TIT&S Old Student Association

RULES AND REGULATIONS
OF
TIT&S OLD STUDENTS ASSOCIATION (TITOSA)
Bhiwani-127021(Haryana-India)

1.0 INTRODUCTION:

TIT&S OLD STUDENTS ASSOCIATION (TITOSA) is being established to provide a vibrant forum that promotes interaction and net working among alumni of the The Technological Institute of Textile & Sciences, Bhiwani-127021 (Haryana-India).

2.0 Definitions:-

In these rules, unless the context otherwise requires:-

(i) The Association means, “TIT&S OLD STUDENTS ASSOCIATION(TITOSA), Bhiwani-127021 (Haryana-India).

(ii) President Means President of TIT&S OLD STUDENTS ASSOCIATION (TITOSA), Bhiwani-127021 (Haryana-India)

(iii) Secretary means the Secretary of the Governing Body of TIT&S OLD STUDENTS ASSOCIATION (TITOSA) Bhiwani-127021 (Haryana-India) who shall be Secretary of the Society also.

(iv) Member means a Member admitted as such under these rules.

(v) TIT&S means The Technological Institute of Textile & Sciences, Bhiwani-127021 (Haryana-India).

(vi) TITOSA means TIT&S old Students Association.

3.0 Name of the Society :

The name of the Society shall be “TIT&S Old Students Association (TITOSA).

4.0 LOCATION :

The registered office of the Association shall be located in the premises of The Technological Institute of Textiles & Sciences at Birla Colony, Bhiwani-127021 (HARYANA-INDIA)

5.0     AIMS AND OBJECTS OF THE SOCIETY :

5.1         To provide a vibrant forum that promotes interaction and networking of the Institute;

5.2         To develop sense of belonging among alumni towards their alma-mater and to foster the old and healthy traditions of the Institute;

5.3       To help alumni achieve their professional goals;

5.4 To foster linkages amongst the alumni and to promote personal and friendly relations through meetings and get-togethers among members of the Association;

5.5 To help the members in the hour of crisis-manually as well as financially;

5.6 To conduct seminars, conferences, work shops and meetings of professionals and faculty members for the purpose of promotion of technical knowledge and skill;

5.7 To represent and participate in similar seminars, conferences, workshops or meetings conducted by various other Engg./technical/management associations and establishments;

5.8 To seek recognition/representation in various forums of the State/Central governments, quasi government organizations, private and other autonomous bodies, with a view to contribute to the furtherance of the objectives of the Association;

5.9 To advise and interact with State/Central government bodies, universities, institutes, professional associations and research & development/ industrial/ manufacturers association as well as business/ commercial associations on matters relating to promotion of technical education and training, business management and other relevant fields;

5.10 To provide avenues for drawing upon the knowledge and experience of the alumni for furthering the cause of the Institute as a leading Centre of Excellence;

5.11 To patronize the students of the Institute in the matter of training and placement;

5.12 To facilitate and encourage alumni to contribute towards improvement in the status of the Institute in the areas pertaining to academic infrastructure, industry interactions and in any other area that the alumni and the Institute feel appropriate ;

5.13 To create and establish endowments to render assistance to students of the Institute through grants, scholarships and prizes or in any other area as deemed appropriate by the Association and the Institute;

5.14 To collect, publish and distribute such information as may be useful to members of the Association;

5.15 To raise or collect funds by subscriptions, contributions, donations, loans or by any other legal means for furtherance of the above objectives of the Association ;

5.16 To undertake all such activities as are incidental or conducive to attainment of the above Aim & Objectives.

6.0 MEMBERSHIP :

Membership of the Association shall be open to :-

6.1 Anyone who has acquired a Diploma or Undergraduate/Postgraduate Degree of BSc/B.Tech/M.Sc/M.Tech/MMS/MBA/Phd by enrolling as a student of the Institute.

6.2 In case the Director of the Institute is an alumnus of the Institute he shall be an Ex-Officio President of the Society and shall enjoy all the privileges of a member otherwise the Director will be an Honorary Member and the post of President shall be filled up through election.

6.3 Associate Members :

Any student who is studying in the TIT&S can become Associate Member of the Association .

6.4 Honorary Members :

Eminent persons having long association and dedicated services towards TIT&S may be admitted as Honorary members of the Association for a term as may be decided by the Governing Body of the Society

7.0 MEMBERSHIP SUBSCRIPTION, TENURE AND CANCELLATION:

7.1 Any person satisfying any clause of Article 6 will be eligible to be a member and shall become a member on the payment membership fees as prescribed in any kind as specified in clause 7.2.

