OBA - Rules & Regulations

ARTICLE I – GENERAL

1.NAME

The Association shall be known as SSKZM OBA. 

2.DEFINITION

In this Constitution and Rules, unless the context otherwise requires: - 

a.‘Principal’ shall mean the Principal of the Sainik School, Kazhakoottam, Thiruvananthapuram.

b. ‘Old Boy’ shall mean a former student of the Sainik School, Kazhakoottam, who has a School Roll No. and has completed at least one academic year of study in the school.

c. ‘School’ shall mean the Sainik School, Kazhakoottam, Thiruvananthapuram.

d. ‘Act’ means the “The Travancore-Cochin Literary, Scientific and Charitable Societies Registration Act, 1955”.

e.  ‘Year’ means the financial year of the Society which until otherwise determined by the Society shall extend from 1st April to 31st March

Throughout this Memorandum, all references made in the male gender also apply to the female gender. This has been done for practical reasons only.

3.OBJECTIVES

The objectives for which the foundation is established in accordance with the Act and Rules contained in the Travancore-Cochin Literary, Scientific and Charitable Societies Registration Act XII of 1955 are:-

a. To create, foster and maintain union, friendship and fellowship among the former students of the Sainik School, Kazhakoottam, Thiruvananthapuram. 

b. To maintain links between the Old Boys and the School and to perpetuate their interest in their Alma Mater. 

c. To provide inspiration and guidance to the students of the School, through the experiences and achievements of the Old Boys.

d. To enlist the interest and support of the Old Boys in the improvement and development of the School.

e. To institute Scholarships and awards and to promote any other object of general interest and usefulness.

ARTICLE II – MEMBERSHIP

1. MEMBERSHIP 

a. The Principal shall be the Patron of the Association. 

b. The membership of the Association shall be open to all Old Boys and former members of the teaching staff as provided hereunder.

2. Types of membership. There shall be only three types of membership: - 

a. Life Member.

Any Old Boy who pays the Life Membership fee of Rs.2000/- (in lumpsum) will be considered as a Life Member. However, the XIIth standard cadets may become life members by paying a sum of Rs. 500/- before leaving SSKZM. The life membership fees for Old Boys as well as XII th standard cadets will vary and it will be as decided by the members of the Association during the Annual General Body Meeting held every year. He shall be entitled to vote.

b. Annual Member 

Any Old Boy who pays an annual subscription (of Rs. 300/-) will be considered as an Annual Member. For students (and those not employed), the annual membership fees would be Rs. 100/-. This facility of membership for students will cease after 5 years of leaving SSKZM. The amendment to annual membership fee will be as decided by the members of the Association during the Annual General Body Meeting held every year. An Annual Member retains his membership only for the particular year for which he has paid the annual membership fees and for so long as he continues to pay the subscription in the subsequent or intermittent years. He shall not be entitled to vote.

c. Honorary Member 

Former Principals, Headmasters, Registrars, any former members of the teaching staff and matrons of the School may be admitted as Honorary Members of the SSKZM OBA. The decision to confer Honorary Membership or removal from it rests entirely with the  Association and this will be as decided by the General Body. He shall not be entitled to vote.

3. Rules for Membership 

a. Subscription once paid shall not be refunded in full or part.

b. A copy each of all circulars, documents, annual reports etc. related to the Association, as and when published, will be sent electronically by E-Mail / posting in the Official website. This would be considered as sufficient notice to all members. Hard copies would be sent by post only on specific request from Old Boys (who are life members) and on approval by the  Executive Committee. However, postings of such communiqué on the SSKZM OBA website shall be broadcast through various mail groups, Whatsapp, Facebook, word of mouth or any such media in vogue from time to time, on a best effort basis.

