Rules And Regulations

RULES AND REGULATIONS

OF 

THE BENARES ALUMNI ASSOCIATION OF IIT(BHU).

  1. DEFINITIONS

a) “The Association” means “THE BENARES ALUMNI ASSOCIATION of IIT(BHU)”.

b) The terms “The Institute” refers to IIT(BHU) or “Indian Institute of Technology (Banaras Hindu University).

c) “General Body” means the General Body of the Association.

d) “Governing Body” means the Governing Body of the Association.

e) “Office Bearer” means the office bearer of the Governing Body of the Association.
The term office bearers refer to President, Vice-president, Secretary and Treasurer of the Association.

f) The terms “Alumnus” / “Alumna” refer to a person who has obtained at least one Degree from the IIT(BHU), from Institute of Technology (IT(BHU) or from any one of the Colleges inherited by the Institute i.e. the erstwhile Benares Engineering College (BENCO), College of Mining & Metallurgy (MINMET) or College of Technology (TECHNO).

g) “Trustee” means a trustee of a trust set up by the Association.

  1. PATRONS

The Association shall have patrons whose names are recommended by the Governing Body and approved by the General Body. The patron shall be an eminent person, preferably an alumnus of the Institute.

  1. MEMBERSHIP

There shall be Four categories of Membership of the Association.

i)   Member.

ii)  Life Member.

iii) Member not residing in Varanasi or adjoining Districts.

iv) Honorary Member.

3.1. MEMBER

a) An Alumna/Alumnus residing in Varanasi or adjoining Districts,  shall automatically become eligible for membership of the Association on payment of the appropriate Membership fees as per Clause 4.0.

b) Any Member or Ex-member of the teaching faculty of the Institute who does not fulfill the condition as in Clause 3.1(a) shall be eligible to be member of the Association on payment of the appropriate fees as prescribed in Clause 4

3.2. LIFE MEMBER

A Member, fulfilling all conditions as laid down under Clause 3.1 above and paying a one-time single lump- sum Membership Fees as prescribed in Clause 4.0 , shall qualify as a Life Member. The lump- sum membership fees shall be fixed by the Governing Body, and duly ratified by the General Body, from time to time.

3.3.  MEMBER  NOT RESIDING IN VARANASI OR ADJOINING DISTRICTS

An alumna/alumnus  residing  outside  Varanasi region shall become eligible for  non-resident  membership of the Association on payment of the appropriate  Membership fees as per Clause 4.0.

3.4. HONORARY MEMBER

The General Body, on the recommendation of the Governing Body, may elect any person(s) not covered under Clauses 3.1(a), 3.1(b), 3.2 and 3.3 as Honorary Member(s). The name of prospective Honorary Member of the Association shall be proposed by at least two of the Members/ Life Members to the Secretary. The Secretary shall place such proposals for consideration of the Governing Body in the immediate next meeting as a separate item on the agenda, seeking a specific recommendation of the Governing Body regarding the enrolment of the person as an Honorary Member. After obtaining the consent of Governing Body, the same shall be placed in as an Agenda in the General Body Meeting to elect the individual as an Honorary Member for a period of two years.

The Honorary Members shall not be required to pay any Fees. The Honorary Members shall not have any voting rights.

  1. MEMBERSHIP FEES

The Membership Fees shall be as under, unless otherwise revised by the Governing Body /General Body of the Association:

a)     Annual Membership Fees : Rs. 1000/-.

b)     Life Membership Fees : Rs. 5000/-

  1. TERMINATION OR CESSATION OF MEMBERSHIP

The Governing Body of the Association shall have the powers toremove/ expel / terminate member or/and Members, from the Membership of the above Association, on the following grounds:

a) on death;

b) on written resignation;

c) if found to be involved in any anti-social activities;

d) if adjudged by any court of law to be a criminal offender;

e) if found guilty by means of anti-propaganda of the Aims and Objects of the Association;

f) on failing to pay the Annual Membership Fees for two years;

g) on disregarding the Rules & Regulations of the Association and / or disobeying the decisions of the Governing Body.

