Past Students Association Stanes Higher Secondary School Bye- Laws Article-1: Membership A Eligibility for Membership: The eligibility for membership to the society will be categorized as defined below; all ex students by way of right will be eligible to become members of the society but shall however be restricted by a minimum period of continous study at the school by four years or shall have passed out of the school at the 10th or 12th standards ( 11th standard if studied prior to 1980). B. Category of Membership The society shall entertain only one category of members . Life Members.. Every person so qualifying by the eligibility norms of the society as specifically prescribed in Article 1A of the bye laws shall apply for registration of Life Membership of the Society following the rules prescribed by the Executive Committee in doing so. (1) Persons so applying for membership of the society shall provide proof of study by attaching any one of the following documents with the application: (i) The copy of transfer certificate duly issued by the school. (ii) 10th /12th Standard Mark sheet (SSLC Mark sheet if studied before 1980) (iii) An affidavit filed before a Notary public : In the event of loss or misplacement of the above to that effect. C. Membership acceptance and voting rights: (1) Any application duly made in the prescribed form shall be placed before the Executive Committee for scrutiny and shall not be effected unless approved by the Executive Committee. The Secretary shall intimate the new member in writing on the acceptance of the application for membership after due receipt of the membership fee. (2) The Secretary on such acceptance of a member shall specifically in writing , take an undertaking from such members , after duly handing over a copy of the Memorandum and Bye-Laws of The Society that they will unconditionally abide by the Rules and Regulations of The Society on becoming such members. (3) Such members whose applications have been accepted and who has paid all dues to the society shall be eligible to one vote at the AGM and such other committees he may be elected/ nominated to by competent authority and relevant provisions of the Bye-Laws of The Society. (4) No member eligible to vote shall vote by proxy at ant such meeting. D. Membership norms: (1) Acceptance of new members to The Society will be suspended 90 days in advance to the date of the AGM following such applications. (2) A register of members shall be kept at the Registered office of The Society. (3) If a member changes his postal address / and or E-mail address , he shall notify his new address to the Registered Office of The Society and the entry in the register shall be accordingly changed . but if he /she fails to modify his/her new address the address in the roll of members shall be deemed to be his/her address. (4) In the event a member has failed to notify the Registered office of The Society of any change in his /her address .The Society shall consider it deemed fit to suspend the sending of notices /information to such members if three consecutive AGM notices have been returned to The Society for want of correct address of the member and may be revived as and when the member furnishes in writing to the Secretary his current address. (5) When a member of The Society becomes a member by virtue of the office or appointment he holds (as in the case of The Principal who will be an ex-officio member of The Society) , his membership to The Society shall terminate when he ceases to hold that office or appointment. E. Cessation of Membership: A member of The Society shall cease to be a member on the happening of any of the following events. (1) If he dies, resigns, becomes of unsound mind , becomes insolvent or ne convicted of a criminal offence in volving moral turpitude. (2) If he fails to pay any bona-fide dues to The Society for 3 months after the same is due and the Secretary shall remove such defaulter from the register of members. Such a member whose membership has been cancelled for non submission of dues may be re-admitted in the event he settles his dues along with interest @ 1.5% per month for the period it was due. (3) The Executive Committee shall have the power to expel a member for willful disregard to The Societies Rules or in the event of misconduct on the part of the member and whose actions are inimical to the interests of The Society , provided that the member is given an opportunity for explaining his conduct. (4) The Executive Committee shall have the power to expel a member for misuse of his membership to The Society if he uses his membership to solicit /recommend negotiate for others , admissions to the school / or such favors , that will result in monetary benefits to him or his associates /relatives etc. provided that the member is given an opportunity to prove himself aboveboard on such recommendations made by him. (5) In the event of such expulsion of members under clause D (3) and or (4) such recommendations by the Committee shall be placed for the approval of The Executive Committee at a special meeting convened for such a purpose and the members(s) whose expulsion is being considered will be given a chance to present his case to the committee at such a meeting . He should have been given 14 days clear notice in writing to attend such a hearing