1.      NAME OF THE SAMITHY: 

 “SRI MAHARUDRA JAPA SAMITHY” (SMART)

2. ADDRESS OF THE REGISTERED OFFICE OF THE SAMITHY:     

47, KRIPA SHANKARI STREET, WEST MAMBALAM,

CHENNAI – 600 033.

2a. OFFICE BEARERS:

3. DATE OF FORMATION:    26.12.2010

4.      JURISDICTION OF THE REGISTRAR:                                    

DISTRICT REGISTRAR,

CHENNAI CENTRAL,

CHENNAI – 600 014.

5.  WORKING HOURS :  10.00 AM  TO    5.00 PM    (Except Holidays and Fridays)

6. A. OBJECTS:

a. To bring persons who have faith in Hindu Religion, Philosophy and Culture into contact with one another with a view to establish relations of friendship and goodwill towards one another so that they can have exchange of thoughts and views.

b. To educate the public on Religious and Spiritual knowledge and Devotion to God and promote the spirit of Brotherhood.

c. To inculcate pious and Religious Life and Devotion in god, Hindu Dharma and Sampradhaya and spirit especially in children and the younger generation brotherly love and with that aim in view to conduct classes and discourses.

d. To work for the advancement of Arts, Culture and studies of ancient Sanskrit and allied text, covering theological and metaphysical subject of every description.

e. The Samithy shall function in the public interest and engages itself in activities:-

i. To conduct Maharudra Japams for the Global Peace and prosperity (Loka Kshemam)

ii. To arrange and conduct of Athi Rudrams whenever /wherever possible.

iii. To hold Maharudra Japams in ancient temples, holy/religious centres.

iv. To foster a spirit of mutual help and goodwill among members, thereby, promoting Communal Harmony and National Integration.  To promote/build and maintain the universal brotherhood among all communities and extend a helping hand to all sections of people who are in dire need.

v. To establish a cultural centre for providing spiritual and educational facilities under a ‘Gurukulavas’ scheme to vidyarthies, combing both veda adyanam in all its aspects and modern academic education in Schools and College at all levels.

vi. To provide facilities for widespread instructions in Vedas, Sastras, Upanishads, etc, by establishing a College of Oriental Study and educational or cultural institution in any other manner.

vii. To encourage the education of children in general and to promote the advancement of studies of Vedas, Sastras, Scriptures, Ithihasas, Puranas, etc. in particular by providing facilities for giving lessons and instructions necessary therefor.

viii. To hold examinations, test and competitions and grant Diplomas and Certificates to successful candidates and to confer Felloships or other distinctions on eminent scholars and to honour and aware merits to Scholars, Pandits and Veda Vidwans.

ix. To conduct religious classes, discourses, Veda parayanas, Sandhyavandhanam classes, weekly studies and such other means of dissemination of the Vedas or philosophical doctrines to the members and their children.

x. To conduct periodical discourses, Lectures and debates for propagating and spreading the study of the Vedas, Upanishads, Sastras.

xi. To bring together all the members of the Samithy for the advancement of their spiritual and cultural life.

xii. To publish books, journals, pamphlets, Booklets, Brochures, Pooja Vidhis, Nithya Karma Books, Japams, Magazines, etc relating to Vedas and Sastras.

xiii. To contribute donations to charitable institutions engaged in medical or educational services to the public or otherwise.

xiv. To arrange group upanayanam for poor boys and marriage for poor girls.

xv. To give relief to the poor and indigent persons by providing food and shelter, and periodical distribution of clothes and money and other necessities and to provide books to distribute alms in cash or kind annually to the poor and the needy out of the funds of the Samithy.

xvi. To take over, manage or administer any institutions, samithys, Veda patasalas and any other educational institutions.

xvii. To manage, and administer any orphanage, nursing home, library, reading rooms, trust, college and other institutions irrespective of caste, creed and social status.

xviii. to promote and organize pilgrimage,  cultural educational and study tours of the members of the Samithy to holy places and institutions with a view to propagate the aims and objects of the Samithy.

xix. To receive contributions and grants from Government and other authorities, and to accept donations from individuals and institutions in cash or kind.

