The Societies Act 1961 Memorandum and By-laws of Association Of St Pauls Mission School Ex-Students Alumni (Paularex)

The Registration of the Paularex Alumni (hereinafter referred to as the Association) shall be (to be changed to has been) done as per the regulations furnished under the West Bengal Societies Act 1961 and the later amendments associated with it. Registered Under:Dated:Registered Address:. . . .

Structure of the association:

The association comprises of two sections, the governing body and the general members.

The Executive Committee:

The Executive Committee i.e. the governing body of the association shall be constituted with the following office bearers a) Patron in chief-1 b) President-1 c) Vice President-1 d) General Secretary-1 e) Assistant General Secretary-2 1|Page

f) Treasurer-1 g) Assistant Treasurer-1 h) Cultural Secretary-1 i) Joint Cultural Secretary-1 j) P.R. Head-1 k) Election Head-1 l) Advisor-1

Distribution of Work to Office Bearers:

The Office of the patron in chief shall be invariably offered to the head of the institution i.e. the principal or the acting principal. The Election Head shall be elected by the P.I.C. with due consent of the other office holders. All the other office holders shall be elected from the respective B.R.s.by secret ballot.

Election procedure:
There shall be a general meeting in the month of November, every year, where the valid members from different batches will elect three representatives (B.R.s) for their own batch. The B.R.s shall nominate members for the election and thus vote for their favorite nominees. This general election will be conducted in the presence of the Election Head in an un-biased manner. Counting of votes will be done by the election commission appointed by the E.H. The result of this election will be announced in the Founder's Day celebration Programme and the P.I.C., in presence of the E.H. will allocate the respective offices.

Election:
Along with the notice of the triennial General Meeting served by the GS, the returning officer( already elected by the majority of the E.C. members at an earlier date) shal issue a circular to all members by certificate of posting and/or notification in leading daily(dailies), and/or by hand, containing the election notice specifying the date, time and venue of the election, and inviting nominations for election as members of the E.C. of the association including office bearers of the association. .1 The nominations should be field as full as a panel of () electable ex-students, headed by the name of thre proposed G.S., in the prescribed proforma in each duly proposed and seconded by different valid members of the association, and shall reach the returning officer atleast clear 10 days before the date fixed for election.

An Applicant may be granted permission to elections if his/her application meets Section 1 and either of the following criterions:-

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i)

ii)

He/ She should have been associated with the Institution for a minimum term of 5 (five) consecutive years and has passed one board examination as a student registered with the Institution. He/ She should have been in active participation with the activities of the Association for: a) A minimum of 3 (three) years in case he completed 10+2 level from the Institution b) A minimum of 5(five) years for ALL other cases.

.2 No member shall be eligible for election to the E.C. unless he is a valid member of atleast two years standing, without break of continuity. .3 No member shall be eligible for contesting the election to the E.C. nor to vote at General Meetings unless he has paid his subscription up to date. .4 Elections shall be conducted by means of voting by secret ballot. .5 The detailed election procedure (including election notification, filing of nomination, withdrawal of nomination, preparation and circulation of voters list including notice for and implementation of correction/amendment of voters list, and all other relevant activities) shall be conducted by the Returning Officer (R.O.). But within at most clear () days time from the date of notification of the election.

Reshuffling
The E.C by the explicit opinion of atleast 12 valid members of the E.C., shall have powers to reshuffle itself by way of dropping a maximum of five members (excepting the ex-officio members) and co-opting the same number of members into the committee as it considers suitable( by clear majority opinion) , on the grounds of persistent inactivity.

Election Procedure:
1. 2.

3. 4. 5. 6. 7.

An annual meeting will be organised on the 1st week of November during which three B.R.s shall be nominated per batch by the respective Batch Members. The names of the B.Rs are to be submitted to the Election Head by means of a Memo on that particular meeting. An Extension date might be provided by the E.H. on his/her personal discretion to a batch that fails to submit such a memo on the given date. In the same meeting the E.H. will announce a date for a meeting of the B.R.s where they will submit their candidature. The E.H will also announce his/her Election Commission. The date of the election will also be declared on the same date. The campaigning for the election must be completed one week prior to the election date. No election will be held except on the declared election date subject to discretion of the E.H. The results of the election will be declared one week prior to the FOUNDERS DAY of the institution.

