EXECUTIVE COMMITTEE

THE OFFICE BEARERS OF EXECUTIVE BODY MEMBERS , ALUMNI ASSOCIATION- 2024-2026

POSITION

NAME/QUALIFICATION

PRESIDENT

(01)

MR. RAHUL GUPTA

BA LLB, CS

GENERAL SECRETARY

(01)

MR. ROHT GUPTA

POST GRADUATE (MBA)

TREASURAR

(01)

MR. KUNAL GOGIA

POST GRADUATE

VICE PRESIDENT

(02)

MR. NAMAN GUPTA

BBA

Dr. JAYITA BISWAS

PhD

JOINT SECRETARY

(01)

MS. TISSHYA SHARMA

Pursuing B.A Psychology

COMMITTEE MEMBER

(02)

MS.KHUSHBOO GUPTA

M. Phil ECONOMICS

MS. KAPISH GOEL

Pursuing B. TECH

RULES AND REGULATIONS OF ALUMNI ASSOCIATION – BAL BHARATI PUBLIC SCHOOL,

Name of the society

ALUMNI ASSOCIATION – BAL BHARATI PUBLIC SCHOOL,

(Unit)

Address of the society

BAL BHARATI PUBLIC SCHOOL,

C/o. (Unit Name & Address)

Area of operation

…………………..

1. TYPES OF MEMBERSHIP

Ordinary Membership: Any alumnus who has passed class XII or who has passed class X with continuous five years of stay in school will be eligible to be an ordinary member of the Alumni Association by filling out the ordinary membership form available online / offline and by paying the requisite fee as decided by the executive committee members. Each member will be assigned an ordinary membership number.
Life Membership: Any alumnus who has passed class XII or who has passed class X with continuous five years of stay in school can be granted life membership on submission of specific application form to the executive committee. The Executive Committee members shall approve the life membership and the fee, as decided by the Executive Committee, shall be deposited. Each Life member will be assigned a Life membership number.
Honorary Membership : Any Bal Bharatian who has been a student of school at any point of time during his/her educational journey and has done outstanding work in academics, sports or public life may be granted Honorary membership subject to approval by the Executive Committee.

2. MEMBERSHIP FEE

The Membership Fee in respect of all the Members, and the mode of collection, will be decided by the Association from time to time. A person becoming a Member shall pay such Membership Fee and, in such manner, as decided by the Executive Committee. In case of termination of membership for any reason, no part of the membership fee will be refunded.

3. TERMINATION OF MEMBERSHIP

The Member shall cease to be the Member of the Association in any of the following events:
- In the event of his/her death.
- On her written resignation
- If adjudicated by any court of law to be a criminal offender/proclaimed offender or of unsound mind.
- Conviction by a court of law for an offence involving imprisonment, and as decided by the Executive Committee.
- In case of dissolution of the Association
Any Member may resign as a Member of the Association by submitting a resignation letter to the Secretary of the Executive Committee.
In case the Executive Committee is satisfied that a Member has been working against the interests of the Association or the Member’s actions bring harm to the Association’s reputation or the member is unable to carry out his/ her duty, the Committee shall resolve to expel such Member from the Association, subject to ratification by a two-thirds majority of the total Members of the General Body, present and voting at its meeting, either in person or by online voting.
The Executive Committee reserves the right to suspend a member for a suitable duration of time on moral/ criminal/ disciplinary grounds by a two-thirds majority of the total Members of the General Body, present and voting at its meeting, either in person or by online voting.
A Member who is expelled shall not be eligible for re-admission unless unanimously approved by the Executive Committee.

4. MEMBERSHIP RIGHTS & PRIVILEGES

All Members are entitled to receive all announcements etc. (posting of such announcements on the website shall also amount to their being received by the Members) connected with the activities of the Association, the Alumni newsletter and the annual magazine (as and when introduced), and also participate in all social functions and other activities of the Association, by paying the cost of admission to such events provided that the member is not under suspension period.
All Members will also be eligible to be beneficiaries of any schemes or assistance programs, if any, administered by the Association.
Only Life members will be eligible to be elected as batch representatives/ executive committee members.

5. ORGANIZATION

The following shall be the authorities of the Association:

The General Body.
The Executive Committee.

The method of election of the office bearers and their roles are defined in subsequent paragraphs.

6. GENERAL BODY

The General Body shall consist of all the ordinary and life Members of the Association.
The supreme authority of the Association is vested in the General Meeting of the members presided over by the President.

7. THE EXECUTIVE COMMITTEE

The executive committee constitutes the following members -

President : One
Vice President : Minimum one max two
General Secretary : One
Treasurer : One ( Desirable to be a chartered Accountant )
Joint Secretary : Minimum one maximum two
Committee Member : Minimum two maximum four

Additional committee members can be inducted as co-opted committee members if desired.