xx. To receive and collect any gifts, subscriptions, and donations either in cash or in kind, or acquire by any other lawful ways and means and spend the same in fulfilment of all or any of the aims and objects of the Samithy. The income and properties of the Samithy shall be applied solely for the promotion and fulfillment of the aims and objects of the Samithy, provided if any donor intends that his contributions, donations or subscriptions shall be spent towards the promotion of that particular object or objects solely.

xxi. To acquire by purchase, take on lease, hire or by gift or otherwise and hold any movable or immovable property or properties or any rights or privileges that may be deemed necessary or useful for the advancement of the aims and objects of the Samithy or any of them.

xxii. To acquire, construct, erect, maintain, alter repair or hire or obtain on lease any suitable land place, building, structure, etc, that may be acquired for the Samithy, and to collect contributions, donations, and subscriptions for the purpose.

xxiii. To construct auditorium, conference hall, pravachana mandap or any other structure for carrying out the aims and object of the Samithy.

xxiv. To sell, exchange or otherwise dispose off any of the assets and properties of the Samithy in the interest of the Samithy and to invest the sales proceeds for carrying out the aims and object of he Samithy.

xxv. To take over, absorb or amalgamate with any other Samithy or Samithy or Institution whose object area similar to the aims and objects of the Samithy.

xxvi. To co-operate for the attainment of the aims and objects of the Samithy with any educational and other authorities or institutions having similar aims and objects.

xxvii. To apply the income and properties of the Samithy for the fulfilment of its aims and object and not to pay any portion thereof by way of profit or dividend or bonus to the members of the Samithy at any time.

xxviii. To uplift the downtrodden people in the community and sponsor any undeveloped village and put up the requisite developmental activities in concurrence with the government, banks, statutory organisations, Trust, Boards etc.,

xxix. To generally do or perform all such other lawful acts, deeds or things as are necessary and conducive to the attainment of all or any of the aims and objects of the Samithy.

6.B. ACTIVITIES IN FURTHERANCE TO ITS OBJECTIVES:

a. To acquire Lands, Buildings by way of gift or purchase for carrying out the above Objectives.

b. To accept from organisations, institutions and individual grants, donation and subscriptions for the furtherance of the Samithy.

7. The PRESIDENT of the Samithy is empowered to give directions regarding the business of the Samithy with concurrence of  the Executive Committee.

8. The Samithy shall sue or to be sued in the name of the SECRETARY.

9. MEMBERSHIP:

a.       The Membership of the Samithy shall be open to persons belonging to the Brahmin Community who have attained 18 years of age and should know to  recite Sri Rudram ,sukthas etc,

b.      To become members of the Samithy, Applicant shall forward the application in the prescribed form obtainable from the Smithy’s office, accompanied with the prescribed fees and recommended by an existing Committee Member..

c.       The right of admission of membership vests with the decision of the Executive committee. The Executive Committee may admit/reject any application without assigning reasons. The decision of the Executive Committee shall be final and binding.

d.      The Membership will be of two kinds:-

i. ANNUAL MEMBER:- Those who have applied and admitted as Annual member shall pay an Annual Subscription of Rs.150/- or such other amount as may be decided by the executive committee. Annual members are eligible to attend and vote at the meeting, but not eligible to be elected to executive committee.

ii. LIFE MEMBER: - Those who have applied and admitted as Life members of the Samithy shall pay one time subscription of Rs.1, 500/- or such other amount as may be decided by the Executive committee.  The term of the Life member shall be for only ten years from the date of enrollement and they are eligible for renewal after that time.  Life Members shall have the right to vote at the meeting. And eligible to be elected to executive committee.

The members can be enrolled throughout the year. The subscription collected from the new members during the year shall be for the whole year for the period from of April to March of the year. Only those persons who are in the roll as members as of 31st march are eligible to attend general body meeting being conducted for the year.

e. The Annual Subscription shall be paid during the first month of the financial year i.e. on or before 30th of APRIL every year.

10.  CESSATION OF MEMBERSHIP:

The Membership shall cease automatically on the following grounds:-

1. An annual Member/Life Member, who fails to renew the Membership by paying the required amount on or before the date of Expiry of membership, will cease to be a Member. 

