Any ex-student holding P.G./ P.G. Diploma/ Ph.D./ D.Lit./ D.Sc. degree of North Bengal University, irrespective of caste, creed or religion and who agrees in writing to be bound by the memorandum of Association and Regulations of the society, may be admitted as a member of the Association which is a registered Society.
In this Constitution, the NBU Alumni Association shall be described as a Society.
- Class of members:
The society shall have the following class of members:-
Life Member: Any ex-student, qualified to be a member, on payment of the membership fee as may be determined by the Executive Committee from time to time, may be admitted as a Life Member of the Society by the Executive Committee.
- Cessation of Membership:
Any member of the society shall cease to be a member:-
On his resignation from membership by a letter addressed to the Secretary.
On his becoming insane or insolvent,
On his conviction of any offence in connection with the formation, promotion, management or conduct of affairs of a society or a body corporate or of any offence involving moral turpitude.
- Register of members:
The society shall maintain a Register of Members containing the names, addresses and their occupations, the date of admission and the date of cessation. The Register will be kept open for inspection of the members of the society on requisition.
- Rights & Obligations of members:
Any member has the right to elect and to be elected in any election of the society,
To submit suggestion for discussion to the Executive Committee and sub-committee on any matter,
To inspect the accounts of the society on appointment with the Secretary.
To forego his membership after due information in writing to the Executive Committee,
To pay his subscription within the prescribed time.
- Composition & Election of the Executive Committee:
The Executive Committee shall be elected by the General Members of the society in Annual General Meeting every third year and the members of the Executive Committee shall be not less than 9 members which shall be composed of as Chairman, Secretary, Treasurer and members. The Executive Committee from amongst themselves in the first meeting of the Executive Committee shall elect the office bearers.
- Termination of Membership:
A member of the Executive Committee shall cease a membership if: -
He resigns by a letter addressed to the Secretary,
He absents himself from three consecutive meetings of the Executive Committee without any leave or without reasonable grounds,
He is convicted of any offence in connection with the formation, promotion, management or conduct of affairs of a society or a body corporate or of any offence involving moral turpitude.
- Term of Election:
All members of the Executive Committee shall retire at the Annual General meeting every third year following their election when the new Executive Committee shall be formed.
A meeting of the Executive Committee shall be held at least once in three months at such time and place as the Chairman or the Secretary may determine. Any 5 members of the Executive Committee may requisition the meeting of the Executive Committee and the Secretary shall summon the same within 7 days and failing which the Chairman or the requisitionists may do so provided no business other than that specified in the notice shall be transacted at such meeting.
7 days' notice of the meeting specifying the time, place & the general nature of work and business to be transacted shall be given to every member of the Executive Committee. Emergency meeting may be called on 24 hours notice. 1/3rd members personally present constitute a quorum for the meeting and if a quorum is not present within 30 minutes of the time the members present may abandon the meeting.
- Procedure of the Meeting:
The Chairman shall preside over all meetings of the Executive Committee and in his absence the members present shall elect a President of the meeting. All questions before the meeting will be decided by a majority of votes, each member having one vote. The Chairman or the President shall have a 2nd or casting vote in addition to his own vote in the case of equality of votes.
- Powers & Duties of the Executive Committee:
The Executive Committee shall have powers of supervision and conduct over all the affairs of the society and in particular shall discharge the following duties:-
To summon the annual general meeting of the society,
To appoint sub-committee with such power and duties as may be considered necessary in the interest of the society,
To accept gift, movable or immovable property for the use of the society,
To sell, lease, mortgage or otherwise dispose of and deal with all or any part of the property of the society as deemed necessary or expedient for the use of the society,
To keep proper accounts of the society and to open bank account in he name of the society in one or more of the banks.
- Bank Operation:
The Chairman, Secretary and Treasurer, any two of them, shall operate the banking accounts of the society jointly.
- Safe Custody of Funds:
The Executive Committee of the society shall be responsible for the safe custody of the funds and assets of the society. The funds of the society shall be kept in banks/post office and be invested in any securities as specified u/s.20 of Indian Trust Act, 1882.
- Books of Accounts, Inspection of & Audit:
The books of Accounts and other statutory books shall be kept at the registered office of the society and shall be kept upon for inspection of the members of the Executive Committee during usual office hours and the same shall be kept open for inspection of the members of the society at such time and place as the Executive Committee directs on a written request made by any member. The society shall maintain accounts, which will be audited annually by a qualified auditor or auditors.
- Accounting Year:
The Accounting year of the society shall be from 1st April to 31stMarch of the following year.
- General Meetings:
There shall be three kinds of general meetings: (a) Ordinary General Meetings (b) Annual General Meeting, and (c) Special General Meeting.
- Ordinary General Meeting:
The Society shall hold an ordinary general meeting as and when necessary. At least 7 to 14 days notice specifying the time, place, day and hour shall be given to every member of the society.
- Annual General meeting:
The society shall hold an annual general meeting every year and not more than 15 months shall elapse between two successive annual general meetings. At least 14 days notice specifying the time, place, day and hour shall be given to every member of the society.
The members of the Executive Committee shall be elected at the Annual General meeting every third year.
The quorum for transaction of any business in ordinary general meeting and annual general meeting shall be 1/3rd of the total number of members plus one present personally.
- The business to be transacted at the general meetings shall be:
To confirm the minutes of the last general meting and of special general meeting, if any,
To adopt with or without modification the report of the working of the society for the previous year ended,
To pass audited accounts for the said year,
To appoint qualified auditor or auditors,
To elect the Executive Committee Members for a term of three years.
- Special General Meeting:
(a) The Executive Committee may convene a Special General meeting at any time in view of urgency of the matter. At least 14 days' notice shall be given for Special General Meeting.
(b) The Secretary shall convene a Special General Meeting if 2/3rdmembers of the society requisitioned such meeting specifying the nature of the business to be transacted at the meeting. On receipt of such notice the Secretary shall hold such meeting within 21 days. In default by the Secretary, the requisitionists shall hold such meeting provided no business other than that specified in the notice should be transacted.
- Duties of Office Bearers:
Shall preside over all meeting of the society,
Take all disciplinary actions such as removal, dismissal etc. in consultation
with the Executive committee.
Shall convene all meetings of the society,
Maintain minute books of all meetings,
Issue general circulars and notices,
Receive all applications for membership which shall be placed before the Executive Committee,
Sign on behalf of the society all receipts for all sums received as subscriptions etc.,
Sign and give pay order on all bills for payments, and Transact all other business subject to the direction of the Executive Committee.
Shall collect and receive all sorts of subscriptions, donations and deposit of money and grants receipt for money thereof;
Maintain and keep cash book and such other accounts as are necessary.
- Suits & Legal Proceedings:
All suits and legal proceedings by or against the society shall be in the name of the Secretary or such person as shall be appointed by the Committee for the occasion.
- Alteration of Regulations:
The Executive Committee shall have powers to make such byelaws as may be considered necessary in the interest of the society. The regulations may be altered, modified, rescinded or added to only by resolutions passed by the 3/4th majority of the members of the society present at a general meeting.
The society may be dissolved by a resolution to that effect passed by 3/4th of the total members of the society at a general meeting. The said meeting shall also decide the manner of disbursement of the funds and assets of the society, if any, after dissolution as per provision of the Act.