Ainaa Constitution -new

All India Navodaya Alumni Association Constitution Memorandum of the Association 1. Name: The Association shall be called "All India Navodaya Alumni Association", hereinafter referred to as Association 2. Address: The Central Office of the Association shall be located at the A-28, Kailash Colony, New Delhi - 110 048

3. Working Area: Entire India 4. Objectives: a) To promote and foster mutually beneficial interaction among the Alumni and the present students of the Jawahar Navodaya Vidyalaya. b) To encourage the Alumni to take an active and abiding interest in the work and progress of the Jawahar Navodaya Vidyalaya so as to contribute towards enhancement of the social utility of their Alma Mater. c) The Association will help Jawahar Navodaya Vidyalaya to achieve its objectives, for which it has been established and systematically uplift its image and status, both nationally and internationally. d) To Institute scholarship, prizes, and awards and suitably recognize for outstanding work, at professional, social and community level by the Alumni and the students. e) The Association will work for educational and social development of the society and nation. f) The Association shall help the family members of the members of association in the event of death/accident of the member of the association g) To publish books, journals, magazines and other materials for promoting the objectives of the Association h) To do all such other lawful things as are conductive or incidental to the attainment of the above objectives and/or beneficial to the interests of the Jawahar Navodaya Vidyalaya and its Alumni. i) To acquire, purchase or otherwise own or taken on lease or hire in India temporarily or permanently any movable or immovable property necessary or convenient for the furtherance of the objects of the Association. j) To take advantage of developing technologies like the internet in achieving the aims and objects of the Association.

Rules and Regulations 1. Definition a) “The Association” and/or “Association” and/or “AINAA” means the All India Navodaya Alumni Association. b) The “Navodaya” and/or “JNV” means Jawahar Navodaya Vidyalaya. c) “NVS” and/or “Navodaya Samiti” means Navodaya Vidyalaya Samiti d) The “General Body” means the General Body of the Association. e) The “Executive Committee” and/or “Authority of the Association” means the Executive Committee of the Association. f) Alumnus means an ex-student of JNV, who has studied in any JNV of any State of India. g) Member means a member of the Association h) An "Honorary Member" means any person other than an Alumnus, who has been elected by the General Body of the Association. i) “The Financial Year” of the Association shall be reckoned every year from 1st April to 31st March of the following year. 2. Patrons The Association may have Patrons as approved by the Executive Committee, provided that a parton shall be an out-standing professional engineer/scientist or a social worker. Such appointment will be for a period of one year. The Commissioner of the NVS shall be an exofficio Patron of the Alumni Association. 3. Membership a) General Member: Any student, who has successfully completed at least one session in any JNV, automatically becomes a member in General Category of the Association from the date of completion of the session. General members can volunteer for the association but they will not have voting rights b) Life Member: An Alumnus who gives decided (by Executive Committee) donation amount and above to the Association will be its life member. Life member will have the voting rights. Life member should have completed 4 years in JNV. The donation fee can be revised by the Association Authorities. c) Registered Member: An Alumnus who contributes the decided per month/per year fee amount to the Association will be its member. The person will be the member only for the duration, for which he /she have contributed. Registered Member will have voting rights. Registered member should have completed 4 years in JNV. The fee amount can be revised by the Executive Committee. d) Honorary Member: The Association, in the General Body on the recommendation of the Executive Committee, may elect any person (as mentioned below) connected with the JNV or the Association, who is likely to promote the interests of the Association, as an Honorary Member for two years. Honorary member will have the voting rights. Any ex-student, members of the staff or ex-member of the staff of the Institute who does not fulfill the above condition as in 3(a), 3(b), 3(c) and 3(d) but who, on the

