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RE-5
REGULATIONS OF SIKKIM UNIVERSITY ALUMNI ASSOCIATION
[Approved by the Executive Council in its 20th meeting held on 28.06.2014
vide resolution No. EC20.4.3]
(Under Clause 38 of SU Statutes and Ordinance OE-5)

1. Definitions:

a) “Governing Body” means the body which will manage the affairs of the society under
the regulations.
b) “Member” means the individual or the institutions or the body corporate admitted as
the member of the society.
c) “Memorandum of the Association” means the Memorandum of Associations as under
Part I of the present set of documents with the objects and names of the first
members of the Governing Body including therein.
d) “President” (or Chairman or Chairperson as the case may be) means the formal head
and includes one who acts as the formal head for the time being.
e) “Vice President” (or Working president or Vice Chairman or Vice Chairperson as the
case may be) means one who is next or the formal head and acts as formal head in
absence of the regular formal head.
f) “Regulations” means the present document.
g) “Secretary” (or General Secretary) means the Principal Executive Officer of the
society as well as the Governing Body.
h) “Assistant Secretary” means the Principal Executive Officer of the Society in case the
regulars Principal Executive Officer is not available.
i) “Treasurer” means the person who shall supervise the management of funds of the
society to the extent empowered by the Governing Body.

2. Governing Body:

2.1 The composition of the Governing Body:

The Governing Body shall comprise minimum of 7 (seven) members. The Office
bearers shall include President (or Chairman or Chairperson), Vice President (or
Working Presidents or vice-President or Vice–Chairperson), Secretary (General
Secretary), Assistant Secretary and Treasurer. The remaining persons shall be
members of the Governing body.

2.2 Manner of election or appointment:

The members of the Governing Body shall be elected by the general members in the
annual general meeting every three years (or at a regular interval of specified
number of years). The elected members in equal number to the number of post of
office bearers shall be appointed to the posts of different office bearers in the Annual
General Meeting or in the First meeting of the Governing Body of the newly elected
members.

Removal of any member of the governing body shall automatically apply if the
concerned member disqualifies himself or herself by virtue of his/her act.

Removal of any member of the Governing Body shall also be effected for anti-society
activities prejudicial to the interest of the society. However, in such cases, the
concerned members shall be afforded reasonable opportunity of self-defense by
serving upon him show-cause notice. The reply to the show-cause notice should be
submitted within three weeks and on receipt of the same it shall be examined by the
Governing Body. In case, the member does not reply within 3 weeks, the Governing
Body shall examine the papers and records substantiating the proof of the member’s
anti-society activities. The decision of the Governing Body in respect of the
concerned member’s removal shall be binding upon him. However, no consequential

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damage or loss in case of subsequent withdrawal of removal of the member by the

Governing Body shall be granted.

2.3 Term of Office of the members of the Governing Body, the President, Secretary
and other officers:
The terms of office shall be 3 years (or such number of years as may be decided
upon) and in consonance with 2.2. ibid.

The old Governing Body shall make over charge to the newly elected Governing Body
within 30 days from the date of election.

3. Membership:

3.1 Admission to membership:

Any person including an artificial juridical person eligible to enter into a contract
irrespective of the gender, faith or caste may be admitted as a member of the society
provided he/she agrees to be guided by the Memorandum of Association and
regulations of the Society.

The Governing Body shall be satisfied that the member admitted has interest in the
advancement of the objects of the organization and thereby Governing Body shall be
the final authority to admit or refuse to admit a person as a member.

The above shall not be applicable to the first members of the Governing Body as they
happen to be automatically the only members of the society at the time of
registration of the society and till new members are admitted.

3.2 Resignation and Removal of members or automatic cessation of membership:

Para 2.2 as applicable to the members of the Governing Body shall apply to all
members of the society.

