BYE LAWS OF 11 GORKHA RIFLES WELFARE
ASSOCIATION
(Registered under the Societies’ Registration Act 1860)
General
1. Rules and Regulations
(a) Name of the Society. The name of the society shall be “11 GORKHA RIFLES WELFARE ASSOCIATION”.
(b) Address of the Association.
11 GR Welfare Association
C/o 11 Gorkha Rifles Regimental Centre
Kiranti Lines, LUCKNOW-226002
(c) Operating Area of the Association. The Association shall cooperate in whole of India.
2. Aims and Objectives
(a) Aim. The Association shall be a charitable institution for providing facilities to promote fraternity amongst retired, serving and associated regimental officers and for promoting projects/schemes for the betterment of welfare/morale of all ranks of the Regiment (serving, retired and associated) as also their families and dependents.
(b) Objectives. The Association shall be a secular and non-political body which shall not be affiliated to any political organization/institution directly or indirectly and shall have the following objectives:-
(i) To promote brotherhood, foster a sense of belonging, camaraderie and esprit-de-corps amongst its members and enable them to keep in touch with each other and the Regimental Centre and the regular/affiliated units including the TA.
(ii) To acquire, preserve and display articles of historical/educational value.
(iii) To print and publish books/periodicals/news letters/pamphlets and publications.
(iv) To create an interest in the Regiment amongst the public.
(v) To undertake such activities as will enhance the image of the Regiment and preserve its cultural ethos and spiritual values.
(vi) To hold periodic meetings and get-togethers on matters of interest to the Regiment or to the retired personnel and/or their families.
(vii) To raise donations in cash or in kind to attain aims and objectives of the Association.
(viii) To provide fees, books, equipment, freeships, and/or scholarships to deserving persons.
(ix) To provide food to poor students in regimental schools and hostels.
(x) To provide help to deserving persons for marriages/ sickness.
(xi) To set up and operate technical and other educational institutions/ classes/ Museums/ laboratories and polyclinics.
(xii) To give donations to deserving institutions.
(xiii) To conduct nutritional and health services programmes and provide medicines and health care.
(xiv) To institute awards and prizes to provide incentive to deserving persons.
(xv) To engage in such other activities as may be incidental and conducive to the attainment of aforementioned aims and objectives.
3. Membership of the Association
(a) Members. Any retired regimental officer including those of affiliated units/ TA, and officers who have been associated with or have served in the Regiment during any part of their service and wives of serving officers shall be eligible to become member of the Association on voluntary basis.
(b) Widows of the categories specified in (a) above.
(c) Honorary Members. Persons ready to abide by the rules and regulations of the Association and work for the attainment of the aims and objectives of the Association shall be member of this category when nominated by the President.
(d) No one claim admission to the Association as a matter of right on payment of prescribed subscription. The decision of the managing committee shall be final for grant or refusal of membership to any person.
(e) A person who has been cashiered or dismissed from service or whose services have been terminated administratively on grounds of misconduct is not eligible for membership of the Association.
(f) A person who has been found indulging in anti-national or unconstitutional activities or has a cashiered background is not eligible for membership of the Association.
(g) Any person interested in becoming a member of the Association shall apply to the secretary on the prescribed form (attached at Appendix A).
(h) The Managing Committee may, at its discretion, accept or reject any application for membership without assigning any reason.
(j) Life membership may be granted to a member at the discretion of the managing committee.
(k) In special cases, membership may be given to officers from other Arms/Services duly approved by the Patron.
4. Cessation of Membership. A person shall cease to be a member of the Association:-
(a) If he/she has been dismissed or cashiered from service or who services have been terminated administratively on grounds of misconduct.
(b) If he/she has been found indulging in any anti-national or unconstitutional activities or has been convicted by a criminal court.
(c) If he/she resigns in writing.
(d) If he/she is found indulging in acts against the aims and objectives of the Association.
(e) If he/she becomes insolvent.
(f) If he/ she is declared insane or incapacitated by the court of law to enter into contractual obligations.
(g) If he/she dies.
(h) If he/she defaults in payment of subscriptions for more than two years at a stretch.