recommendation of the Executive Committee, is admitted by the Association on payment of the appropriate membership fees as prescribed in Clause 3(e). e) The membership fee in respect of all the members defined in Clause 3(b), 3(c) and 3(d) and mode of collection of the membership fees would be decided by executive committee of the Association from time to time. 4. Family of Registered and Life Members of Association The Executive Committee shall take decision on the help of immediate family members of the members of association in the event of death/accident of the member of the association. Immediate Family members are considered only the Spouse, Kid (less than 18 years), Mother and Father (if retired and are dependent on the member). 5. Membership Rights All members are entitled to receive all announcements connected with the activities of the Association, the Alumni Newsletter, and Annual Magazine and also participate in all social functions and other activities of the Association. All the members who register their E-Mail Ids with the Association may receive the above mentioned announcements through mails. All members will also be beneficiaries of any schemes or assistance program administered by the Association. Form of announcement may change from time to time by Executive Committee. See Clause 3 for information on Voting Rights and Eligibility for different type of memberships. 6. Procedure for obtaining Membership (Registered and Life): Any person who desires to become Registered or Life Member of the association will have to follow the following steps: a) Become a General Member by using the online registration facility (if member has the internet accessibility) or through the Local Chapters or Coordinators. b) Then submit the following documents for becoming a Registered or Life Member along with a request letter. This letter will be considered by Executive Committee/General/Joint Secretary, who will have the power to accept or reject the request. The Association issues a Membership Identity Card for this purpose: i. ii. iii. iv.

Copy of driving lic./voters i-d/Passport Copy of 10th/12th certification (the highest class) Two photos Processing fee will be decided by Executive Committee from time to time

7. Termination of Membership: The membership will be terminated on following grounds: a) On the death of the member b) On the member becoming mentally unsound c) On the member violating the rules of the association

d) On the member committing any offence punishable under law in India and is of e) f)

immoral character. On character default and the Executive Committee's decision of expulsion which upon approval, will have to be conveyed to the member in writing. Membership will be terminated on “Insolvency” of a member.

8. Membership Register: A Membership Register will be maintained for the members mentioned in Clause 2, 3(b), 3(c) and 3(d). The register will be kept in the office of the Association, which will have the following information: a) b) c) d) e) f) g) h) i)

Member’s Name, address and profession. Date on which the membership was granted Date from which the membership was terminated Membership Type JNV Name Joining year Passing Year Date Of Birth Father’s Name

This information should be available online with the restricted access. 9. Authorities of the Association The following shall be the Authorities of the Association. a) The General Body b) The Executive Committee The method of selection of the office bearers and their roles are defined in subsequent paragraphs. 10. The General Body i.

The General Body shall consist of all the members of the Association as defined in Clause 3(b), 3(c) and 3(d).

ii.

The General Body shall consider the President's report of the past year's activities, the president-elect's budget and plan of activities for the next year, approval of accounts, election of members of the Executive Committee, appointment of auditors, legal advisors and any other matters arising from time to time.

iii.

The General Body shall meet as defined in Clause 13(a) and 13(b). This meeting referred to as the Annual General Meeting shall statutorily consider the following: a. Approval of previous year's accounts. b. Introduction of new office bearers. c. Election of the members of the Executive Committee. d. Appointment of Auditors

e. Appointment of legal advisors, if any. iv.

All the resolutions put to vote at the General Body shall be decided by a majority vote (unless otherwise provided) by dropping a paper slip in a box. In case of equality of votes the ‘Presiding Officer’ shall have the casting vote.

v.

In case the Executive Committee is satisfied that a member/honorary member have been working against the interests of the Association/the profession it may recommend the termination of the membership of the concerned member/honorary member to the General Body which shall have the powers to do so.

vi.

The Executive Committee shall have 13 elected members, who shall be elected to office for a 3-year term. The General Body shall elect 5 members to the vacated categories from amongst the membership of the Association by a majority vote. Rest 8 members will be elected by the 8 Regional Associations and those will fill the rest of 8 positions.

vii.

The President or in his absence the General Secretary shall be the returning officer for the elections.