4. Resignation

Any Old Boy may at any time resign his membership by notifying such resignation by a written notice to the President of the Association

5. Misbehavior, Exclusion and Expulsion.

If any member of the Association behaves in such a manner as to disturb the harmony of the SSKZM OBA or the School, he shall be formally admonished by the President at the discretion of the President. The President shall then bring up the matter during the Executive Committee Meeting / Annual GBM (whichever is earlier) and inform the members the reasons for the actions taken. If the Executive Committee approves the action of the President, a notice would be issued to him asking him why he shouldn't be debarred from SSKZM OBA Membership and disciplinary action be taken against him. Three weeks’ time is to be given for the reply. The OB shall be debarred from SSKZM OBA membership till the next AGBM, if the reply to the notice is considered unsatisfactory by the EC or GBM as the case may. The matter is to be put up to the members during the next AGBM, which will decide the further course of action. If the Executive Committee or the Old Boys does not approve the President’s action during the AGBM, the Old Boy's membership shall be restored.      

ARTICLE III - ADMINISTRATION AND FINANCE

1. MANAGEMENT 

a. The affairs of the Association shall be managed by a Governing Body called "The Executive Committee" which shall consist of a President, two Vice - Presidents, a General Secretary, an Organising Secretary, two Joint-Secretaries, Treasurer and one member representing each of five consecutive batches. They shall be elected every year at the Annual General Body Meeting of the Association.

b. Every office of the Executive Committee shall be honorary. 

c. The Executive Committee shall meet at least once in every four months and may also meet as often as may be desirable at the direction of the President or at the written request of any member of the Executive Committee. 

d. Absence from two consecutive Executive Committee meetings without justifiable cause shall disqualify a person from membership of the Executive Committee. The cause of absence shall be intimated to the President either before or within three days after the meeting. 

2. POWERS AND FUNCTIONS OF THE EXECUTIVE COMMITTEE. 

i. The entire management of the Association, the attainment of its objectives and the supervision of all the business connected with its affairs shall vest in the Executive Committee.

ii. The Executive Committee shall be empowered to do all acts at its discretion on behalf of the Association save as restricted herein. 

iii. The Executive Committee shall be empowered to co-opt additional members not exceeding five in number, for the management of the different functions of the Association like managing projects, coordinating group mails etc.

iv. Before the next Annual General Body Meeting, if any vacancy occurs in the Executive Committee, the same shall be filled up for the rest of the period by the Executive Committee, by coopting a suitable member

v. Such filling up of the vacancy shall be done immediately after the occurrence of the vacancy and in any case by the end of the next meeting. Any business transacted by the Executive Committee during the period of such vacancy shall be legal and valid.

vi. The right to accept the resignation of a Member of the Executive Committee shall be vested in the Executive Committee.

vii. The Executive Committee is empowered to lease / rent suitable premises for use as SSKZM OBA office. Furniture and communication equipment for the same may also be procured by the EC, provided the so incurred expenditure lay within the financial powers as the case may be. These are to be put up for information in the next AGBM. 

viii. The coopted members shall not be eligible to vote in the EC and shall also not be counted towards the quorum. However, the member coopted to fill an EC vacancy shall be counted towards the quorum, but will not be entitled to vote in the EC.

3. ADMINISTRATION

A. PATRON

The Patron shall provide guidance and assistance in the smooth functioning of the Society and shall host once in every year, a reunion of the Old Boys, in the School. Unless otherwise decided, this reunion shall be held on the Third Saturday of June each year at the School campus, with the concurrence of the Patron.

B. PRESIDENT 

i. The President shall be the executive head of the Association and shall supervise all the affairs.

ii. He shall preside at all the meetings of the General Body and the Executive Committee. 

iii. All the activities of the Association shall be conducted under his directions. 

iv. He shall keep a watch over the implementation of the general policy and decisions taken by the General Body and Executive Committee from time to time.

v. He shall not hold the same office for more than five successive years.

vi. At all meetings, the President shall have a casting vote in the event of an equal division. 