NOTE: The decision of the Governing Body regarding the removal/termination from the Membership of the Association shall be communicated to the member concerned with reasons thereof.

  1. GENERAL BODY

The General Body shall consist of all the Members of the Association as defined in Clause 3.0 above.

6.1. MEETING

The General Body shall meet every year, within 3 months of the closure of the Financial Year. This meeting, referred to as the Annual General Meeting [ AGM ], shall be statutory and shall consider the following.

i) Annual Report of the activities of the Association pertaining to the previous financial Year.

ii) Previous Financial year’s Audited Accounts.

iii) Election of the Office Bearers (President, Vice-President, Secretary and Treasurer) and the Members of the Governing Body, if it is an Election Year [ Clause 6.4 {b}].

iv) Appointment of Auditors for the current financial year.

v) Appointment of legal advisors, if any.

vi) Any other matter(s) related to the functioning of the Association with the permission of the presiding officer.

6.2. NOTICE OF MEETING

Minimum 15 days notice shall be given to the members, before the date of General Body Meeting enclosing the agenda, specifying date, time and place.

6.3. QUORUM

The quorum for the General Body Meeting shall be 2/3rd of the total strength of the General Body or minimum 20 (twenty) members present in person. In case quorum is not complete, the presiding officer shall adjourn the meeting and reconvene later as per his / her discretion to complete the quorum.

6.4. FUNCTIONING OF GENERAL BODY

a) All the resolutions put to vote at the end of the General Body meeting shall be decided by a majority of votes. In case of equality of votes, the Presiding Officer shall have the casting vote.

b) The General Body shall elect all the office bearers and executive members of the Governing Body for a period of 2 years. In case of vacancies arising in the Governing Body due to any reason whatsoever, the General Body shall elect appropriate number of executive members to the Governing Body subject to the provision of the Clause 2 to serve the remaining term of the Governing Body.

c) The President, or in his absence the Vice President, shall be the Presiding Officer for the General Body Meeting. However, in the absence of both the President and the Vice President, the General Body shall elect the Presiding Officer for the General Body Meeting from the remaining Governing Body members present .

d) Upon being requested in writing by 5 (five) members of the Governing Body and / or by at least 35% (thirty five percent) of the members of the General Body, the Secretary shall, in writing, call for an extraordinary meeting of the General Body for which at least 21 days notice along with the Agenda shall be circulated to all the members.

e) In case the Governing Body is satisfied that a member has been working against the interest of the Association, it may recommend the termination of membership of the concerned member to the General Body, which shall have the power to do so. 

  1. RIGHTS AND DUTIES OF MEMBERS

7.1. MEMBER RIGHTS

All members shall be entitled to:

a) receive announcements connected with the activities of the Association and any other publication(s) that may be brought out by the Association from time to time;

b) participate in all social functions and other activities of the Association;

c) be beneficiaries of any scheme(s) or assistance program(s) administered by the Association.

7.2. MEMBER DUTIES

a) All members shall conduct themselves appropriately so as to uphold the honour of the Institute and the Association.

b) All members shall pay the annual subscription regularly to the Association.

c) Any member who has discontinued his / her membership or has failed to pay the dues of the Association for 2 years can be re-inducted as a member on payment of the outstanding dues.

d) Members shall not indulge in activities that are prejudicial to the Aims and Objectives and / or the Rules & Regulations of the Association.

  1. GOVERNING BODY

a) STRENGTH: – The Strength of Governing Body (including office bearers) and Executive Member shall not be less than 7 and not more than 21.

b) TERM: – Term of every Governing Body shall be TWO YEARS.

c) NOTICE: – Minimum Calendar 15 days notice shall be required for the Governing Body Meeting of the Association but an emergency Governing Body Meeting can be called by a shorter notice, which shall not be less than 2 days. All decisions taken in the Governing Body Meeting of the Association shall have to be recorded and reported in the next Governing Body Meeting.

d) QUORUM: – The quorum for the Governing Body shall be 5 (five) members with at least 2 office bearers personally present, provided that only the members under clause 8(a) shall be entitled to vote in the meeting and only their presence shall be counted for the purpose of forming the quorum.

e) MEETINGS:- The Governing Body shall meet at least once every three months. The Secretary shall issue a Notice and the Agenda of the meeting at least 15 Calendar days prior to the date fixed for the meeting.

f) URGENT MEETING :-  In case of urgent business, emergency meetings of the Governing Body may be called at a shorter notice as per Clause 8( C ).

