Amendment suggested to the Assam Association Constitution |
| Posted by Webmaster on Aug 21 2008 at 3:37 AM |
Clause 1: The name of the society is “The Assam Association, Delhi”( Herein after called the Association)
Clause 2: The registered office of the Association will be situated at the following address:
Srimanta Sankaradeva Bhavan
A 14B ,Satsang Vihar Marg,
Qutab Institutional Area,
NEW DELHI- 110067
Clause3: The aims and objectives of the Association are
(a) To provide a forum for the residents of Delhi and NCR, hailing from Assam for social and cultural contacts.
(b) To organize and hold social and cultural functions and festivals mainly related to the art & culture of Assam and the NE on suitable occasions.
(c) To establish social and cultural relationship with similar organizations
(d) To organize and hold meetings, lectures, discourses and symposiums on various topics of social, cultural and economic issues specially pertaining to Assam and the North East.
(e) To administer the “Assam Association Cultural And Educational Trust”(Hereinafter called Trust) for the purpose of establishing a Cultural Center for the following purposes;-
(f) To set up and administer any other subordinate body that may be required to be formed for furtherance of the interest of the Association.
(g) To raise fund for the Association and the Trust through subscriptions, donations, gifts, grants and loans from individuals, organizations and Government sources or by any other means
(h) To acquire and hold movable and immovable properties of the Association.
(i) To acquire and hold all immovable properties of the Trust/ any other subordinate body.
(j) To provide assistance/ relief for medical treatment, natural calamities, higher education and any other philanthropic cause that the Committee decides to undertake..
(k) To do all such acts, deeds, and things as are incidental to or conducive for the attainment of the aims and objectives of the Association.
(a) Association means the Assam Association, Delhi.
(b) Life Member means a member of the Association who opts to be a member for life after paying the stipulated life membership fee and who has been admitted to the Association as per rules stipulated subsequently.
(c) An Annual Member means a member of the Association who opts to remain as a member of the Association for short period of a year by paying the annual membership fee and his request is accepted by the Association as per rules.
(d) A Temporary Member means a member who wants to use the privileges and facilities of an Annual member for very short period not exceeding 7 days by paying the temporary membership fee.
(e) The Trust means the Assam Association Cultural and Educational Trust
(f) The General Body means the assembly of the members of the Association assembled in a general meeting held under these rules.
(g) The Committee means the Executive Committee of the Association as constituted under the rules.
(a) Any person hailing from Assam and residing in Delhi and NCR shall be entitled to be enrolled as a member of the Association subject to conditions laid out subsequently.
(b) Any other person who fulfills the following conditions
Who displays dedication in enhancing the culture and ethos of Assam and believes in the aims and objectives of the Association
(c) Any person of outstanding repute in any field of human activity is also entitled to be a member of the Association.
(d) The committee has the unquestionable discretion to decide whether an aspiring person can be made a member of the Association or not and it is legally not bound to justify the reasons when an application for membership is rejected.
Clause 3(a) Any person desiring to be a life member will apply in a prescribed form with the life membership fee to the General Secretary of the Association. He will be proposed and seconded by a life member each. The application will be considered by the committee for acceptance.
Clause 3(b) On acceptance by the committee, the applicant will be intimated and after realization of the cheque he will be admitted. In case of cash payment he will be admitted straightway.
Clause 3(c): Once the application for membership is confirmed by the committee his/her spouse automatically gets the life membership of the Association if she applies in the prescribed form and pays the spouses life membership fee.
Clause 3(d): Life membership is not transferable to anyone including the spouse.
Clause3(e): The committee after due deliberation and consideration may confer the honorary membership to a very eminent person of outstanding repute in various fields of human activity who will not pay any membership fee . For all practical purpose such a member will exercise equal rights as that of a life member.
C lause 3(f) The General Secretary can enroll any member as an Annual Member on payment of the stipulated annual membership fee for a year. The aspiring person will apply in prescribed form to the General Secretary. The General Secretary will first scrutinize such application and convince himself that the social and financial status of the person befits admission and use his discretion to admit him. The General Secretary will be required to bring to the notice of the committee at the earliest opportunity the list of such persons for ratification or otherwise
Clause 3(g) The Annual member will have no voting right or the right to stand for any office.
Clause 3(h) After completion of the first year the member will lose his membership unless he chooses to become a life member and applies and pays for, as per rules stipulated for grant of life membership. The Committee can decide to take the life membership fee in installments through post dated cheques if it feels the financial status of the member warrants such consideration.
