memorandam

memorandam

BYE-LAWS OF THE SOCIETY

  1. The following are the bye-laws of the Society for the administration of the Society.
  2. DEFINITIONS: Unless the context requires it otherwise, the following words shall mean the respective meanings assigned against each of them.
    1. Society means “KAMMA VAARI SEVA SAMITHI – GREATER VIJAYAWADA”
    2. “Greater Vijayawada” means the Urban & Rural Vijayawada.
    3. “Society” means the Executive Committee of KAMMA VAARI SEVA SAMITHI-GREATER VIJAYAWADA.
    4. “Office” means the Administrative Office of the KAMMA VAARI SEVA SAMITHI-GREATER VIJAYAWADA.
    5. “Member” means the member of the KAMMA VAARI SEVA SAMITHI-GREATER VIJAYAWADA.
    6. and shall always include the patrons if any.
    7. “General Body” means the General body of members of the Society.
    8. “Year” means the financial year of the Society.
    9. “Officer” means the office bearer of the Executive Committee.
  3. FORCE OF THE BYE-LAWS: The bye-laws of the Society are for adherence by every member, office bearer or other dealing with the Society in any manner.
  4. CORPUS FUND: The society shall have a Corpus Fund created out of the contributions received from members or from donations received from others.
  5. MEMBERSHIP:
    1. Membership of the Society is only by invitation of those, who in the opinion on the committee have sustainable interest in Service in general and helping in particular.
    2. Consisting of those who pay a minimum of Rs.5,000/- (Rupees Five thousand only) or other such sum as determined from time to time by the committee, towards Corpus Fund of the Society.
  6. TERMINATION OF MEMBERSHIP:
    1. The membership of the Society terminates in the following circumstances:
      1. by death or insolvency
      2. on resignation of a member
      3. On failure to pay the annual subscription within the stipulated time in case of members obliged to pay the same.
      4. On a declaration by the General Body of the Society expressly specifying so.
    2. Power of the committee to recommend for termination: Where any acts, commissions or omissions on the part of any member of the Executive Committee, the Committee shall after affording an opportunity of explanation to the concerned member frame the charges against the concerned member and recommend the action to be taken to the General Body of the Society in case the explanation furnished by the such member is not found to be satisfactory. The membership of the member concerned shall stand suspended till the consideration of the recommendation by the General Body. The Committee shall inform the concerned member of the outcome of it’s consideration of his explanation within seven days from the date of the meeting at which the explanation was considered.
    3. Convening the General Body Meeting: Upon framing the charge and determining the recommendation in regard to the punishment to be meted out, the executive committee shall cause to be convened the General Body meeting of the Society within SIXTY DAYS from the date of recommendation and place the same before the General Body for its consideration and eventual disposal in the manner thought fit by it.
    4. Upon receiving the recommendation of the Executive Committee the General Body of the Society shall consider the same and determine the manner in which such recommendation is to be treated. The decision of the General Body is final in the matter and call for no further consideration.
  7. EXECUTIVE COMMITTEE:
    1. The management of the Committee shall vest in the Executive Committee elected from among all members of the Society, excepting Honorary Members.
    2. The duration of the Executive committee shall be TWO YEARS from the date of election, provided the duration of the first Executive Committee may be less than the period of two years prescribed herein.
    3. Executive Committee shall consist of the following Honorary Offices:
    4. 1. President – one member, 2. Vice-Presidents – one member,
      3. Secretary – one member, 4. Joint Secretaries – two members,
      5. Treasurer – one member, 6. Executive Members – five, Total Members – 11.
  8. COMMITTEE:

    9. After the first Committee the future Committee shall consist of not more than 25 members. It can be increased by the amendment of these bye-laws.
  9. The responsibilities of the Officers of the Committee include the following in addition to the duty of achieving the objects of the Society in most desirable manner:
    1. PRESIDENT :
      1. To preside over the meetings of the committee and organize the affairs of the Society in such manner promoting goodwill and friendship among all members of the society.
      2. To Co-ordinate the activities of various officers and staff or others in service of the Society.
      3. To implement the decisions and resolutions of the Committee and that of the General Body of the Society.
    2. VICE-PRESIDENT:
      1. To resume the responsibilities of the office of the President of the Society in the absence of the President.
      2. To share the responsibilities of the office of the President in consultation with the President of the Society.
      3. To assume such duties and responsibilities as directed by the Committee from time to time.
    3. SECRETARY:
      1. To function as the Executive Officer of the Society and manage the affairs of the Society.
      2. To ensure the implementation of all the resolutions and decisions of the committee and of the General Body of the Society.