11. The Executive Committee a)

The affairs of the Association shall be managed and the funds administered by the Executive Committee which shall consist of following members: i. Thirteen alumni to be elected by the General Body as detailed in Clause

12. b) A member can be reelected to the Executive Committee, if he so wishes after a gap of

one year. c) The Executive Committee shall have the right to appoint sub-committees from amongst the General Body from time to time for an execution of specific assignments as required. d) Any casual vacancy amongst the members of the Executive Committee arising from death, resignation, and removal or otherwise may be filled by co-option by the Executive Committee and the member’s majority decision, subject to fulfilling all the requirements for obtaining the position, so co-opted shall hold office for the balance term of the member being replaced. Such co-opted member shall be treated on par and have all the rights as enjoyed by the elected members. e) The Executive Committee shall have the power to appoint the Staff to regulate or manage the Association Activities. f) The Executive Committee shall manage the affairs of the Association by majority vote in the Committee Meeting provided that in case of equality of votes, the President shall have the casting vote. g) The Executive Committee shall meet at least two times a year. The General Secretary shall issue the notice and the agenda of the meeting at least a week before the date fixed for the meeting. However, in case of urgent business, the meeting may be called at shorter notice. h) Email and/or Online Chat Conference facilities may be used by the Executive Committee Members to monitor the Activities and Progress.

The Executive Committee shall be Executive Authority of the Association. It shall be responsible for all the finances and funds of the Association and shall give effect to the plans and programmes of the Association and shall have the authority to carry them out. j) The property, movable, and immovable, belonging to the Association, shall be vested with the Executive Committee. k) The Executive Committee may terminate the membership of any of its members, in case he fails to attend two consecutive meetings of the said Committee without the grant of leave of absence. However, the President may grant leave of absence to any member. i)

12. The Office Bearers a)

All Office Bearers will be ex-officio members of the Executive Committee, shall be elected as detailed in Clause 12(b) below for a period of three year. However, a person may be re-elected and hold the same office up to a maximum of 3 consecutive years.

b) The Elected Office Bearers of the Executive Committee shall be:

i.

The President: shall be elected by majority vote of the members under category Clause 10(iii)(c). He shall be an alumnus of at least 8 years standing. President will preside over the General Body Meeting (Except Extra Ordinary General Body Meeting) and Executive body meetings.

ii.

Vice President: shall be elected by majority vote of the members under category Clause 10(iii)(c). He shall be an alumnus of at least 8 years standing. In the absence of the President, the Vice- President will preside over the General Body Meeting (Except Extra Ordinary General Body Meeting) and management body meetings. All powers vested in president can be used by Vice-President in such a situation

iii.

General Secretary: shall be elected by majority vote of the members under category Clause 10(iii)(c). He shall be an alumnus of at least 8 years standing and should have been a member of the Executive Committee of any time before the election. The General Secretary shall perform the following duties a. To keep the Minutes of all meetings of the General Body and the Executive Committee. b. To carry out the directions of the General Body and the Executive Committee. c. To conduct correspondence on behalf of the Association. d. To give notice of all meetings of the General Body and the Executive Committee. e. To exercise administrative control over the Central office of the Association. f. The General Secretary shall seek the advice of the Executive Committee in case a clarification of any kind is required. g. To prepare and examine all the documents and to inform the Executive Committee of any irregularities found h. Authorized to correspond with the registrar of societies for registration purpose

c)

iv.

Treasurer: shall be elected by majority vote of members under category Clause 10(iii)(c). He shall be an alumnus of at least 6 years standing. The Treasurer shall keep the books of accounts of the Association and report on these at each meeting of the Executive Committee. He will collect all dues and claims on behalf of the Association and will also assist the President in ensuring that budgetary grants are correctly utilized (See Clause 14 below). In addition, he will liaise with the bankers and the Auditors of the Association. He will be provided clerical assistance etc. by the Central office of the Association

v.

Joint Secretary: shall be elected by majority vote of members under category Clause 10(iii)(c). He shall be an alumnus of at least 6 years standing. In the absence of General Secretary, Joint Secretary will be empowered to use all rights vested in General Secretary

vi.