  1. FUNCTIONS AND POWERS OF GOVERNING BODY

9.1 The Governing Body shall formalize the budget for the current financial year in the first meeting following the Annual General Meeting, within 1 month of Annual General Meeting or Election.

9.2 The Governing Body shall have the right to co-opt members and appoint subcommittees from amongst the General Body from time to time for the execution of specific assignments as required. The total number of such co-opted members shall not exceed 5 (five) at any time.

9.3 Any casual vacancy among the members of the Governing Body arising as a result of death, resignation, removal or otherwise may be filled in by co-option by the Governing Body, and the executive member so co-opted shall hold office till the next Annual General Meeting. This shall be necessarily exercised in case the strength of the Governing Body falls to 6 members and / or if any of the office bearers dissociate from the Association for any reason.

9.4 The Governing Body shall manage the affairs of the Association by a majority vote in the committee meeting provided that in case of equality of votes, the Presiding Officer of that particular meeting shall have the casting vote.

9.5 The Governing Body shall be the Executive Authority of the Association. It shall be responsible for all the finances and funds of the Association. It shall give effect to the plans and programs of the Association.

9.6 Management of any movable and / or immovable property belonging to the Association shall be vested with the Governing Body.

9.7 On or before  the Fourteenth Day succeeding the day on which the Annual General Meeting of the General Body is held, a list of the names, addresses and occupations of the Governing Body members shall be circulated to the Registrar of Societies, Varanasi.

  1. COMPOSITION OF THE GOVERNING BODY

The composition of the Governing Body shall be as under:

a) PRESIDENT : ONE

b) VICE PRESIDENT : ONE

c) SECRETARY : ONE

d) TREASURER : ONE

e) EXECUTIVE MEMBERS : THREE to SEVENTEEN

  1. DUTIES AND RESPONSIBILITIES OF THE OFFICE BEARERS

11.1.PRESIDENT

a) She/he shall preside over all the meetings of the Governing Body and the meeting of the General Body.

b) She/he shall present the Annual Report to the General Body.

c) She/he shall have the overall responsibility of the activities of the Governing Body and the Association.

11.2.VICE PRESIDENT

In the absence of the President, the Vice President shall perform the duties of the President.

11.3. SECRETARY

a) She/he shall be responsible for the notification of all meetings of the General Body and the Governing Body.

b) She/he shall maintain the minutes of all meetings of the General Body and the Governing Body.

c) She/he shall be responsible for all correspondence on behalf of the Association.

d) She/he shall exercise administrative control over the office of the Association.

e) She/he shall perform all duties under the overall direction of the President; or, in the absence of the President, Vice President.

11.4. TREASURER

a) She/he shall be the custodian of all financial matters of the Association and shall be responsible for preparing the statement of Accounts for placing the same before the Annual General Meeting at the end of each year.

b) She/he shall collect all dues and claims on behalf of the Association and shall also assist the President in ensuring that the budgetary grants are correctly utilized.

c) She/he shall liaise  with the bankers and the auditors of the Association.

11.5. GENERAL POINTS

a) The Secretary and the Treasurer shall be resident of Varanasi.

b) In case the office of the President / Vice President / Secretary / Treasurer falls vacant, the Governing Body shall co-opt a new President / Vice President / Secretary / Treasurer from amongst its own members who shall hold office till the next Annual General Meeting, when an election to fill these posts shall be held.

c) The President, or in his absence the Vice President, shall be the presiding officer for the election of office bearers of the Association. However, in the absence of both the President and the Vice President, the General Body shall elect the Presiding Officer for the General Body Meeting from the remaining Governing Body members.

d) If for any reason, election is not held to elect a new Governing Body as mentioned above, the sitting members of the Governing Body shall hold office until election is held and members are elected in their places.

