KERALA AGRICULTURAL UNIVERSITY MBA ALUMNI ASSOCIATION, KERALA. (Reg. No: ) Bye Laws

Transcription

1 KERALA AGRICULTURAL UNIVERSITY MBA ALUMNI ASSOCIATION, KERALA (Reg. No: ) Bye Laws 1. Name of the Association: KAU MBA Alumni Association 2. Office Address: College of Co-operation, Banking and Management, Kerala Agricultural University, KAU P.O., Vellanikkara, Thrissur Area of Jurisdiction: Kerala State 4. The objectives of the Association shall be: 4.1. To promote comradeship among the members of KAU MBA for safeguarding the rights and interests of KAU MBA graduates To enhance and broaden employment opportunities for KAU MBA graduates especially in the field of Agribusiness Management To help KAU MBA to develop state-of-the art infrastructural facilities To actively involve in all the important events of KAU MBA To institute Alumni endowments for granting scholarships, prizes and medals to the students demonstrating high proficiency in their studies and to honour the alumni of KAU MBA To organize/ support seminars, conferences, workshops, endowment lectures and other academic activities and also to keep in touch with the University faculty, administrative staff and students To collect funds by subscriptions, contributions, donations and gifts from members, non-members, Governments, Universities, other institutions and philanthropists for furtherance of the above objectives To render financial aid to economically disadvantaged students of KAU MBA To render financial aid to deserving alumni in cases of extreme compassionate circumstances To bring out magazines, souvenirs and newsletters highlighting the activities of KAU MBA and its Alumni To organize cultural and educational programmes and Alumni Day celebrations every year. 1

2 4.12. To help the Alumni to get advice from the University on various technical problems and job opportunities that they may come across in their work and real life To undertake other charitable projects in the name of the Association with the approval of the General Body, for promoting the cause of the Association and public To carry out such other activities as may be necessary for furthering the above mentioned aims and objectives. 5. Membership 5.1. Eligibility Persons holding MBA (ABM) degree from KAU, Vellanikkara only shall be eligible to become members of the Association Nature of membership There shall be only life membership in the Association The Students joining KAU MBA can be enrolled as nominal members. Nominal membership fee of 500 will be collected at the time of their admission. However, they will not have voting right and cannot hold any office of the association till they acquire KAU MBA degree. They can attend the General Body meetings and give suggestions Membership fee The Life Membership Fee will be 2000/- and the Life Membership can be obtained by applying in the prescribed form approved by the General Body paying a nonrefundable admission fee of 100/-. The Life Membership Fee may be paid in lump sum or in two equal installments. The Life Membership Fee is subject to change from time to time as decided by the General Body. The membership fee can be paid either in cash or as A/C payee DD drawn in favour of the Treasurer, KAU MBA Alumni Association, Kerala Agricultural University, payable at any bank at Thrissur The scrutiny of the application for membership and decision thereof will be vested with the Executive Committee. In case of a dispute, the decision of the Executive Committee shall be final. 6. Funds of the Association 6.1. The Association shall raise funds for pursuing the objectives of the Association through: i. Membership fee. ii. Donations from members, non-members, State and Central Governments, Universities, Charitable organizations, etc. iii. Any other source approved by the Executive Committee. 2

3 6.2. The receipts in the name of the Association shall be deposited in an S/B account with a Public Sector Bank in the name of the Association, and will be operated jointly by the General Secretary and Treasurer Financial year of the Association shall be from 1 st April to 31 st March The funds of the Association may be invested in Government securities, Bonds and Debentures of registered companies and financial institutions under the Company's Act, 1956 or fixed deposits in public sector banks, subject to the approval of the Executive Committee % of the life membership fee collected shall be kept in Fixed Deposit in a Public Sector Bank and the annual interest accrued shall be utilized for administrative expenses. 7. Forfeiture of membership The power to remove a life member from the rolls on grounds of indiscipline, etc. shall be vested with the General body based on the recommendation of the Executive Committee. The motion should be passed by majority votes. 8. Organization of the Association 8.1. General Body (GB)- There shall be a General Body of the Association consisting of all members. The supreme authority of the Association will be the GB and all the decisions taken in the Executive Committee may be ratified by the GB The GB of the Association shall hold an Annual General Body Meeting at least once a year and not more that 18 months shall elapse between two successive Annual General Body Meetings A notice of clear 21 days convening an Annual General Body Meeting shall be given to the members. The notice should contain the agenda and amendments to bye laws proposed by the Executive Committee. Amendments to the bye laws of the Association shall be made in accordance with the procedures outlined in the 12 th Travancore-Cochin Literacy, Scientific, Charitable Societies Registration Act of The Secretary shall upon being requested in writing by the Executive Committee or by at least 1/3 rd members of the Association, call an Extra Ordinary General Meeting (EOGM) for which at least 15 days notice along with the agenda shall be circulated to all the members. In the absence of the Secretary, the President can convene the Extra Ordinary General Meeting One-third members present in person shall form the quorum for any meeting of the General Body. If the meeting is adjourned after 15 minutes for want of quorum, the meeting shall again take place after 30 minutes of adjournment to transact the same business and the members present shall form the quorum. No quorum shall be insisted for the EGM, so convened Questions, resolutions and amendment of bye laws, for the consideration of the meeting from members should reach the Secretary at least 35 days before the GB Meeting. 3