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A meeting of the elected members shall take place in the week to follow under the supervision of the E.H. 9. The new committee shall be enacted on the FOUNDERD DAY in the presence of the P.I.C. 10. The E.C. will be dissolved every year after the annual cultural fest.
8.

Powers:
1.

Subject to the ultimate control and the authority of the general body of members assembled at a general meeting and prejudice to the general conferred by the foregoing rules the E.C. shall have the following powers

a. b. c.

d.

e. f. g. h. i. j. k. l. m. n. o.

p.

To make arrangements for holding an annual reunion through a proper reunion committee; To appoint sub-committees and panels from amongst members to advise on and implement specific matters; To make necessary arrangements for holding meetings of the general body of members of the association and to formulate the agenda of the quadrennial annual general meetings and special general body meetings; To convene meetings/seminars/conferences etc. On any specific or general subjects related to education in general and school education in particular(sex) and in any other issue deemed important; To take actions on the resolutions passed at general meetings; To manage the funds of the association; To prepare before the 31st July every year an annual report for the year under review, a statement of accounts for audit, and a budget estimate for the ensuing year; To incur and sanction and expenditure for the activities of the association; To pass the G.Ss report for presentation to the annual general meetings. To arrange for the audit of t5he accounts and present the audit report to the annual general meetings; To delegate to the president/vice-president/G.S./A.S/A.T. and/or any other officer(s) of the association powers for the conduct of its affairs as it may deem fit. To appoint,dismiss and take disciplinary measures against and grant leave to staff and fix there emoluments and to pay for any service rendered to the association; To refer any claim or demand by or against the association to arbitration and observe and perform the awards; To institute, conduct, defend, compound or abandon legal proceedings for or against the association as the case may be; To negotiate with the government of India or any state government or other local or foreign authorities or voluntary organizations for the fulfillment and/or advancement of the objects of the association and to enter into any arrangement with such governments or authorities as it may deem fit; To collect funds and to expend them in such manner that will contribute towards furtherance of the aims and objects of the association.

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To appoint auditor and bankers and to put the funds of the association into the associations account; provided that the name(s) of particular banks(s) shall be decided upon by a resolution passed at a meeting of the E.C; r. To authorize the Treasurer, the G.S or any one of the Joint Secretaries to operate the bank account under their joint signatures; s. To arrange for bye-election by special G.B to fill up any vacancy arising in the E.C; t. To allow relevant person(s) to attend meetings of the E.C and participate in the same as Special Invitee (without having voting rights); u. To call special General Meetings of the association at its discretion; v. To take any other action in furtherance of the aims and objects of the association, as may be deemed suitable, and to exercise all such powers and do all such acts and things as may be done by the association which are not hereby expressed by directed or required to be exercised or done by the association in a general body meeting; w. To reshuffle itself by the opinion of atleast 12 members of the E.C, by way of dropping and co-opting adequate replacements; at most five members of the existing committee (excepting the ex-officio members) on grounds of chronic inactivity or ineffectivity or malice.
q.

Duties of the P.I.C and office bearers of the association:

