Last Date to Apply : 31st January 2022

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Rules and Regulations of Xavier Alumni Association, Gamharia

Preliminary:  In these presents, unless repugnant or inconsistent with the context, words, terms, or expressions defined in the Societies Registration Act 21 or 1860 or in any statutory modification in force at the date of which these Rules and Regulations become binding on the Society, shall have the meaning so defined, and words importing the singular shall include the plural and “vice-versa”, and words importing persons shall include bodies corporate, and words, terms or expression shall have the meanings attributed to them as per the Act.

    1.     Interpretation:

 In the interpretation of these articles unless there is anything inconsistent with the subject or context:

 The “Association” will mean the Xavier Alumni Association,,Gamharia The world “Association” will be equivalent to the word “Society” as used in “The Societies Registration Act. 1986”.

1. The “School” will mean Xavie school, Gamharia , Jamshedpur.
2. An “Alumnus” is a person, who got admission into the School, and who is not a current student of the School.
3. The phrase “Managing Committee” will be equivalent to the phrase “Council of Promoters” as used in “The Societies Registration Act, 1960.
4. The words meaning the “masculine” gender and “singular” number shall respectively include “feminine” gender and plural number where the context so admits.
5. “Year” means the financial year from 1^st April to 31^st
6. “Persons” shall mean and include individuals, firms, Association, Clubs, Societies and incorporated bodies.
7. “Office bearers” shall mean and include the President, Secretary, and Treasurer for the time being of the Association.
8. The “Members” means the members of the Association.
9. The “Annual General Meeting” and the “Special General Meetings” means such general meetings of the Association as are convened and held only under the rules of the Association in force.
10. The “Meeting” means all meetings other than the annual and Special General Meetings of the Association
11. A “Resolution” means a resolution of the Association duly passed and adopted.
12. The “Seal” means the seal of the Association.

Constitution

      2.      Membership

 All persons who got admitted into Xavier  School, Gamharia , and left the School, irrespective of the duration he had studies in the School, and have subscribed to the aims and objects of the Association, will be entitled to be its Associate and Life Member on the payment of their subscriptions as hereinafter.  All membership shall be subject to the approval of the Managing Committee and its decisions shall be final and binding.

3.

3A.     Membership and Fees

             The Association has the following categories of membership.

 Life Members: Any alumnus, who shall make a one-time payment of Rs.1,000/- shall be a Life Member of the Association. Students can become a Life Member at a concessional rate of Rs.500 only

 3B.   Patrons

 The Managing Committee may, according to such terms and conditions as it shall decide from time to time, admit as patrons those persons who are likely to help in furthering the objects and cause of the Association either through their professional knowledge and experience and / or through financial assistance.

 3C.   Termination of Membership

             The membership of the Association will cease

1. If dues are not paid on time
2. By death or insanity
3. Conviction by a court of law for any criminal offence involving moral turpitude
4. By expulsion by the Managing Committee for willful default, dishonesty, fraud, disregard, or infringement of the Rules and Regulations of the Association, or acts prejudicial to the interest of the Association.

4.      Register of Members

 The Association shall maintain at its registered office a register of its members containing names, addresses and occupations, the date on which the member was admitted and the date on which a member ceased to be such member.

 The Association shall enter therein, within 15 days after the admission of a member of the cessation of his membership as the case may be the following particulars:

1. The name and address of the member
2. The date on which the member was admitted
3. The date on which a member ceased to be such member.

 The register will be kept in the office of the Association for inspection by members on due service of notice upon the Secretary of the Association at least fifteen days before the date of inspection.