with specific reasons / misdemeanours committed by him that is likely to bring upon his membership being cancelled. (6) The expulsion of a member under clause D (3) and or (4) shall not be effected unless approved by an absolute majority (67%) of the members of the Executive Committee who so form quorum for such a meeting as prescribed by relevant provisions of the Bye-Laws , to be ratified by the General Body at the ensuing AGM. until which time the membership of such a member will remain suspended. (7) In the event the Executive Committee hearing warrants the suspension under clause D (3) and or (4) and is duly approved by the members of the committee, the Secretary shall intimate the member(s) in writing of such suspension and shall remove the name of the member from the list of members as and when his membership is permanently cancelled by due ratification of the General Body. Article 2: Subscription and Fees: (1) The Life membership of the Association shall be Rs1000?- (Rupees One Thousand only) for members eligible to such membership as defined by Article 1 A of the Bye-Laws. (2) The membership and subscription are subject to revision from time to time with the approval of the General Body. (3) Such revisions will however be payable by such new members who have been enrolled after the change is affected and shall not make liable existing members towards paying any difference in amount in the event of any increase. Members shall not be eligible for a refund either, in the case of a decrease in such fees. Article 3: General Body and its Meetings. (1) All members of The Society eligible to vote shall form the General Body of The Society. (2) The annual General Body Meeting shall be held at a date not later than 180 days after the closing of the financial year annually. (3) The General Body of The Society will specifically meet: (i) To approve and ratify the minutes of the last AGM/EGM of The Society. (ii) To approve The Annual Report and the audited statement of accounts of The Society for the previous financial year ending 31st March. (iii) To elect the Office Bearers of the Executive Committee. (iv) To appoint Auditor or Auditors to hold office from the conclusion of one AGM to the conclusion of the next AGM of The Society. (v) To discuss and resolve matters of general interest to the members which may be placed before the meeting under any other matter for which 14 days clear notice, prior to the date of the AGM has been provided by a member. (vi) Any member wishing to effect constitutional changes to the Bye-Laws, management or operations of The Society shall notify The Secretary of such intent, along with details of proposed amendment, and a brief note on the need/rationale for such change, at a date not later than 31st of March of every calendar year , so that it may be included in the agenda for the review of The General Body at the ensuing AGM. (4) (5) (6) (7) (8) (9) In the event such notice under Article 3 (3) (vi )is received after the 31st of march in the Calendar year, the Executive Committee shall have to bring up such a proposal at the next General Body Meeting Extra-Ordinary General Body Meeting: (i) An Extra-Ordinary General Body of the members of The Society may be called by the Executive Committee. (ii) Such Extra-Ordinary Meetings may also be called at the request made to the Executive Committee in writing by at least one fourth (25%) of the members, as per the last updated members list available with the registered office of The Society. (iii) Such meetings shall be called for within one month from the date of receipt of such requests, duly qualified in writing to the secretary of The Society. (iv) 21 clear days notice shall be provided in calling for such meetings clearly specifying the business due to be transacted with copies of relevant documents as deemed fit to be circulated to members. (v) In the event the Executive Committee or the Secretary fails to call for such an Extra-Ordinary meeting within the prescribed time as more specifically mentioned in Article 3 (4 )( iii) the members requesting such a meeting may themselves call for the Extra-Ordinary meeting duly following the tenants of Article 3 (4) (ii, iii and iv) of the Bye-Laws. The President of The Society or in his absence the Senior Vice President and in the event of both of them not being available the Vice President shall preside over all such meetings. Where the President and both the Vice-Presidents are not available to attend the meeting, the members , from among themselves shall elect a presiding officer to such a meeting. The quorum for the meeting of a General Body shall be 10% of the registered members of The Society or 50 members whichever is lower. Every member who has qualified himself to vote as per Article 1 C (3) of the bye-Laws shall be eligible to vote at such meetings. A member shall not vote by proxy as per tenants of Article 1 C (4) (vii) Article 4; Appointment and Removal of the Executive Committee. (1) The General Body shall elect at the Bi-Annual meeting the office Bearers and members of the Executive Committee, whom include The President , Senior Vice-President, Vice-President, Secretary, Joint-Secretary, Treasurer and 15 core members. (2) Persons standing for election of President, Senior Vice-President, Vice President, Secretary, Joint