4. VICE-PRESIDENT

i. The senior (in age) Vice-President shall officiate in the absence of the President. In case of his absence, the second VP (junior in age) will take charge.

ii. They shall assist the President in developing a vision for the organisation, set short term objectives, network and liaison with School administration, Government institutions etc, to achieve the set goals. 

iii. They shall not hold the same office for more than five successive years.

iv. They shall keep a close watch over the Implementation of directions issued by the President concerning the general policy guidelines. Any deviations thereof shall be brought to the notice of the President.

v. They shall be responsible for supervision, for and on behalf of the President, of Projects undertaken by the Society at SSKZM and outside of it. Specifics of the Projects and who, out of the two VPs will function as the local executive authority of each of the concerned Projects will be as directed by the President.

vi. They shall undertake any other responsibility as assigned to them by the President from time to time. 

5. GENERAL SECRETARY

i. The General Secretary shall control the finances of the Association and direct all expenditure. He along with the Treasurer shall jointly operate the accounts of the Association. 

ii. The Secretary shall carry out the directives of the Executive Committee. 

iii. He shall be the administrative head of the Association. He shall maintain all the records of the SSKZM OBA, database on Old Boys as well as the various properties purchased from the Society’s funds / donated by Old Boys and well-wishers of SSKZM OBA. 

iv. All press releases & legal documents in favour of the Association can be signed by the General Secretary at the direction of the Executive Committee.

v. He shall originate all correspondence with Old Boys and organise meetings, functions and fixtures on behalf of the Association.

vi. He shall implement the decisions taken by the Executive Committee and the General Body of the Association.

vii. He shall present the Annual Report at the time of the Annual General Body Meeting. He shall receive from the Treasurer and incorporate in the Annual Report, a Balance Sheet up to Thirty first March.

viii. He shall sign the bills and receipts of the Association in the absence of the Treasurer.

ix. He shall record in writing the proceedings (minutes) of every Annual General Body, Executive Committee meetings and all other meetings of the SSKZM OBA.

x. He shall not hold the same office for more than five successive years.

6.ORGANISING SECRETARY

i. He shall liaise with the School authorities for all matters concerning the Society like Students' Aid Fund implementation, Handing over Circulars, finalising the printing of Invitations, attending important functions in the School on behalf of SSKZM OBA, attending important functions concerning Old Boys, as guided by the decision of the President/EC from time to time.

ii. He shall interact with the Master Coordinator at SSKZM regarding cadets who are to be awarded prizes during the Commemoration Meeting on Old Boys' Day, as guided by the decision of the President/EC from time to time.

iii. He is to compile all matter for the Society Bulletin in consultation with General Secretary.

iv. He is to coordinate printing work (if any) of the Society and carry out proof reading and make necessary corrections, under the guidance of the General Secretary.

v. He is to be the IT Coordinator for the Society Website. Details requested by Old Boys are to be dealt with by him. He is to collect and disseminate such particulars and information, which will be of use and interest to the members of the Society.

vi. In the normal course, this shall be one year tenure, preferably held by a member of the batch organizing the succeeding re-union. In any case, he shall not hold the same office for more than five successive years. 

7. JOINT SECRETARY

i. In the absence of the General Secretary, the Joint Secretary (senior in age) shall carry out the directions of the Executive Committee and the duties of the Secretary.

ii.The Joint Secretaries shall assist the General Secretary in carrying out his duties listed at (i) to (x) under the sub-heading clause 5 of Article-III.

iii. They shall not hold office for more than five years consecutively. 

8.TREASURER

i. He shall deposit within two weeks of their receipt all the sums received in a Savings Bank Account in the name of the Association.

ii. Withdrawals from the above mentioned account shall be ratified by the Executive Committee at its meetings.

iii. Withdrawals in times of emergency shall be judiciously made in consultation with the General Secretary and shall be ratified at the next Executive Committee meeting.

iv. He shall present at the time of the Annual General Body Meeting a statement of accounts of the amount received and expended by the Association drawn up to the Thirty first day of March that year.

v.He shall prepare and pass on to the Secretary a Balance Sheet drawn to the aforesaid date to be incorporated in the Annual Report.

vi.He shall jointly operate the accounts of the Association along with the General Secretary. He shall maintain the accounts of income and Expenditure and sign all bills and receipts. 

vii.He shall maintain all receipts and vouchers for the expenses incurred by the Association.

viii.He shall devise ways and means to raise the finances in the interest of the Association.

ix.He shall along with the General Secretary jointly operate the finances of the Association.

x.He shall submit to the President and the General Secretary the accounts (statement of Accounts of income and expenditure and the Balance Sheet) well in advance of the Annual General Body Meeting.

xi.He shall not hold the same office for more than five successive years. 