 5.     Right of Members

•  Only life members shall have the right to vote, propose of second a candidate for office on the Managing Committee. Each life member shall have one vote at every meeting.
•  All members of the Association shall be entitled to participate in the meetings and religious functions and gathering of the Association after the expiry of one month his / her membership elect or be  elected to its Managing Committee.
• All members shall have the right to inspect the books of accounts, book containing minutes of proceedings of general meetings and register of members of the Association on any working day during business hours by giving reasonable notice.
• All members of the Association shall be bound by the Rules and Regulations and / or bye-laws which may be framed from time to time.
• Alumni Newsletter: All members shall be entitled to receive all communications and publications connected with the activities of the Association and School Bulletins.
• The members shall also be beneficiaries of any scheme or aid programme administered by the Association.

 6.      Managing Committee

 The control and management of the affairs of the Association shall rest in the Managing Committee.

 The members of the Managing Committee of the Association shall hold the offices for a period of two years after the expiry of which the Managing Committee shall be composed and constituted from among the members of the Association as follows:-

 Seven members to be elected at the Annual General Meeting.

1. President (ex-officio), Principal of Xavier  School, Gamharia
2. Vice-President,
3. Secretary,
4. Treasurer
5. Three members to be co-opted by the members as in (1), (2), (3) & (4) above.

 7.      Resignation from Managing Committee

 A member or an office-bearer of the Managing Committee may resign by making a request addressed to the President or the Secretary of the Managing Committee in that respect in writing before the expiry of his term.

 8.      Disqualification of a Managing Committee Member

 A member who is an undischarged insolvent or who has been convicted of any offence in connection with the formation, management or of the affairs of the Association or of any offence involving moral turpitude shall not be entitled to be a member or office-bearer of the Managing Committee.

 9.       Vacancy in the Managing Committee

 In case of any vacancy in the Managing Committee, including the office-bearer, caused by the removal or disqualification under these rules or by death of, by resignation of any member or office-bearer another member or office bearer in his place and stead by the remaining members and office bearers of the Managing Committee and such appointed member or office-bearer shall hold office only for the unexpired portion of the said member’s or office-bearer’s team.

 10.      Re-election

 Members of the Managing Committee shall be eligible for re-election

 11.      Proceedings of the Managing Committee

 The Managing Committee shall meet at least four times in a year, other meetings may be held either upon the advice of the President, or request of at least four members of the Managing Committee.

 12.       Quorum & Attendance for Managing Committee Meeting

1. The quorum for the meeting of the Managing Committee shall be four members present in person.
2. If within half an hour of the time appointed for a meeting a quorum is not constituted, the meeting shall stand adjourned for one hour at the same time and place, and if at the meeting a quorum be not constituted within half an hour of the time appointed for the meeting, the members present shall constitute the quorum.
3. The absence, without leave of any member of the Managing Committee for three consecutive meetings and / or for a continuous period of 6 months whichever is more, shall entitle the Managing Committee to remove such member from the Managing Committee.
4. The Managing Committee may pass resolution by circulation. Such resolution passed whether by majority or unanimously by circulation amongst the members of the Managing Committee shall be equally valid and shall be construed as if passed at a meeting duly called and convened for the purpose and such resolution shall be entered by the Secretary in the minute – books of the meetings of the Managing Committee.

 13.         General Power of the Managing Committee

 The Managing Committee shall be empowered with any every and all functions pertaining to the administration control and management of the Association and will decide on all questions and more particularly the Managing Committee acting collectively shall have power to

1. Represent the Association.
2. Acquire and transfer property, moveable, immovable or both, assume obligations and conclude agreements of any nature.