Clause 3(g) The aspiring annual member will fill in a Personal Data Sheet as given in annexure.. before his admission which will be kept for record purpose by the General Secretary or his representative
Clause 3(h) Anyone who desires to avail the facilities available for a short period can pay a nominal fee and apply for Temporary membership of the Association. He will be admitted strighaway provided he is endorsed by a life member. Such temporary membership is valid for a week only.
Clause 3(i) Members shall be liable for disciplinary action for acts prejudicial to the interest of the Association.
Clause 3(j) For all the three category of members, i.e., Life member, Annual member and Temporary member, their spouses and children below 21 years (unmarried girl child upto 30 years) will be entitled to all the privileges of the members, except voting rights and right to stand for any office of The Association for the respective entitled periods.
Clause4(a) : The one time fee to be paid to become a life member will be decided by the committee which can be revised from time to time by the committee.
Clause4(b) The fee to be paid by the spouse will be on concessional rates. The committee will decide the extent of concession.
Clause4(c): The annual as well as the temporary membership fee will similarly be decided by the committee.
Clause4(d): The committee has the power to revise the membership fee as and when it feels the need.
Clause5(a): The General Body is the supreme authority on all matters of the Association.
Clause5(b): The General Body is the only authority bestowed with the powers to alter/change/amend the constitution of the Association.
Clause5(c): The General body similarly has the unquestionable powers to form /alter/change /amend/scrap the Trust deed of the Trust or any other subordinate body that may be formed in a later date..
Clause5(d): The Committee will call compulsorily the Annual General Body meeting of the Association once every year before First of September to transact the following business.
(1) To receive and adopt the Annual Report submitted by the General Secretary after discussion.
(2) To receive and adopt the Annual report of the Trust and any other future subordinate bodies after discussion.
(3) To receive and adopt the Audited Accounts of the Association, the Trust and any other future subordinate bodies. It will be mandatory for the committee to satisfy member’s queries, if any, before the accounts are declared passed by voice vote.
(4) To discuss any relevant point raised by members normally after adequate notice and in very exceptional circumstances raised at the meeting without prior notice. However the chair will have the unquestionable authority to decide to accept or reject the last minute query.
(5) To elect new office bearers as and when due as per terms of office.
(6) To discuss all other matters which the committee considers suitable for the furtherance of the Associations interests.
(7) To consider and adopt any resolution brought by a permanent member to the General Body meeting within the notified period, duly proposed and seconded by two permanent members. Such resolutions received by the General Secretary will be brought to the notice of the President and simultaneously will be displayed on the Notice Board of the Srimata Sankaradeva Bhavan for information of members. The proposer and seconder of the resolution must be present in the AGM when their resolution is discussed, failing which, the resolution will not be taken up for discussion.
Clause5(e); The committee can call for an extra ordinary General Body Meeting whenever committee deems it essential by giving notice as per stipulated time frame
Clause5(f): At least 21 days notice is mandatory for calling a General Body Meeting. In case of Annual General body meeting it is mandatory to display/send the Audited Annual Accounts of both the Association and trust at least two weeks before the meeting, for all members to see them in advance In the letter sent to the members informing about the General Body, the place and date where the accounts will be displayed will be mentioned.
Clause5(g): One third of the life members having voting rights may requisition an Extra Ordinary General Body Meeting giving the notice in writing specifying the purpose thereof to the president upon which such a meeting will be convened within one month of receiving such a notice.
Clause 5 (h) The quorum for a general body is one third of the life members . The chair can adjourn a general body meeting for incomplete quorum for half an hour.
Clause 5(j) An adjourned meeting when reassembled shall need no quorum.
Clause 5(k) A requisitioned meeting shall not be adjourned for want of quorum but such a meeting shall be dissolved after half an hour of the specified time if the quorum is not formed.
Clause 5(l) All matters in a general body will be decided by majority votes except as provided otherwise in these rules. Each member will have one vote. Proxy vote will not be allowed.
Clause 5(m) The election of new office bearer if there is more than one contender for the same post will be conducted by secret ballot. For conduct of election, the Committee will appoint a suitable member of the Association as the Election Officer. The Election Officer will co-opt two or more members as neutral members to assist him in the election process..
Clause 5(n) The names of the Election Officer and the neutral members will be communicated to each member along with the election notification. A candidate will have the right to withdraw his/her candidature in writing to the Election Officer and the president at least 3 days in advance. In case no contestant remains in the fray,the General Body will nominate an alternative to hold that post.