3.3 Classes of members:

a) Individual Member: An Individual qualified to be a member of the society in
terms of Para 3.1 ibid may be called an individual member of any of the following
categories viz.,
i) Ordinary Member –by paying ordinary membership fee as may be determined by
the society from time to time and enjoying voting right;

ii) Honorary Member - by accepting the offer of membership of honour or dignity

without voting right.

iii) Associate Member –by making himself eligible to avail of certain services on
payment of the periodic requisite fees as may be fixed by the society from time to
tome and without enjoying voting rights.

iv) Life member: by paying life membership fee as may be determined by the society
from time to time and enjoying voting right.

b) Institutional (or corporate) Member: An artificial juridical person or body

corporate interested in the advancement and furtherance of the objects of a society
may become the institutional (or Corporate) member by paying such membership fee
as may be fixed by the society from time to time. The Chief Executive or any other
officer as may be nominated by the concerned society shall represent the society and
enjoy the voting rights on behalf of the society.

3.4 Rights and obligations of Members:

a) To cast vote or to be elected (if member has voting right) in the society’s election.
b) To suggest ways for the society’s improvement.
c) To inspect accounts and proceedings with prior appointment.

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d) To clear all dues relating to the membership in time.

e) To uphold self-esteem and hold the society in high esteem.

4. Maintenance of register of members and facilities for inspection thereof by the

members:
The Society shall maintain the register of members and any member may requisition for
the register and the register shall be open for his/her inspection on the appointed date
and time in the registered office.

5. The Safe custody of the property of the society, including the manner of keeping
or investing and money of the society:

a) The property of the society shall be deemed to have been vested in the Governing
Body and Governing Body shall mange its affairs properly.
b) The funds and the money of the society shall be kept or invested in banks, post
offices and other institutions as may be decided by the Governing Body of the
Society from time to time in the best interest of the Society.
c) Operations of such financial accounts shall be done jointly by the Secretary and the
Treasurer.

6. Meeting and Voting:

6.1 Classes of meetings and incidence of meetings

a) Governing Body Meeting: At least one meeting of the Governing Body shall be held
in a year. More than 50% of the members shall be in positions to requisition a
meeting of the Governing body which shall be convened by the Secretary within 7
days failing which the requisitionists themselves shall call such meeting and the
decision of the meeting shall be binding upon the Governing Body.

b) Annual General Meeting: The Annual General Meeting shall be convened by the
Secretary every year. The agenda of the meeting shall include (i) confirmation of the
proceedings of the last annual general meeting (ii) acceptance of the annual report
on the activity of the society (iii) acceptance of the audited accounts of the
immediately past accounting year, (iv) any other matters of importance and (v)
election, if due.

c) Extra-ordinary General Meeting: The Governing Body shall convene an Extra-

Ordinary General Meeting in case the next Annual General Meeting is not due to be
held in future, to take up such issues which require general members’ participation
such as settlement of a constitutional crisis, settlement of a matter which may cause
harm to the interest of the society, any change or amendment required in the
memorandum of Association or Regulations of the society, etc.

d) Special General Meeting on Requisition: More than two thirds of the total
members enjoying voting rights may requisition such meeting. The Governing Body
shall convene such meeting within 4 weeks from the date of requisition. In case of
the Governing Body does not convene the meeting, the requisionists themselves
shall call the meeting and decisions taken in the meeting shall be binding upon the
society.

6.2 Quorum:

One third members personally present shall constitute quorum in all the above four
classes of meetings under 6.1 ibid.

6.3 Method of Voting:

In case of the voting for election in the Annual General Meeting the Chairman of the
meeting shall explain the method of voting and the manner of election. In case of
other meetings, voting shall be applicable only if there is tie on any issue of decision

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making. The Chairman of the respective meetings shall have a casting vote in those
meetings.

6.4 Period of Notice:

a) The Meeting of the Governing Body shall require 7 days’ notice specifying place,
time and items of discussion. In case of emergent meeting, no notice, if mutually
agreed upon by the members, shall be required.
b) The annual General Meeting shall require 21 clear days’ notice specifying venue,
date and time of the meeting.
c) The Extraordinary General Meeting shall require 14 clear days’ notice specifying
venue, date and time of the meeting
d) The special General Meeting on requisition shall require 7 days’ notice specifying
venue, date and time of the meeting.

