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About Orgnisation - Rules & Regulations |
- (a) The name of the Society shall be "The Kashmir Education Culture & Science Society (Regd.)"
(b) The address shall be situated in the Union Territory of Delhi & is at present at B- 36 Pamposh Enclave. New Delhi-110048.
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| » Membership : |
- Any person of Kashmiri descent over the age of 21, who, subscribes to the objects of the Society shall be eligible for membership.
- Membership of the Society shall consist of the following categories which shall have equal rights and privileges:
(a) Patrons (b) Vice-Patrons (c) life members (d) Founder members (e) Members
- All categories of members (above) may be admitted to the Society on applications received in writing in the prescribed form with the approval of the Executive Committee. The Society however, reserves the right to refuse admission to membership without assigning any reason.
- Membership fees :
» A person eligible for membership and who pays As. 5000/- or more may be designated as 'patron', of the Society.
» A person eligible for membership may become a 'vice- patron' if he pays Rs. 3000/ -or more.
» An eligible member paying Rs. 1000/- or more may be designated as 'life member'
» Founder members are those who are on the rolls as founder members and shall be life members.
» Member:
Members shall pay an admission fee of As. 100/- once and an annual subscription of Rs. 25/- thereafter.
Notes:
(i) The patrons, vice-patrons, life-members shall have no further liability to pay annual subscription.
(ii) Life members may pay their subscription by easy instalments.
(iii) Any member (other than life member) who remains in arrears in respect of any dues of the Society for more than one year from the due date, shall cease to be a member of the Society and provided the defaulting member has been given notice to clear the dues within a reasonable time not exceeding three months. Loss of membership in this behalf shall not bar such a person from re-admission.
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| » Termination of membership : |
- Membership shall be deemed to terminate with death or on resignation of a member
- A person may be removed from Membership of the Society, if he is a lunatic or is of unsound mind or if his action(s) are deemed detrimental to the interests and objects of the Society and so decided and determined by a majority of members present and voting, in a General body meeting on recommendation from the Executive Committee, provided notice of the matter has been given in the Agenda of the meeting.
- Any member of the Society, found guilty of and convicted for embezzlement, forgery, misappropriation breach of trust and other offences involving moral turpitude, shall be expelled from the membership of the Society by a majority vote of the Governing body present and voting at a General Body meeting provided notice of the matter has been given.
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| » Honorary Patrons: |
The .Society may constitute a panel of Honorary Patrons in recognition of their outstanding merit, high attainments their national and international eminence and services to the Society and honour such persons by designating them as Hony. Patrons or Vice-Patrons of the Society.
The Executive Committee may make recommendations to the General Body, for consideration and approval of the name in accordance with the business procedures of the Society. |
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| » General Body-Composition and functions : |
- The General Body of the Society shall consist of all the categories of mel!1bers as specified in Rule 2 above.
- The General Body is and in which vests the supreme authority of the Society, over-riding all its organs.
- The General Body shall, meet once at an Annual General Body meeting and any number of special meetings that may be deemed necessary during a year.
- A special meeting of the General Body may be called by the Executive Committee on its own, or on the requisition in writing of at least 21 members of the Society for a specified purpose.
- Written advance notice specifying the place, date, hour and item(s) of business to be transacted, shall be given to members, as follows:
For Annual General meeting : 21 days
Special General Body meeting : 10 days
- Quorum : 1/3rd of the total membership or a minimum of 40 members shall form the quorum for the General Body meetings. However, in case of an adjourned General Body meeting no quorum would be necessary provided notice of holding an adjournment meeting has been given for the same place & date with time indicated.
- Voting procedures at General Body meetings :
» All categories of members hove only one valid vote each.
» Proxies may be allowed whenever authorised under the Societies Registration Act.
» All proposals and motions shall be decided by a majority of members present and voting in favour and in case of a parity of vote, the President shall have a casting vote.
» For special Or adjourned meetings no subjects other than one( s ) on the agenda shall be discussed & voted upon.
- Agenda for Annual General Meeting.
An Annual General Meeting of the Society shall be held once in each year in Feb./Mar. to transact business including the following :
» Confirmation of the minutes of. the last AGM or special General Body meeting.
» Consideration of the Annual report of the Society (already circulated).