7.2 There shall be the following three types of Membership Fees :

i) One time Life Membership fee of Rs.5000.00

ii) Annual Associate Membership fee of Rs.500.00 for students studying in the Institute till it reaches total amount of Rs.5000.00

iii) One-time Membership Fee of Rs.2000.00 for members of 65 years of age or more.

7.3 All the members shall notify their change of address to the Secretary of the Association within one month of such a change.

7.4 In case of Ex-Officio membership, the same shall terminate when the concerned member ceases to hold the specific office.

7.5 A member shall lose his/her membership on the following grounds and reasons and the Governing Body shall be empowered to terminate the membership by passing of a resolution to this effect :-

(i) On his/her death,

(ii) On his/her resigning from the membership of the Society.

(iii) He/she who becomes of unsound mind.

(iv) He/she has been declared insolvent.

(v) is convicted of a Criminal offence or on account of moral turpitude;

(vi) acts in such a manner, directly or indirectly, as to bring disrepute or in contravention of the Aims and Objectives of the Association.

(vii) willfully disregards the rules of the Associations or indulge in any act of misconduct ;

(viii) Provided that the member will be given an opportunity to represent his/her case before moving a resolution for termination of membership.

7.6 If any member fails to pay the membership fee for 12 months after the same has fallen due shall cease to be member of the Association and the Secretary shall remove the name of such a defaulter from the Register of the members.

7.7 Resignation from membership can be tendered to the President and it shall not take effect until it has been accepted by the Governing Body on behalf of the Society.

8.0 RIGHTS OF MEMBERS :

8.1 Each member is entitled to have a copy of the Memorandum of Association and Rules and Regulation of the Society and list of members of the Society.

8.2 The Register of Members, the Minutes Book and the Book of accounts of the Association shall be made available to the members for inspection, on written request, free of charge.

8.3 Each Member shall have right to vote in the Annual General Meeting in case voting is exercised in the meeting;

9.0 POWERS AND FUNCTIONS OF THE ASSOCIATION :

9.1 The Association shall have powers to enroll members, constitute committees, sub-committees and call for periodical meetings to achieve the objectives mentioned IN MEORNDUM OF ASSOCIATION.

9.2 Further, the Association may, organize sports, Games, get-togethers and social activities for the benefits of its members and their families.

9.3 The Association may also engage itself in such other activities in conformity with the rules and regulations given hereunder.

9.4 The Management of the Society shall be vested in a Governing Body which shall be consisting of not less 11 and more than 15 members including President of the Society and shall be constituted as follows :-

(a) The President of the Society will be ex-Officio Director of the Institute in case the Director is an alumnus of the Institute and he/she will be automatically Chairman of the Governing Body. In case the Director is not an alumnus of the Institute, the post of President shall be filled up through election.

(b) The member of the Executive Committee shall be elected by the eligible members of the General Body of the Society after the expiry of the term of 3 years by majority vote in General Meeting in the month of April or any convenient date to the Governing Body in consultation with the President.

(i) President (in case Director is not Ex-officio President)

(ii) Vice President

(iii) Secretary

(iv) Joint Secretary, and

(v) Treasurer

(d) In case of vacancy on any reason whatsoever the President may nominate any members to the Governing Body from the members of the society whose term shall expire along with the term of the remaining members of the Governing Body.=

9.5 The President (in case the Director of the Institute is not Ex-officio President), Vice-President, General Secretary, Treasurer and Joint Secretary can be removed by the General Body of the Society by passing a resolution with 3/4^th majority of the members present in the General Body Meeting called for this purpose.

9.6 Notwithstanding anything contained in these rules, the first Governing Body shall be composed as specified in the Memorandum of Association and shall function as such until the first annual General Meeting to be called in pursuance of these rules.

10.0 POWERS & FUNCTIOINS OF THE GOVERNING BODY :

10.1 The Governing Body will be responsible for running the affairs of the Association for fulfilling its Aims & Objectives stated in Article 5 above and other activities for the benefit of the Association.

10.2 The Governing Body shall have the powers to frame bye-laws consistent with the Aims & Objectives of the Association. Such provisional bye-laws shall be placed before the next General Body Meeting for ratification.

10.3 The Governing Body may appoint from time to time, such sub committees or special sub committees, partly from among its members and partly from among the members of the Association as may be required and shall prescribe the terms of reference, powers and privileges of such sub committees or special sub committees.

10.4 The Governing Body shall convene General Body Meeting of all the Members once in every year (hereinafter referred to as ‘Annual General Body Meeting(s)’.

10.5 Apart from the Annual General Meeting, the Governing Body may convene additional General Body Meeting, if necessary (hereinafter referred to as ‘Extra-ordinary General Body Meeting(s)’.

