Constitution AMEEN

8/8/2019 Constitution AMEEN

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Name of the Society: The name of the Society is Aligarh Movement to Educationally Empower the Nation

AMEEN

Constitution of AMEEN

Memorandum of Association of AMEEN Name of the Society: The name of the Society is Aligarh Movement toEducationally Empower the Nation (AMEEN), henceforth referred to as “theSociety” or “AMEEN”.Registered Office: The registered office of the Society is situated at…………………………………………. Aims and objects: AMEEN has set for itself the following aims and objects: 1. To directly help the needy members and sections of society, through charitableactions of the Society, as far as feasible. 2. To promote intra-community harmony, in order to build better interpersonalrelationships, through efficient networking and by promoting moderation. 3. To promote positive social norms on subjects like marriage, family life, child up-brining, woman’s emancipation, community health, etc. 4. To advance curriculum-based education, adult education, social education, andtechnical education.

5. To inculcate economic and business sense and to provide moral and material

support to business entrepreneurs. 6. To guide and prepare younger generations to constructively engage innetworking and interactive exchanges with other sections of the society whilehaving full confidence and ability to hold their own ground. 7. To increase - on every aspect of human life, the general awareness of allindividual members of the society, leading to higher levels of acculturation. 8. To strive for all round healthy development of individuals, as members of aCommunity.



9. To further promote a sense of nationalism, humanitarianism and internationalbrotherhood through the democratic processes, that is to say through the peacefulexercise of consensus. 10. To undertake any other charitable projects which are aimed at helping thehumanity or any section of it.

Governing Body: The names, addresses, occupations and designations of the present members ofthe Governing Body to whom the management of the Society is entrusted, asrequired under Section 2 of the Societies Registration Act 1860, are as follows: Sl. No. Name & address occupation Designation

Desirous Persons: We the undersigned are desirous of forming a Society named AMEEN under theSociety’s Registration Act, 1860, in pursuance of Memorandum of Association ofthe Society. Sl.No Name & Address Occupation

Signature

Rules and Regulations of AMEEN: 1. Name of the Society: The name of the Society is AMEEN, also herein referredto as “the Society”. 2. Membership:The membership of the Society is open to any person who has attained the age ofmaturity, and who fulfils the terms and conditions of the Society as applicable to thatparticular kind of membership, but subject to the approval of the Governing Body ofthe Society. 3. Patrons:Prominent citizens of the country, with appropriate inclination, will be co-opted aspatrons whose knowledge and expertise will be utilized by the Society for itsimproved functioning. 4. Subscription: The present structure of the fees will be as under. However thesubscriptions can be modified by the Governing Body of the Society. Admission Fee & Annual Subscription:

(i) General Members:



On payment of Rs. 50/- their names and addresses will be mentioned in the roll ofthe Society. They will be invited to General Body meetings for hearing the debateand deliberations.

(ii) Full Members:

The admission fee and the subscription shall be as under, unless otherwise revisedby the Governing Body of the Society. Such a member can vote for election ofmembers of Governing Body as also of office-bearers of the Society. (a) Admission fee: Rs.100/- at the time of admission. (b) Subscription: Rs.100/- a year.

(iii) Executive Members: Membership is open for anyone who is at least a Graduate, who is without

any criminal record and who is recommended by the majority view of existingmembers of the Governing Body of the Society. The admission fee and the

subscription shall be as under unless otherwise revised by the Governing Body ofthe Society. Such a member can stand for becoming a member of Governing Bodyof the Society or for holding an office under these rules. (a) Admission fee: Rs.1000/- at the time of admission (b) Subscription: Rs.200/- a year. Note: Voluntary donations from members/non-members will also be accepted. 5. Termination or Cessation of Membership: The Governing Body of the Society shall have the powers to extinguish/ terminatethe membership of the Society, on the following grounds: (a) On death of the member, (b) On submission of written resignation by the member, (c) If member is found to be involved in any anti-social activities, (d) If member is adjudged by any court of law to be a criminal offender, (e) If member is found guilty of, act, omission or propaganda which will have the

effect of defeating the Aims and Objects of the Society, (f) If member fails to pay the subscription of contribution for three months from the

date it becomes due and without any reason. (g) If member disregards Rules & Regulations or disobeys the decisions of the

Governing Body or of the General Body.

Note: The right to appeal against the decision of the Governing Body shall lie withthe General Body.