» Consideration & adoption of the duly circulated audited statement of Accounts. for the previous year.
» Election (biennially) of a President two (2) Vice- Presidents (V.P.s) & 11 members to form the executive committee for the ensuing term.
» To appoint an auditor & fix his remuneration.
» Consideration of matter or matters brought before it by the Executive Committee and or due notice of which has been given in accordance to the rules above.
» Any other business with the permission of the Chair and in accordance with the Rules & Regulations.
- The General Body may form any lawful association with any other Society, institution, trust, corporation or person in India or abroad for the furtherance of the objects of the Society and the Society may also form branches within or outside India in furtherance of its objects.
- For conducting elections under Rule(viii)(d) above, the Executive Committee shall nominate a returning Officer at least one month before due date of election who shall:
» Verify the membership roll ;
» Issue notifications inviting nominations ;
» Scrutinise all proposals & notifications for elections and decide upon the validity of nominations
» Conduct free & fair elections for each office and membership and give whatever notices are necessary
» Announce the result of the election before the conclusion of the meeting.
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| » Executive Committee |
Composition The Executive Committee of the Society as composed under these rules, shall be the executive agency of the Society and shall exercise all the powers and responsibilities vested in them under these rules, and those that may be vested in them from time to time by the General body, subject to any restriction that may be imposed by any law.
It shall comprise: |
- A President, 2 VPs and eleven members of the Executive Committee shall be elected by the General Body under Rule 6 for a 2 year term
- 4 members co-opted by each newly elected executive committee who shall hold office for two years
- The Executive Committee thus constituted shall nominate by majority from amongst its elected members a General Secy., Secretary a Treasurer & a Joint Treasurer or any other Subordinate officer, as deemed necessary who shall hold such office coterminous with the term of the Executive Committee.
- Any office bearer nominated by the Executive Committee shall hold office until and unless removed by a majority vote of the Executive Committee
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| » Executive Committee: Functions: |
| The following shall be the functions and responsibilities of the Executive Committee: |
- To Perform all necessary functions and take all appropriate step, to further achievement of the objects, of the Society and to manage and conduct the business and affairs of the Society in accordance with its Rules and Regulations and pursuant to any directions issued by the General Body from time to time.
- To raise funds from donations, fees, subscriptions or otherwise, to open bank accounts and to designate the authorised joint signatories for operating the account in the name of the Society, to maintain proper books of accounts in accordance with normal accounting practice and to incur necessary expenses in accordance with designated procedures and the objects and rules of the Society and to make all disbursements payable including statutory taxes, duties and cesses according to approved accounting procedures.
- To prudently manage and administer the properties and funds vested in the Society in accordance with its Rules & Regulations and directions of General Body from time to time. To formulate financial procedures for all matters, including, contingency expenditure.
- To acquire and hold properties moveable and immoveable which shall vest in the society and to administer the same and prudently to invest moneys of the Society from time to time and 10 enter into legal contracts on behalf of the Society for purposes duly approved by the General Body.
- To arrange preparation of annual accounts and other statements of accounts as may be required from time to time and to submit these for approval to the General Body annually in accordance with the Rules & Regulations of the Society and directions of the General Body and in general to review the funds, recovery and expenditure position.
- To arrange the audit of the annual accounts by the Society's duly appointed auditors and obtain audited accounts and report and to submit the same for the approval of the General Body in accordance with Rule 6 (viii).
- To formulate a comprehensive annual budget for each year and to secure its approval not later than March each year from the General Body, and all expenditure to be subject to the same; unprovided and unforeseen expenditure estimates authorised by the Executive Committee shall be brought forward for the General Body's approval not later than two months from the date of authorisation of the Executive Committee.
- (a) To constitute subcommittees or to create units for special activities with specific terms of reference, with or without power of co-option and such committees or units shall function. under the guidance, supervision and control of the Executive Committee.
(b) To affiliate & cooperate with and undertake activities in furtherance of the objects of the Society with other institutions or Societies with similar objects and to set up special committees for the purpose(s) and to enter into necessary agreements therefor.
- o frame bye-laws, rules and procedures for the smooth functioning of the Executive Committee and other units and procedures for the conduct of its meetings, in accordance with Rules and Regulations of the Society and of its other functions.
- To regulate the recruitment, termination and to determine and enforce conditions of service of all staff of the Society.
