IIT GUWAHATI ALUMNI ASSOCIATION

INDIAN INSTITUTE OF TECHNOLOGY, GUWHATI

GUWAHATI-781039

RULES AND REGULATIONS

1. NAME OF THE SOCIETY

The name of the society shall be "IIT GUWAHATI ALUMNI ASSOCIATION" and shall be
referred to as the ASSOCIATION subsequently in these articles.

2. ADDRESS

IIT GUWAHATI ALUMNI ASSOCIATION

IIT GUWAHATI
GUWAHATI-781039
ASSAM
INDIA

3. JURISDICTION

The jurisdiction of the Association shall be all over India, but any dispute/case/suit shall be
subject to the jurisdiction of the Courts in Guwahati only.

4. MEMBERSHIP

Any person meeting any of the following criteria shall be eligible for membership of the
Association.

i. Persons who have received degree(s) awarded by the Institute are herein referred to as
alumni and those who have paid the membership fee are defined as Active Members.
ii. Dean of Student Affairs, Dean of Research and Development and Dean of Planning
and Development as ex-officio Honorary Members.
iii. Students who are in their final year of study in the Institute as Student Members.

Only Active Members shall have voting rights.

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5. CESSATION OF MEMBERSHIP

A member of the Association shall cease to be a member if he/she resigns from his/her
membership or is found to be of unsound mind or is convicted by a court for any offence on
moral grounds or expelled by the Executive Committee for compelling reasons.

6. ORGANIZATION OF THE ASSOCIATION

6.1 Patron

The Director of IITG will be the Patron to the Association.

6.2 General Body

The general body of the Association comprises of all Active Members.

6.3 Executive Body

There shall be an Executive Committee to manage the affairs of the Association.

6.4 Local Chapters

i. There may be local chapters of the Association in India and abroad.

ii. The membership with the local chapters will be governed by the Bye-Laws of the
Association.
iii. These local chapters shall not be under the financial control of the registered office of
the Association in Guwahati.

7. GENERAL BODY

7.1 The General Body shall consist of all active members of the Association.

7.2 The Association shall hold an Annual General Meeting at least once a year, preferably
between February and May, and not more than 18 months shall elapse between
successive Annual General Meetings.

7.3 A prior notice of clear 30 days for convening an Annual General Meeting shall
ordinarily be given to the members by the Secretary in consultation with the
President.

7.4 An emergent meeting of the General Body can only be convened by the President for
compelling reasons at a short notice.

7.5 Thirty (30) members or one-third of the total strength of the General Body, whichever
is lower, present in person shall form a quorum for any meeting of the General Body.
members can also attend the meeting without being present in person but through real-
time and secure communication as approved by the Executive Committee. The

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 minutes of the meeting have to be signed by all the attending members and returned
by post or fax.

7.6 The duties of the General Body shall be:

i. To set guidelines for the Executive Committee so as to achieve the objectives of the
Association.
ii. To consider and adopt the Annual Report and Audited Accounts of the Association.
iii. To approve the budget for the following year.
iv. To elect office bearers and members of the Executive Committee.
v. To transact any other business with the permission of the President.

8. EXECUTIVE COMMITTEE

8.1 The Executive Committee shall consist of:

i. President 1
ii. Vice President 1
iii. Secretary 1
iv. Treasurer 1
v. Executive Members 3
vi. Representative of Student Members 1
vii. Invited Members

8.1.1 Election of the Executive Committee

i. The President and the Vice President shall be senior members of the alumnus/alumna
with sufficient experience.
ii. The immediate pas Secretary shall be an ex-officio Executive Member, provided
he/she was not removed from his/her post in the Association prior to completion of
his/her term.
iii. All office bearers and members of the Executive Committee shall be elected except
the ex-officio Executive Member.
iv. The Treasurer and at least one of the Executive members have to be station in the
vicinity of Guwahati.
v. The procedure for the election of the office bearers of the Association shall be
regulated according to the Bye-Laws of the Association.
vi. The Representative of Student Members (henceforth abbreviated as ROSM) is
nominated from the batch in their final year of study by the Gymkhana Council for
one year. The nomination is done in the beginning of every odd semester. If the
ROSM leaves before the completion of his term, it is the responsibility of the
Gymkhana Council to nominate another person.
vii. The Invited Members will be co-opted by the Executive Committee, if it feels that
such persons may be of help in attaining the objectives of the Association.

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8.2 The Executive Committee will ordinarily meet at least twice a year but the Secretary
may call an emergency meeting at any time, with the consent of the President.
Members can also attend the meeting without being present in person through real-
time and secure communication as approved by the Executive Committee. The
minutes of the meeting have to be signed by all the attending members and returned
by post or fax.

8.3 A prior notice of 14 days shall ordinarily be given to the members for convening an
Executive Committee meeting.

8.4 The quorum for the Executive Committee meeting shall be four. In case there is not
quorum, the shall be adjourned.

8.5 In case any vacancy arises in the Executive Committee, the Executive Committee
shall fill this vacancy by nomination/co-option.

8.6 The Executive Committee shall have all powers with regard to management and
promotion of the objectives of the Association according to the directives, if any, of
the General Body.

8.7 The office bearers and members of the Executive Committee, except the ROSM, shall
normally hold office for two years.

8.8 Except the ROSM and the Invited Members all other office bearers/members of the
Executive Committee have voting rights.

9. POWERS AND DUTIES OF THE OFFICE BEARERS

9.1 President

i. The President shall preside over Executive Committee meetings and the General
Body meeting.
ii. The President shall cast his vote in case of a tie over a certain issue.
iii. He shall have all the powers for the management and promotion of the objectives of
the Association.
iv. The President shall have discretionary powers to take any decision and report to the
Executive Committee for ratification.