6. Re-admissions: Any member whose membership has been extinguished can be re-admitted by themajority vote of a General Body of members when the reasons as mentioned inRule 5 above, do not exist anymore. 7. Rights of Members:

i) Every full/ executive member shall have the right to participate and vote inthe proceedings of General Body. Every executive member will have additionalright of being elected to the Governing Body or any Committee or Office created by



or under these Rules. Other general members will however have the right toparticipate in the deliberations of the General Body.

ii) Every full/ executive member shall have the right to inspect the books ofaccounts during working hours by giving prior notice on payment of requisiteprescribed fee.

8. Bodies: There shall be a general body called, the General Body of the AMEEN societyconsisting of all members. There will be an elected executive authority of executivemembers, called, the Governing Body as per the rules framed herein.

9. Functions of General Body: (a) General Body meeting shall be generally held once every year. But special

General Body meetings can be held any time on the requisition of one-fourth oftotal members (executive and full and specially approved general member), orhalf or more, of the members of the Governing Body. The quorum of the

General Body meeting shall be 30% or 50 number (whichever is less) ofmembers (executive and full) of the General Body of the Society.

(b) Minimum 20 (twenty) days general notice shall be given to the members,before the date of General Body meetings, specifying date, time, place andissues in brief to be discussed. The notice will be deemed to have been givenfor the residents, when published in a local print publication. Besides, for thosemembers, who have registered their Mail IDs with the Society, E-mail noticesshall be sent at least 15 (fifteen) days in advance seeking their votes on specificissues included in the agenda for deliberation. (This will especially help theNonresident members to participate).

(c) The General Body will consider the following, besides any other matters, in itsmeetings.

i)The Annual Report and the Statement of Accounts. ii) The Program and Budget for the ensuing year. iii)Election of the Officials i.e. office-bearers, and Members of GoverningBody. iv) Passing of resolutions, to delegate (and by implication withdraw) powersto the Governing Body, as may be necessary to facilitate day-to-dayadministration of the work of the Society and implementation of its variousprograms. v) Amendment or alteration of the existing Rules and Regulations. vi) To amend or alter any of the existing Rules and Regulations, made by orunder this Constitution/ Memo of Association, for which votes of 3/4th of themembers(executive and full) present in such meeting shall be necessary, inaddition to observance of law of the land as may be applicable.

10. Notice and Quorum of the General Body:

The quorum for the General Body will be 30% or 50 (whichever is less), number ofmembers (executive and full) in meetings. Thereafter the participation of Non-present members will be through their received E-mails on any point of votingincluding on the election of each one of the office bearers and Governing Body

members etc.

11. Voting in General Body:



i) All proceedings of the General Body (executive and full) shall be on

specific, identified issues and same will be confirmed by show of hands where thereis unanimity by the members present at meeting and if there is no dissenting note inany E-mail received on the issue from any eligible voter, till the time of voting.

ii) If the members demand a poll on any issues, it shall be taken in the

subsequent meeting or in the same meeting in case the majority of all presentagree, and if E-mail registered members have been duly notified (15 days inadvance through E-mails). The votes of Non-present members received through E-mails on those issues, will be duly counted. The simple majority view shall prevailas the decision of the General Body.

iii) President or Vice President or General Secretary or Treasurer or anyother member of the Governing Body in that order shall act as presiding person,who will not vote, otherwise than for giving a casting vote. 12. Governing Body: (under Section 16 of the Societies Registration Act, 1860) (a) The strength of Governing Body comprising of Officials and G.B. Members shall

not be less than 8 and not more than 15, and the composition shall be as under: (i) President … One (ii)Vice-President … One (iii)General Secretary … One (iv)Treasurer … One (v) Other Members. … Four to Nine nos.

Note: Out of members at (v) above, one member will be earmarked, by theGoverning Body, for the following one year, to act as Reserve Official, who willbe the automatic reliever of General Secretary / Treasurer during theirtemporary absence/ sickness etc.

(b) Officials comprising of the four posts of President, Vice-President, GeneralSecretary and Treasurer, will be elected, from amongst the executive membersonly (as defined in aforementioned Para 4.iii) by all the members (executive andfull) of the General Body. The four to nine members of the Governing Body, asmentioned at Para 10(a)(v) above, will also be similarly elected, out of theexisting executive members (as defined in aforementioned Para 4.iii),

(c) The term of the four Officials so elected shall be two years and that of theGoverning Body Members it shall be six years. On the election/ re-election of the

Officials by the General Body, a new Governing Body will deem to have comeinto existence. Officials not re-elected to office shall however continue to be partof the Governing Body as Other Members [Para 12(a) (v).] and complete theirsix years term.