•  Appoint the personnel of the Association, determine their remuneration, salaries and other service conditions and also to terminate their services, dismissal or otherwise and take disciplinary action as necessary.
• Open and operate bank accounts, deposit, withdraw or invest funds, issue, accept, sign, endorse and deliver cheques, drafts letters of credit and in general any other negotiable instruments. Such banking account or accounts as and when opened, shall be operated jointly by any two of the following namely, the President, Secretary, Treasurer.
•  Determine and incur expenses in general and administer the finances of the Association and to raise, received and accept funds, subscriptions, donations and money and all kinds of gifts and charities.
•  Decide on the establishment offices of the Association.
•  Exercise control over the books and funds of the Association, prepare and submit of the General Meeting and annual report, the balance-sheet, income & expenditure and receipts and payments  accounts of the Association.
•  Frame bye-laws relating to the internal administration of the Association.
•  Decide on any, every and all matters pertaining to or in connection with the administration of the Association and the successful pursuance of its aims and objectives.
•  To make arrangements or appointments of the Committee or such other bodies for organizing and publishing regular bulletins, journals of other publications and hold and organize classes, lectures, meetings etc. under the direct supervision and guidance of the Managing Committee.
• To appoint any committee or sub-committee as and when necessary with such powers as may be deemed fit.
• To admit or reject members and accept resignation of members.
• To co-opt any person in the interest of the work of the Association as may be deemed fit.
• To build, construct, and maintain houses and buildings of the Association.
• The amalgamate the Association with any other association or society having objects similar to those of this Association, subject to the sanction in the General Meeting.

1. To delegate any of the powers of the Managing Committee to any other officer, or the sub-committee, as may be found necessary.
2. To do all acts and things as are incidental or conducive to the attainment of the above powers, or any one, or more of them and to the objects specified in the Memorandum of Association.

 14.      Presiding at the Managing Committee Meeting

 The president shall preside over and direct the meetings of the Managing Committee. But if in any meeting the President is not available to preside within 30 minutes of the time fixed for the meeting, the members of the Managing Committee present shall elect one of them as Chairperson of the meetings.

15.        Managing Officer

 The Secretary shall be the Executive Officer of the Managing Committee.  He or she shall carry on the administrative work of the Association, receive all letters and documents addressed to the Association prepare correspondence, keep all books and records of the Association.

 16.      Treasurer

 The Treasurer shall collect all dues to the Association and effect all its payments, keep appropriate records and books and help the Managing Committee in financial administration of the Association.

 He is the custodian of the assets of the Association.  He will also assist the President in ensuring that the budgetary grants are correctly used.

 17.       Delegation of Authorities

 The Managing Committee may delegate any of its powers and authorities referred to in rules to a sub-committee of two or more person appointed from amongst the members of the Association, if necessary.  In each of such sub-committees the President and the Secretary of the Managing Committee shall always remain ex-office members.

18.        General Meetings

 The general body of the members shall be the supreme authority of the association concerning all its activities and more particularly to decide on:

• Amendments and / or additions to the memorandum of Association and these rules.
• Election of the Managing Committee every two years after the expiry of the period of the first Managing Committee and appointment of auditors and fix up their remuneration.
• Approval with or without amendments of the Annual Reports, the Annual Balance Sheet and the Income & Expenditure Accounts and Receipts and Payments accounts.
• Collaboration or amalgamation of the Association with any other Association or society or fund pursuing similar objects.
• Dissolution of the Association and disposal of fund upon dissolution as herein before mentioned.

 19.         Annual General Meeting

 The Annual General Meeting shall be convened by the Managing Committee regularly once a year within the three months following the end of the Association’s accounting year provided that for any reason if it be not practicable to convene the Annual General Meeting for a further period not exceeding three months and it will not continue to act during this period but not more than 15 months shall elapse between the two Annual General Meetings.

 The following shall be entitled to be present at the Annual General Meeting of the Association.

1. All members of the Managing Committee
2. All Life members

 20.        Extra – Ordinary General Meeting

The Managing Committee may whenever it deems necessary call an Extraordinary general Meeting.

 21.         Notice of the Meeting

 The notice for the General meeting shall be delivered personally or sent by post to the members of the Association at least 10 days prior to the date of the meetings and at least 5 days in the case of adjourned meeting.  The notice must indicate the place, date and hour hereof, as well as the items of agenda.

 Any accidental omission to give or non-receipt of such notice by any member, shall not invalidate the proceeding at any General Meeting or Special General Meeting.

