MOA&RR-DTEA RK Puram School Alumni Society

8/6/2019 MOA&RR-DTEA RK Puram School Alumni Society

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MEMORANDUM OF ASSOCIATION

&

RULES & REGULATIONS

OF

DTEA R.K. PURAM SCHOOL ALUMNI SOCIETY

(A SOCIETY UNDER THE SOCIETIES REGISTRATION ACT, 1860)

2011


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Draft for discussion purposes only

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MEMORANDUM OF ASSOCIATION

OF


1. NAME OF THE SOCIETY: The name of the society shall be

DTEA R.K. PURAM School Alumni Society.

2. REGISTERED OFFICE: The registered office of the society shall

remain within the Union Territory of Delhi and at present at R1, Park

View Apartments, Hauz Khas Enclave, New Delhi 110 016.

3. AREA OF OPERATION: The Societys Area of Operation will be

limited to the National Capital Region of Delhi to further the

objectives of the society and on compliance of all applicable laws.

4. AIMS & OBJECTIVES:

4.1 To bring together all the alumni of the DTEA R.K.Puram School and

be a source for information on DTEA R.K.Puram School alumni in

India and anywhere in the world

4.2 To initiate programs and organize events important to alumni, their

alma mater, and in the national interest.

4.3 To facilitate professional networking for mutual benefit in academic,

professional, and/or business areas;

4.4 To provide a forum for the alumni to contribute to the efforts of the

DTEA R.K.Puram School to promote education for all and for

achieving excellence in academics among its students;


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4.5 To offer expertise, effort and/ or financial resources to programmes

and activities for promoting education in particular and assist other

not-for-profit organizations which are dedicated to the development

and wellbeing of society.

4.6 To enable children from economically and socially backward classes

of the society to achieve their right to quality education.

5. ACTIVITIES OF THE SOCIETY:

5.1 To promote and foster mutually beneficial interaction between the

alumni, among teachers with the alumni and the present students of

DTEA R.K.Puram School and between alumni themselves.

5.2 To raise funds, share knowledge and expertise of its members in areas

pertaining to academics, infrastructure and other aspects of DTEA

R.K.Puram School in coordination with the management of the schools

as well as in any other areas that the alumni consider appropriate;

5.3 To render assistance to students of DTEA R.K.Puram School through

grants, scholarships and prizes and to provide assistance in academics,

placement or any other area as appropriate;

5.4 To institute awards and prizes for DTEA R.K.Puram School students

to encourage students to achieve academic and all-round excellence;

5.5 To institute an award to recognize contributions made by a DTEA

R.K.Puram School alumni in various facets of national development;


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5.6 To provide a platform for social interactions and special interest

groups;

5.7 To encourage and facilitate the alumni taking up activities that are

geared to improve society at large and contribute to national

development;

5.8 To help alumni families and needy Alumni;

5.9 To mobilize funds required to manage the affairs and activities of the

society and to invest the surplus funds of the Society judiciously by

way of passing resolutions in the Management Board;

5.10 To establish Chapters of the alumni in various parts of India and

anywhere in the world as required and appropriate from time to time;

5.11 To create and maintain a web portal to serve as an information source

for the alumni, discuss the activities of the society, and provide an

interface for interactive exchanges of views between the alumni;

5.12 To enter into agreements/ MOUs with organisations and individuals to

further the aims and objectives of the society;

5.13 To conduct seminars and conferences and bring out publications andreports in line with the aims and objectives of society;

5.14 To establish, settle, promote, form, undertake or to execute any public

charitable or welfare activity as agreed by the society;

5.15 To establish or support libraries and reading rooms for children;


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5.16 To undertake any other programs/activities considered necessary in

pursuance of the aims and objectives of the society.

6. All the incomes, earnings, moveable and immovable properties of the

Society shall be solely utilized and applied towards the promotion of

its aim and objects as set forth in the Memorandum of 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 and past Member(s) of the Society or to any person claiming

through any one or more of the present or past Member(s). No Member

of the Society shall have any personal claim on any moveable or

immovable property of the Society or make any profit, whatsoever by

virtue of his membership in the Society.