(d) Minimum of 7 days notice shall be required for every Governing Body meetingof the Society but special Governing Body meetings can be called by giving 24hours notice.

(e) Quorum of every Governing Body meeting shall be half of the total strength ofthe Governing Body participating in the meeting process, which will includedistant participation by means of Fax, e-mail, and tele- or video- conferencing,followed in confirmation by letter/e-mail/Fax, but it shall not be less than four

persons physically present.



(f) Governing Body meeting shall be organized once in two months regularly (or asand when the Governing Body of the Society may decide from time to time) inwhich members can participate by means of telecommunication also.

(g) Half or more of the members of the Governing Body can requisition the specialGoverning Body meeting.

(h) In case of contingency of the unforeseen, the post of President, Vice –President

and Reserve Official will be filled up by the majority view of the Governing Bodytill the convening of meeting of the General Body.

13. Rights and Duties of the Governing Body: i) The properties of the Society shall vest in the Governing Body which shall

conduct all the affairs of the Society, receive or remit money, issue receipts,discharge liabilities, acquire, hold and dispose of properties of the Society, inaccordance with the resolutions of the General Body.

ii) The Governing Body may authorize any member or members to execute

any deed or document for any purpose sanctioned by it. iii) Any vacancy arising in the Governing Body may be filled by co-option by

the Body from the list of executive members, till it is confirmed/ rejected bythe General Body.

iv) The Governing Body shall appoint the staff of the Society’s office, fix theirremunerations and can terminate their engagements with the Society withoutassigning any reasons.

v) The Governing Body may open different chapters at different places topursue the interests of the Society.

vi) The Governing Body will nominate office-holders of different Chapters till amethod of electing such office bearers is established, the result of whichelection will however have to be accepted by the Governing Body to havevalidity under this Memorandum.

vii) The Governing Body will interact and negotiate with the websiteadministrator of the Society, organize meetings and authorize expenditure bya majority vote.

viii) Members of this Body can transact their business through fax/internet/letterfor taking a decision.

14. Minutes Book:

The proceedings of the General Body and Governing Body shall be recorded in aMinutes Book. 15. Powers and Duties of Officials:

(i) President: (a) President shall preside over all the meetings of the Society. (b) At the time of voting on any matter/subject, if the total votes of the groups ofmembers happen to be equal in number, the President has the power to cast anextra vote to decide the matter/subject. (c) President will approve and authenticate any major expenditure and all non-routine expenditures (Limit of amount to be decided by Governing body) of the



Society which shall be first proposed by the General Secretary. He will alsoreview and scrutinize each and every expenditure incurred, by the Society. (d) President will approve all the programs and agendas of the Society whichwill ordinarily be prepared by the General Secretary (e) President shall have the power to allow inclusion of any matter/subject inagenda for the discussion in the course of proceeding/meeting. (f) President can sign all the papers/letters, on behalf of the Society, to conductits correspondence, which otherwise would normally be signed by the GeneralSecretary. (g) President will supervise the work of all the Officials and G.B. Members inmatters relating to the Society. (ii) Vice-President:

The Vice-President of the Society shall have all the powers of thePresident in his/her absence and will act as the active member of the GoverningBody and in case of need may hold in custody the bank papers like cheque

books, instruments etc.

(iii) General Secretary: He shall be responsible for the executive administration of the Society

subject to the control of the Governing Body and supervision of the President.His duties among other things shall be: - (a) To attend to the correspondence of the Society. (b) To convene and attend the meetings of the Governing Body and GeneralBody and duly record the proceedings of such meetings. (c) To prepare the Annual Report under the guidance of Governing Body andframe the programs and budget for ensuing year. (d) To ensure the implementation of the Resolutions passed by the GeneralBody and the decisions taken by Governing Body. (e) To act as the Executive Officer of the Society. He shall be the person tosue and be sued on behalf of the Society. He shall be custodian of all records(except the bank passbook, cheque books and FD instruments, eitherdocumentary or electronic, which shall remain in the custody of Treasurer orVice-President in case of exigency) (f)

He shall keep with him, Rs.1000/- as cash (or an amount as may beauthorized by the Governing Body) at all times, for making contingent

expenditure in consultation with vice-President, and on receipt of moneys to theSociety from any source, he shall direct the money to be deposited in anynationalized Bank through the Treasurer of the Society.

(iii) Treasurer:

(a) All funds of Society shall remain under the custody of Treasurer. (b) Treasurer shall make disbursement, in accordance with the direction of

Governing Body/ General Secretary-within-his-financial-powers/ President(through General Secretary)-within-his-financial-powers, as the case may be,and shall be responsible for receipt and payment of moneys. He shall be



responsible for maintaining proper accounts of the Society and shall superviseall work being done on the accounts.