Secretary, Treasurer should have served at least two terms on the Executive Committee of The PSA. (3) Members qualifying for elections to the post of office bearers will execute a declaration in writing to The Society of their eligibility by the norms mentioned herein. Any such declaration made falsely shall automatically make null and void the election of such a member to the post and the Executive Committee. (4) Persons standing for elections to the post of Executive Committee should have been members of The Past Students Association Stanes Anglo Indian Higher Secondary School for a minimum of 4 years and should have attended at least one AGM prior to their nominations to the elections. (5) The President Secretary and Treasurer being signatories to the accounts of The Society shall be residents of the city of Coimbatore. (6) Members whose membership is under review by tenants of Article 1 E (2,3,4 and or 5) shall not be able to contest in the elections. (7) The schedule of elections shall be decided by the Executive Committee. (8) The Executive Committee shall notify to all members the holding of elections, the date time and place thereof by giving at least 21 clear days notice in writing to members. Such notice shall contain nomination forms in prescribed format and the rules and regulations for contesting the elections along with important dates which should include last date for filing and withdrawal of nominations date, by which scrutiny of the nominations and notification to nominees will be sent and such details as is required for contestant to understand the free and fair process of elections. (9) Each contestant should be proposed by a member and seconded by yet another member both of whom , the proposer and the seconder shall to be a member as per Article 1 C (3) of the Bye-Laws and shall not be disqualified otherwise by any other provisions of the Bye-Laws. (i) No member shall propose more than one member to the Executive Committee. (ii) A member wishing to contest to the Executive Committee shall pay a non-refundable deposit of Rs.250/along with his filing of nomination duly filed in the prescribed form. (10) Three members of The Society one of whom may be the Principal Stanes Anglo Indian Higher Secondary School by virtue of his ex-officio status on the committee, and two others who are not members of the current committee or contesting to the new committee, shall be approved by the Executive Committee as returning officers for the conduct of the election. (i) The returning officers will be responsible for conducting the elections counting the votes and declaring the names of the elected candidates. (ii) The names of the returning officers may be circulated to the members along with the notification of the election. (iii) In the event that there are not enough nominations filed before the last date of the filing of nominations, to add up to the minimum strength of the executive Committee as prescribed in relevant sections of the ByeLaws the returning officer shall call for nominations from the floor of the General Body. (iv) Such nominations shall be proposed and seconded appropriately and a vote by secret ballot may be conductied supporting or rejecting the election of such contestants. (v) Any discord in such decisions to be taken by the returning officers, shall be put to vote among the three of them and will require a 2/2rd majority to be effected and will be final and binding. (vi) The newly elected office bearers and Executive Committee members will commence their term of office on the declaration of the results of the election. (11) Members so elected to the Executive Committee will forfeit their right to continue in the committee should they be disqualified by any provisions of the Bye-Laws. Vacancies created by the resignation/removal disqualification/death of a member to the Executive Committee, before the completion of their term, sjhall be filled by elections at the next General Body Meeting of The Society. (i) The Principal Stanes Anglo Indian Higher Secondary School by virtue of the office of Principal may enjoy status as an ex-officio member of the Executive Committee. (ii) The Chairman of the Board Stanes Anglo Indian Higher Secondary school by virtue of the stature as Chairman of the Board , enjoy status as an ex-officio member of the executive Committee. (iii) The immediate Past President, Past Students Association, Stanes Anglo Indian Higher Secondary School by virtue of his experience in running the affairs of The Society enjoy status as an ex-officio member of the Executive Committee. (iv) Such ex-officio members shall strictly excise their responsibility on the committee in an advisory capacity and shall not enjoy any voting rights to the decisions made at such committee meetings. Article 5: Term of Office: (1) The members of the Executive Committee shall hold office till the declaration of the election results and will retire thereafter. (2) The members of the Executive Committee will be elected for a period of two years after the election to their office at the general body until the completion of the election and the declaration of results in the next election year. (3) All executive members desiring re- election shall follow the process of election as tenanted specifically by Article 4 and relevant provisions qualifying him to such election mentioned herein. (4) All office bearers shallt continue in office for a period not exceeding two consecutive terms , provided they are elected by due process of elections to the Executive Committee and are not disqualified by any provisions of the Bye-Laws herein. They may however present themselves for re-election to the executive committee as many terms as they would like to contribute to the betterment of the objectives of The Society. (ii) They may re-officiate office bearers to offices they held earlier after skipping a term but are however not limited by the provisions of Article 5 (4) if they are duly elected to the Executive Committee and are elected to officiate in any other post other than what they have held for two immediately past consecutive terms. (5) Any Executive Committee member other than ex-officio members who have failed to attend 3 consecutive meetings and/or has maintained less than 60% attendance to such meetings ceases to be a member to the Executive Committee. (i) The Secretary shall notify such members who have forfeited their right to continue on the Executive committee by the provisions of the Bye-Laws of The Society. (ii) The Committee may however consider due leave of absence presented by a member due to unavoidable exigencies like foreign travel, illness etc. (i) Article 6: Executive Committee: (1) (2) The Governing Body of the Society shall be called the Executive Committee with whom the management of The Society will be vested. The composition of the Executive Committee shall comprise: (i) President One (ii) Senior Vice=President One (iii) Vice-President One (iv) Secretary One (v) Joint Secretary One (vi) Treasurer One (vii) Members 7-15 (exclusive of the office bearers) Minimum and maximum strength of the Executive Committee including office bearers shall be seven and twenty one respectively. The total strength of the Executive Committee shall be twenty four including ex-officio members. The quorum for the Executive Committee meetings shall be .7 elected members. No member of the Executive Committee shall receive any fee/remuneration thereof for any services rendered by him to The Society in his performing the duty as a member of this committee. (3) (4) (5) (6) Article 7: Powers & Duties of the Executive Committee. (1) To manage the affairs of The Society and do all such acts, which may be necessary for the same and are consistent with the present Bye-Laws as contained herein (2) Without prejudice to the generality of Article 7 (1) contained above the Executive Committee shall also have the power and duty to: (i) Consider at the first instance and before submission to a General Body Meeting, all communication addressed to The Society, and to regulate the order and manner in which such communication shall be laid before the General Body. (ii) Superintend and direct the publication of the proceeds of other works published by The Society. (iii) Subject to confirmation by the next subsequent General Body Meeting, to appoint as many salaried officers , clerks or attendants as it may deem necessary, to define their duties, allowances, salaries, gratuities and priveleges, and to punish, suspend or dismiss them or to disperse with their services as the occasion may require. (iv) To prepare estimates of Income and Expenditure for the succeeding year and to submit the same to a General Body Meeting for approval. (3) In addition to the existing members the Executive Committee shall have the right to form/nominate subcommittees for any specific purpose as deemed necessary, The members of the sub-committees shall step down the office on the completion of such purpose or at the AGM (election year) succeeding such co-option whichever is earlier, Such c0-opted members shall not have any voting rights and shall work by the directions of the Executive Committee. (4) The Executive Committee shall have the power to propose amendments to the Bye-Laws consistent with the aims and objectives of The Society which may be in effect provisionally. Such proposals shall be placed before the General Body for due ratification, after due notice has been sent to the members before they come into effect. Article 8: Powers & Duties of the Officers. (1) President: (i) He shall be the Chairman of the Executive Committee. He shall be the administrative in charge of The Society , its properties and affairs. (ii) In the absence of the President the Senior Vice-President or the Vice-President, in that order shall act on his behalf and may do all such acts the President himself could do, if present. (iii) In case of doubt as to the interpretation of any of the statutes , The Presidents interpretation shall hold good until the Executive Committee in majority, decides otherwise. (2) Senior Vice-President: He shall exercise such powers as may be delegated to him from time to time by the President or the Executive Committee. (3) Vice President He shall exercise such powers as may be delegated to him from time to time by The President or Executive Committee (4) Secretary: He shall be responsible to the Executive Committee for the general conduct of The Society’s activities, correspondence and business. He shall also be responsible for calling the meetings of the Executive Committee and the General Body of The Society, for recording and reading of the minutes, executing the decision s of the Executive Committee, update list of members who qualify to become members to The Society. (5) Joint Secretary: He shall exercise such powers that may be delegated to him from time to time ny the Secretary or the Executive Committee and shall take on the role of The Secretary in the event that the Secretary is unavailable. (6) Treasurer: He shall receive for uses of The Society all suns of money due to or payable to The Society and shall pay/ disburse/ maintain a regular account of all receipts and payments. He shall also be responsible for keeping of accounts and getting the same audited. (7) Committee Members: They shall exercise such powers as may be delegated to them by the other office bearers of The Society and assist the office bearers in their respective functions. They will also be responsible for keeping the conscience of The Society and exercise their voting rights on the decisions of the committee keeping in mind the spirit of the objects of The Society. (8) The General Body shall provide indemnity against personal liability to the elected officers to such duties and responsibilities carried out in good faith by them on behalf of the Society and in good faith and due process of law, should there be any exceptions in the commission of their duties. Article 9: Financial Year; The Financial year of The Society shall begin on the 1st April of each year. Article 10: Audit and Accounts: The General Body shall appoint a Chartered Accountant every year for auditing The Society’s Accounts. The Auditors will advise The Society on all formalities of compliance with regard to taxation laws., filing of returns etc. The Secretary shall be responsible for the execution of all such compliance norms as advised by the auditor or Otherwise. Article 11: Operation of Bank Accounts: (1) The bank accounts of The Society shall be maintained in any of the scheduled banks. (i) The Treasurer along with The Secretary and/or The President shall be signatories to the accounts of The Society. (ii) The Executive committee shall expend upto a sum of Rs.500/- per month for the conduct of its meeting. (iii) All costs in running the affairs of The Society, including salary costs, remunerations, consulting fees etc. may be drawn from the funds of The Society as approved by the Executive Committee. (iv) Any excess of income over expenditure at the end pf every financial year shall be transferred to the Corpus Account of The Society. The quantum of transfer may be decided by the Executive Committee and ratified by The General Body. (v) The funds in the Corpus Account of The Society if unutilized to further the objects of The Society shall be invested in safe instruments of returns with scheduled banks recognized by The Reserve Bank of India and covered by the Deposit Insurance Corporation of India, after thediligence that such investments are safe and will bring in appropriate dividends to the society. (vi) Should the Executive Committee decide to use the Corpus Fund for any project(s) for the improvement of the school and its students,that would further the objects of The Society, they shall use at their discretion a sum total, not more than 50% of the existing Corpus during any financial year, provided that such projects are approved by a 2/3rd majority of the members of the executive Committee. (vii) Should such project(s) warrant funds in the excess of use of 50% of the available Corpus then the Executive Committee should specifically seek the approval of the General Body by duly presenting a budget of estimates on the project(s). Article 12: Legal Proceedings: The Society may sue or may be sued in the name of the Secretar. The jurisdiction of the relevant judicial forums of Coimbatore District will serve as the jurisdiction for such legal proceedings. Article 13: Amendments: The purpose for which The Society has been establismay be altere, amended and abridged only in accordance with the provisions of The Society;s Act (2) The present rules and regulations may be amended only by a General Body. The proposed amendment should be circulated to the members at least 21 days before the General Body Meeting subject to a quorum as required for such meetings. (3) The Society shall be governed by such other rules that are applicable under the Tamilnadu Societies Registration Act 1975. (1) Article 14: Intent & Jurisdiction: (1) (2) The Society will not carry on any activity with the intent of earning profits or of a political nature The activities of The Society will be confined to The Union Territory of India and will not be carried out outside the territotial limits of this country. Article 15: Winding Up: If on the winding up or dissolution of The Society, there shall remain after the satisfaction of all the debts and Liabilities any property whatsoever the same, if not donated for projects pf the school, shall not be paid to or distributed among the members of The Society. The amount remaining shall be given or transferred to a Society or Instituition orTrust having objects similar to the oblects of The Society and as per rule 30 of The Tamil Nadu Societies Registration Act 1975. Essential Certificate Certified that this the correct copy of The Rules and Regulations of The Society.
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