4 The duties of the General Body shall be: (a) To frame guidelines for the Executive Committee so as to achieve the aims and objectives of the Association. (b) To consider and adopt the Annual Report and Audited Accounts of the Association. (c) To approve the budget for the following year. (d) To nominate two internal auditors. (e) To appoint legal advisors, if any. (f) To transact any other business with the permission of the President in chair Executive Committee (EC)- There shall be an Executive Committee to manage the affairs of the Association The executive committee meeting shall be convened at least once in six months. However, it shall be convened as per the necessity of the situation The term of Office of the Executive Committee shall be two years. No member can hold a particular office for more than two terms consecutively. However, in special circumstances, the General Body can nominate a person for a third consecutive term Duties of the EC: (a) The EC shall receive, consider, accept or reject the applications for membership. (b) Vacancies arising in the EC shall be filled up through nomination or election as the case may be, from among the members of the Association, which should be ratified in the next GBM. (c) All schemes undertaken and expenditure incurred shall have the prior approval of the EC. The EC may, however, ratify actions already taken or approve expenditure already incurred without prior sanction of the EC, if it is satisfied that the actions taken or the expenditures incurred were done for the good of the Association. (d) One-fourth of the members shall form the quorum of the EC. (e) The EC shall scrutinize the accounts of the Association periodically and pass them at least annually. (f) Donations from any source should approve by the EC. The investment of the funds of the Association is subject to the approval of the EC and also the withdrawal from the invested funds shall be made by the EC. (g) Forfeiture of the membership shall be vested with the General body based on the recommendation of the Executive Committee. 4

5 (h) The notice given to the members regarding the Annual General Body Meeting should contain the agenda and amendments to bye laws proposed by the Executive Committee. (i) The Secretary shall upon being requested in writing by the Executive Committee or by at least one-third members of the Association, call an EOGM Office bears of KAU MBA Alumni Association Patrons: The Director and Associate Directors of KAUMBA-ABM shall be the Patrons of the Association The EC elected by the General Body will comprise of the following office bears: (a) President (b) Vice-President (c) General Secretary (d) Joint Secretaries - 2 of which one shall be a lady (e) Treasurer (f) Editor (g) Web Administrator (h) The immediate past President and the General Secretary will be ex-officio members of the Executive Committee. (i) Former Directors of the KAU MBA will be the Advisors The total strength of the EC will be nine excluding the ex-officio members and advisors The duties of the office bears of the Executive Committee shall be: (a)president The President shall co-ordinate all the activities of Association, preside over the meetings of the GB and EC and monitor the receipts and payments of the Association. The President will be the returning officer for all elections. He/ She shall have no voting right but can cast his/ her vote in the event of a tie. (b)vice-president To discharge all duties and responsibilities of the President in his/her absence. (c)general Secretary General Secretary shall be responsible for all official correspondence of the association, shall be the joint account holder of the Association with the Treasurer and shall be responsible for organizing all activities of the Association. The Secretary shall have the power to spend upto 5000/- at a time to carry out the routine affairs of the Association 5