(c) He shall also, prepare a statement of accounts and get them audited andpresent them before the Governing Body once every quarter, and before theGeneral Body once every year.

(d) He shall sign all bills and receipts on behalf of the Society. The payment

vouchers shall however be further countersigned by the General Secretary. (e) He shall intimate to the Governing Body, the names of any defaultingmembers who have not paid their subscriptions in time.

(f) He shall hold the bank documents. Bank account in a nationalized bank willbe opened in the name of three Officials of the Society in their officialcapacities under the seal of the Society and bank cheques will be operated jointly by any two of such officials.

16. Duties of Reserve Official: As the name suggests, this official will act as reserve person, to take over theduties of General Secretary/ Treasurer, during their temporary absence orsickness etc.

17. Financial Year: The official financial year of the Society will be from January 1st to31st December of the year. 18. Source of Income: The sources of income of the Society shall be: i) Membership Fee. ii) Donation and Charity from members / non-members. iii) Any other legitimate means as may be approved by a resolutionof the General Body. 19. Bank Account:

Money will be kept in a nationalized bank at Patna. Only a maximum ofRs.5000/-(five thousand) only cash may be kept by Treasurer in his treasury

chest, out of which a fund level of Rs. 1000/- will be maintained in the hands ofthe General Secretary for contingent expenditure to be incurred in consultationwith Vice-President. Bank cheques will however be operated jointly by twomembers, that is, (i) by General Secretary and Treasurer or (ii) by either one ofthe preceding two, and the President or Vice -President, in case of exigency.

20. Auditing of Accounts: Two of ‘other members’ of the Governing Body, will help the Treasurer to

prepare the quarterly report of accounts, before presenting the same to the

Governing Body, by going through the entire Accounts Books of the Society andboth will certify correctness on the quarterly report. Besides, any two electedmembers of the General Body, who will be other than the members of Governing



Body, will carry out detailed audit of the accounts of the Society every year, andcertify correctness. This internal audit will be in addition to the annual statutoryaudit as may be applicable under the law of the land, and will preferably becarried out and completed, before the commencement of the statutory audit. 21. Notice:

Notice will generally be issued through any local publication, 20 days priorto the date of the General Body meeting. This effort will be further supplementedby written communication/oral communication/e-mails as far as possible. 22. Amendment:

Amendment of the Constitution will be done by the General Body afterfully debating and thereafter, after passing Resolution by not less than 3/4th ofthe members (executive and full), present and voting, and as per the procedurelaid down under the law of the land.

23. Voluntary exit: Any member can voluntarily exit from primary membership ofSociety or from any Body or from any Office of the Society, on tender to thePresident, a letter of his willingness to do so, which shall be deemed effective butwithout prejudice to the rights of the Society to settle the accounts of the assetsand liabilities of the Society, in which such member is personally involved. Incase of the contingency, of resignation of President, he shall hand over suchletter to the Vice-President.

24. Chapters: The Society will have its Chapters and Sub-chapters in places where there

are willing persons to join the Society. The decision to create a Chapter and / orits Sub-chapter will be taken by the Governing Body. Chapters and Sub-chapterswill have specified areas under their coverage. The areas so earmarked, shall bedecided by the Governing Body. The Chapters and Sub-chapters will work underthe general guidance of the Governing Body for which separate rules andregulations may also be laid down by the Governing Body from time to time. EachChapter and Sub-chapter will have its own elected office bearers, such asPresident, Secretary, and Assistant Secretary, subject to ratification of theirelection by the Governing Body. In case of exigency, the Chapter

including/excluding its Sub-chapters can be superseded by the Governing Bodyand its work discharged directly by the Officers-bearers of the Society till newoffice bearers of the Chapter are elected. A Sub-chapter can similarly besuperseded by the Governing Body on the unanimous recommendation of theoffice bearers of the Chapter and its work assigned to the Chapter till Sub-chapteris reframed. A Sub-chapter will also have elected office bearers, such as aPresident, a Secretary, and an Assistant Secretary. 25. Application of the Act:

All the provisions under all the sections of the Societies Registration Act,

1860, as applicable to States of India, shall also be applicable to this Society. 26. Essential Certificate:



Certified that this is the correct copy of the Rules andRegulations of the Society as contained herein.

GENERAL SECRETARY TREASURER

VICE PRESIDENT PRESIDENT

Documents

Constitution AMEEN