MEMBERSHIP: ADMISSION

 1.(a)The signatories to this Memorandum of Association shall be the members of the Association. (b) The Executive Committee (EC) of the Association may admit to membership any CSIR Pensioner of any caste, creed or sex who agrees in writing to be bound by the Memorandum of Association and the Regulations of the Association and who in the opinion of the EC will be interested in advancement of the objectives of the Association.

Admission of members is the sole and absolute prerogative of the EC and EC may refuse to admit any person as a member without assigning any reason thereof.

2. There will be two types of Members:

(a) Life Member:   who would pay the lumpsum amount as a subscription fee as prescribed by the EC from time to time should be admitted to life membership (b) Associate Member: any family pensioner may be admitted as an Associate member on payment of a prescribed subscription as might be fixed by the EC from time to time for this category of membership.

3. Cessation of Membership:

Any members shall cease to be a member –  (a)  on his resignation from membership in writing addressed to the Secretary. (b) on his conviction of any offense in connection with the formation, promotion, management or conduct of affairs of the Association or a body corporate or of any offense involving moral turpitude.

4. Register of Members:

The Association shall maintain a Register of Members containing the names, addresses and their occupation, date of admission and date of cessation. The Register will be kept open for inspection of the members of the Association on requisition. All entries required to be made therein shall be entered within a period 15 days.

5. Rights and obligations of Members:  

(a) Any member of the Association has the right to elect and to be elected in any election of the Association, (b) to submit suggestions for discussion to the Managing Committee and sub-committee on any matter, (c) to inspect the accounts and the proceedings of the meetings of the Association on appointment with the Secretary, (d) members shall have one vote each.

6. Expulsion of Members:

If it is found that any action of a member is detrimental to the interest of the Association and is in violation of its rules and regulations, the person may be censured, suspended, or expelled from the membership by GB on recommendation of the EC. Under such circumstances, the EC shall first serve the concerned member a show-cause notice describing the charges framed and ask him/her to submit his statement of defense within a month. On receipt of the explanation, the EC shall recommend a suitable action against the concerned member to the GB, if warranted. If no reply to the show-cause notice is received within a month, the GB may take an ex-parte decision.

EXECUTIVE COMMITTEE:

1. Composition and Election:The General Body shall elect an Executive Committee (EC) consisting of an odd-number of members with a maximum of fifteen persons. The EC shall select/elect its office bearers in its first joint meeting with the outgoing EC. The office bearers of the Executive Committee shall consist of the President, Co-President, Vice President, Secretary, Joint Secretary, and Treasurer. The incoming Executive Committee shall discharge the activities of the Association for a tenure of three (3) years from the date of election.

2. Termination of Membership from EC:A member of the Executive Committee shall cease to be member of the EC, if (a) he resigns by writing a letter addressed to the Secretary, (b) he remains absent from three consecutive meetings of the EC without any information to the committee or without any reasonable ground, (c) he is convicted of any offence in connection with the formation, promotion, management or conduct of the affairs of the Association, or of a body corporate, or of any offence involving moral turpitude.

3. Meeting:(a) A meeting of the EC shall be held at least once in two months at such place, date and time as the President, Co-President or the Secretary may determine. (b) Any 8 members of the EC (or a simple majority in case of fewer than 15 members in the EC) may requisition the General Meeting of the EC and the Secretary shall summon the same within seven days, and failing which the President, Co-President or the requisitionist may do so provided no business other than specified in the notice shall be transacted at such meeting

4. Notice and Quorum:Seven days’ notice of the meeting specifying the place, time and the general nature of work and business to be transacted shall be given to every member of the Executive Committee. An emergency meeting may be called on 24 hours’ notice. The presence of eight members (or a simple majority in case of less than 15 members in the EC) in the meeting shall constitute a quorum and if a quorum is not fulfilled within thirty minutes of the specified time the President of the meeting shall adjourn the meeting.

5. Procedure of the Meeting:The President/Co-President or in their absence either of the two Vice Presidents shall preside over all the meetings of the EC and in their absence members present shall elect a President for the meeting. All the decisions should be taken based on the majority vote. The President elected for the meeting shall have a second or casting vote in addition to his own vote in the case of a tie.

6. Power and Duties of the Executive Committee:The Executive Committee shall have general power of supervision and conduct over all the affairs of the Association, and in particular shall discharge the following duties:

(a) to appoint a sub-committee with such power and duties as may be considered necessary or expedient, (b) to accept donations, gift, subscriptions, movable or immovable property for the purpose of the Association, (c) to sell, lease, mortgage or otherwise dispose of and deal with all or any part of the property of the Association as deemed necessary or expedient for the purpose of the Association; (d) to keep proper accounts of the Association and to open a Bank account in the name of the Association in one or more banks; (e) to co-opt additional members to the extent of a maximum of seventeen members in the Executive Committee, if necessary. (f) to appoint a person or persons on payment to assist the Secretary/ Treasurer in the maintenance of accounts etc. (g) to conduct any other business not specified herein for the attainment of the object of the Association provided such business is not repugnant to such object.

7. Safe Custody of Funds:(a) The Executive Committee of the Association shall be responsible for the safe custody of the funds and assets of the Association. (b) Funds of the Association shall be kept in any nationalized bank and be invested in Govt securities specified under section 20 of the Indian Trust Act 1882.