 22.         Agenda for General Meeting

 The General Meeting whether Annual or Extra-ordinary, shall not discuss or decide any matter that is not included in the agenda save and except with the permission of the President.

 23.        Quorum for General Meeting

 The quorum for the General Meeting shall be (50%+1) of the membership strength or 20, whichever is less.  In the event such quorum is not present within half an hour of the time appointed for the meeting the General Meeting shall stand adjourned for one hour at the same palace and at such adjourned meeting the members present shall constitute a quorum.

No Business other than specified in the notice shall be transacted at adjourned meetings.

 24.      Decision Making Process at General Meetings

 The decision of the General Meeting including the election of the members of the Managing Committee shall be taken by show of hands or secret ballot as the President may desire by majority of the votes of the members present.

  25.        Presiding at General Meeting

The General Meeting shall be presided over by the President and in his absence the members present shall elect a chairperson from amongst themselves.  The decision of the general Meeting shall be recorded in minutes, entered into a special book maintained for the purpose, duly signed by the chairperson of the meeting.

  26.        President

• The President shall guide and supervise the various activities of the Association. He shall preside over the Managing Committee and the Annual General and other General Meetings.  He shall be the Head of the Association.  The ruling of the President at the Managing Committee shall be final and binding on all question raised.

• The President in case of emergency may exercise all the powers and perform all the functions required to be exercised and performed under the Rules and Regulation provided always that all the actions taken by the President shall be placed before the Managing Committee in the next meeting immediately falling the exercise of such powers and functions by the President.

• The president in case of emergency if he thinks fit may also dissolve the Managing Committee and an ad hoc Managing Committee provided however that the Managing Committee appointed by the President under sub-rule shall function only until the new Managing Committee is elected at the next Annual General Meeting immediately failing the appointment of such ad hoc Managing Committee.

• The President shall see to the right conduct of the meetings. He shall check that the orders, decisions, resolutions of the Managing Committee and the General Body meetings are correctly adhered to.  He will also check on the right conduct of counting votes.

•  The President along with the Secretary will co-ordinate all activities of the Association. He shall implement, carry out and execute all decisions of the Managing Committee and the General body of the Association.

27.       Secretary

 The Secretary shall be in charge of all executive work of the Association. He shall keep record of the affairs of the Association and issue calls for various meetings.  He will act under the guidance, supervision and advice from the President and the Managing Committee.  He will assist the President in all their functions.  He shall

• Convene all the meetings of the Association.
• Maintain minute books for all meetings of the Managing Committee and General meetings of the Association.

1. Issue circulars or notices, and inform other members of the decisions of the Managing Committee.
2. Receive all applications for membership, and place them before the Managing Committee and
3. Transact all other businesses, including correspondence, on behalf of the Association, subject to the direction of the Managing Committee.

28.       At each annual General Meeting a qualified Auditor / Auditors, as provided in Explanation to section 15 (2) of the Societies Registration Act, 1860, shall be appointed. The Auditor shall submit a report on the income and expenditure, account and balance sheet of the Association, presented by the Managing Committee.  The minutes of the meeting of the Managing Committee and of the general Meeting, books of accounts, the correspondence and in general, all records of the Association as well as any date required for the carrying on the audit shall upon a requisition by the auditors, be submitted to them.

 The register of Societies, Jharkhand, Ranchi. Whenever wants can get the accounts of  the association audited by a Chartered Accountants and fees for the audited shall be borne by the association

 29.     Casting Vote

 In all matters to be decided by a simple majority in General Meetings, casting vote of the President shall prevail in case of equality of votes.

 30.      Financial Year

 The financial year of the Association shall begin on the 1^st of April and end with the 31^st day of March.

 31.      Investments

 The funds of the Association, besides being invested in the investment authorized by law for the time being in force relating to the investment of the trust’s funds may also be invested in fixed deposit account with a scheduled bank or banks as may from time to time be directed by the Managing Committee.