2. Any Member, if found to Act against the Policies and the interest of the Samithy may be suspended from the Membership.  Such decision shall be placed in the next General Body for its final decision. 

3. A Member whose Membership has thus been terminated may be readmitted as a new Member by the Executive Committee

4. A Person Shall cease to be a Member on his death or on his resignation given in writing to the General Secretary or on termination of Membership for non-payment of subscription of Annual Membership or in view of the Executive Committee such member is working against the general interest of the Samithy and that the person shall not be therefore continue to be a member. 

11.  RIGHTS, OBLIGATION & PRIVILEGES OF MEMBERS:

a.       The Life Members and Annual Members have the rights to attend all General Body Meetings and Extra-ordinary General Body Meetings when convened and to vote at all such meetings. Life members only are eligible  to be elected as Office Bearers of the Samithy.

b.      All members shall abide by the Rules and Regulation of the Samithy and shall contribute to the development of the Samithy.

12.    MANNER OF TRANSACTING BUSINESS:

a. The Secretary of the Samithy is empowered to transact all the business of the Samithy in conformity with the objects of the Samithy.  However, he shall   also present an Annual Report and Audited accounts for each past year and a broad  programme and budget for the ensuing year with the consent of the Executive Committee. The President shall have the directions to amend or discontinue any programme or to accept and carryout fresh programme.

b. Decision of the General Body Meetings shall be made by simple majority vote and in the  case of a tie, by a casting vote by the President, save in the case of Special  Resolution.

13. A.  EXECUTIVE COMMITTEE:

a. The Committee consists of One President, One Vice President, One Secretary, One Joint Secretary, One Treasurer and Committee members not to exceeding 20 for the management of affairs and shall be elected at the Annual General Body Meeting from among the life members for a period of TWO years. Members are eligible to be re-elected in subsequent years.

b. The Secretary shall convene the meetings of the Executive Committee whenever necessary or as requisitioned by any committee member, with a notice of atleast 7 days in advance.  51% of the Executive members constitute the quorum for an Executive Committee Meeting.  51% of the Executive Committee can convene a meeting at a shorter notice if situation warrants.  Information about the meeting should be circulated in writing, by Registered post/courier or by hand delivery or by E-mail./S.M.S

13. B. POWERS, DUTIES & FUNCTIONS OF EXECUTIVE COMMITTEE:

a.       To look after and manage the day-to-day affairs of the Samithy.

b.      To take necessary steps for the implementation of all the programmes and policies drawn by the General Body

c.  To suspend/remove immediately any member from the Samithy when it is observed that such member is causing hindrance/obstruction in the smooth working of the Samithy, undermines the interest of the Samithy. 

d.      To take all such other steps which may appear beneficial for the smooth and better management of the Samithy.  The decision on any matter shall be taken by consensus in the first instance by raising of hands.  A poll shall be taken if any two third members present demand for it or the President considers it necessary.  The result of the poll shall supersede the result of a vote taken by raising of hands.  In case of a tie, the President shall have a casting vote.  Also the President, if he considers expedient may obtain the views of the Executive Committee on any matter by circulation of the matter to the office bearers of the Executive Committee.  In case all agree, the matter shall be taken as cleared by the Executive Committee.  Otherwise, it shall be brought on the Agenda of the next meeting.

e.       To appoint any number of sub-committees as and when required .

f.       To fill-up any casual vacancy and the same shall be ratified in the next General Body/Extra Ordinary General Body Meeting.

14. DUTIES & RIGHTS OF OFFICE BEARERS:

A. PRESIDENT:

i.  He shall preside over all the meetings of the Executive committee and General Body Meetings and lead all deputations.

ii. Ordinarily he shall have one vote but shall be entitled to a casting vote in case of equality of votes.

iii. He is the Chief Executive of the Samithy.

iv.  He shall abide by the decisions of Committee and General Body and take necessary steps to implement the decisions passed in the above Meetings.

v. On vital issue, he will decide the matter in consultation with other office bearers of the Executive Committee.