1) P.I.C: a) Shall preside over and conduct all General Body meetings of the Association; b) Shall preside over and conduct all Annual Reunion Celebrations. 2) President: a) Shall preside over and conduct all meetings of the E.C. b) Shall in the absence of the P.I.C. preside over all G.B meetings (including special G.B meetings) of the Association and the Reunion celebrations. 3) Vice-President: a) Shall assist the President in executing his duties all responsibilities, as required by the President, and shall act on his behalf in his absence, on proper delegation of authority by the President in writing. b) The available senior most Vice-President conduct the meetings of the E.C in the absence of the President.(Seniority to be counted by batch) 4) General Secretary: a) Shall convene and conduct ALL meeting of the association. b) Shall maintain the minute books of all meetings. c) Shall issue general circulars and notices. d) Shall receive all applications for the membership of the Association which shall be subsequently placed before the E.C and shall maintain a correct and up-to-date Register of the members of the Association as well as of all the ex-students once associated with the Institute. e) Sign, on behalf of the Association, all receipts for all sums received as subscriptions, etc; f) Shall have general supervision of accounts and shall sign and give pay order on all bills for payment. g) Transact all other business subject to the direction(s) of the E.C or the G.B. h) Shall initiate and help organize the annual reunion in particular; i) Shall be in charge of the Association office and shall, with the assistance of the Asst.Secretaries /Joint Secretaries conduct all correspondences; 5|Page

j) 5)

6)

7)

8)

Shall have powers to spend amounts upto Rs._______ on his own in emergency situations, which shall be ratified in the subsequent meeting of E.C. Joint Secretaries: a) Shall assist the G.S in executing his duties and responsibilities, as required by the G.S, and shall act on his behalf in his absence on proper delegation of power by the G.S in writing. Asst.Secretaries: a) Shall assist the joint secretaries/secretaries in executing their duties and responsibilities, as required by them and shall act on behalf of the Joint Secretaries and G.S in the absence of ALL of them. Treasurer: a) Shall collect and receive all sorts of subscriptions donations and deposits of money, and grant receipts thereof, and shall be responsible for the custody of the same; b) Shall maintain and keep a correct and upto date cash book and such other accounts as are necessary. c) Shall finalize in consultation with the G.S an Annual Statement of Accounts and Balance sheet and get that audited by the Duly appointed Auditor before 31st July every year and shall place the Annual Budget before the E.C and Annual General Meeting. d) Operate bank account jointly with the G.S or any of the joint Secretaries. e) Shall make payments of bills duly certified by the G.S or in his absence any of the Joint Secretaries/Asst.Secretaries. Assistant Treasurer: a) Shall assist the treasurer in executing his duties and responsibilities as required by the treasurer and shall act on his behalf on his absence except in banking transactions only upon proper delegation of authority by writing.

Meetings:
General Meetings: The Annual General Meeting of the Association shall be convened by the General Secretary, in consultation with the president of the Association, and the chairman of the Executive Committee and held ordinarily within two months of the holding the preceding Annual Reunion of the High-School, at such time and place as the E.C. may decide, to be chaired by the President of the Association, or in his absence, the senior most Vice-President at the meeting(seniority being determined in terms of the batch in the school) .

6.1.1 Notice: At least 21 clear days notice shall be sent to all members under certificate of posting and/or by inserting notification in leading daily and/or by hand specifying the date, time, venue and the agenda of the business to be transacted at that meeting.

6.1.2 Quorum: Fifty members or 20% of the total number of members, whichever is less, shall form the quorum of the A.G.M. If, within one hour of the scheduled time of the meeting, a quorum is not obtained, the meeting shall adjourned to the same day next week (unless otherwise determined by the E.C. meanwhile) at the same time and venue; no quorum being necessary at the adjourned meeting. 6|Page

6.1.3 Motions and amendments: Notice of motions and amendments to be brought by valid member(s) before the Annual General Meetings shall reach the General Secretary at least seven clear days before the date of the sad meeting.

6.1.4 Business to be transacted: The business to be transacted at the A.G.M. shall be a) to move condolence motions in honour of those who passed away during the year b) to receive, consider and confirm the proceedings of the previous A.G.M. and of previous special General Meetings, if any. c) to receive, consider and adopt the General Secretary s Annual Report of the year. d) to receive, consider and adopt the duly audited accounts of the past year. e) to pass the budget estimate(s) of the ensuing year. f) to invite names of a panel of at least ten ex-students(all of whom are valid members of the Alumni Association), of whom at least five must be from recent pass-outs, and all of whom make genuine voluntary promises and give definite concrete assurance of active help and cooperation, to form partially the Annual Reunion Committee of the High-School students(vide Reunion bye-laws). g) to consider resolutions brought forward by the Executive Committee, and by individual members of the Alumni Association, if any. h) to transact all such other business which, in terms of the Rules and the Bye-laws, might be transacted at the Annual General Meeting.

