A. Memorandum of Association
1. NAME - The name of the Society is Genco Alumni Association. It is Registered under the Societies Registration Act, 1860.
2. REGISTERED OFFICE - The Registered Office of the Society is at Alumni Home, Guru Nanak Dev Engineering College, Gill Park, Ludhiana 141006 (Punjab) - INDIA.
3. DEFINITIONS - The words and expressions contained in this Memorandum of Association shall have the same meanings as in the Act or statutory modifications thereof. However, the following words, and expressions shall have the meanings expressed against each, unless they are repugnant to the subject or context:
“Act” shall mean the Societies Registration Act, 1860.
“Alumni” Alumni refers to past and present faculty members and pass-out students of Guru Nanak Dev Engineering College, Ludhiana. They will collectively be known as “Genonians”.
"Association" shall mean Genco Alumni Association
“College” Guru Nanak Dev Engineering College, Ludhiana (India)
"GAA" Genco Alumni Association
“General Body” shall mean the General Body of the Association
“Executive Committee” shall mean the Executive Committee of the Association (EC)
“Overseas Chapter(s)” Overseas Chapter(s) shall mean the Chapters(s) of Alumni in foreign countries recognized by GAA
"Financial Year" commencing on the 1st day of April and ending on the 31st day of March of next year
4. AIMS and OBJECTS
The GAA shall be a public, charitable, literary and scientific society having its objectives as under :-
i)To establish closer links amongst alumni settled in India and abroad.
ii)To establish close contacts between the college and the alumni.
iii)To work for the improvement of the academic standards of different disciplines in the college.
iv)To work for the overall welfare of the college, students and alumni.
v)To utilize the services of the alumni for the placement of pass-out students.
vi)To utilize the services of the alumni for the betterment of society, technical profession and students.
vii)To utilize the services of the alumni for technical training of the present students.
viii)To foster and maintain alumni engagement through events, activities, and forums.
ix)To provide opportunities for alumni to network, collaborate, and mentor current students.
x)To provide a platform for alumni to give back to their alma mater and advocate for its growth and development.
xi)To be the bridge between the alumni and the college for providing services such as counseling/mentoring.
xii)To support the college in its research and educational endeavours.
xiii)To promote and develop scientific temperament in the society, especially among students and youth, for the overall upliftment of the community, and to promote it to the masses through the network of alumni for the overall betterment of society.
xiv)To undertake philanthropic activities by providing financial assistance and scholarships to underprivileged students.
xv)To organize student exchange programs to promote cultural awareness and provide students with international exposure.
xvi)To collaborate and cooperate with local chapters of other professional bodies and with educational and research institutions having similar objectives.
xvii)To receive and accept subscriptions, fees, gifts, donations, and grants, scholarships in cash or in kind.
xviii)To accept, purchase, receive, take on lease or hire or otherwise acquire any movable or immovable property, rights, or privileges.
xix)To promote education in the theory and practice of technical education and management and related subjects through meetings, discussions, lectures, research projects, seminars, conferences, programs of studies, dissemination and exchange of information, experience and ideas, libraries, publication of booklets, abstracts, journals, and periodicals. Also, to publish books and conduct classes for different disciplines in consultation with the College.
xx)To maintain liaison with organizations interested in technical education, trade, commerce and management.
xxi)To do all such other acts, deeds, and things that may be necessary, incidental or conducive to the attainment of the objectives of the Association.
xxii)To help the College set up Incubation Centre for start-ups and Innovation Lab in emerging technologies.
xxiii)To help College to get Consultancy Projects to enhance revenue.
xxiv)To help in Skill Development of students for improved job prospects.
B. RULES AND REGULATIONS
1.0 MEMBERSHIP
The Association shall have all the alumni as members of GAA, with one vote each.
1.1 Termination of Membership
If a alumni member is convicted of an offense involving moral turpitude or a conviction of more than two years in criminal conviction, his/her membership will automatically be terminated. In the event of alumni member conducting any anti Association activities, his/her membership may be terminated by the EC.
2.0 Overseas Chapters
The GAA shall endeavour to constitute Overseas Chapters in different countries where large number of alumni are settled, with the objective of giving them recognition for closer coordination and interaction. The recognition will be given to one Overseas Chapter per country and each such national Chapter will have one representative as special invitee on the EC of GAA. The EC will assist overseas alumni to form national Chapters i.e. one umbrella organization of alumni, which must be aligned with the overall aims & objects of GAA. These Chapters will be independent and enjoy their full autonomy. The EC will then give Recognition and invite one representative to the EC.