6.5 Proxy:
Proxy shall not be accepted in any election.

6.6 General Procedure of Meeting:

All classes of meetings shall be chaired by the President (or Chairman or
Chairperson) of the society and in his/her absence by the Vice President of the
society or any other person so selected. Majority decision shall prevail with
Chairman’s casting vote, if need be.

7. The Maintenance and audit of Accounts:

7.1 Accounts of all expenditures of the association shall be maintained and audited
periodically.

7.2 Accounting Year:

The Accounting year of the society shall be the financial year commencing from 1 st
April of the year to 31st March of the Next Year.

7.3 Auditor
The accounts shall be audited by a qualified auditor.

7.4 Books of accounts and Inspection thereof:

The books of accounts and other statutory books are to be kept at the registered
office and shall be open for inspection of any member on written request at the
appointed date and time.

8. Proceedings of Meetings and Inspection thereof:

Proceedings of all meeting shall be carefully minuted in bound registers to be separately

maintained for each class of meetings and kept at the registered office of the society. All
proceedings shall be countersigned by the respective Chairperson of the meetings.

The proceedings shall be open for inspection of any member on written request at the
appointed date and time.

9. Power and Duties of the Governing Body:

The Governing Body shall have the following powers and duties for the efficient
management of the affairs of the society.

a) To appoint employees of the society on such terms and contract as may be

determined by the Governing Body.
b) To form sub-committees for the specific purpose for the fulfillment of the objects of
the society.
c) To deal with the property of the society in the best interest of the society.

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d) To generate fund through gifts, donations and acquire property both movable and
immovable in the name of the society for perpetuating the existence and activities of
the society.
e) To manage the funds and liquid assets of the society in the possible manner.
f) To attend to members’ grievances having attached top apriority to the matter.
g) To remain duty bound and vigilant about all statutory requirements of the society.
h) To transact all other business that may come on different situations.

10. Duties of the office-Bearers:

10.1 President/Chairman/Chairperson
a) To act as the formal head of the society.
b) To chair all meetings
c) To lead in the matters of disciplinary actions in consultations with the
Governing Body.
d) To advise secretary and other office bearers as leader of the team.
e) To call emergent meetings.
f) To decide on special matters with prudence and dignity.

10.2 Vice-President
In absence of the President, the above duties of the president under 10.1 ibid shall
apply to Vice-President.

10.3 Secretary:
a) To convene all meetings of the society.
b) To maintain minute books in proper order.
c) To process membership proposals and place them before the Governing Body.
d) To issue notices and circulars.
e) To issue pay order and counter sign receipts.
f) f). To assist President in all matters of statutory requirement.
g) To maintain accounts and arrange audit with the help of the treasurer.
h) To ensure efficient handling of all statutory and special matters.
i) To keep in touch with the Governing Body and not take decisions unilaterally.

10.4 Assistant Secretary:

In absence of the Secretary, the above duties of the Secretary under 10.3 ibid shall
apply to Assistant Secretary.

10.5 Treasurer:
a) To account for all receipts such as subscriptions, donations, grants and any
other deposits and current receipts and also all payments in the nature of
capital and revenue payments.
b) To maintain cash book, ledger and other books of accounts.
c) To plan funds of the society and prepare budgets annually.
d) To act as joint signatory with Secretary in relations to Bank Accounts of the
Society.
e) To discharge all other functions related to finance as may be delegated to him.

11. Alteration of Memorandum of association and regulations of the Society:

The provisions of section 8 and 9 shall be compiled with whenever any part of the
Memorandum or Regulations shall be taken up for alteration, modification, deletion or
addition etc. The Governing Body shall be authorized to process the matter subject to
the approval of the general body.

12. Amalgamation with any other Society:

In case the society intends to amalgamate with any other society in future for jointly
fulfilling certain objects, the Governing Body shall be authorized to process the matters
subject to the approval of the general body.