Clause 5(o) The names of the eligible voters will be handed over to the candidates on demand by the General Secretary.
Clause 5(p) No new member enrolled after the date of election notification will be eligible to be included in the voters list.
Clause 5(q) The guidelines of election procedure are annexed at annexure B.
Clause 5(r)The decision of the General Body is final and binding on all members and cannot be challenged.
Clause 6 (a) The General Body will elect an Executive Committee comprising of twenty one members which will include the following office bearers:
| President | One |
| Vice Presidents | Two |
| General Secretary | One |
| Secretary, Culture | One |
| Secretary, Welfare | One |
| Secretary, Co-Ordination | One |
| Treasurer | One |
| Editor, Samayik | One |
| Executive Members from | |
| Delhi and New Delhi | Six (Atleast one each from East & North Delhi) |
| Gurgaon | One |
| Noida and Greater Noida | One |
| Ex-Officio | Four (The outgoing President, General Secretary, Treasurer and the managing Trustee of Trust) |
Clause 6(b): The tenure of the committee is for two years.
Clause 6 (c) In addition to above the committee can co opt a maximum of two members if in the opinion of the committee such co opting will help furtherance of the Associations cause. Such co opted member can be selected only from amongst life members and their tenure will be as per the pleasure of the Committee.
lause 6(e) The General Secretary, with the permission of the President, can invite any other member/ members to attend a Committee Meeting as special invitee for specific purposes. Such invitee will not have any say in the decision making process.
Clause 6(f) The committee shall exercise all executive authorities on behalf of the Association and shall control and supervise the works of the office bearers
Clause 6(g) The committee have powers to constitute standing and sub committees for various purposes when deemed necessary and regulate their function.
Clause6(h) The committee shall provide for proper custody of funds and properties of the Association and exercise control over all expenditure.
Clause 6(j) The committee will also exercise control over the affairs of the Trust/ any future subordinate bodies and give its direction whenever it considers necessary.
Clause 6(k) In case of equal division of opinion in the committee, the President will have the final say.
Clause 6(l) The quorum for a committee meeting is 7 members.
Clause 7 : Duties and responsibilities of the office bearers
Clause 7(a) The President
Clause 7(a-1) The President is responsible to the General Body for all matters pertaining to the Association, the trust and any other future subordinate body/ bodies
Clause 7(a-2) He will preside over all meetings of the General Body and the committee.
Clause 7(a-3) He will supervise all activities of the Association and the Trust.
Clause 7(a-4) He will be the Chairman of the trust and will preside over all meetings of the Board of Trustees.
Clause 7(a-5) He will ensure all the office bearers of the Association and the Trust conduct their business impartially, diligently and honestly and the finances of the Trust and the Association are utilized properly.
Clause 7(b) The Vice Presidents
Clause 7(b-1) The Vice Presidents shall assist the President in carrying out his functions and in his absence the senior most vice president shall exercise the functions of the President.
Clause 7(b-2) The seniority will be decided mutually by the two Vice Presidents
Clause 7(b-3) In the absence of both the President and the senior Vice President, the second vice President shall function as the President.
Clause 7(c): The General Secretary
Clause 7(c-1) The General Secretary is the executive authority of the decision taken by the committee and shall be responsible to the Committee and the President for executing all decisions of the committee and the General Body.
Clause 7(c-2) The General Secretary is the custodian of all properties, records and assets of the Association.
Clause 7(c-3) He shall maintain up to date records in a proper manner of the assets and properties of the Association and ensure that when relinquishing his duties to the next incumbent all properties, records and assets are properly handed over.
Clause 7(c-4) He shall be responsible to maintain all records of proceedings of the committee and General Body meetings in a chronological manner and report to the committee and General Body regularly in each subsequent meetings about the implementation status of their decisions
Clause 7(c-5) In consultation with the president, the General Secretary shall initiate correspondence with other agencies, issue notices and arrange all activities of the Association.
Clause 7(c-6) The General Secretary shall maintain close liaison with the Managing Trustee of the Trust and ensure proper functioning of the Srimanta Sankaradeva Bhawan.
Clause 7(d) The Secretary, Co-ordination
Clause 7(d-1) The Secretary co ordination , in absence of the General Secretary, will perform the duties of the General Secretary for the period of his/her absence. No policy matter change or new project shall be permissible.
Clause 7(d-2) The Secretary Co-ordination shall be responsible to the General Secretary to co-ordinate all affairs of the Association including enrolling of new members, keeping up to date record of all three categories of members separately in a membership register and preparation of Electoral roles.