3.0 GENERAL BODY - it shall include all alumni.
3.1 Annual General Body Meeting
The Annual General Body Meeting (AGM) of shall be held on the second Saturday of November every year. If due to unavoidable circumstances the AGM is not convened on the second Saturday of the November, it shall be convened as soon as possible, thereafter.
A notice of not less than twenty-one days shall be given for AGM on the website of GAA and the College, which shall contain the time, date and place of the meeting and the Agenda to be transacted. The quorum for AGM shall be 150 members.
The following business shall be transacted at the AGM -
(a) Presentation of Annual Report by the General Secretary
(b) Presentation of audited accounts of the by the Finance Secretary
(c) To elect the Executive Council, when election is due every two years.
(d) To appoint Auditors of the Association for the next financial year and fix their remuneration; and
(e) Any other business with the approval of the President.
3.2 Extraordinary General Body Meeting
An Extraordinary General Body Meeting (EGM) may be convened by the President with a minimum notice of 15 days on the website of GAA and the College with the agenda to be taken up. The quorum for EGM shall be 150 members.
3.3 Requisitioned General Body Meeting (RGM) shall be convened by the President within one month of the receipt of requisition notice, made in writing by not less than 200 members.
The requisition notice must state the agenda of the meeting and must be signed by the requisition members and deposited at the Registered Office of the Association.
Only such business can be transacted at an RGM as may have been clearly stated in the requisition notice. The quorum for RGM shall be 200 members.
If the President does not conduct the meeting within one month from the receipt of the requisition, the requisitionists may thereafter themselves call the meeting by giving notice of one month to members. The quorum would be 200 members.
3.4 Adjournment of General Body Meetings
If within half an hour of the time appointed for AGM/EGM the quorum is not present, the meeting shall stand adjourned to such day, time and place as the President may fix and notice of such adjournment shall be given. At the adjourned meeting, the members present shall constitute quorum. If within half an hour of the time fixed for a RGM convened on a requisition, the quorum is not present, the meeting shall stand cancelled.
3.5 Voting
(a) All members physically present shall have one vote each.
(b) For the elections of the Executive Committee voting shall be by secret ballot.
(d) Voting on all other agenda items shall be by the show of hands.
(e) In the event of a tie, the Chairman of the meeting shall have a casting vote.
4.0 EXECUTIVE COMMITTEE
4.1 Composition - The Executive Committee shall be composed of the following.
a) Patron: Principal GNDEC
b) President: 1 No.
c) Vice-Presidents: 4 Nos.
d) General Secretary: 1 No.
e) Finance Secretary: 1 No.
f) Communications Secretary: 1 No.
g) Executive Members : 15 Nos.
Note: The EC can invite necessary person (s) as special invitee.
4.2 Election of Executive Committee - Term of EC shall be for two years. Election will be held with full transparency, democratically and with due widely circulated notice. The election process will be overseen by an Independent Returning Officer, to be nominated by the Patron, who shall follow due process of notice, nomination, withdrawal and secret ballot.
4.3 Casual Vacancies - filling of vacancies in EC
(a) If the post of President falls vacant the EC shall elect a new President from amongst the four Vice Presidents.
(b) If any vacancy occurs amongst Vice Presidents, Secretary General, Finance Secretary and Communication Secretary, the same shall be filled by the EC from amongst the Executive Members.
(c) Any vacancy in Executive Members can be filled by the Executive Council by nominations of any alumni.
The tenure of office of any member so appointed shall be coterminous with that of the last preceding incumbent of the office in whose vacancy he was appointed.
4.4 Power of the Executive Committee
The EC shall have the following powers -
(a) To manage the day-to-day affairs and engage such employees, consultants, as may be considered necessary.
(b) To laydown bye-laws for the working of EC.
(c) To incur and defray necessary expenses.
(d) To appoint sub-committees and convene its own meetings.
(e) To make bye-laws and standing orders and to do all such acts, deeds and things as may be necessary for achieving the objects of the Association.
(f) To remove a member as per rules.
(g) To invest funds of the Association.
(h) To prepare and present Annual Report and arrange for audit of accounts.
(i) To hold properties of the Association in such manner as it may from time to time decide;
(j) To fill up a casual vacancy in the Committee as per clause 4.3 above.
(k) To extend full support to Returning Officer in conduct of Election process.
(l) To continue in office until the conclusion of the two year term; until new EC takes charge.
(m) To extend and seek all possible assistance to/from Overseas Chapter(s) in organizing activities.
4.5 Meetings of EC - The President of the Association may convene a meeting of the Executive Committee when deemed necessary. He shall call a meeting of the EV if requested to do so by at least six members of the EC. A minimum of three Executive Committee Meetings should be held in a year.