- To dispose of applications for membership.
- To convene all general body meetings in accordance with Rules and Regulations.
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| » Executive Corl1mittee : Procedures |
Term of office :
The term of office of members of the Executive Committee and office bearers shall be two years, but if it becomes impossible to hold an election due, at the end of two years, the Executive Committee shall notify the General Body not later than two months with appropriate reasons for its inability to hold the election and obtain their approval and such Executive Committee shall continue in office only till the next General Body meeting at which elections shall take place. |
- Quorum;
( a) The Executive Committee shall meet at least once in three months with due notice: for each meeting. 3 members of Executive Committee may requisition a meeting for which a notice of one week shall be given or the same may be waived by the President. The quorum for each Executive Committee meeting shall be 1/3rd its effective strength or 5 members whichever is less, provided, where notified in, advance of the possibility of an adjourned meeting, it may be held same day same place at least ½ hour later and no quorum is necessary. Normally a notice of one week is essential.
- The office bearers and committee members are eligible for re-election and to hold office for more than two consecutive terms.
- The office of an executive committee member or office bearer shall be vacated if he becomes bankrupt, or insane or is convicted of an offence which deprives his membership under the Rules and Regulations.
- A member of the Executive Committee including an office bearer may be removed from office or membership of the Executive Committee by a special resolution at a General Body meeting carried by a 2/3rd majority of the members voting and present.
- No employees whether whole or part time shall be members of the Executive Committee.
- It shall be responsibility of the Executive Committee to arrange maintenance of a membership Register.
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| » Office bearers and their functions: |
| The president shall preside over the Executive Committee and the General Body meetings and shall guide the conduct of such meetings in accordance with the Rules and Regulations and procedures laid down. He shall exercise such supervision and control as may be necessary to further the objects of the Society and implement its rules and regulations and directions of the General body. He shall further be responsible for delegation of administrative responsibilities to any office bearer or member, in the course of his duties. |
- Vice-President (Two ) The President shall allocate duties and responsibilities to the two Vice-Presidents and issue directions as and when necessary to preside and act in his absence at his discretion.
- General Secretary: He shall be responsible for all functions of the secretariat, including executive authority over the staff of the Society, for the smooth operation of the services. He shall arrange holding of Executive Committee and General Body meetings, the preparation of the minutes of the Executive Committee and General Body, maintenance of and filing of statutory documents, and returns, and shall undertake all functions enjoined upon him by rules and regulations of the Society and the law and duly implement the directions of the Executive Committee and the General Body. He shall be assisted by a Secretary to whom he may delegate specific duties and responsibilities and over whom he shall exercise such supervision and control as maybe necessary.
- Treasurer : He shall be the head of the Accounts Section and shall be responsible to maintain appropriate account books and documents, in respect of funds, recoveries and expenditures establishment and enforcement of appropriate accounting procedures and documentation preparation of monthly statement of accounts, annual budgets and supplementary budgets obtain approvals and authorisation for expenditure, attend to tax and other fiscal matters, submission of statutory returns and documents to relevant authorities and all other allied matters and arrange audit of the annual accounts by the Society's auditors in accordance with its rules and regulations and present these at an Annual General Meeting. He shall be assisted by a Jt. Treasurer to whom specific responsibilities and duties may be allocated, but the latter shall act under the supervision and direction of the Treasurer.
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| » Should any office fall vacant during a term, the Executive Committee shall decide on the continuing and carrying out of functions for the rest of the term and authorise other members of the Executive Committee to act in the vacancy caused and so may members be required to act in the vacancy (i.e.) in the Executive Committee but such nominees shall neither hold office nor membership of the Executive Committee beyond the end of the term of the Executive Committee. |
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| » The General Secretary, with the express authority of the Executive Committee in writing may sue or defend a suit or initiate pursue till finalisation of all legal proceedings in any court or authority at law on behalf of the Society. The Executive Committee may issue directions from time to time in consultation with legal advice in this behalf and keep the General Body duly informed of progress of such proceedings. |
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» Dissolution :
The Society may be dissolved in accordance with Societies Registration Act. etc. (Section 13 & 14). |
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| » All provisions of Societies Registration Act (1860) as applicable to the Union Territory of Delhi shall apply to this Society. |
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