5. Membership Register. This shall be maintained by the secretary of the Association wherein the names of the members shall be, alongwith their age, address, telephone numbers and occupation shall be entered and signatures of the members, on roll, obtained.
6. Types of Membership and subscription.
(a) Life Membership. A member who pays Rs 2000/- to the Association towards membership shall be granted life membership of the Association subject to other rules of the Association, at the discretion of the managing committee.
(b) Ordinary Membership. A person who pays Rs 200/- to the Association towards membership fee shall be granted ordinary membership of the Association for a period of one calendar year subject to other rules of the Association, at the discretion of the managing committee.
(c) Every member of the Association shall have one vote only and it shall be exercised in person and no proxy shall be allowed, unless the managing committee so decides. However, the President shall have the right to exercise the right of “casting vote” in case of a tie.
(d) Membership fee may be revised from time to time at the discretion of the managing committee.
(e) All members named in the memorandum of Association at the time of its formation shall be called founder members and shall be “life members”.
(f) Bodies of the Association.
(i) General Body
(aa) The general body shall comprise all members of the Association. The Col of the Regt shall act as the Patron of the Association. In his absence, the officer nominated by him will officiate. At all times, the then Colonel of 11 Gorkha Rifles shall act as ex-officio President of the Association.
(ab) At all times the then commandant of 11 Gorkha Rifles Regimental Centre shall act as the ex- officio Secretary of the Association.
(ii) Managing Committed
(aa) The Managing Committee of the Association shall be responsible for the over all management of the Association through elected body.
(iii) Executive Committee
(aa) The Executive Committee shall be responsible for the day to day functioning of the Association.
7. Gen Body
(a) The general body shall meet at the annual general meeting of the Association which shall be held during the Regimental Reunion. The accounts of the Association shall be closed on the 31st March every year.
(b) In case of need, the managing committee of the President may call a special meeting of the Association’s members.
(c) Presence of at least one third members of the Association shall be required to form a quorum for such meetings. However, in case of shortfall of members to complete the quorum, the meeting shall first be adjourned for thirty minutes and on re-convening the meeting, if no quorum is still formed then it shall be adjourned for the next week for the same day, time and place and the number of members present at such meeting shall form the quorum for the meeting.
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(d) At least 10 days prior notice along with the agenda shall be sent to all the members’ of the Association for the annual general meeting. For special meeting, at least three days prior notice shall be given to all the members of the Association.
(e) The following activities shall be carried out at the annual general meeting of the Association:-
(f) To alter or add to all or any of the objectives of the Association in accordance with the provisions of the Societies Registration Act, 1860.
(i) To review balance sheet, income and expenditure accounts along with auditor’s report thereon and the annual report of the Association.
(ii) To elect office bearers and members of the managing committee.
(iii) To review the working of the managing committee of the Association.
(iv) To consider and act upon any matter which cay be brought before the meeting with the consent of the President of the Association.
Managing Committee.
8. The Managing Committee of the Association shall be a body of office bearers and members and shall be responsible for the management of the affairs of the Assn. The committee comprises the following:-
(a) Patron.
(b) President.
(c) Hony Senior Vice President.
(d) Vice President.
(e) Secretary.
(f) Executive Secretary.
(g) Convenor-cum-Treasurer.
(h) All Chapters Presidents (Delhi, Dehradun, Darjeeling and Lucknow).
(j) All Commanding Officers including TA.
(k) Members. To be nominated by the Managing Committee for specific purposes on as required basis.
9. The term of office for members shall be two years. Thereafter, the term may be extended to a maximum of two years as decided by the managing committee. In case of a dispute, the decision of the managing committee will be final and binding.
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10. The managing committee shall meet at least once in a year. President may call special meeting after giving due notice.
11. The quorum for the meeting shall be one third of the total strength of the managing committee.
12. The managing committee shall enjoy full rights to amend/alter any rule/regulation of the Association for its betterment, through majority vote. In case of a tie of votes, the President will have the casting vote. Any decision taken under this clause shall be reported to the general body at its next meeting.