4.5.1 Notice - at least seven days notice of EC Meeting shall be given and the notice shall contain the time, date and place of the meeting and details of the business to be transacted at the meeting. However, an emergent meeting may, at the direction of the President, be called on a shorter notice.
4.5.2 Quorum - eight members shall constitute quorum at an EC meeting.
4.5.3 Resolution by Circulation - The EC may pass a resolution by circulation provided the resolution in draft form is circulated among the EC members and is approved by majority.
5.0 POWERS OF OFFICE BEARERS
5.1 Patron - The Principal of Guru Nanak Dev Engineering College, Ludhiana shall be the Patron and will act as the bridge between the alumni and the alma mater. His role will include providing guidance and support to the GAA in promoting its goals and objectives.
5.2 President - The President shall exercise overall control and superintendence over the affairs of the Association. He/she may, however, delegate his/her powers in accordance with these Rules & Regulations and Bye-laws. He/She shall preside over all the General Body and EC Meetings of the Association. In the event of his/her absence, the Vice-President designated by the President shall preside over all such meetings and in the event of his/her absence the members present shall choose one of their members to be the Chairman of the meeting.
5.3 Vice Presidents - EC will have four Vice Presidents and the President will assign them specific roles and responsibilities e.g, alumni affairs, alma mater, fundraising, coordination with Overseas Chapters etc.
5.4 General Secretary - The General Secretary shall work closely under the guidance of the President. He/she shall be responsible for general administration and office running, record keeping, issuance of notices of meetings, recording minutes of meetings and perform such functions as the President or EC may require.
5.5 Finance Secretary - The Finance Secretary shall perform all functions related to financial and accounts matters, including the preparation and auditing of financial statements, budgeting etc. He shall be a compulsory signatory on bank financial transactions along with a second signatory from amongst President or General Secretary.
5.6 Communications Secretary - The Communications Secretary shall perform a variety of functions including publication of newsletters, other means of communications, updating website of GAA . He shall manage public relations of the GAA including media relations and event publicity by issuing Press Invitees and Press Releases.
5.7 Executive Members - The Executive Members will support the organization's aims and objects by providing guidance and inputs, participating in decision-making, and assisting with the implementation of initiatives. Their powers and functions may include overseeing sub committees, fundraising, organizing events and promoting alumni engagement as assigned by the President or EC.
6.0 FUNDS
6.1 Bank Account
The GAA is authorized to maintain one or more bank accounts. All income, including donations, grants and membership dues, will be deposited into these bank accounts.The accounts will operated by two signatories, one compulsorily shall be the Finance Secretary and second shall be one from amongst two, either the President or the General Secretary. To ensure financial accountability, any two of the three signatories will be required to approve any financial transaction.
6.2 Sources of Income & Utilization of Funds - The funds and/or properties of the Association shall not be distributed among the members but shall be applied wholly for the furtherance of the aims & objects of the Association.
6.3 Books of Account - The EC shall ensure, through the Secretary Finance, proper books of accounts are maintained of the transactions of the Association and of the assets and liabilities thereof.
6.4 Audit of Accounts - Every year the accounts of GAA shall be compiled and the correctness of the income and expenditure account and balance sheet ascertained through the appointed Auditor.
7.0 SUBMISSION OF ANNUAL LIST - After every fresh election a list of members of the EC shall be filed with the Registrar of Societies as required under Societies Registration Act, 1860.
8.0 LEGAL PROCEEDINGS - The Association may sue or be sued in the name of the General Secretary.
9.0 AMENDMENT OF THE CONSTITUTION
Any amendment to the Constitution of the Association shall be done with the approval of a majority vote in the AGM or EGM.
10.0 DISSOLUTION OF THE ASSOCIATION - not less than three-fifth of the members of the Association may determine that it shall be dissolved forthwith whenever it is considered necessary. Prudent steps shall be taken for the disposal and settlement of the property of the Association, its claims and liabilities. Surplus shall be transferred either to the new Society of alumni, if formed, or to the College. In the event of any dispute arising about the adjustment of its accounts, the same shall be referred to the principal Civil Court at Ludhiana.
11.0 APPLICABILITY CLAUSE - All the provisions of the Societies Registration Act of 1860 shall apply to the Association.
12.0 INDEMNITY
The Committee members, officers and employees of the Association shall be indemnified in respect of all acts done by them for the Association in good faith.
13.0 CERTIFICATION - Certified that this is an authentic copy of the Memorandum of Association and Rules and Regulation of the Association.
Sd/- Sd/-
President Hony Secretary