7. MANAGEMENT BOARD:

7.1 The Management Board shall be entrusted with the management and

guidance of the Society and shall not at any point of time exceed

Fifteen (15) Members.

7.2 The Management Board shall be appointed by the General Body of

Members.

7.3 The names, addresses, occupations and designations of the members of

the society to whom the management of the society is entrusted as

required under Section 2 of the Societies Registration Act, 1860 are as

follows:


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S.NO. NAME & ADDRESS OCCUPATION DESIGNATION

1. Chairman

2. Secretary General

3. Treasurer

4. Secretary Infrastructure

5. Secretary Academics

6. Secretary FundRaising

7. Secretary Membership

8. Secretary PublicRelations

9. Secretary Cultural

10. Secretary Sports

11. Secretary Vocational

12. Secretary IT

13. Secretary Audit

8. DESIROUS PERSONS: We, the undersigned are desirous of forming

a society namely DTEA R.K. PURAM School Alumni Society

under the Societies Registration Act, 1860, in pursuance of the

Memorandum of Association of the society.

S.NO. NAME & ADDRESS OCCUPATION SIGNATURE

CHAIRMAN SECRETARY TREASURER


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RULES & REGULATIONS

OF


1. NAME OF THE SOCIETY: The name of the society shall be

DTEA R.K. PURAM School Alumni Society.

2. REGISTERED OFFICE: The registered office of the society shall

remain within the Union Territory of Delhi and at present at R1, Park

View Apartments, Hauz Khas Enclave, New Delhi 110 016.

3. AREA OF OPERATION: The Societys Area of Operation will be

limited to the National Capital Region of Delhi to further the

objectives of the society and on compliance of all applicable laws.

4. MEMBERSHIP:

4.1 Members of society shall be the alumni of DTEA R.K.Puram School,

having been admitted to the society according to the rules and

regulations hereunder, shall have paid a subscription and signed the

roll/list of Members maintained by the society, and shall not have

resigned in accordance with these rules and regulations. No person

whose subscription is pending at the time of any proceedings of the

society shall be a member of the society. The membership is subject to

the approval of the Management Board and ratification by the General

Body.

4.2 An applicant for membership shall:-


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a) Submit a Letter of Intent and Membership Form as contained in

Annexure-I to join the society and agree to abide by the

Memorandum of Association, Rules and Regulations and

policies of the society;

b) All applicants should have studied at the DTEA R.K.Puram

School in Delhi at any stage in their school education and are in

a position to provide certification/ proof of such schooling;

5. SUBSCRIPTION/ FEES:

5.1 Member of the society/ applicants for membership to the society shall

agree to contribute to financial and/or physical resources of society as

may be deemed necessary and admissible by the Management Board of

society and as amended from time to time.

5.2 TYPES OF SUBSCRIPTION / FEES:

a) Lifetime Membership Fee: The life membership fee of the

association shall be Rs. 50,000/- (Rupees Fifty Thousand only);

b) Annual Membership Fee: Rs. 5000/- (Rupees Five Thousand

only).

6. REFUSAL: The Management Board of the society may refuse anyperson membership of the society, provided reasons for refusal shall be

communicated to the person concerned.


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7. DISQUALIFICATION AND EXPULSION:

7.1 A Member may be disqualified or expelled from the membership of

the society for the following reasons:

a) On the resignation of the Member from the membership ofsociety;

b) On the Member being declared insolvent;c) If such membership is a hindrance to the achievements of the

aims and objectives of the society;

d) If the Member fails to attend three consecutive meetings of theGeneral Body;

e) On non-payment of Dues/Subscription within specified time orsuch extended time as may be provided to the defaulting

Member;

f)

Or for any other reason(s) decided by the Management Boardin the interest of the society.