13. A resolution shall be deemed to be duly passed by the managing committee by circulation if it has been circulated in draft form to all the office bearers and other members of the managing committee and has been approved by them or a majority of them Such resolution shall be circulated only with the prior written approval of the President of the Association.
Rights and Duties of the Managing Committee
14. (a) The managing committee shall accept donation, raise funds/subscriptions from the members of the Association or other persons, and invest the funds of the Association for providing income to the Association.
(b) The managing committee shall have the right to acquire by purchase, donations and gifts or otherwise any movable and/or immovable properties’ rights, interests and titles in the name of the Association or to attain its aim & objectives and to manage them.
(c) The managing committee shall accept grants from various govt, and non-govt bodies for utilization for the betterment of the Association and administer its funds.
(d) The managing committee shall have the right to appoint auditors for the next financial year for auditing the accounts of the society.
(e) The managing committee shall have the right to take disciplinary action against the office bearers and/or other members of the managing committee for which at least two third majority forming the quorum shall be necessary.
(f) The Managing Committee shall keep all members of the Association informed about its activities and provide an ideal link between members for rendering mutual assistance.
(g) To print and publish books/periodicals/news letters/pamphlets and other publications.
(h) To raise donations in cash or in kind to attain aims and objectives of the Association.
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15. Executive Committee
(a) This shall comprise the Secretary, Executive Secretary and Convenor-cum-Treasurer and shall manage the day to day running of the Assn’s affairs, under the supervision of the Patron.
(b) The Executive Committee, on orders of the patron may incorporate any additions and amendments in the Bye Laws and Memorandum of the Association as deemed necessary by the Patron.
Rights and Duties of the Office Bearers
16. Rights and Duties of the President.
(a) To chair the meeting of the managing committee and annual general meetings.
(b) To finalize the place, date and time of the meetings of managing committees and the annual general meetings.
(c) To read out the decisions taken during the managing committee meetings.
(d) To form sub-committee(s) of members and non members to carry out the activities for the betterment of the Association.
(e) To appoint employees/professionals for the Association.
(f) To delegate authority to other persons which shall be limited to carrying out specific day to day activities of the Association.
17. Rights and Duties of the Vice President
(a) To assist the President in discharge of his duties.
(b) Officiate as President in his absence.
(c) Oversee the functioning of the Association.
18. Rights and Duties of the Secretary
(a) To assist President and Vice President in the discharge of their duties.
(b) To oversee the functioning of the Executive Committee for day to day running of the affairs Associations.
(c) To ensure prompt follow up actions on the decisions taken during the meetings.
(d) To oversee the publication work and website updating undertaken by the Executive Secretary.
(e) To oversee the accounts of the Association maintained by the Treasure.
(f) Incorporate additions/alterations to the Bye laws and memorandum of the Assn as deemed necessary by the Patron.
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19. Rights and Duties of the Executive Secretary
(a) To execute the orders/instructions of the Patron/Secretary.
(b) To handle correspondence and to keep proper records of the Association.
(c) To maintain updated roll of all members along with their latest addresses and print Directory as decided by the Managing Committee.
(d) To maintain records of the minutes of Gen Body and Mgt
Committee Meetings and put up progress to the Secretary/Patron.
(e) To ensure timely publication of News Letters and Journal.
20. Rights and Duties of the Convenor – cum-Treasurer
(a) To receive donations, subscriptions and subsidies for the Association and give proper receipt for the same.
(b) To prepare annual budget of the Association and to put it up before the managing committee for its approval.
(c) To call meetings of the Association with the consent of the President.
(d) To keep proper records of all sums received for the Association.
(e) To keep records of all investments made by the Association.
(f) To make all payments recommended by the President of the Association.
(g) To arrange annual audit of accounts by the approved Chartered Accountant and put up details to the Secretary.
(h) To file annual return of Income Tax and put up details to the Secretary.
(j) To maintain proper record of receipts issued u/s sec 80 (g) to the sponsors/donors.