      3. To convene the meetings of members and General Body and to record the minutes of such meetings.
      4. To ensure issuance of notices of meetings to the concerned and arrange for delivery of the same at the usual address as registered with the Society.
      5. To liaison with others in the matter of affairs of the Society.
      6. To sue and be sued in the name of the Society.
      7. To perform such other functions as advised from time to time by the Committee.
    4. JOINT SECRETARIES:
      1. To resume the responsibilities of the office of the Secretary of the Society in the absence of Secretary.
      2. To share the responsibilities of the office of the Secretary in consultation with the Secretary of the Society.
      3. To assume such duties and responsibilities as directed by the Committee from time to time.
    5. TREASURER:
      1. To be in-charge of the funds of the Society and manage the funds of the Society to the best advantage of the Society as directed by the Committee from time to time.
      2. To ensure the maintenance of proper books of account of the Society and other such statements as required by the Committee.
  10. ELECTIONS TO EXECUTIVE COMMITTEE:
    1. Excepting the First Executive Committee, the members to the committee shall be elected from members other than honorary members at the General Body meeting of the Society and the tenure of such elected body shall be TWO YEARS.
    2. Any member who is not in arrears to the Society and has one year standing as a member in the category he is in-eligible to become a member of the Executive Committee.
    3. The Committee in office shall appoint at least 30 days prior to the date of election of Presiding Officer from the members of the Society to conduct the elections.
    4. The Presiding Officer shall call for the nominations to various offices of the Committee and specify dates for dealing with the nominations in the manner required for the election.
    5. Upon completion of the election, the Presiding Officer shall declare the results of the election and such declaration itself constitutes the new Executive Committee.
  11. VACANCY IN OFFICE:
    1. In case of a vacancy in the Committee for any reason the rest of the members of the committee may co-opt by simple majority any member of the society who is otherwise eligible to become a member of the committee.
    2. Consequent upon such co-option necessary adjustments in the offices of the may be made by the President.
  12. VOTING:
    1. At any meeting of the Society each member eligible to vote at the meeting shall have ONE VOTE.
    2. Every member of the Society, excepting an Honorary Member who is not in arrears to the society is eligible to vote at meetings of the Society.
    3. The mode of voting shall be determined by the Chairman of the meeting at any meeting where a voting is on the agenda.
    4. In case of a tie the Chairman of the meeting shall have, in addition to his vote as a member of the Society, one casting vote.
    5. Where 20% or more of the members present at any meeting of the Society demand a secret ballot the voting shall be carried out on such basis only.
  13. MEETINGS:
    1. Executive Committee Meetings: The Committee shall ordinarily meet once in every two months.
    2. The agenda of the Committee meeting shall include among the other things and the following:
      1. Approval of minutes of previous meeting.
      2. Review of financial position of the Society.
      3. Follow-up action taken in relation to the decisions or resolutions taken at the earlier meetings until fulfillment.
    3. The Committee may meet specially for any other purpose at any time for consideration of issues relevant to the Society.
    4. There shall be a general body meeting of the Society on or before 30th November of every year.
    5. The agenda for the General Body meeting shall include among other things, the following:
      1. Ratification of minutes of earlier Annual General Body meeting.
      2. Appointment and fixation of remuneration of Auditors.
      3. Follow-up action taken in relation to the decisions and resolutions of the earlier General Body meeting.
      4. To pass the Budget for the ensuing year and approve the financial statements submitted at the meeting.
      5. To approve the report of the activities of the society.
      6. To make arrangements for the elections whenever necessary.
      7. The General Body of the Society may meet at any other time for consideration of any other matter.
    1. Any Twenty five members or 20% of the members, whichever figure is higher of the Society who are eligible to vote at the General Body meeting may call for convening the General Body of the meeting, provided a notice containing such requisition along with the draft resolutions to be placed at such meeting and the explanatory notes to such resolutions is give to the office of the Society.
    2. There upon the committee shall cause the General body meeting to be convened at least within a period of 45 days from date of the receipt of the notice of the meeting.