10.6 The Governing Body shall maintain or cause to maintain proper accounts for the financial transactions of the Association in such form as may be prescribed in consultation with the Association’s Auditor.

10.7 The Governing Body shall prepare and lay before the Association at its Annual General Body Meeting every year the annual report and an audited statement of accounts for the past financial year with the report of the Association’s Auditor thereon.

10.8 The Governing Body will be authorized to accept donations, gifts and bequests for the furtherance of the aims and objectives of the Association,

10.9 No member of the Society shall enter into any dealings on behalf of the Association, until and unless authorized by the Governing Body.

11.0 GOVERNING BODY’S MEETINGS :

11.1 The Governing Body shall meet as often as may be necessary, but not less than twice every year to transact the business of the Association.

11.2 The Governing Body shall meet as often as may be necessary, but not less than twice every year to transact the business of the Association.

11.3 At least ten days’ notice shall be given for a meeting of the Governing Body;

11.4 The meeting shall be convened by the Secretary designated for the purpose, in consultation with the President of the Institute. Any five members may require the Secretary to call a meeting of the Governing Body by requisition in writing, stating the objective for which they desire to call the meeting and thereupon the Secretary shall proceed to do so. In the event of the Secretary failing to convene such a meeting within thirty days after receipt of the requisition by him the members who requested for the meeting may themselves convene a meeting of the Governing Body on due notice;

11.5 The President shall chair such meetings. In the absence of the President, the Vice President shall chair, and in the absence of the President and the Vice President, the members present at the meeting shall elect one amongst themselves to chair the meeting;

11.6 The quorum for a Governing Body meeting shall be five out of which three shall be elected members. If there is no quorum in the meeting, the chair-person may decide on the place and time of the next meeting for which no quorum will be required;

11.7 No act or resolution of the Governing Body shall be deemed to be invalid for the reason that such act or resolution having been done or passed during any vacancy in the Governing Body.

11.8 All questions arising at any meeting of the Governing Body shall be decided by a simple majority of the members present and in case of equal votes the presiding member shall have a second or casting vote.

11.9 Any elected or co-opted member of the Governing Body absenting from three consecutive meetings without any prior intimation shall be deemed to have vacated the respective office.

12.0 GENERAL BODY MEETINGS :

12.1 The Annual General Body Meeting of all the members shall be held on or before 31^st October every year to transact the following business;-

(a) To consider the Annual Report and Audited Statement of Accounts;

(b) To appoint Auditors and to fix their remuneration, if any;

12.2 A Notice for convening an Annual General Body Meeting or an Extra Ordinary General Body Meeting shall be sent, together with the Agenda by the Secretary, to each member at least fifteen days before the date of the meeting.

12.3 Any accidental delay caused in transit, in respect of receipt of any meeting notice by one or more members shall not render the meeting to be void.

12.4 Apart from the Governing Body, at least fifteen members of the Association may also call for an Extra-ordinary General Body Meeting by submitting a requisition in writing to the Secretary stating the objective for which they desire to call the meeting and thereupon the Secretary shall proceed to do so, within thirty days after receipt of the requisition by him, after consultation with the Governing Body.

12.5 The notice of any motion to be proposed either at the Annual General Body Meeting or the Extra-ordinary General Body Meeting shall be sent to the Secretary in advance, so that it may be included in the Agenda of a subsequent meeting.

12.6 The President and, in his absence, the Vice President, shall chair such meetings. In the absence of both of them, those present shall elect one amongst themselves to chair.

12.7 The quorum shall be 15 members. In the event of there being no quorum at the time and place appointed for a General Meeting, the same may be held by those present to be adjourned at the same place to a time 15 minutes later on the same day. At such an adjourned meeting the business on the Agenda may thereafter be transacted, even if there is no quorum.

12.8 Except a special resolution involving amendment of any provision of the Memorandum of Association relating to its aims and objectives or the bye-laws, all resolution of any Annual General Body Meeting or Extra-ordinary General Body Meeting shall be decided by a simple majority of the members present and in case of equal votes the presiding member shall have a second or casting vote.

13.0 POWRES AND DUTIS OF THE SECRETARY :

13.1 The Secretary shall cause minutes to be duly entered in the books provided, in respect of :

(a) All appointments of officers and employees of the Association;

(b) The names of the members present at each meeting of the Governing Body and of any sub committee;

(d) All resolutions and proceedings of the General Body Meeting of the Association ;

13.2 Every such minutes of any meeting of the General Body or Governing Body or any sub committee will be approved by the chairperson of the meeting and subsequently confirmed in the next succeeding meeting of the corresponding body and shall be construed as prima facie evidence of the matters stated in such minutes.

13.3 The Secretary shall carry on all correspondence pertaining to Association and of the Governing Body in accordance with the bye-laws and the resolutions passed under these rules.

