SOCIETY FOR DEVELOPMENT OF SURYANAGAR
RULES AND REGULATIONS
1. Short Title. These rules and regulations shall be known as Bye-Laws of ‘SOCIETY FOR DEVELOPMENT OF SURYANAGAR’, hereinafter referred to as “Society”. All members of the Society shall endeavour to strictly adhere with these rules.
2. Society’s Financial Year. The Society’s financial year shall be from 1st January to 31 December of the same year
3. Territorial Limit/ Jurisdiction. The Society shall confine its activities to KHB Suryanagar Phase-3 area.
4. Membership Eligibility. Owners of sites, houses and commercial spaces in Suryanagar Phase-3 township, their spouses, parents, children, dependants and their tenants/leasees will be eligible for regular membership, subject to being above 18 years of age and of sound mind.
5. Categories of Members. Membership shall be of two categories as explained under.
a) Life Members. Owners of sites, houses and commercial spaces in Suryanagar Phase-3 Township, their spouses, parents, children and dependents. Life Members shall have voting rights and shall be eligible to be elected to the Governing Body.
b) Temporary Member. Authorized tenants and leasees of Owners of sites, houses and commercial spaces in Suryanagar Phase-3 township. They shall have voting rights but shall not be eligible for being elected to the Governing Body.
6. Admissions & Termination
a) Every person desirous of becoming a member of the Society shall apply for membership in the prescribed form accompanied by the admission fee as fixed from time to time. On being admitted, members shall pay the annual subscription as may be prescribed by the General Body from time to time.
b) Additional contributions may be raised, as and when required and for specific occasions, as approved by the Governing Body from time to time.
c) Life Members shall cease to be a member of the Society on relinquishing ownership of property in Suryanagar Phase-3 Township and Temporary Members shall cease to be members on shifting residence out Suryanagar Phase-3 Township. In either case, membership also ceases on non-payment of subscription continuously for a period of 2 years, as on 31 March of the year.
d) All applications for membership shall have to be approved by the Governing Body.
7. Organizational Structure. The Society shall consist of a General Body and a Governing Body.
a) General Body. The General Body of the Association shall consist of Life and Temporary Members.
b) Governing Body. The Governing Body shall consist of the following office bearers and Block representatives:
i) President - 1 (ii) Vice President - 1
ii) Secretary - 1 (iii) Joint Secretary - 1
iii) Treasurer - 1 (iv) Committee Members - 4
c) Immediately preceding Ex-President and Ex-Secretary of the Society, who do not hold any other elected office will hold the Chair as Committee Members from the second year of incorporation of the Society.
8. Term of Office-bearers
a) Office bearers of the Society shall be elected annually. No member shall be eligible to hold the same office for more than two consecutive terms.
b) In the event of a casual vacancy occurring in the office bearers, it may be filled in by the Governing Body itself from among its own members, but the term of such members shall expire at the next General Body Meeting.
c) If an office bearer or a member of the Governing Body fails to attend three consecutive meetings, without prior notice, or reasonable cause to the satisfaction of the Governing Body, he/she shall cease to hold the office.
9. Duties and Powers of the General Body
a) The General Body shall elect office bearers constituting the Governing Body at its Annual General Body Meeting (AGM). Proposals for election to different offices shall be invited at the AGM one by one. If there is more than one proposal for an office, election to that office shall be held by ballot on the spot. When proposals for all offices requiring elections have been received and election for more than one office is to be held, a consolidated ballot paper shall be issued and election conducted immediately thereafter.
b) The Auditor for the year shall be appointed by the General Body at its Annual General Body Meeting.
c) Income & Expenditure Account for the financial year and the Balance Sheet, if any, of the Society, duly audited along with the audit report and Report of the Governing Body thereon and Annual Report on the activities of the Society shall be circulated along with the Notice calling for the Annual General Body Meeting and shall also be presented for approval at the Annual General Body Meeting.
d) Any question of working of the Society may be discussed at AGM and directions given to the Governing Body.