Clause 7(d-3) The Secretary Co ordination shall carry out any other duty assigned by the committee, the President or the General Secretary for specific purposes.
Clause 7(e) The Secretary, culture
Clause 7(e-1) The Secretary Culture shall be responsible to the General Secretary to conduct all affairs related to art and culture of the Association.
Clause 7(e-2) He/she shall be custodian of all musical instruments, sound and lighting systems of the Association and the Trust and ensure they are kept in fully serviceable condition at all times.
Clause 7(e-3) He/she shall organize cultural and entertainment programmes and make all arrangements necessary for success of the programmes.
Clause 7(e-4) He / she shall carry out any other duty assigned to him by the President or the General Secretary in the interest of the Association.
Clause 7(f) The Secretary Welfare
Clause 7(f-1) The Secretary Welfare is responsible to the President and General Secretary for all welfare activities of the Association.
Clause 7(f-2) He / she shall be responsible to organize relief and rehabilitation work that the committee decides to undertake for disaster management.
Clause 7(f-3) He / she shall maintain an up to date list of such members who are old or seriously sick and take such measures that may be necessary to help them.
Clause 7(f-4) In case of any unfortunate demise of any member or his very near and dear ones, he shall inform as many members as possible and help the bereaved family in whatever way he deems necessary.
Clause 7(f-5) He shall take measures like special sitting and eating arrangements in functions organized by the Association for senior citizens.
Clause 7(f-6) He will undertake any other welfare measure decided by the committee.
Clause 7(g) The treasurer
Clause 7(g-1) The Treasurer shall be the custodian of all finances of the Association.
Clause 7(g-2) He/She shall jointly operate the bank accounts of the Association with the General Secretary.
Clause 7(g-3) He/She shall be the custodian of petty cash.
Clause 7(g-4) He/She shall maintain all books of accounts and ensure the finances are used properly and diligently.
Clause 7(g-5). Any irregularity observed will be brought to the notice of the President immediately for taking corrective action.
Clause 7(g-6) The Treasurer shall maintain up to date records of receipts and expenditures, and submit the accounts audited by the internal auditor to the committee within 45 days of the financial year end and for approval. Thereafter the accounts will be audited by the chartered accountant. He/She shall ensure the audited accounts are displayed as per clause 5(f)
Clause 8(a) The objectives, rules and regulations of the Trust will be governed by the Trust deed framed with the approval of the General Body which will be based on the following guide lines.
Clause 8(b) There shall be three types of Trustees, namely
Clause 8(b-1) Permanent Trustees : All living trustees who were life trustees when the trust was initially formed will remain as permanent trustees for life
Clause 8(b-2) Appointed Trustees : They will be appointed by the the General Body of the Association. Their tenure will be as per the trust deed. The no. of such trustees will be decided by the EC before every AGM to ensure that total no. of Permanent Trustees and Appointed Trustees remain at Eight (8).
Clause 8(b-3) Ex Officio Trustees: The following will be the ex officio trustees:
Clause 8(b-3) The Managing Trustee will be selected from among the trustees by the board of trustees. His tenure will be as per the trust deed.
Clause 8(b-4) The management of the trust and its assets and properties will be the responsibility of the Managing Trustee .
Clause 8(b-5) The Managing Trustee shall be responsible for all financial transactions of the trust including maintaining books of accounts.
Clause 9(a) The bank accounts of the Association and the Trust will be operated jointly by any two as below:
Association : Treasurer, General Secretary, President
Trust : Managing Trustee, Chairman, one Appointed Trustee (To be decided by the Board of Trustees)
Clause 9(b) The Board of Trustees can appoint a member of the trust to be the third trustee to operate the account for convenience of day to day functioning
Clause 9(c) Financial powers of each office bearer of the Association and the Trust will be limited to the following amount on not exceeding basis:
Clause 9(b-1) In case of Association:-
Clause 9(b-2) In case of the Trust:-
With the approval of the Chairman: Upto - Rs 15,000/- per month
Board of Trustees can authorize expenditure upto Rs 1 Lakh
Expenditure above Rs. 1 lakhs will require approval of the joint meetting of the committee and the Board of Trustees.
Clause 10 (a) The accounts of the Association and the Trust will be audited every 3 months by a team of internal auditors appointed by the Committee.
Clause 10(b) The accounts of both the trust and the Association will be audited annually by a chartered accountant who will be appointed by the Committee for a three year term. For reasons of non performance the auditor can be changed prematurely.
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