B. VICE PRESIDENT:  He shall assist the President in all possible manner and shall act as President in all possible ways in case of latter’s absence.

C. SECRETARY:

i. Secretary shall be incharge of all the records and properties of the   Samithy.

ii. He will be the principal in-charge of all management affairs of the Samithy.

iii. He will work in close co-operation with the President and other office bearers

iv. He is entitled to requisition any member of the Samithy to assist him in the performance of his duties and shall keep the President informed of all matters of importance to draw his immediate attention for consideration

v. He shall maintain all records of correspondences, meetings, conferences, programmes and minutes books safely in his personal custody.

vi. He will make correspondence with Government or other national or state Government organisations in the matter warranting the interests of the Samithy.

vii. Such other miscellaneous works as entrusted upon by the Executive Committee or the President from time to time.

viii. He shall have authority to incur expenditure not exceeding Rs.3,000/ [Rupees Three thousand only]-in anticipation of formal sanction.  This amount have to be amended in only the Annual General Meeting.

ix.  All the documents of the Samithy will be kept in the registered office only and shall not be  kept with any person. 

D.  JOINT SECRETARY : 

Joint Secretary shall assist the Secretary in his work and he will act as Secretary  in case of  his absence.  His power is limited to only supporting the  Secretary. No independent decision will be taken by him.

E.  TREASURER:

1. The Treasurer shall maintain all the Account books, Vouchers, and receipts and various forms of Income and Expenditure of the Samithy. The Accounts shall be maintained in English.

2. The Treasurer shall submit for the adoption of the Executive committee at their meetings a detailed account of Receipts and Disbursements, Audited Balance Sheet of the Samithy duly checked and signed.   He shall also place before the Annual General Body an audited balance sheet for the year signed by himself, the President and the General Secretary and duly certified by the Auditor.

3. He shall not keep in his hands an amount exceeding Rs.10,000- (Rupees ten thousand only) but shall deposit all sums in excess of this amount in the name of the Samithy with a bank or banks that are approved by the Executive Committee.

4. The Treasurer shall not pay any bill for payment unless it is signed by the President /Vice president or Secretary.

5. He shall collect membership dues and deposit them in the designated bank account.

6. All the documents like Cheque books, Fixed deposit receipts and other connected documents with the Samithy will be only at the Office and will not be kept with the Treasurer

15.              FILING OF DOCUMENTS:

The Secretary and Joint Secretary of the Samithy will prepare and file the records required by the Registrar of societies.

16. ACCOUNTS AND AUDIT:

a. The accounts shall be maintained by the Treasurer according to Rules 18 and 19 of the Society Rules 1978.  The financial year of the Samithy shall be from APRIL TO MARCH every year.  

b. Accounts of the Samithy shall be audited by a Chartered Accountant and he shall make a report to the members of the Samithy on the Accounts examined by him and on every Balance Sheet and Income and Expenditure account and every other document forming part of or annexed to the Balance sheet or Income and Expenditure account which are laid before the members of the “Samithy” in the Annual General Meeting during its tenure of office and the report shall state whether in his opinion and to the best of his information and according to the explanations given to him, the said accounts give a true and fair view as contemplated in law. .  -In the case of the Balance Sheet of the state of Affairs as at the end of the its financial year and in the case of the Income and Expenditure account for its financial year

17.  SUPPLY OF DOCUMENTS: 

Copies of bye-laws, the receipt and expenditure account and the Audited balance sheet will be supplied to the members at Re.5/- per copy per page if demanded in writing by any individual/member/body.

18.    No funds were earmarked specifically at present by the Committee for the purpose of making provision for a dependant of a deceased or disabled member as laid down in Section 25 of Registration Act 1975.

19. FUNDS OF THE SAMITHY:

a.       All the sources of Income/ properties (movable and immovable) assets earned by the Samithy shall be used entirely for the benefits, welfare of the Samithy. Under no circumstances, any part of the assets/funds shall be transferred in the name of any particular member or members or utilised for personal benefits. 

b.      No member or the office bearer shall be entitled to any salary, remuneration and honorarium etc., for his devotion except the expenses actually incurred by him from his pocket for the activities of the Samithy.

c. Funds of the Samithy shall generally be deposited in a nationalised bank or co operative bank approved by the Executive committee and the Bank account shall be operated by the SECRETARY or PRESIDENT/ VICE PRESIDENT along with the TREASURER JOINTLY.