7.2 The reason of disqualification or expulsion shall be communicated to

every such Member. Every such Member shall have a right to appeal

before the Management Board and the decision of the Management

Board shall be final.

8. MANAGEMENT BOARD AND ITS COMPOSITION:

8.1 The Management Board shall not at any point of time exceed Fifteen

(15) Members.

8.2 The governance of society and the operation of the Memorandum of

Association will be guided by the Management Board.


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8.3 The Management Board will be headed by a Chairman and assisted by

Secretary General, Treasurer and Various other Secretaries assigned

specific tasks and designation who will be elected by the members of

the General Board.

8.4 The Management Board shall have a tenure of Three (3) years.

8.5 The Management Board will be aided and assisted by the Executive

Committees of functional Secretaries the society in the conduct of

business of the Management Board and the Management Board will

delegate its power for the day-to-day management to such Executive

Committees of functional Secretaries to the extent it deems

appropriate. Each Secretary can form his/her own Committee/Team for

execution of various tasks and projects with the prior approval of the

Management Board.

8.6 A Member of the Management Board shall cease to be such Member

on the occurrence of any of the following events:-

a) If the Member of the Management Board dies, resigns,

becomes insolvent, becomes of unsound mind or is convicted

of a criminal offence involving moral turpitude.

b) If the Member of the Management Board does not attend threeconsecutive meetings of the Management Board without proper

leave of the Chairman.

c) On the liquidation of the organisation for whatsoever reason

which the Member represents;

d) On the resignation of the Member from the membership of

society.


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8.7 Any vacancy in the membership of the Management Board shall be

filled up by appointment or nomination by the Management Board in

its meetings.

8.8 The Management Board shall function notwithstanding that any person

who is entitled to be a Member by reason of his office is not a Member

of the Management Board for the time being and notwithstanding any

other vacancy in the Management Board. No act or proceeding of the

Management Board shall be invalidated merely because of the

occurrence of any of the above events or due to any defects in the

appointment of any of the Members of the Management Board.

8.9 All Members of the Management Board shall hold the position in an

honorary capacity and shall receive no remuneration for holding such

an office of the Management Board.

9. THE FUNCTIONS, POWERS AND DUTIES OF THE

MANAGEMENT BOARD:

9.1 The functions and powers of the Management Board will be derived

from the Memorandum of Association and these Rules and

Regulations as also decisions taken by the General Body of Members

from time to time.

9.2 The Management Board would administer, direct and control and be

responsible for formulating policy and guidelines for the effective

functioning of society.


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9.3 The Management Board would make decisions pertaining to effective

utilization of funds and assets of society.

9.4 The Management Board would approve the business plan for society

and its revision from time to time and suggest options for funding and

financial sustainability.

9.5 The Management Board will monitor the activities of society and

constitute Empowered Committees for specific purposes as required

from time to time and the Board will consider and act upon the

recommendations of such Committees.

9.6 The Management Board shall have the power to enter into

arrangements with the governments/ institutions/ private organizations

or individuals for securing and accepting endowments, donations or

gifts to the society on mutually agreed terms and conditions provided

that the conditions of such donations or gifts, if any, shall not be

inconsistent or in conflict with the aims and objects of society or with

the provisions of these rules.

9.7 The Management Board shall be responsible for the utilization and

allocation of the resources, in the form of funds, earnings, moveable

and immoveable properties of society.

9.8 The Management Board shall be vested with the powers to raise funds,

purchase property (moveable and immoveable), and to deal with the

same in the best interests of the society. It shall also be vested with the

power to invest the funds in the manner it likes and it shall be

competent to borrow or mortgage or hypothecate the property(s) on

behalf of the society as decided by the Management Board.


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10. MEETINGS, NOTICE, QUORUM, BUSINESS OF THE

MEETINGS OF THE MANAGEMENT BOARD:

10.1 The Management Board shall meet as often as considered necessary

but not less than two (2) times in a year and such meetings shall be

presided over by the Chairman or in his absence, by the Secretary

General.