 32.      Defaulters

 The name of member of the Association, whose fees shall be in arrears, may be removed from the register of members of the Association on three months notice to such members, whose name has been so removed from the register of members, shall not be eligible for readmission as a member, unless he pays all arrears for which his name has been so removed from the register of members.

 33.     Resignation

 Any member may resign his membership by serving a written notice to that effect on the Secretary but any dues payable by the member to the Association on the date of resignation shall be payable by him.

 34.    Suits and Proceedings

 The Association may sue or be sued in the name of its Secretary.

 35.     Indemnity

Every member of the Managing Committee or nay sub-committee, auditor, and other officer, or, servant of the Association shall be indemnified against all liabilities arising out of acts and things done by him in performance of the duties entrusted by way of damages otherwise, and all losses, charges and expenses that he may incur or become liable by reason of any contract entered into or any act or deed done by him as such member auditor, officer or servant in any way or about the discharge of his duties, except such as shall happen through his own willful neglect or dishonesty.

 36.       Source of Income:

 By the way of collection of donations, sponsorships, interest on the savings, membership fees etc.

 37.       Banking

 All funds of the Association, other than those invested in securities or trusts as decided by the Managing Committee, shall be kept in deposit with one or more of the Nationalized / Private Banks and shall be operated under signatures of any two of the following:

        1.   President

        2.   Secretary

        3.   Treasurer

 38.      Trustees

 All the properties and funds of the Association movable or immovable, however acquired, may be vested in a Board of Trustees to be appointed by the Managing Committee.  However, a resolution to this effect has to be adopted and ratified at the Annual General Meeting of the Association.

 The Trustees so appointed shall be responsible for acquiring any immovable property for the Association, take possession, sign and execute any lease or other conveyance of the immovable properties, and hold the same in trust for the Association.

 Any vacancy in the Board of Trustees, in the event of death, or resignation of any members, or on his leaving the place permanently, shall be filled up by the Managing Committee, at a meeting, specially convened for the purpose.

 39.       Dissolution

 Any number not less than two-thirds of the members of the Association may determine that the Association shall be dissolved, at a meeting specially convened for the purpose.

 If on dissolution of the Association, there shall remain after the satisfaction of its debts and liabilities, any property, whatsoever, the same shall not be paid or distributed among the members of the Association, or any of them, but shall be given to Xavier  School, Gamharia , except the funds received or receivable from or through Government, Central or State, which will be disposed of according to the directives of the Government Concerned.

 In dissolution section 13 and 14 of the Societies Registration Act, 21 of 1860 shall strictly be followed.

 However, provided that in the case of any property held by the Association on lease or license, such property on dissolution of the Association, shall be dealt with under the terms and conditions provided in the concerned lease or license.

 40.       Amendment to Rules

 Any amendment to the Rules and Regulations of the Association may be made by the Managing Committee at one of its meetings, provided notice thereof has been given in advance to all members, together with a copy of the amendments, proposed to be made.  Any objection or suggestion received from the members will be considered by the Managing Committee before making the amendment.  The rule, so amended, shall be final.

41.       Inspection of Records

 All the documents of the Society shall be kept at the societies registered office under the custody of secretary and available for inspection by members/govt. officials with prior permission of the secretary. 

 42.       Others

 Any matter relating to the affairs of the Society is not expressly provided for, in the bye-laws or rules and regulations framed thereunder shall be dealt with in accordance with the provisions of the Societies Registration Act 21 of 1860 and the rules framed thereunder.

43.       Declaration

 The other activities of the Association shall be carried out according to the provision of the Societies Registration Act XXI, 1860.

 CERTIFIED TO BE TRUE COPY:

 Name                                      Designation                            Signature

1.  President

2.  Secretary

3. Treasurer

            ( To be signed by three members of the Managing Committee )