13.4 The Secretary shall be the custodian of the title deeds, records and other documents pertaining to the Association and shall be in charge of all movable and immovable properties belonging to the Association.

13.5 The Secretary shall prepare an Annual Report on the activities of the Association and place it before the Governing Body for its approval.

13.6 The Secretary shall, with the assistance of the Treasurer, prepare a Budget of the probable receipts and expenditures for the next year and place the same preferably in the first Governing Body Meeting. Such budget shall continue in force unless and otherwise modified by the Governing Body.

13.7 The Secretary shall have power to accept resignation from the members of the staff and to direct their relief from duty, subject to any regulations made in this behalf by the Executive Committee.

13.8 The Secretary shall maintain and submit to the Registrar of Societies all such records, annual or other statements, as specified in the Societies Registration Act, 1860.

14.0 POWERS AND DUTIES OF THE TREASURER :

14.1 The Treasurer shall be responsible for maintaining proper accounts and for discharge of such duties as may from time to time be entrusted to him by the Governing Body.

14.2 The Treasurer shall receive all money on behalf of the Governing Body and deposit the same in the name of the Association in the Bank or in any institution approved by the Governing Body.

14.3 The Treasurer, jointly with the Secretary or one of the Office Bearers, as decided by the Governing Body, shall have power to draw money from the Bank or Institution, as the case may be, and disburse money to the person concerned according to the resolutions or the bye-laws.

14.4 The Treasurer shall prepare a list of receipts and payments made during each month and submit an abstract of the same to the Secretary at the end of each quarter.

14.5. The Treasurer shall prepare the annual accounts of the Association, have them audited by the Auditor duly appointed by the General Body and submit it for approval of the General Body.

15.0 PROCEDURE FOR ELECTION-VOTING AND OTHER PROCEDURES :

15.1 All Office Bearers and other members of the Governing Body shall be elected through ballot box by personal casting of votes by the members of the Association. No voting by proxy shall be permitted.

15.2 All others matters at any General Body Meeting shall be determined by show of hands or, if challenged, by a division, and no voting by proxy shall be permitted.

15.3 In case of equality of votes, both in respect of Clause 11.1 and 11.2 above, the Chairperson of the meeting shall have a casting vote in addition to his own vote.

15.4 An Election Committee consisting of one Returning Officer and two members of the Association shall be constituted by the Election Committee on a date not less than three months before the expiry of the term of the concerned office/committee.

15.5 The Election Committee shall frame a Schedule indicating the last dates for receipt and withdrawal of nominations and date of election (if necessary).

15.6 The Election Committee shall scrutinize the nominations received and inform the concerned candidates of the acceptance or otherwise of the nominations.

15.7 The Returning Officer shall be responsible for receiving nominations, conducting the elections, counting of votes and announcement of results.

16.0 AMENDMENTS TO MEMORANDUM OF ASSOCIATION & BYE LAWS:

16.1 The General Body assembled in any annual or extra-ordinary meeting may, by special resolution, amend the provisions of the Memorandum of Association relating to its aims and objectives or the bye laws for the purposes mentioned below :-

(a) To carry on the administration of the Association more economically and efficiently : or

(b) To attain the aims and objectives by new or improved means.

16.2 The special resolution shall be deemed to have been passed when not less than two thirds of the members present and entitled to vote in the meeting approve the resolution.

16.3 An amendment to the Memorandum or to the bye laws shall take effect from the date of passing of such special resolution unless otherwise expressly provided for in such resolution.

16.4 Any proposal of amendment shall be circulated along with the notice convening the meeting for the purpose.

17.0 GENERAL :

17.0 The Association will have perpetual succession.

17.1 The Association may sue or be sued in its name and shall be represented by the Secretary.

17.2 All documents by and in favour of the Association and all entries in the Govt and other public registers in respect of the lands and buildings of the Association, payment of taxes, rates, charges, etc. to Govt. and other authorities shall be made by the Secretary only in the name of the Association

17.3 The financial year of the Association shall be from Ist April to 31^st March of succeeding year.

18.0 MEMBERS NOT TO RECEIVE PROFITS :

The funds and the properties of the Association, however, derived, shall be applied solely towards the promotion of the objectives of the Association and no portion thereof shall be paid/ transferred/distributed directly or indirectly whether by share or profit to the members of the Association. However, nothing herein contained shall prevent any payment made in good faith towards reasonable remuneration or reimbursement of travelling and other expenses incurred by any member of the Executive Committee or employee of the Association for the purpose and business of the Association

19.0 SAVING CLAUSE :

In respect of the matters not specially provided for in these bye-laws, the provisions of the Societies Registration Act, 1860 will apply.