Regional Representative: shall be elected by Regional Association. He shall be an alumnus of at least 5 years standing. Total number of Regional Representatives will be 8.

The President or in his absence the General Secretary shall be the returning officer for the Executive Committee elections.

13. Meetings a)

General Body Meeting: i. The General Body will consist of all Members as mentioned in Clause 2, 3(b), 3(c) and 3(d) above. ii. Annual General Body Meeting shall be held once in a year preferably before six months of closure of accounts. iii. The Executive committee will fix and communicate the date, venue and time to the members one month in advance. The quorum of the meeting will be of 10% of the Members defined in Clause 2, 3(b), 3(c) and 3(d) which ever is less. iv. If the quorum is not there, adjourn the meeting for at least a month and thereafter the quorum can be relaxed to 30 persons. v. The first General Body meeting will be called within 3 months of Registration. In this meeting the Members of the Executive Committee will be elected. vi. If the General body meeting is not convened then the Registrar will have the power to convene a general body meeting and get the election of the office bearers done under supervision of some other officer appointed by the Registrar of the rank of Assistant/DeputyRegistrar. vii. On or before the Fourteenth Day succeeding the day on which the Annual General Meeting of the General Body is held, a list shall be filled with the Registrar of Societies of the names, address and occupations of the members of the Executive Committee.

b) Extra Ordinary General Body Meeting

i. An Extra Ordinary General Body Meeting can be convened as per the Societies Registration Act of the State where the association is registered. ii. If 33% members (of the total members) or 2/3rd members of Executive Committee demand in writing to the General Secretary of Executive Committee for calling a meeting, the General Body meeting will be convened on the points raised by them. iii. If President of the Executive Committee along with 2/3rd of the majority members of the Executive Committee decides to discuss an important matter, it can call an Extra Ordinary General Body Meeting.”. iv. The quorum of the meeting will be 15% of the members. If the quorum is not complete, then the meeting should be adjourned. v. In the event that a special resolution or termination of Executive Committee is passed, a copy of the special resolution or termination will have to be sent to Registrar within 14 days of the passing of the resolution or termination. The Registrar will have the power to issue necessary guidelines and advice to the Association. c)

Executive Committee Meeting: The Executive Committee meeting will be held at least once in six months and the agenda along with date and place of meeting will be circulated at least 1 month in advance to the members of Executive committee. The quorum of the meeting will be 2/3rd of the Executive Committee Members. If the quorum is not complete, then the meeting can be convened on the same day itself by deferring the time by at least 2 hours, for which the condition of quorum will be relaxed by 1/2 of the Executive Committee. Email and/or Online Chat Conference facilities may be used by the members to monitor the Activities and Progress.

14. Finance a) The Association may receive funds, donations, and financial assistance from any nonpolitical source for the furtherance of its objective. b) The Executive Committee shall determine the expenditure, which is necessary to carry on the affairs of the Association and is authorized to incur such expenditure. In the meeting of Executive Committee a Performa of major activities for the coming year will be discussed and finalized, including budgetary allocation. Once the budget has been approved, the responsibility for proper utilization of funds will be that of the General Secretary. The General Secretary may seek the advice of the Executive Committee, if necessary. All investments will be ratified by the General Body at its next meeting. c) All money received on behalf of the Association shall be placed in the name of the “All India Navodaya Alumni Association” in an account to be maintained in a bank to be