10.2. A Notice convening the meeting of the Management Board must be

issued at least seven days in advance of the meeting, excepting in

special circumstances when the Chairman may convene a meeting by

giving three days notice.

10.3. In any meeting of the Management Board, the presence of one third of

the total Members of the Management Board is required for the

quorum. No quorum shall be required in an adjourned meeting.

Emergency meeting of the Management Board may also be summoned

on the written request of at least one third of the total Members of the

Management Board.

10.4. The Management Board shall transact the following business in its

meetings:-

(a) To take necessary steps for the implementation of all the

programmes and policies drawn by the General Body.(b) To pass the necessary expenditure to meet the day-to-day

requirement of the society.

(c) To take all such other steps, which may appear necessary and

beneficial for the smooth and better management of the society.


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10.5 Each Member of the Management Board including the Chairman shall

have one vote. All matters at the Management Board meeting shall be

decided by the majority view. If there is an equality of votes on any

question to be decided by the Management Board, the Chairman shall

in addition have a casting vote.

10.6 Any business that may be necessary for the Management Board to

perform except matters relating to annual report and accounts of the

society, may be carried out by circulation amongst all its Members and

any Resolution so circulated and approved by a majority of the

Members signing shall be as effectual and binding as if such

Resolution had been passed at a meeting of the Management Board

provided that at least five (5) Members of the Management Board have

recorded their views on the Resolution.

11. GENERAL BODY OF MEMBERS, NOTICE, QUORUM AND

BUSINESS OF THE GENERAL BODY MEETINGS:

11.1 There shall be a General Body of the society consisting of all the

eligible members.

11.2 The meeting of the General Body of Members shall be held once every

year and presided over by the Chairman of the Management Board or

in his absence, by the Secretary General. A Notice of fifteen (15) daysshall be given to convene a meeting of the General Body of the society.

11.3 In any meeting of the General Body, the presence of one third of the

total Members is required for the quorum either physically or through

any communication mode. No quorum shall be required in the case of

an adjourned meeting. An extraordinary meeting of the General Body


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may also be summoned on the written request of one third of the total

Members of the society at any other time.

11.4 The following business shall be transacted in the General Body

Meetings:-

a) To examine and prepare annual programmes and policies.

b) To pass annual budget of the society.

c) To elect the Management Board every Three (3) years. The

first Management Board shall have a term up to the end of

Three (3) years from the date of incorporation of the Society.

The new Management Board will take charge after the

elections.

d) To discuss and settle all such matters and issues which are

directly or indirectly related to the affairs of the society.

12. COMPOSITION, DUTIES, RESPONSIBILITIES AND

MEETINGS OF THE MANAGEMENT BOARD OF THE

SOCIETY: To aid and assist the Society in various matters concerning

the Society, the composition, duties and responsibilities and meetings

of the Management Board appointed by the General Body will be the

following:

12.1. Chairman:a) There shall be a Chairman of the Management Board;

b) The Chairman shall preside over all the meetings of the General

Body and the Management Board;

c) The Chairman shall provide guidance and direction to the

society in all matters concerning the functioning and attainment

of the aims and objectives of the society;


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d) In case of equal votes in any meeting, the Chairman shall cast

his decisive/casting vote;

e) The Chairman shall supervise work of the other Executive

Committee members.

12.2. Secretary General:

a) There shall be a Secretary General of the Management Board;

b) The Secretary General shall preside over all meetings of the

General Body as well as Management Board, in the absence of

the Chairman;

c) The Secretary General shall take all the necessary decisions

pertaining to the functioning of the society, in the absence of

the Chairman.

