of the President, the Vice-President shall perform all the duties of the President.
Jt. Secretaries: He shall (a) convene all meetings of the Society; (b) maintain minute booksof all meetings; (c) issue general circular and notices; (d) receive all applications for membership which shall be placed before the Governing Body; (e) sign on behalf of the Society all receipts for all sums received as subscription etc.; (f) sign and give pay order on all bills for payments; (g) get the accounts of the Society audited by a Chartered Accountant; (h) ensure compliance with statutory requirements; (i) transact all other business subject to the direction of the Governing Body.
Jt. Treasurers: He shall (a) collect and receive all sorts of subscriptions, donations and deposit of money and grant receipts thereof; (b) maintain and keep cash book and such other accounts as are necessary; (c) operate bank account jointly either with the Secretary or the President; (d) prepare of the budget in consultation with the Secretary for consideration of the Governing Body.
MAINTENANCE AND AUDIT IF ACCOUNTS
The Society shall maintain books of accounts as required under Sec. 15(1)(a), (b) of the Act. The accounts shall be audited by a duly qualified auditor as stated in Sec. 15(2) of the Act.