6.2 Special General Meeting: On a requisition made in the writing to the General Secretary by at least two hundred valid members or two thirds of the total valid membership strength, whichever is lower, the Executive Committee shall convene a Requisition General Meeting (RGM). The requisitionists shall write their full names legibly, and put their signature, and must state the object of the meeting proposed to be called. The General Secretary of the Association, in consultation with the Executive Committee, shall call within 30 clear days of the receipt of the requisition. In case of the G.S. fails to call the R.G.M. within the stipulated periods of the requisitionists may themselves convene the meeting shall be held within 60 days from the date of the requisition.

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6.3.1 Notice: Notice of the R.G.M. shall be sent to the members under certificate of the Posting, and/or by e-mail and/or notification in leading daily (dailies) and/or by hand at least 15 clear days before the date fixed for the meeting stating the date, time, venue and agenda of the meeting.

6.3.2 Quorum: Quorum of the A.G.M. shall be at least 75 valid members or 25% of the total member of valid members. If within one hour the time scheduled for meeting, quorum is not obtained, the meeting shall be dissolved.

Membership:
An application to the society for membership is governed by either of the following criterion:i) The Ex-student (hereinafter referred to as the Applicant) must have been registered with St. Pauls Mission School(hereinafter referred to as Institution) as a student for a minimum term of 2 (two) consecutive years applicable from Standard5.(Documentary proof to be submitted in self attested Xerox) ii) The Applicant has passed in the ICSE/ISC board examinations as a registered student with the Institution.(Self attested Xerox copy of relevant mark sheet /pass certificate to be submitted)

Terms of Membership:
i) Every member is requested to be present in atleast 3(three) of the annual meetings for the Society to perform smoothly, failing which they will be communicated (refined version of served notices ;-)) accordingly and correspondingly it will be presumed that he/she is not interested to continue his/her membership further.# Any member who wishes to rejoin in the activities of the Society will have to clear all his/her previous dues within a stipulated period as decided by the then existing Governing Body.# No extra charges/hidden charges will have to be paid for such purpose. The Governing Body in its discretion may grant a member waiver of payment for a period or session on the grounds of Special Considerations subject to his previous performance with the Society. It is mentioned here that a Special Consideration must not be considered a right by a member but only a discretion of the Governing Body and will not be of invariant nature.#
# Subject to discretion of the Governing Body.

ii)

iii)

Aims and objectives:

1) Welfare of the school and students 8|Page

a) Propose suggestion to the school in issues related to upgradation of amenities, provided to the students. b) Provision of free books by the members of the alumni association, that will help the students in their academics. c) Development and maintenance of a website for the school. d) Free career counselling by the various members with due permission from the school authority. e) Help the school by various means, in publicising. f) Arrange workshops on various cultural and academic fronts to bring out the dormant talent grafted within each Paularian against minimal/no charges. g)Arrange seminars on various social,environmental,educational and modern issues that can help in generating awareness among students,teachers,staff and guardians alike and help in upgradation of knowledge. h) Serve as a platform for everyone,the members and students to come forth and share their knowledge and views on various topics and to gain contacts with eminent people from their (desired) streams/fields for their personal/professional benefits and enhancement. 2) Social Service a) In association with some well established social welfare organisation, involve in (a few) social welfare and charitable programmes, every year and also help the school in all possible means in such programmes. b) Raise funds for the free education of under-privileged students. c) Set-up camps and awareness centers to meet up with various social/regional/national crisis. d) to be of service to humanity in all possible ways within the powers and capabilities/facilities of the Association.

3) Benefits for the members 1) Organise seminars for the junior members of the association to show scope for better career oportunities, by the well established and senior members.

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