10. Duties and Powers of the Governing Body
a) The Governing Body shall deal with all matters, administrative, financial and others, relating to the Association’s activities, keeping in view the aims and objects of the Society.
b) The Governing Body shall implement decisions taken by the General Body.
c) The Governing Body may appoint Sub-Committee(s) and Ad hoc Committee(s) and may co-opt members of the Society who are not members of the Governing Body to such Sub Committees or Ad-hoc Committees. One of the members of the Governing Body shall be nominated as the Convener of such Sub or Ad hoc Committees.
d) Terms of reference of Sub Committee(s)/ Ad hoc Committee(s) shall be laid down by the Governing Body and Reports submitted by such Sub/Ad hoc Committee’s shall be considered by the Governing Body for final decision.
11. General Body Meetings
a) Annual General Body Meeting of the Society shall ordinarily be held by the last week of March every year so that office bearers of the Governing Body can take office on the first day of the Financial Year.
b) Only those members who have no outstanding dues on the day of the meeting shall be eligible to vote and contest any elections.
c) A Special General Body Meeting may be convened by the President on his own or at the written request of at least ten (10) members to discuss specific agenda. The requisitioned meeting shall be called by the President within 21 days of the receipt of the requisition.
d) A notice of not less than fourteen (14) days shall be given for a meeting of the General Body.
e) Quorum for a meeting shall be one-fifth of the total number of members or 10, whichever is less.
12. Governing Body Meetings
a) The Governing Body shall meet as frequently as possible and needed but at least once a month.
b) The quorum for a meeting shall be 1/3rd of the total number of members of the Governing Body or five (5) whichever is less.
c) The President shall preside over meetings of the Governing Body. In the absence of the President, the Vice President shall take the chair and when both of them are absent, any one of the Governing Body members present may be elected to preside over the meeting, unless the meeting is agreed to be postponed.
d) A proper notice of at least 5 days in advance of the meeting will ordinarily be given by the Secretary and, in his absence, by the Joint Secretary.
13. Adjourned Meetings. If the required quorum for a meeting is not present on the particular day, it shall be considered adjourned, and shall be held on the same day, at the same place, after a lapse of clear half an hour. This shall also apply to adjourned meetings of the Governing Body. No fresh notice or quorum shall be required for such adjourned meetings. The adjourned meeting shall be deemed to be continuation of the originally convened meeting. However, if the Presiding Officer finds that the atmosphere is not conducive to hold the meeting in a proper manner, he may further adjourn it.
14. Duties of the President
a) The President shall be the administrative head of the Society and shall be assisted by the Vice President and other members of the Governing Body.
b) He shall preside over all meetings of the Governing Body and of the General Body and shall be responsible for all statutory compliance of the Society.
c) Shall exercise general supervision over the activities of the Society.
d) May authorize expenditures as per the limits approved by the General Body from time to time.
e) He may delegate any of his powers for the time being to the one of the Vice President.
15. Duties of Vice President
a) In the absence of the President, the Vice President shall preside over the meetings of the Governing Body and of the General Body as may be decided by the Governing Body by through a vote of majority.
b) Vice President shall assist the President in exercising all supervisory powers over the activities of the Society. He shall be responsible to project problems, suggest/ recommend remedial measures, prepare estimates/options, maintain all permanent records of value and be in contact with the members as frequently as possible.
16. Duties of Secretary
a) He shall be the functional head of the Governing Body and be responsible for the routine functioning of the Society. He shall maintain a Register, showing names, addresses etc. of the members of the Society.
b) Issue notices for the meetings in consultation with the President, and record the minutes of all the meetings of the Governing Body and of the General Body.
c) He will ordinarily conduct all correspondence on behalf of the Governing Body and be responsible for safe custody of the records of Society.
d) The Secretary may incur routine expenditures to the extent as limited by the General Body from time to time.
e) Shall be responsible to the President/ Governing Body for all activities of the Society.
f) Shall report to the AGM on the working of the Society for the preceding year.
g) Shall execute contracts on behalf of the Society.
h) He/she shall further carry out any other functions entrusted to him by the Governing Body/President.
17. Duties of Joint Secretary
a) The Joint Secretary shall assist the Secretary in discharge of his duties and shall perform the duties of the Secretary in his absence.
b) He shall exercise all the powers of the Secretary, when the Secretary is not available for any reason, for a period exceeding one month. The Secretary may delegate all or any of his/her powers to the Joint Secretary, as and when necessitated by circumstances and considered to be in the interest of the Society. In the absence of the Secretary and Joint Secretary, the proceedings of the meeting will be recorded by a member of the Governing Body so authorized by the Presiding Officer.