  1. RE-ADMISSION

In case any member of the Association is expelled by the Governing Body on the reason of non-Payment of the subscription, she/he can be re-admitted, provided the member concerned pays the outstanding dues.

  1. APPEALS

All the appeals shall be referred to the General Body of the Association and the decision of the General Body shall be final and binding.

  1. FILLING UP OF CASUAL VACANCIES

Any casual vacancy arising in the Governing Body shall be filled either by a resolution passed by the Governing Body as per clause 9.3 above, and ratification of the co-option by the General Body, or by election of an appropriate number of members by the General Body to fill the vacancies for the remaining term of the Governing Body.

  1. ELECTION

The General Body, in its Annual Meeting, will elect all the office bearers and also the Executive Members of the Governing Body, after every TWO YEARS by secret ballot papers or by show of hands as the Election Officer may decide.

  1. FINANCE

a) Sources of Income of the Association may be as under:

(i)  Membership Fees from the Members of the Association;

(ii) Donations and Special Contributions

b) All the income /earnings from moveable and immovable properties of the Association , shall be solely utilized and applied towards the promotion of its aims and objects only set forth in the Memorandum of the Association and no profit thereof shall be paid or transferred directly or indirectly, by way of dividends, bonus, profits, or in any manner whatsoever to the present or past members of the Association or to any persons claiming to be present or past members. No member of the Association shall have any personal claim on any moveable or immovable properties of the Association or make any profit, whatsoever by virtue of his Membership.

  1. FINANCIAL YEAR

The first financial year shall end on 31st March and there after every financial year shall commence from 1st April and end on 31st March.

  1. AUDIT

The accounts of Association shall be audited by a qualified auditor (Chartered Accountant) every year. The Governing Body shall direct the accounts to be audited by the auditor appointed by the General Body at its Annual General Meeting and fix his /her Fee for the Service.

  1. MANAGEMENT OF FUNDS & ACCOUNTS OPERATION:

All money received on behalf of the Association shall be placed in the name of “The Benares Alumni Association of IIT [BHU] ” in an account to be maintained in a scheduled bank approved by the Governing Body. All Cheques shall be signed by any two of the office bearers, i.e., President / Secretary /Treasurer.

  1. ANNUAL LIST OF GOVERNING BODY

Once in every year, a list of the Office-Bearers and the Executive Members (of the Governing Body) shall be filed in the office of the Registrar of Societies, Varanasi as required under section 4 of “SOCIETIES REGISTRATION ACT OF 1860 OF UTTAR PREDESH”.

  1. DISSOLUTION

If the Association needs to be dissolved, it shall be dissolved as per provisions laid down under the Sec.13 & 14 of “SOCIETIES REGISTRATION ACT XXI OF 1860” ( UP Amendment Act,1957) as applicable to the State of Uttar Pradesh.

  1. LEGAL PROCEEDINGS

The Association may sue and / or be sued in the name of PRESIDENT as per provisions laid down under Sec. 6 of the “SOCIETIES REGISTRATION ACT  OF 1860, as applicable to the State of Uttar Pradesh .

  1. AMENDMENT

a) The provisions / requirements of the existing constitution may be amended by a two third majority of those members present and voting in a General Body Meeting specially called for the purpose. The quorum of such meeting will be 50% (fifty percent) of the members of the General Body. The proposal to amend the constitution shall be at the instance of the Governing Body and / or on the signed requisition of at least 35% (thirty five percent) of the General Body members.

b) Notice of the proposed amendment(s) shall be furnished to the Secretary at least 40 days before the date of the meeting where the proposed amendment(s) are to be taken up. Such a notice shall contain details of the Rule(s) desired to be amended, the proposed text of the changed rule and the reason for seeking the amendment. Upon receipt of the requisition for amendment, the Secretary shall issue a notice to the members for such a meeting at least 21 days in advance.

  1. APPLICATION OF THE ACT

All the provisions under all the Sections of the “SOCIETIES REGISTRATION ACT, OF 1860”, as applicable to Uttar Pradesh, shall be applicable to this Association.

  1. ESSENTIAL CERTIFICATE

Certified that this is the correct copy of the Rules and Regulations of the Association.s

REGISTER