8. Books of Accounts & Inspection of: The books of account and other statutory books shall be kept at the registered office and shall be open to inspection of the members of the Executive Committee during usual office hours, and the same shall be open to inspection of the members at such time and place as the Executive Committee directs on a written request made by any member.

Accounting Year: The accounting year of the Association shall be according to official financial year i.e. 1st day of April each year to 31st day of March next year.

GENERAL MEETING:

ANNUAL GENERAL MEETING- AGENDA, NOTICE & QUORUM:

1. i) The Secretary shall call the Annual General Meeting within six (6) months from the end of the last financial year by giving at least 14 days’ notice to all the members The election shall be held on the day of the AGM once in 3 years. The notice shall contain the place, date, day, and time of the meeting. ii)  The business to be transacted at the Annual General Meeting shall be:
   a) to confirm the minutes of the last Annual General Meeting and of a special general meeting if any,
   b) to adopt with or without modification the report of the working of the Association for the previous year,
   c) to pass audited accounts for the said year,
   d) to appoint qualified Auditor or Auditors, and fix remuneration,
   e) to transact such business as may be fixed by the Executive Committee,
   f) to transact such business as may be brought forward by giving 14 days’ notice from any member,
   g) to conduct a General election to be held every third year and elect an Executive Committee.

MID-TERM GENERAL BODY MEETING

The executive committee may decide to convene a Mid-term GB meeting within Six (6) months of the Annual General Body meeting to review the activities of the Association along with an unaudited statement of accounts. iii) Quorum: One-fourth of the total members of the Association shall form the quorum in the AGM. The scheduled meeting may be adjourned by the President for 30 mins for lack of required quorum. The adjourned meeting may be held without any quorum.

SPECIAL GENERAL BODY MEETING:

A Special General Body Meeting may be convened by the Executive Committee at any time in view of urgency of the matter. At least 7 days’ notice shall be given for the special General Body Meeting. Members may request the Executive Committee for a Special General Body Meeting by placing a requisition signed by one-fourth of the total members. In such case, the EC shall convene a special General Meeting within a month from the receipt of such notice. In default by the EC, the requisitions shall hold such a meeting provided no business other than those specified in the notice shall be transacted.

Extra-ordinary General Meeting:

The EC may direct to convene an Extra-ordinary General Meeting for consideration of addition, alteration or amendment of the regulations of the Association, seven days’ notice along with the proposed draft of change shall be sent to members before the meeting. The resolution for change, amendment etc. of the Regulations should be carried out if accepted by the three fourth of the members present at the meeting.

Manner and method of voting:
The President of the meeting shall decide the manner and method of voting at the outset of the meeting.

DUTIES OF OFFICE BEARERS:

 (i) President/Co-President: He shall
(a) overall meetings of the Association, and
(b) take all disciplinary actions such as removal, dismissal etc. in consultation with the Executive Committee;
(c) advice the Secretary in any matter requiring urgent attention;
(d) call emergent meetings.

(ii) Vice President: In the absence of the President/Co-President, the Vice-President shall perform all the duties of the President.

 (iii) Secretary: He shall  

a) convene all meetings of the Association,
b) maintain minute books of all meetings;  
c) issue general circulars and notices;
d) receive all applications for membership which shall be placed before the EC;  e) sign on behalf of the Association all receipts for all sums received as subscription etc. in the absence Treasurer;
f) sign and give pay order on all bills for payment;
g) ensure compliance with statutory requirements;
h) transact all other business subject to the direction of the EC
i) get the accounts of the Association audited by Chartered Accountant/Qualified Accountant

(iv)Treasurer: He shall
a) collect and receive all sorts of subscriptions, donations, and deposit of money and grant receipts thereof;
b) maintain and keep cash book and such other accounts as are necessary;
c) operate bank account jointly either with the Secretary and/or the President;
d) prepare the budget in consultation with the Secretary for consideration of the EC

(v)Joint Secretary:
in the absence of the Secretary, the Joint Secretary shall perform the duties of the
Secretary as assigned by the Executive Committee. In case the post of Secretary falls
vacant, the Joint Secretary shall automatically be designated as the Secretary.

AUDIT OF ACCOUNTS:

The Association shall have its accounts audited once by a Chartered Accountant / qualified Accountant, such auditor shall be appointed in the Annual General Meeting and his remuneration shall also be fixed in that meeting. The report of the Auditor shall be filed with the Registrar of Societies, West Bengal along with other returns as required under the provisions of Section 17 of the Act.

SUIT & LEGAL PROCEEDING:

All suits and legal proceedings by or against the Association shall be in the name of the Secretary or by such person as shall be appointed by the EC for the occasion.

ALTERATION OF RULES AND REGULATION:

The Memorandum and regulations may be altered, modified, rescinded, or added to by special resolutions passed by the members in a General Body Meeting called for the purpose by a
hree-fourth majority of the members present at such meeting.

DISSOLUTION OF THE ASSOCIATION:

Subject to the provisions of Sections 24 & 27 of the West Bengal Societies Registration Act, 1961 or any statutory modification thereof, the Association may be dissolved by a resolution to that effect passed by three-fourths of the members of the Association present at a General Meeting. The said meeting shall also decide the manner of disbursement of the fund and assets of the Association, if any, after dissolution