9.2 Vice President

i. The Vice President shall exercise the powers and duties of the President in his
absence.
ii. The Vice President shall render advice to the Executive Committee with regard to
promotion of the objectives of the association.

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9.3 Secretary

i. The Secretary shall assist the Committee in the management of the activities of the
Association.
ii. The Secretary shall be responsible for carrying out all correspondence and preparation
and distribution of all publications of the Association.
iii. Within fourteen days after holding the Annual General meeting, the Secretary shall
file the following information with the Registrar of Association:
a. List of names, addresses and occupations of the members of the Executive
Committee.
b. An Annual port of the previous year
c. A copy of the Audited Accounts and certificate of the Auditor's report.

9.4 Treasurer

i. The Treasurer shall be responsible for the maintenance of the financial records and
accounts of the association.
ii. The Treasurer shall operate the funds of the Association jointly either with the
President or the Secretary.

9.5 Executive Members

i. The Executive Members shall assist the Executive Committee in the delegation of
their responsibilities.

9.6 Representative of Student Members

i. The ROSM should attend all activities approved by the Executive Committee.
ii. The ROSM shall act as a communication link between the students of the Institute and
the Alumni Association.
iii. He will assist the Secretary in the delegation of his/her responsibilities.

10. AMENDMENT OF THE RULES AND REGULATIONS

i. Amendment to the rules and regulations shall be carried out only at the General Body
Meeting with a minimum quorum of fifty (50) members or one-third of the total
strength of the General Body, whichever is lower.
ii. A minimum of the two-third of the majority votes of the members present is required
for the amendment to be accepted.
iii. The proposed amendment to the rules and regulation shall be circulated to all the
members as an agenda item for the General Body meeting.

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11. FINANCES AND ACCOUNT

11.1 There shall be two separate accounts viz. the Corpus Account and the Development
Account.

11.2 The Association shall raise funds for promoting the objectives of the Association
through:

i. Subscription form the members - which shall be deposited to the Corpus Account.
The rates of the subscription shall be governed by the Bye-Laws of the Association.
ii. Money obtained by the members for various development activities - which shall be
deposited in the Development Account.
iii. Any other source approved by the Executive Committee - the fund collected through
these other sources will be deposited in either of the accounts as per the decision of
the Executive Committee.

11.3 The accounts of the Association shall be opened in any scheduled bank in Guwahati
into which all subscription donations and other income shall be credited.

11.4 Financial year of the Association shall be from April 1 to March 31.

11.5 The funds of the Association may be invested in Government Securities, Bonds and
Debentures of registered companies and Financial Institutions under Company's Act
1956 of fixed deposits in nationalized banks, subject to the approval of the Executive
Committee.

11.6 Withdrawals from the invested funds shall be made only with the approval of the
Executive Committee.

11.7 Only the interest earned on the Corpus Fund can be utilized by the Executive
Committee, for attaining the objectives of the Association. This would be subjected
to a limit authorized by the General Body.

11.8 A larger body "Development Fund Advisory Body" (henceforth abbreviated as

DFAB) consisting of the following members along with the Executive Committee
members will decide on the usage of the Development Fund:

i. The Director of IITG

ii. Dean of Students' Affairs
iii. Dean of Research and Development
iv. Dean of Planning and Development
v. General Secretary, Gymkhana Council
vi. General Secretary, Student Welfare

11.9 The Executive Committee will be responsible for spending the Development Fund, as
per the advice of the donor and/or the DFAB.

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11.10 If the money is given for a specific earmarked purpose, it must be utilized for that
purpose only unless the Executive Committee decides otherwise with the advice of
the DFAB and with the necessary consent of the donating member. The DFAB may
suggest an alternative use of the donation to the donor.

12. AUDIT OF ACCOUNTS

The accounts of the Association shall be audited every year by a Chartered

Accountant or Auditor to be appointed by the Executive Committee.

13. SUIT AND PROCEEDINGS AGAINST THE ASSOCIATION

13.1 The President or any office bearer authorized by the Executive Committee may sue on
behalf o the Association. When the Association is being sued, the president will
represent the Association.

13.2 No suit or proceeding shall fail by the reason of any vacancy or change in the holder
of the office of the Secretary or any office bearer authorized on its behalf.

13.3 Every decree or order against the Association in any suit or proceeding shall be
executable against the property of the Association and not against the property of the
President.

13.4 Nothing herein shall exempt the President or any office bearer of the Association from
any criminal liability, entitle him/her to claim any contribution from property of the
Association in respect of any claim paid by him/her on conviction by criminal court
unless it is attributable to Association matters.

13.5 No member or the Association shall be sued or prosecuted by the Association except
for any injury or loss, damage, detention or destruction of any property of the
Association.

14. RECORDS OF THE ASSOCIATION

14.1 The following records shall be maintained by the office of the Association

i. Roll of Membership
ii. Minutes of the Executive Committee Meetings
iii. Minutes of the General Body Meetings
iv. Stock register of non-consumable and consumable items
v. Cash book and Ledger
vi. Copies of all publications and reports of the Association

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14.2 The records shall include details of all sums of money received and the sources and
the sources thereof, and all the sums of money spent.

14.3 Every member of the General Body shall have the right of inspection of records of the
Association during office hours.

15. WINDING UP OF THE ASSOCIATION

The winding up of the Association shall be carried out as per the relevant clauses of
the Societies Registration Act.

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