6 without prior sanction. Any expenditure thus incurred should be got ratified by the EC at its next meeting. The Secretary may keep a permanent advance of 5000/- for this purpose. The Secretary shall be responsible for the upkeep and safe custody of the records and properties of the Association. The Secretary shall submit a list of new office bearers, audited statement of expenditure, balance sheets and annual returns duly attested by three members of the EC to the Registrar of Societies within 14 days of the GBM. The Secretary shall prepare at the close of the year a detailed report of the working of the Association during that year and place it before the EC and the GBM. In case of amendments effected, the Secretary shall submit a true copy of the amended bye law(s) duly attested by three members of the EC to the Registrar of Societies within 14 days of the GBM. (d)joint Secretary Shall help the General Secretary in the discharge of duties and take up the duties and responsibilities in the absence of the General Secretary (One person will help in financial administration and the other person in general administration of the Association). (e)treasurer He/ She shall be responsible for accounting of the finances of the Association. The accounts shall be got audited by a Chartered Accountant and presented in the GB, shall be the custodian of the registers pertaining to the accounts of the Association, and shall be responsible for maintaining and updating of the Directory of life Members in consultation with the General Secretary. The two Auditors duly nominated by the GB shall conduct internal audit of accounts. The treasurer shall not, unless specifically authorized, use any money by himself/ herself, without the approval of the Secretary. It is the duty of the treasurer to keep proper receipts and vouchers for all receipts and expenditure. The treasurer shall prepare and present to the EC and the GB meetings an up-to-date statement of accounts of the Association. The treasurer shall prepare the Annual Budget for the Association. (f)editor He/ She shall be responsible for timely publication of the Alumni News Letter. The periodicity of the News letter can be decided by the EC. (g) Web Administrator He/ She shall maintain the Association s website and shall be responsible for its periodic update and revision, subject to ratification by the EC and GB. Also, he/ she shall be responsible for all information technology related matters of the Association. (h) Withdrawal from the invested funds shall be made by the EC EC and GB members shall not be paid sitting fee or any other allowance for attending meetings. But T.A. and D.A. may be paid to office bearers and members of special committees or persons delegated for special purposes for journeys performed for and on behalf of the Association. Such journeys shall be previously approved by the EC. The rates of T.A. and D.A. may be fixed by the EC. 6

7 9. Records of the Association The following records shall be maintained by the Association. (a) Membership Register (b) Cashbook (c) Bank Passbook (d) Cheque book (e) Register of deposits (f) Register of investments (g) Record of vouchers (h) Register of Endowment/awards (i) Receipt books (j) Minutes Book: General Body and Executive Committee Meetings (k) Common seal (l) All publications, reports and souvenirs of the Association. (m) Any other relevant record These records shall include details of all sums of money received and the sources thereof, and all the sums of money spent and the purpose Every member of the General Body shall have the right to inspect records of the Association during the office hours The weeding out of the archival records will be done in accordance to standard procedures. 10. Amendments Any provision of this bye laws can be amended by a two-third majority of those alumni members present and voting in the General Body Meeting. The proposal to amend the bye laws shall be at the instance of the signed requisition by the alumni. Notice of the proposed amendments shall be furnished to the Secretary at least 35 days before the date on which it is proposed to consider the amendments. Such notice will contain details of the bye law(s) desired to be amended, the proposed text of the changed bye laws and the justification for seeking the amendment. The latter is meant as a guide for any deliberation at the General Body Meeting. Upon the receipt of a requisition for amendment, the General Secretary shall issue notice to every member for the meeting, at least 21 days before the 7

8 scheduled date. Mandate for amendments can be sought by circulation or e-mode also in the eventuality of non availability of sufficient members in GBM. 11. Suit and proceedings by and against the Association. The Association may sue or be sued in the name of General Secretary No suits or proceedings shall fail by reason of any vacancy or change in the holder of office of the Secretary Every decree or order against the Association in any suit or proceeding shall be executable against the property of the Association and not against the persons or the property of the President, Secretary or any office bearer Nothing herein shall exempt the President, General Secretary or other office bearers of the Association from any criminal liability under the act or entitle him/her to claim any contribution from the property of the Association in respect of any claim paid by him on conviction by the criminal court No member of the Association may be sued or prosecuted by the Association except for any injury, detention or destruction of any property of the Association. 12. Winding up of Association The winding up of the Association shall be carried out as per 12 th Literacy, Scientific, Charitable Societies Registration Act of Travancore-Cochin We affirm that the above is the true copy of the Byelaw of KAU MBA Alumni Association and which was approved by the General Body Meeting held on ( Date ) and that the above rules are framed in accordance with 12 th Travancore-Cochin Literacy, Scientific, Charitable Societies Registration Act of , President 2..., Secretary 3...., Treasurer 8