21. Duties & Responsibilities of Chapter Presidents
(a) To organize regular get – togethers on appointed/other days for members, to create a sense of belonging and brotherhood amongst the members & ladies. Also, provide mutual help and endeavour to coax non-members to become members of the Association. This get-together will be organized by using the help/resources of the officers posted in that particular station/satellite township.
(b) Expenditure will be shared by the members. However, once the financial health of the association improves, funds may be allocated to the Chapter Presidents to subsidize the expenditure.
(c) Timely feed back of such get-togethers will be forwarded to Secretary 11 GR Welfare Association for publication in the Kiranti Times.
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(d) Important information of value like “News you can Use” published in ‘Baatcheet’ etc and reproduced in Kiranti publication may be disseminated to the members during the get-togethers
(e) Points/difficulties of members/NOK to be passed on to Secretary for further action.
(f) Endeavour to collect funds/donations/sponsorships for the Association. Funds will not be collected from Political/communal outfits and all rules on the subject will be followed while collecting funds/ donations from NRIs. Proper receipts will be issued after obtaining the same from Secretary of the Association to enable donors to have tax benefits under section 80 (g) of the Income Tax Act.
Maintenance of Book of Accounts and Documents.
22. The Association shall maintain the following books of accounts:-
(a) Cash book showing daily receipts and expenditures and the balance at the end of each day.
(b) Receipt book containing forms in duplicate to be issued for the money received.
(c) Vouchers file containing all vouchers for expenditures incurred by the Association.
(d) Ledgers showing consolidated and separate accounts of all items.
(e) Members’ register showing names and addresses of all members.
(f) Minute book of the managing committee meetings.
(g) Minute book of general body meetings.
(h) Investment register showing all the investments made by the Association.
(j) Fixed deposits register.
(k) Fixed assets register showing full particulars, along with location, of all movable and immovable properties of the Association.
23. Bank Accounts and Funds of the Association. The bank account(s) shall be maintained with a scheduled bank and shall be operated by two persons as authorized by the managing committee. However, the managing committee shall be empowered to invest the funds of the Association in any manner given in section 11 (5) of the income Tax Act, 1961.
24. Sources of Income
(a) Initial subscriptions from the members.
(b) Interest on investments.
(c) Canteen profit (5%)
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(d) Funds raised through sponsorships/donations/contributions.
25. Audit of Accounts. The Association shall get its accounts audited for each financial year by a chartered accountant.
26. Stock Taking Boards. Annual stock taking of all stores purchased from this fund will be carried out as per prevalent regulations/procedures in vogue.
Dissolution of the Association
27. Provisions of section 13 and 14 of the society’s registration act 1860 shall be applicable in case of dissolution of the Association and distribution of its assets thereafter.
28. The provisions of the Societies Registration Act, 1860 shall be applicable in respect of matters where the bye-laws are silent.
29. Miscellaneous/Income Tax.
(a) The Association has got the exemption from payment of Income Tax under section 12 (A) of Income Tax Act, on the amount collected by the Associations as subscriptions /donations etc.
(b) The Association has got the authority to issue certificates to the donors for claiming benefits under Section 80 G (5) of Income Tax Act. This has to be renewed from time to time.
(c) Permanent Account Number (PAN) of the Association issued by Income Tax Authorities is AAATZ0189M.
30. Certified that this is the correct copy of the rules and regulations of the Association.
Appendix ‘A’
APPLICATION FORM FOR MEMBERSHIP OF 11 GORKHA RIFLES WELFARE ASSOCIATION, 11 GRRC, KIRANTI LINES LUCKNOW IN RESPECT OF OFFRS HAVING AN ASSOCIATION WITH 11 GR
1. Name in Capital -
2. Rank -
3. Personal Number -
4. Unit (Parent) -
Duration & type of
Association with 11 GR
5. Present Address -
(For future correspondence)
6. Permanent Address -
With Tele Nos
____________________
(Signature of Applicant)
COUNTERSIGNED
Approved/Not approved
Station : Lucknow-2 (Signature of Patron)
Dated :
Notes:
1. Cheque/draft for Rs 2000/- favouring Secy 11 GR Welfare Assn payable at Lucknow be enclosed.
2. Two coloured passport sized photos be enclosed.