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13. Name of the Society to be Prominently shown:

The Society shall display its name outside the registered office and in all such places
wherever the business of the society is carried on. Also, the society shall have a seal
with its name engraved hereon. All documents executed of the society shall have the
society’s name mentioned there.

14. Suit and Legal Proceedings

All suits and legal proceedings by or against the society shall be in the name of the
President, the Secretary, or any other office Bearers as may be authorized by the
Governing Body. All legal proceedings should be under the jurisdiction of the Sikkim
High Court.

15. Dissolution of the Society:

The Society may be dissolved by a resolution to be passed by three-fourth members of
the society at a general meeting.

If after the disposal and settlement of the property of the Society and its claims and
liabilities, there are surplus assets such assets shall not be paid to or distributed
amongst the members of the society but shall be given to some other registered society
to be determined by the votes of three-fourths of the members.

Signed by us, all of us being the first members of the Governing Body as our
acceptance to the Regulations of the Society.

Sl No Signature Name Post Held

1

Dated:

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MEMORANDUM OF ASSOCIATION

1. Name of the Society: SIKKIM UNIVESITY ALUMNI ASSOCIATION

2. The registered office will be located at:

Sikkim University
6th Mile, Samdur
P.O. Tadong
Gangtok

3. The objects of the society [In terms of section 38 of the Sikkim University statutes,
2006]:
a) To acquire, establish, start, run, maintain or manage University’s research units,
institutes, gardens, libraries, etc for the benefit of the general public.
b) To arrange and organize lectures, debates, discussions, seminars and excursions for
the diffusion of knowledge.
c) To participate in the designing and development of University curriculum.
d) To publish or cause to be published useful literature, papers, magazines, books etc.
e) To study, cultivate and demonstrate the art of science and technology.
f) To promote the advancement of literary, cultural, scientific and technical education.
g) To inculcate literary and scientific culture amongst the youth.
h) To teach the general public techniques through which they would be able to
augment their income.
i) To help in the studies of natural resources and to collaborate with other institutes
for such studies.
j) To propagate scientific culture and awareness through education and research.
k) To work towards educating the common people about environment and ecology.
l) To help the needy people of all communities in their pursuit for higher studies.
m) To collect and preserve manuscripts, scriptures, sculptures, antiques, natural
history specimens, mechanical and scientific instruments and designs.
n) To engage and assist in such other philanthropic activities as may be deemed
necessary and appropriate by the Governing Body of the Society.
o) To collect donations, aids, subscriptions, etc for the purpose of the Society.
p) To construct, maintain, improve, develop and alter any building, house or other
works necessary for or convenient for the purpose of the Society.
q) To do all such acts, deeds, matters and things as may be deemed incidental or
conducive to the foregoing objects. The income and properties of the Society
whatsoever derived or obtained shall be applied solely towards the promotion of the
objects of the Society and no portion thereof shall be paid to or divided amongst any
of its members by way of profits provided that nothing herein contained shall
prevent in good faith or remuneration of any officers or servants or employees of the
Society or of other person(s) in return of any previous services rendered to the
Society.

Declarations

A. The Association shall not take up any object for the purpose of earning of its
members.

B. The income generated from the association or properties built out of the
associations’ fund shall not be utilized for consumption of or distribution amongst
members of the association and these shall be ploughed back to the activities of the
association in their entirety for furtherance and fulfillment of the objects of the
association.

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4. The names of the First Members of the Governing Body:

Sl Name Address Post held in the Association

No
1. President

2. Vice-President

3. Secretary

4. Assistant-Secretary

5. Treasurer

6. Executive-Member

7. Executive-Member

5. We, undersigned persons being associated with the foregoing objects, hereby subscribe
our names to the present Memorandum of Association and intend to file it along with
the copy of the Regulation for registration of the association as a Society:

Sl Name Address Occupation Signature

No
1.

2.

3.

4.

5.

6.

7.

Witness to the Signature as above:

Signature with date:

Name:
Address: