Articles of Constitution

 

Article No. 1 - NAME:

 

The Name of the organisation is S.N.College Kannur Alumni, UAE hereinafter for the sake of brevity, referred to as the 'Organisation'

 

Article No. 2 - AREA:

 

The area of operation of the organisation is United Arab Emirates.  The Executive Committee of the organisation will be functioning in Abu Dhabi. The central office of the organisation will be situated in Abu Dhabi at such place and address that shall be decided by the Executive committee.

 

Article No. 3 - AIMS AND OBJECTIVES:

 

The objects of the organisation are:

 

(a)   To promote harmony and friendship among the old students of S.N. College, Kannur and to have frequent contacts among them.

 

(b)   To render assistance, financial and/or otherwise, to needy Indians especially the old students of S.N. College Kannur, residing in UAE as well as in India whenever exigency arises.

 

(c)    To initiate and organise entertainment, sports, arts, cultural, and other extra curricular activities.

 

(d)   To take initiative and to obtain from any Government authority or persons such rights, concessions, privileges and permissions as the Organisation may think necessary.

 

(e)   Generally, to do all such lawful acts as are in accordance with the spirit and principles of the objects of the organisation.

 

Note:  The organisation shall keep aloof from politics either of India or elsewhere and all its activities shall be in strict compliance with the observance of the laws, rules and regulations of the Government of UAE and of the concerned local governmental or other statutory authorities.

 

Article 4 - MEMBERSHIP

 

(a)   Old students of S.N. College, Kannur holding residence visa in U.A.E. can be enrolled as members of the organisation subject to fulfillment of the condition hereafter specified.

 

(b) A person intending to become a member of the organisation shall make application thereof, in the prescribed form (a specimen whereof is annexed hereto) to the General Secretary who in turn shall place the same before the executive committee meeting immediately following, for consideration and if found fit acceptance.  Once the application is so accepted, the General Secretary shall duly notify the applicant concerned and call upon him to pay the membership fee upon receipt of which the applicant shall be enrolled as a member.

 

(The Executive Committee shall have absolute discretion either to accept or reject an application for membership without assigning any reason thereof)

 

Article 5 - GENERAL BODY

 

All members enrolled in accordance with Article No. 4 above and whose membership continue to be valid and Life members shall constitute the general body of the organisation. 

 

Article 6 - EXECUTIVE COMMITTEE

 

Not more than 21 and not less than 11 members shall be elected by and from the General Body to the Executive Committee, including office bearers.

 

Article 7 - OFFICE BEARERS

 

The office bearers shall be:

 

-          One President

-          Two Vice Presidents

-          One General Secretary

-          Two Secretaries

-          One Treasurer

-          One Assistant Treasurer.

 

Article 8 - TERM OF OFFICE   

 

The term of office of Executive Committee including office bearers will be two years.  On expiry whereof the General Body shall be convened to elect a new Executive Committee including Office bearers for the subsequent two years.  Casual vacancies occurring during the said term can, however be filled in by nomination by the executive committee itself and the member or members, including office bearers so nominated will hold the office until expiry of the said two years term.  Members of the executive committee including office bearers shall be eligible to be re-elected on expiry of their terms of office.

 

Article 9 - FUNCTIONS OF THE GENERAL BODY, THE EXECUTIVE COMMITTEE AND OFFICE BEARERS.

 

(a)   General Body :  The General Body shall be convened annually as soon as possible after expiry of the financial year but not later than two months therefrom to transact the following business:

 

(1)   To consider and pass the annual audited accounts and reports of the functioning of the organisation for the financial year immediately preceding as approved by the Executive Committee meeting.

 

(2)   On expiry of the term of office of the Executive Committee to elect members of the Executive committee including Office bearers.

 

(3)   To appoint Auditors.

 

(4)   To constitute any sub committee deemed to be requisite for the smooth running of the organisation.

 

(5)   To consider and take decisions on such matters as may be raised by any member with

      the permission of the chair.

 

NOTE:  Special General Body may also be convened if and when found necessary by the Executive committee and or with the written request of at least 1/3rd of the existing members.

 

(b)   Executive Committee:

 

(1)   The executive Committee shall be the governing body of the affairs of the organisation and shall have control, supervision and custody of all funds, properties and assets belonging to or vested in the organisation.

 

(2)   All decisions in regard to the conduct of the activities of organisation shall be taken in meeting of the Executive committee by consensus as far as possible, failing which decisions shall be taken  by majority votes of the members present in such meetings.  All decisions so taken shall be implemented by the General Secretary and or other office bearer(s) in accordance with the permission of this constitution.  In matters of emergent nature the President and General Secretary can take decisions considering the interest of the organisation, however such decisions have to be ratified by the next Executive committee meeting.

 

(3)   The executive committee shall have powers to take adequate disciplinary action against any member or members who are found to be indulging in activities detrimental to the smooth functioning of the organisation and in case of serious misconduct, may also expel the member or members after conducting impartial investigation thereinto before any such actions are taken. The members concerned shall however be given the opportunity of being heard and only upon their explanations being found unsatisfactory shall the action proposed, be taken.

 

(4)   The Executive committee shall meet as often as expedient provided however that the time lag between two meetings should not be more than 30 days.

 

(c)  Office Bearers

 

(1)   The President:  The President shall supervise the day-to-day activities of the organisation.  He shall preside over all meetings of the General Body and Executive Committee. In the event of a tie of polls in any such meeting, he shall, in his capacity as chairman of the meeting have power of the casting vote.  All documents, contracts and actions for and on behalf of the organisation shall be executed by the President.

 

(2)   The Vice Presidents:  The Vice Presidents shall generally assist the president in all his duties and functions.  In the absence of the President, the Vice President  shall be nominated by the executive committee as president and he/she shall perform all duties and exercise all powers of the President.

 

The General Secretary:  The General Secretary shall be primarily responsible to see to it that all the decisions taken by the executive committee and general body meeting from time to time are duly implemented. He shall, in accordance with the provision of this constitution and in consultation with the President, convene meetings of the executive committee and the General body.  He shall duly and properly record and maintain minutes of all meetings.  At the close of the financial year, he shall prepare annual working reports and annual accounts for submission after audit before the executive committee and the General Body meetings.  All correspondence for and on behalf of the organisation shall be kept under the custody of the General Secretary.

 

(3)   Secretaries:  Secretaries shall generally assist the General Secretary in his functions and duties.  In the absence of General Secretary, one of the secretaries shall be nominated by the Executive committee to act as General Secretary and he/she shall perform all duties and exercise all powers of the General Secretary.

 

(4)   The Treasurer:  The Treasurer shall be the custodian of funds of the organisation.  All monies, cheques and drafts received into and on account of the organisation shall be duly passed onto the treasurer who shall promptly deposit the same in the bank account of the organisation, to be opened and operated in the manner hereinafter stated.  Proper account of all income and expenses of the organisation shall be maintained by the Treasurer.

 

(5)   Assistant Treasurer:  In the absence of the Treasurer, the Assistant Treasurer has the full responsibilities and powers of the treasurer as per decisions and consideration of the Executive Committee.  He should also assist the Treasurer in handling the assets of the organisation and in all other activities of the Treasurer.

 

Article 10 - QUORUM FOR MEETINGS

 

The quorum for a General Body meeting shall be 1/5th of the members on roll or 25 (twenty five) whichever may be less and for meeting of the Executive committee shall be 1/3rd of the committee.  A meeting not having sufficient quorum shall be adjourned to and reconvened on another date after giving due notice to the members concerned and the meeting so re-convened shall be treated as valid even in absence of the prescribed quorum.

 

Article 11 - NOTICE FOR MEETING

 

Notice for meeting shall be as specified below:

(a)   for ordinary General Body meeting    -  10 days

(b)   for emergent General Body meeting  -   5 days

(c)    for ordinary Executive meeting          -   5 days

(d)   for emergent Executive meeting        -  24 hours

 

Article 12 - FUNDS

 

The funds required for carrying out the aims and objects of the organisation shall be raised by receiving membership fees, donations and collections from the general public and collection by staging cultural programs.

 

Amended during 6th AGM on 23rd June 2006.

It was decided to collect Renewal membership. Opinions from all the members were taken into consideration and the following has been decided.

Renewal membership arrears incurred by the last committee to be collected, October 1st 2006 will be the deadline given to members to clear there arrears. Every subsequent year the deadline to renew their membership will be April 1st. Members will not be eligible to collect their part of the prize money if their membership is not renewed before the deadline date. Members can renew their membership even after the deadline is passed, but will not be eligible to collect their part of prize money if the prize is announced before the renewal and after the deadline is passed. The renewal membership fee is Dhs:50.00. This Membership renewal rule is not applicable for deceased members and those who have left UAE.

 

 

Article 13 - BANK ACCOUNT

 

A current account shall be opened and maintained with such bank in Abu Dhabi as shall be decided by the Executive committee and the bank account shall be operated by the joint signature of the Treasurer/Assistant Treasurer and of either the President or the General Secretary.

 

Article 14 - FINANCIAL YEAR

 

The financial year of the organisation shall be the calendar year i.e. the year beginning on the 1st day of January and ending on the 31st day of December following.

 

Article 15 - LOSS OF EXECUTIVE MEMBERSHIP

 

An executive committee member who fails to attend three meetings of the Executive committee meeting consecutively without  valid reasons will automatically lose his executive membership.

 

Article 16 - RESIGNATION OF MEMBERS

 

A member who wishes to resign should submit his notice of resignation to the President or General secretary who in turn shall present the same before the executive committee for necessary action.  Resignation application of the President shall be given to either of the vice Presidents and that of General Secretary to the President.  Membership fees are not refundable.

 

Article 17 -  AMENDMENTS

 

No alteration or deletion of or addition to any of the provisions of this constitution  shall be made except by a resolution passed by the votes of at least two-thirds of the members present at a special meeting of the General body called for this purpose.  A quorum of at least one-third of the total members on roll of the organisation shall be required for such a meeting, provided that if the requisite quorum cannot be obtained the General Secretary shall as early as possible convene another meeting for the same purpose after giving due notice to that effect to all the members and such re-convened meeting shall even without the requisite quorum, have the power to pass the resolution for amendments with two third majority of the members present.

 

In case the organisation ceases to function, the assets of the organisation should be donated to the welfare of S.N.College, Kannur.