9. FUNDS

All funds of the Association, Assets & Liabilities will be kept in trust by the General Secretary and Treasurer. All funds will be kept in Banks and the General Secretary and Treasurer shall operate all bank accounts jointly. The Treasurer may keep Rs. 10,000/- at a time, in cash with himself to meet emergency payments for the Association. 

10.AUDIT

Once every year, the accounts of the Association shall be audited by the auditors for the purpose appointed by the General Body.

ARTICLE IV – MEETINGS & ELECTIONS

1.MEETING

A. ANNUAL GENERAL BODY MEETING

i. The Annual General Body Meeting (AGM) of the Association shall be held once every year, which shall ordinarily be on the third Saturday of June each year. That day shall be known as the Old Boys' Day. In the event of the re-union day falling outside the one-year duration from the previous AGM, the existing EC will continue until the next AGM to be held at the next re-union, provided that such extension does not exceed 7 months. In the event of the following re-union exceeding 19 months from the previous, a General Body Meeting shall be convened within that duration to elect new office bearers.

ii.The ordinary business to be transacted at the Annual General Meeting will be the following: -

a.Election of office bearers for the forthcoming year.

b.Review of the activities of the previous year.

c.Planning of activities for the coming year.

d.Enactment of new bye-laws if required. 

e.Rectification of bye-laws if any.

f.Conducting of other business, if any, on the agenda.

g.The Annual Report shall be presented.

h.The Audited Annual Accounts of the Association shall be presented together with the Budget.

i. Any business other than the ones listed above shall be special business and the same shall be stated as such, in the notice for the meeting with an explanatory statement as to the necessity of the business. 

iii. The senior-most Old Boy present (by batch / roll no.) during the AGBM on Old Boys' day shall be the Returning Officer and shall conduct the elections of all the Office bearers at the Annual General Body Meeting. The President shall assist in conducting the election if the Returning Officer requests help, provided he is not seeking re-election. If it so happens that the President is the senior-most Old Boy, then the senior-most Old Boy (other than the EC members) present during the Annual General Body Meeting shall conduct the election. The Returning Officer shall be an Old Boy who is not standing for the elections.

iv. Any person seeking election as the President should have held either of the following posts in SSKZM OBA EC for at least two years any time during the preceding 15 years: -

a.President

b.Vice President

c.General Secretary

d.Joint Secretary

e.Treasurer

v.Any person seeking election as a General secretary should have been a member of the SSKZM OBA EC in any capacity, including as batch representative, or as a coopted member, for at least 1 year, any time during the preceding 15 years.

vi.Any member having held any post in the EC (including that of a coopted member but excluding Batch rep) for 6 years consecutively shall not be eligible to stand for election to the EC, unless he has not held any post in the EC in the preceding 2 years. An absence of only 1 year alone from the EC in the preceding 6 years shall not be counted as a break in EC tenure, for this purpose. 

B. SPECIAL GENERAL BODY MEETING & EXECUTIVE COMMITTEE MEETINGS

i. All the General Body Meetings other than the Annual General Body Meeting shall be Special General Body Meetings.

ii. A Special General Body Meeting may be held at the direction of the Executive Committee.

iii. A Special General Body Meeting at the written request of 25 percent of the total membership of the Association must be called for by the Secretary within 30 days from the date of requisition. 

iv. The Executive Committee meeting shall be held once in four months and as and when deemed necessary by giving sufficient notice.

v. Special functions shall be organised at the request of the General Body or the Executive Committee.

vi. The proceedings of all meetings shall be recorded in writing by the General Secretary and thereafter intimated to all members. 