Apart from the above, the day-to-day activities of the society,

including the coordination among the Members of the society, the

Management Board, the Empowered Committees, and any other

stakeholder involved in the affairs of the society, will be vested on the

Secretary General of the society under the supervision and guidance of

the Management Board. It shall be the responsibility of the Secretary

General

a) To call meetings of the General Body of Members /

Management Board with the consent of the Chairman; b) To keep minutes of all the meetings of the General Body of

Members/ Management Board;

c) To keep and preserve the records of the society;

d) To carry on correspondence on behalf of the society /

Management Board;


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e) To be overall in-charge of the administration and execution of

all the programmes of the society, including financial affairs on

behalf of the Management Board including undertaking

recruitment, making purchases and do all such things as may be

necessary in the furtherance of the objects of the society or as

decided by the Management Board from time to time;

f) To collect subscription, gifts, donations, etc. on behalf of the

society;

g) To keep accounts of financial transactions of the society and of

all sums of money received and spent by the society and

maintain records of receipts and expenses relating to such

matters, and of assets, creditors and liabilities, including

keeping separate accounts of all foreign donations/

grants/contributions, if any;

h) To get the accounts audited by the Chartered

Accountant/Auditor appointed by the Management Board at the

close of the accounting year, every year;

i) To submit to the Management Board the annual accounts and

budgets of the society;

j) To undertake any other functions and responsibilities of the

Management Board as may be specifically delegated by the

Management Board.

12.3 Treasurer: It shall be the responsibility of the Treasurer

a) To collect subscription, gifts, grants-in-aid on behalf of the

society;

b) To keep accounts of financial transactions of the society and of

all sums of money received and spent by the society and

maintain records of receipts and expenses relating to such


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matters, and of assets, creditors and liabilities. Provided that,

the accounts shall be kept separately of all foreign donations/

grants/contributions, if any;

c) To get the accounts audited by the Chartered

Accountant/Auditor appointed by the Management Board at the

close of the accounting year, every year with the assistance of

Secretary Audit;

d) To submit to the Management Board the annual accounts and

budgets of the society.

12.4 Functional Secretaries : It shall be the responsibility of the Functional

Secretaries to perform their functions as per the specific portfolio

assigned to them. They will be responsible for day to day activities

related to their specific function. Each Secretary can form his/her own

Executive Committee/Team for execution of various tasks and projects

with the prior approval of the Management Board. The Functional

Secretaries will have the following portfolios:-

Functional Secretaries

Secretary Infrastructure

Secretary Academics

Secretary Fund Raising

Secretary Membership

Secretary Public Relations

Secretary Cultural

Secretary Sports

Secretary Vocational

Secretary IT

Secretary Audit


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12.5 Meetings of the Executive Committee of Each Functional

Secretary: The Executive Committees formed by each Functional

Secretary shall hold meetings as and when needed but not less than

once in a quarter. The concerned Secretary in charge of the Committee

shall preside over and conduct all the meeting of the Executive

Committee. The Secretary concerned will set the agenda in

consultation with other Executive Committee members and bring it to

the notice of all Executive Committee members at least one week

ahead of the meeting. Quorum for the Monthly Executive Committee

meeting shall be 2. The Management Board has the power to ask any

Executive Committee member, who is unable to attend meetings

regularly and/or contribute to the functioning of the Executive

Committee, to resign as an extreme action, subject to two prior

warnings and endorsed by a majority vote among all Management

Board members.

12.6 Powers and Duties of the Management Board: The following shall

be the powers and duties of the Management Board:

a) To raise funds for the management of the society on such terms

and conditions as may be determined from time to time;

b) To actively work towards increasing the membership in and

participation in the society;

c) To provide funds from the society to State Chapters to assistwith activities that serve the alumni in these regions;

d) To ensure proper maintenance of all accounts and also to

ensure that all accounts are kept up to date and the annual

accounts are duly audited and presented to the General Body at

the Annual General Meeting;


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e) To lay down the policies and generally to direct and conduct

the affairs of the society prudently in the best interests of the

society;

f) To manage the services to members of the society to organise

special occasions/ functions/ conference/ seminars;

g) To form such Empowered Committees as may be necessary

and fix their duties and responsibilities;

h) To incur expenditure necessary for running the affairs of the

society within the budget approved by the General Body,

except for any exceptional circumstances;

i) To recruit or take any disciplinary action against or dismiss the

staff of the society and to prescribe conditions of employment

for all employees;

j) To arrange for an internal audit and final audit of accounts of

the society and to take all actions connected therewith;

k) To convene Annual General Meeting of the General Body and

lay before the General Body the annual administrative report,

the audited statement of accounts and the audited report;

l) To institute defend or to compromise legal proceedings/

disputes in the interest of the society;

m) To frame subsidiary rules for the conduct of the business of the

society;

n) To take all action to comply with all laws and directions of

regulatory and judicial authorities.