18. Duties of Treasurer
a) The Treasurer shall open an Account in the name of the Society in a Nationalised Bank as approved by the Governing Body and operate the same jointly with the President/ Secretary. All cheques shall be signed jointly by the President/Secretary and the Treasurer.
b) The Treasurer shall be responsible for making all collections and to receive cash/cheques/ drafts and give receipt therefore on behalf of the Society. Shall keep proper accounts of the same and present the accounts to the Governing Body/ General Body as and when required. He/She shall ensure that all vouchers are duly signed by the President/ Secretary and the Treasurer.
c) He shall not disburse any sum without the written sanctions from the President or the Secretary in the Sanctions Register.
d) Books of Accounts, including all vouchers and Receipt Books shall remain in the custody of the Treasurer and shall be kept as per financial regulations in vogue.
e) Shall keep petty cash in hand up to the limit laid down by the General Body and deposit the excess funds, if any, in the Bank.
f) Shall be responsible for maintaining all financial documents, supporting receipts and expenditure with latest Bank statements and submit the same quarterly to the Governing Body.
g) Shall prepare an Annual Statement of Accounts at the end of each financial year and after its approval by the Governing Body, submit it to the AGM, duly audited, along with the Auditor’s Report and replies thereto, if any.
h) Shall be responsible for the custody of all the property of the Society.
19. Audit Board. From among regular members of the Society, the Governing Body shall be appointed every Quarter an Audit Board for audit of accounts of the particular quarter and An Annual Audit Board shall conduct the audit of accounts of the preceding year.
20. Source of Income. Income to the Society shall accrue through
a) Membership subscriptions/fees as laid down in the Constitution and/or funds raised from time to time on specified counts.
b) Donations / contributions.
c) Interest on bank deposits.
d) Other sources as approved by the General Body.
21. Bank account in the name of the Society shall be operated jointly under the signatures of any two office bearers namely, President, Vice President, Secretary and Treasurer.
22. Recalling of Office Bearers of the Governing Body. If in the opinion of the President/Governing Body, an office bearer is unable to perform his duties and serve the Society effectively, it may recommend to the AGM to recall such an office bearer and replace him with another member. The AGM shall have the right to entertain such a request and recall such a member and elect another in his place.
23. Ownership of all properties, movable or immovable, acquired, possessed or held by the Society, shall vest in the Society.
24. Code of Conduct. Every member, including all the members of the Governing Body, shall faithfully follow the aims and objects of the Society and maintain decorum and discipline at meetings and contribute to normal and proper functioning and unity of the Society. In case of violation of these obligations, conduct of defaulting member(s) shall be referred to the Governing Body for taking suitable action under the Rules.
25. The President is nominated to be the representative of the Society for receiving and filing legal suits. He may in turn appoint any legal professional for pursuing the legal actions.
26. Amendments
a) No amendment, addition, deletion or alteration to these rules and Regulations shall be made unless prior notice thereof has been circulated and a resolution approving the proposed amendments(s) has been passed at the AGM by a majority of members present and voting or in the Special General Body meeting called for the purpose.
b) Any amendment, addition, deletion or alteration to the ‘Aims and Objects’ or the Name of the Society shall be included in the agenda of the Annual General Body meeting or special general body meeting convened for the purpose and shall be approved as per the provisions of the Karnataka Societies Registration Act.
c) A copy of the Resolution approving the amendment(s) shall be filed with the Registrar of Societies as required under the law.
27. Handing Over Charge. The Secretary of the outgoing Governing Body shall be responsible for handing over the charge to the Secretary of the newly elected Governing Body within 15 days or the date on which results of the elections are declared. All registers relating to accounts, including Pass Books, Cheque Books, and other papers shall be handed over by the Treasurer to his successor.
28. If any of these bye-laws are in contravention of any statute, the provisions of such statute will supersede the provision of these bye-laws. For any matter not covered by these Bye Laws, the provisions of the Karnataka Societies Registration Act, 1960 shall refer.