2.NOTICE

i. There shall be a notice sent to all the members of the Association at least fourteen days in advance before the date of the Annual General Body Meeting. This notice shall be sent by E Mail / posted on the SSKZM OBA web site. However, postings of such communiqué on SSKZM OBA website shall be broadcast through various mail groups, Whatsapp, Facebook, word of mouth or any such media in vogue from time to time, on a best effort basis. Intimation will be sent by post only to life members who specifically ask for such information by Post. The notice would also seek nominations to the posts in the Executive Committee. 

ii. The date of the next Annual General Meeting may be fixed during the AGBM. However, in case it is not possible to do so, the Executive Committee is empowered to fix the date for the next year's Old Boys' Day Re-union.

iii. Non-receipt of notice by any member will in no way jeopardise the proceedings of any meeting provided there is a quorum.

c. The notice period for the Meeting for the Executive Committee is seven days. A meeting of the Executive Committee may be held on short notice provided, if it is agreed to by at least 5 members of the Executive Committee. This notice shall be sent by E Mail / posted on the SSKZM OBA web site. However, postings of such communiqué on SSKZM OBA website shall be broadcast through various mail groups, Whatsapp, Facebook, word of mouth or any such media in vogue from time to time, on a best effort basis.

3. QUORUM 

i. The quorum at the Annual General Body shall be 100 Old boys (life members) present and voting (only life members have the right to vote) on the reunion day.

ii. The Quorum at a Special General Body Meeting at the appointed time shall be a minimum of 50 life members.

iii. All matters except 'Amendment to Bye Laws' shall be decided by a majority of votes (see Article V Rules 01 (b) and (c) for 'Amendment to Bye Laws')

iv. At all General Body Meetings, each life member shall have one vote, should there be a demand for poll. Only life members have the right to vote at the General Body.

v. In the absence of both the President and the Vice Presidents, the General Secretary shall conduct such meetings.

vi. Quorum at Executive Committee will be five members.

ARTICLE - V – MISCELLANEOUS

1.AMENDMENTS

i. The Executive Committee shall have the right to frame bye-laws and such other rules and regulations as may be necessary for the efficient working and convenient management of the affairs of the Association or in any matter connected therewith. Such bye-laws, rules and regulations which have been amended / planned to be newly instituted shall be presented during the AGBM for discussions and necessary approval after discussions.

ii. The rules framed herein shall be altered, amended or abridged only at the General Body Meeting of the Association wherein a resolution to the effect has been passed by not less than two thirds of the members present and voting (i.e. only if the minimum quorum of 100 Old Boys (life members) are present and voting on the reunion day, at least 67 Old Boys (life members) should vote in favour).

iii. No amendment to the bye laws will be made without prior approval of the Commissioner of Income Tax having jurisdiction over the Society. The power to effect amendment to the bye laws given to Managing Committee shall not extend to altering the basic characters or objects of the Society and further no such amendments which may prove to be repugnant to the provisions of Sec 2(15), 11, 12 and 13 of the Income tax shall be made.

2.SUB-COMMITTEES

The Executive Committee may appoint 'ad hoc' or periodical sub-committees of the Association but in all sub-committees, at least one member of the Executive Committee should be included.

3.PROVISION FOR DISSOLUTION

In the event of dissolution or winding up of the society, the assets remaining as on the date of dissolution shall under no circumstances be distributed among the members, but the same shall be transferred to another charitable society whose objects are similar and which is registered u/s 12A of the IT Act 1961 as amended from time to time or shall be vested with the Government

We the undersigned hereby declare that this is the true copy of Bye-law Society approved by general body of SSKZM OBA on 12th December 2015 and formed under The Travancore-Cochin Literary, Scientific and Charitable Societies Registration Act, 1955.

OBA - Memorandum of Association