20   DAY TO DAY TRANSACTION OF THE BUSINESS OF THE SAMITHY:

The Treasurer can have an Imprest amount of Rs.10,000- (Rupees ten thousand only) to meet the day to day expenditure of the Samithy.

21. A. GENERAL BODY MEETING:

At least one General Body Meeting shall be conducted once in a year within six months after the closing of the financial year of the Samithy i.e., on or  before 30th September every year. 21days clear notice shall be given to all members by post/circulation.  The quorum for  the General body meeting shall be 1/4th of the total members of the Samithy.  The notice shall specify the date, hour, and place of the General Body and as well as the business to be transacted in the General Body. 

21. B. BUSINESS AT THE GENERAL BODY MEETING:

The following business shall be transacted at the General Body Meeting.

 a. Confirmation of the Minutes of the previous Annual General Body Meeting.

b. Consideration of the Annual Report.

c. Election/Announcement of Results of Election if any.          

d. Consideration of the Statement of Accounts for the preceding year.

e. Appointment of Auditor(s) for the ensuing year and fixation of his remuneration if any.

f. Any other matter with the approval and permission of the chair.

22.   EXTRA ORDINARY GENERAL BODY MEETING:

An Extra ordinary general body meeting of the Samithy may be convened by the   President for any specific purpose or on the written requisition by atleast 51% of the members of the Samithy.  Notice will be same to that of General body meeting.  The quorum for an Extra ordinary general Body Meeting shall be 51% members of the Samithy. In default, such meeting may be convened by the requisitionists themselves. No subject other than the subject specified in the notice shall be discussed at the Extra-Ordinary General Body Meeting.

23.      ADJOURNMENT OF MEETING:

If required quorum is not present at the appointed hour the meeting will be adjourned to the next half an hour.  Meeting can also be adjourned to some other date. The Adjourned meeting will be conductd with the available members present. No quorum is required  for the adjourned meeting. Adjournment meeting details should be communicated.  No quorum is required for the adjourned and requisitioned Meetings.

24.      SPECIAL RESOLUTION:

Special Resolution is one passed by 3/4th members present at the Meeting. The above resolution is required for amending the memorandum and bye-laws of the samithy; dissolute the samithy; to change the name of the Samithy; and to remove any office-bearer(s) and member(s) of the Executive Committee before the expiry of the period of the office.

25.      DISSOLUTION:

The Samithy shall not be dissolved unless its dissolution is decided upon through a resolution passed at the Extra-ordinary General body meeting by a majority of 3/4th of the members present at the meeting.  In the event of winding up, the funds/properties after satisfying all the liabilities shall not be distributed among the members but shall be transferred to any other Samithy/Society having similar objects or any of them. 

26.      EXHIBITION OF REGISTERS:

The Member’s Register, books of accounts and minute books shall be kept at the registered office of the Samithy for exhibition to the members of the Samithy during business hours at free of charge.

27. ELECTION AND ITS MODE:-

a.       At the time of every election of office-bearers to the samithy, the executive committee shall nominate an Election Officer, who will be in-charge of the conduct of election as directed by the Executive Committee.

b. The election schedule shall be fixed by the Executive Committee and this     

shall be informed to all the general body members by the Election Officer.

c. The Election Officer shall act under the directives and the authority of the executive committee.

d. All the Members of the General Body of the Samithy who are not in arrears of any payment due to the samithy till the date when the elections are held, are eligible to vote in the elections of office-bearers.

e. The Election shall take place before the expiry of the term of the existing Executive Committee. 

f. The Office Bearers and Members of the Executive Committee shall be elected directly either by Ballot papers, raising of hands or by consensus in the General Body Meeting. Voting through ballot papers shall take place when 3/5 members demand for it in writing 7 days before the date of the General Body Meeting.  

g. The Election Officer will announce the result of the polling on the same day or in the General Body Meeting as the case may be.