    3. Where the committee fails to convene a meeting the members requisitioning the meeting may proceed to convene the meeting within the next 15 days by serving a notice of at least SEVEN DAYS to all the members eligible to vote at the meeting.
  15. RESOLUTION BY MEMBERS:
    1. Any TEN members or more of the Society who are eligible to vote at the General Body meeting may move any resolution provided a notice of such resolution along with draft resolution and an explanatory notes is given at least TEN days prior to the date of meeting is given to the office of the Society under an acknowledgement.
    2. There upon the President of the Society shall place the matter before the General Body for its consideration and eventual disposal in the manner thought fit.
  16. NOTICE OF MEETINGS:
    1. Executive Committee: Notice of the Committee meeting shall be sent to the members thereof at least SEVEN days before the date of meeting.
    2. General Body Meeting: Notice of the General Body of the Society shall be sent to all members of the Society at least 14 days before the date of the meeting.
    3. All notices are deemed to have been properly served if such notices are sent by ordinary post to the address of the members registered with the Society.
    4. In case of an emergency the committee may meet at a short notice of Three days only.
    5. Accidental omission of failure to serve the notice on any member without any mala-fide intentions and for genuine reasons shall not in any way vitiate the proceedings of the meeting.
  17. QUORUM:
    1. The minimum number of members to be present to carry on the business of the meeting is as under:
      1. Executive Committee: One Third of the members of the Committee.
      2. General Body Meeting: Half of the Members eligible to vote at the meeting.
    2. Where the quorum is not present even after THIRTY minutes from the time the meeting is scheduled to commence, such meeting shall stand adjourned to the SEVENTH day from such date where the quorum is not present.
  18. ACCOUNTS AND AUDIT:
    1. The Accounting Year of the Society shall be the financial year commencing from First Day of April and closing with 31st day of the following March.
    2. The books of accounts shall be closed on the close affairs on every 31st day of March and the following statements along with schedules shall be caused from such books of accounts and other records maintained.
      1. Receipts and payments account;
      2. Income and Expenditure account;
      3. Statement of affairs as on that date;
      4. Schedule of investments
      5. List of members who are in arrears to the Society.
    3. The books of account and other records of the Society shall be audited by a Chartered Accountant and a report of the Auditor shall be obtained by the Society.
  19. SUSPENSION OF ANY BYE-LAWS: The General Body of the Society may for such reasons to be recorded suspend one or more provisions of these bye-laws for such periods in the interest of the welfare of the Society.
  20. BANK ACCOUNT: One or more Bank accounts may be opened in the name of the Society in one or more commercial banks and such accounts shall be operated jointly by the Treasurer of the Society along with either the President or Secretary of the Society.
  21. BORROWINGS: Borrowings may be made by the Society for the purpose of short term requirements in order to achieve the objects of the Society. All such borrowings shall be made only by the President and Secretary of the Society JOINTLY after obtaining the approval of the Executive Committee.
  22. USAGE OF FUNDS: The funds of the Society shall be utilized only for the purpose of achieving the objects of the Society and no part of the funds shall directly or indirectly be transferred or paid to any member of the Society at any time.
  23. AMENDMENTS:
    1. Any amendments to the Bye-laws may be made in the following manner:
      1. The proposed amendments are to be presented along with the draft resolutions and the explanatory notes at a General Body meeting of the Society specially convened for the purpose for consideration of the same; and
      2. At the second General Body meeting of the Society to be convened after 30 days from the first meeting, such proposals shall be put to voting and the proposals which are cleared by the General Body with at least TWO THIRDS majority shall be deemed to have been approved.
  24. WINDING-UP:
    1. The dissolution of the Society for any reasons can be brought into operation only when such a proposal is approved by at least THREE FIFTHS of the members present at a General Body meeting of the Society convened specially to consider the issue.
    2. Upon dissolution of the Society, the surplus if any after satisfying all debts and liabilities of the Society SHALL NOT be distributed among the members of the Society and the same shall be passed on to another institution, Society or other organization whose objects include charitable services to the society or to any particular class of society with similar objects with the ascent of THREE FIFTHS of the General Body of the Society.
  25. Disputes: In case of any dispute arising between a member and a member and a member and a committee and a member and general body and the committee and general body and the same should be referred to a single arbitrator who shall adjudicate under the provision of the Arbitration and conciliation Act 1996.