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13. AMENDMENTS TO THE CONSTITUTION/ RULES AND BYE

LAWS:

13.1 Any amendments to the constitution/ rules and bye laws of the society

may be made by the General Body called for this purpose and

approved by 3/4th

majority of the members present and voting in the

said General Body meeting.

13.2 As per the procedure set out in Section 12 of the Societies Registration

Act 1860, the proposed amendments to the constitution/rules/bye-laws

shall be circulated to all the members of the society at least 10 days

before the date of such General Body meeting and a copy of such

amendments shall be submitted to the Registrar of Societies within 15

days of the General Body meeting for incorporation in their copy and

confirmation.

14. ASSETS AND FUNDS: All the funds shall be kept in a

nationalized bank and will be jointly operated by any two members of

the Management Board as decided in their meeting.

15. ACCOUNTS OF THE SOCIETY: Financial year of the society shall

be from 1st April to 31st March of the succeeding year. Proper

accounts and financial records of the society shall be maintained on the

aforesaid financial year basis and duly audited by the

Auditors/Chartered Accountants appointed by the Management Boardfor this purpose. The Treasurer shall coordinate with respect to audit of

the accounts and financial records of the society.

16. ANNUAL LIST: Every year a list of Management Board, Executive

Committee and Members of the society shall be filed with the


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Registrar of Societies, Delhi as required under Section 4 of the

Societies Registration Act, 1860.

17. LEGAL PROCEEDINGS: The society may sue or be sued in the

name of the Chairman/ Secretary as per the provisions laid down under

Section 6 of the of the Societies Registration Act, 1860, or as per the

terms of agreement agreed upon by the parties entering into a contract

with the society.

18. DISSOLUTION AND ADJUSTMENT OF AFFAIRS: This society

may be dissolved in accordance with procedure laid down under

Section 13 and 14 of the Societies Registration Act, 1860.

19. APPLICATION OF THE ACT: All the provisions of the Societies

Registration Act, 1860 shall apply to this Society.

20. ESSENTIAL CERTIFICATE: Certified that this is the true copy of

the Rules and Regulations of the Society.

CHAIRMAN SECRETARY TREASURER


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Annexure-I

LETTER OF INTENT

I, _______________________________ resident of ____________, hereby

agree to the Memorandum of Association & Rules and Regulations of the

DTEA R.K. PURAM School Alumni Society, which will enrol me as a

Member of the Society.

2. I, do hereby undertake that I have, correctly understood all the

provisions contained in the Memorandum of Association and Rules &

Regulations of the DTEA R.K. PURAM School Alumni Society and agree to

abide by the same. The terms and conditions as laid down in the Memorandum

of Association and Rules & Regulations of the DTEA R.K. PURAM School

Alumni Society for its Members will therefore, be binding on me. Failure on

my part to adhere to the prescribed terms and conditions at any point of time

may lead to forfeiture of my membership from the DTEA R.K. PURAM

School Alumni Society.

3. I, do solemnly affirm that the documents and credentials, as required

by the Memorandum of Association and Rules & Regulations of the DTEA

R.K. PURAM School Alumni Society, have been correctly furnished and all

statements/facts contained therein are true to the best of my knowledge andunderstanding.

Applicant__________________

Witness: 1._____________________

2._____________________

Date post:	07-Apr-2018
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MOA&RR-DTEA RK Puram School Alumni Society

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