approved by the Executive Committee. Any two of the President, General Secretary and Treasurer will sign all cheques up to 10,000/- and those above Rs. 10,000/- shall require the signatures of the President/General Secretary subject to the Approval by Executive Committee. d) The Association's financial year shall end on March 31st. The Executive Committee shall direct the accounts at least once a year by the auditor appointed by the Executive Committee. 15. Amendments Any provision/requirement of this constitution may be amended by a two-thirds majority of those alumni members present and voting in General Body Meeting. The proposal to amend the Constitution shall be at the instance of the Executive Committee or on the signed requisition by at least 50 Alumni. Notice of the proposed amendments shall be furnished to the General Secretary at-least 45 days before the date at which it is proposed to consider the amendments. Such a notice will contain details of the Rule(s) desired to be amended, the proposed text of the changed rule and the reason for seeking the amendment. The latter is meant as a guide for any deliberation at the General Body meeting. Upon the receipt of a requisition for amendment the General Secretary shall issue notice to every alumni member for such meeting at-least 15 days before the scheduled date. 16. Dissolution In the event of dissolution of the Association, the procedure laid down in section Societies Registration Act of (<state name> Amendment Act, ) shall apply. After dissolution, the movable and immovable properties will be handed over to another organization having the same objectives. All the proceedings will take place according to constitution. 17. Assets of the Association All the movable and immovable properties will be in name of the Association. All the transaction will be possible by way of Societies Registration Act of in the state of registration. 18. Dispute In the event of any dispute arising within the association, The Executive Committee will have the powers to resolve the said dispute with appropriate authorization from the General Body. If the concerned parties are not satisfied with the above arrangement or decision, the dispute can be referred to the registrar for a decision. The decision of the Registrar in such cases will be final and acceptable to all. In cases of disputes arising within associated organizations being governed by the association or within the Executive Committee, the right to give a final decision on the dispute will rest with the Registrar. 19. Local Chapters

The Executive Committee may recognize a Chapter of the Association in any city/region provided it has thousand members enrolled. The expenses of the chapter will be managed by the respective Chapter. Any chapter which is approved by the Executive Committee shall be given a seed money of Rs. 2,500 (Rupees two thousand five hundred only). No town/City shall have more than one Chapter. The Alumni Association playing a role of being some sort of an umbrella federation, affiliating local Chapters which will gain recognition and perhaps get some guidance from the National Association. Given the different conditions, which the Chapters will operate in, it is of utmost importance that the guidelines be broad to give sufficient leeway for local initiative. The following guidelines have been formulated with this in mind. a) Chapters may be set up in any location(s) (cities/towns/States/Countries) where a minimum of 1000 alumni live/work. b) No town/City shall have more than one Chapter. c) The objectives of the Chapters and all their activities will be in consonance with Alumni Association. Chapters will not associate themselves with any activities or standing of the Alumni Association or the Institute. d) Each Chapter will have an elected Executive Committee of not less than five members and additional members may be co-opted as necessary. e)

Elections to the Executive Committee will be held by each Chapter once in two years. A General Meeting will be held annually, at which the accounts of the Chapter will be presented.

f) Each Chapter will have a President, Secretary and Treasurer. Chapters may have additional office-bearers (e.g. Vice-President, Joint Secretary, etc.) if they feel necessary. g) It is desirable that the immediate past President and/or Secretary, and/or Treasurer is/are ex-officio members of the Chapter Executive Committee, especially from the point of view of ensuring completion of past accounts and for continuity. h) Chapters will make appropriate arrangements for proper maintenance of accounts. i)

It is desirable that Chapters should frame and adopt constitutions for providing a framework for activities. The National Association can perhaps frame a model constitution as a guideline.

j)

A Chapter will deem to exist after it has been formally recognized at an Annual General Body Meeting, which resolution should be passed by a simple majority. The Alumni Association may also decide to de-recognize a Chapter, but such decisions will have to be approved by three-fourths of the members, eligible to vote through a referendum. The Decisions to initiate a referendum will rest with the General Body. The resolution for initiating a referendum has to be passed by a three-fourths majority at the General Body Meeting.

k) Each Chapter will send a report of its activities at least once a year to the President of the Alumni Association. l)

The membership fees to the Alumni Association, of the members forming the chapter shall be used exclusively by the Chapters for their activities. They will also be eligible for grants from the Alumni Association as may be determined from time to time. The Chapters will however, provide all possible inputs at the request of the Alumni Association or the Institute to further Alumni activities and to help the smooth functioning of the Association (e.g. updating of members directory, material and advertisements for a possible Alumni Magazine, etc.)