Ex- President & Ex-General Secretary / any other Ex-Office bearer of the Executive Committee of the last term shall be de-facto members of the executive committee.

At least 2 members of the Executive Committee should be female candidates; however, if a required number of female candidates is not available/suitable, then the vacant posts can be held by any male candidate.

The Principal of Bal Bharati Public School (Unit) will be the Director member of the Executive Committee.

Notwithstanding anything contained in these Rules, the first Executive Committee shall be composed of the Founding Members as named in this Memorandum of Association and shall function for a period of two years or until the election of the next Executive Committee.

8. TERM:

The term of all the committees shall be two years concluding on the day of Annual General Meeting. However term can be extended for another two years on the discretion of the Director.

9. PROCESS OF ELECTIONS

The Executive Committee shall be elected every two years. The election process should be held after the completion of SSCE and before holding the Annual General Meeting in the second year. The election process to constitute the Executive Committee shall happen in the following three stages.

The first Stage - Elections of the Batch Representative Committee:

Notice shall be issued by the General Secretary, batch-wise, to all alumni members by 15 April. Members of all the batches shall nominate/elect their respective batch representatives from amongst life members. The number of batch representatives shall be up to the maximum limit of 5, depending upon the decision of the Executive committee. The application forms for batch representatives shall be made available on the school website or the alumni association website. Nominations received by the closing date i.e 30 April will be sorted by batch representatives. Elections will be held for batches where the number of applicants exceeds the number of batch representatives as determined by the Executive Committee. Otherwise, the batch representatives will be elected unopposed. Upon completion of the elections, a committee of all batch representatives will be formed, which shall be called the Batch Representatives Committee. The constitution of the Batch Representative Committee shall be supervised by the outgoing Executive Committee and should be finalized within fifteen days of the submission of nominations i.e by 15 May.

The Second Stage - Elections of the Executive Committee:

Following the election of batch representatives, the process for electing Executive Committee members from amongst the Batch Representative Committee will commence under the supervision of the Election Committee. The election committee could be a five-member committee with the Principal, two staff members, an Ex-President and an Ex-Vice President/ General Secretary of the last Executive Committee. The outgoing President shall act as the returning officer for the elections. The election committee must ensure the election of Executive Committee members within a maximum period of fifteen days after the Batch elections i.e by 31 May.

At least one batch representative shall nominate another representative as an Executive Committee member, who must be seconded by another batch representative. If required, an election by ballot voting may be conducted. In case of any dispute or confusion, the decision of the Director shall be final.

Third stage - Election for the posts to Executive Committee members:

Once the Executive Committee is constituted, the election of the posts of President, Vice President, General Secretary, Treasure, and Joint Secretary & Committee Members shall be done through nomination, preferably on the same day by the members of the Executive committee. In the event of any dispute or confusion, the decision of the Director shall be final. Thus the office bearers of the Executive Committee are elected by 31 May. The newly elected Executive Committee shall take over from the date of subsequent Annual General Meeting.

Right of the Executive Committee:

The Executive Committee shall have the right to co-opt members and/or appoint sub-committees from amongst the General Body from time to time to execute specific assignments as required, provided that a member of the Executive Committee is the Chair of the said sub-committee.

Filling of Vacancy:

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. The member so co-opted shall hold office for the remaining term of the Executive Committee. Such co-opted members shall be treated at par and will have the same rights as enjoyed by the elected members of the Executive Committee.

10. PROCEEDINGS AT ANNUAL GENERAL MEETING (AGM)

(i) Periodicity of meeting

The AGM shall be held annually latest by 15 July. A minimum fifteen-day notice should be circulated by the General Secretary along with the agenda, date & venue at least fifteen days in advance.

(ii) Agenda of AGM

The AGM shall statutorily consider the following:

Presentation of an annual report by the General Secretary
Approval of audited accounts of the previous year.
To take on record the office bearers of the newly elected Executive Committee (once in two years).
Appointment of auditor(s).
To examine any prproposal duly submitted to the Executive Committee 30 days before the AGM
To discuss any other matter with the permission of the Chair.

(iii) Supervision of AGM:

Every meeting of the General Body shall be chaired by the President. In the absence of the President, the Vice-President shall perform all such functions of the President. If both the President and Vice-President are unable to chair the meeting or are absent, then the General Secretary and/or Treasurer shall preside at such General Meeting.

The General Secretary shall, upon being requested in writing by the Executive Committee or by at least 100 Members of the Association, call an extraordinary General Meeting for which at least 14 days’ notice along with agenda, venue and date, shall be circulated to all the members.

(iv) Quorum:

The quorum for the General Body shall be 30 Members present in person. In case the quorum is not complete, the ‘presiding officer’ shall adjourn the General Meeting and reconvene it after 30 minutes, at which time, the Members present will constitute the quorum and there will be no minimum requirement.

(v) Decision by Voting:

All the resolutions put to vote at the AGM, shall be decided by a majority vote (unless otherwise provided) on a show of hands. In the case of equality of votes, the `presiding officer` shall have the casting vote.

11. FUNDS, BUDGET, ACCOUNTS AND AUDIT OF THE ASSOCIATION

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.
For each major event/activity, a subcommittee of members responsible for execution may be formed well in advance. Budgetary allocation should be made, and the subcommittee shall ensure the successful execution of the event/activity within the allocated budgetary provisions.
All monies received on behalf of the Association shall be placed in the name of the Association in an account to be maintained in a bank to be approved by the Executive Committee.
At the first meeting of the Executive Committee, it will authorize the President and Treasurer to administer the funds of the Association and to sign cheques jointly by either of the two authorized signatories on behalf of the Association and the Director of the Association

The Signatories to the bank accounts will be as follows:

Designation	Operating instruction
Director / any person appointed by the director as signatory	Jointly

and either of the following:

Designation	Operating instruction
President	Jointly
Treasurer	Jointly

The financial year of the Association shall end on March 31st. The Executive Committee shall ensure that the accounts are audited at least once a year by the auditor and are placed in the Annual General Meeting for approval.
All the income, earning, moveable, immovable properties of the societies shall be solely utilized and applied towards the promotion of its aim and objects only set forth in the memorandum of association and no part thereof shall be paid or transferred directly or indirectly by way of dividends, bonus, profits or in any manner whatsoever to the present and past Members of the society or to any person claiming through any or more of the present or past Members. No Member of the Society shall have any personal claim on any movable, immovable properties of the Society or make any profit whatsoever by virtue of his/her Membership.

12. POWERS & FUNCTIONS OF OFFICE BEARERS

The Office Bearers of the Association shall comprise the President, Vice-President, General Secretary, Treasurer, Joint Secretary(s) & Committee Members.

PRESIDENT

The President shall have amongst others, the following duties:
1. Act as a President of the Executive Committee and General Meetings and shall be responsible for the supervision and proper conduct of General Meetings and executive body meetings.
2. To consider the matters as described in Rule 15 & 16.
Filling of Vacancy:

Any casual vacancy caused in the office of President arising from death, resignation, and removal or otherwise, may be filled by a member of the Executive Committee, and who will hold office for the remainder term.

Casting Vote:

The President shall have the casting vote in the Executive Committee meeting in case of equality of votes by the Members of the Association.

VICE-PRESIDENT

The Vice-President shall, in the absence of the President, exercise the powers and duties of the President
Filling of Vacancy:

Any casual vacancy caused in the office of Vice-President arising from death, resignation, and removal or otherwise, may be filled by a member of the Executive Committee, and who will hold office for the remainder term.

GENERAL SECRETARY

(i) The General Secretary shall have amongst others, the following duties:

To keep the minutes of all meetings of the General Body and the Executive Committee.
To carry out the directions of the General Body and the Executive Committee.
To conduct correspondence on behalf of the Association and keep the Association’s records.
To give notice of all meetings of the General Body and the Executive Committee.
To exercise administrative control over the registered office of the Association.

(ii) Filling of Vacancy:

Any casual vacancy caused in the office of General Secretary arising from death, resignation, and removal or otherwise, may be filled by a member of the Executive Committee, and who will hold office for the remainder term.

TREASURER

The Treasurer shall have amongst others, the following duties:
1. To maintain the books of accounts of the Association and present a report on these at each meeting of the Executive Committee
2. To collect all dues and claims on behalf of the Association and obtain approval of the expenses incurred for the Association by the Executive Committee and other business entrusted by the Executive Committee.
3. To assist the President in ensuring that budgetary grants are correctly utilized.
4. In addition, he/ she will liaise with the bankers and the auditors of the Association and will be provided with clerical assistance etc. by the central office of the Association.
Filling of Vacancy:

Any casual vacancy caused in the office of Treasurer arising from death, resignation, and removal or otherwise, may be filled by a member of the Executive Committee, and who will hold office for the remainder term.

JOINT SECRETARY

The Joint Secretary shall assist the General Secretary to fulfill his/her duties.
Filling of Vacancy:

Any casual vacancy caused in the office of Joint Secretary arising from death, resignation, and removal or otherwise, may be filled by a member of the Executive Committee, and who will hold office for the remainder term.

COMMITTEE MEMBERS

They shall help in the smooth functioning of the Executive committee and shall be assigned duties as required.

(ii) Filling of Vacancy:

Any casual vacancy caused in the office of Committee Member arising from death, resignation, and removal or otherwise, may be filled by co-opted committee members or a nomination by the President from the batch representative committee. The nominee will hold office for the remainder term.

The procedure laid down in Sections 13 and 14 of the Societies Registration Act, 1860, shall apply in the event of dissolution.
Notice of the dissolution shall be given within 30 days of the dissolution to the Registrar of Societies.