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Rules and Regulations

RULES AND REGULATIONS
1.         NAME OF THE SOCIETY
The name of the society shall be “NATIONAL INSTITUTE OF TECHNOLOGYMEGHALAYA ALUMNI ASSOCIATION” and shall be referred to as the ASSOCIATION subsequently in these articles.
2.         ADDRESS
NATIONAL INSTITUTE OF TECHNOLOFMEGHALAYA ALUMNI ASSOCIATION (NITMAA)
NATIONAL INSTITUTE OF TECHNOLOGYMEGHALAYA
LAITUMKHRAH, SHILLONG-793003
MEGHALAYA, 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 Shillong only.
4          MEMBERSHIP
Any person meeting any of the following criteria shall be eligible for membership of the Association:

  1. Person who has received degree(s) awarded by the Institute are herein referred to as alumni and one who has paid the membership fee are defined as Active Member.
  2. Dean of Students’Welfare, Dean of Research and Consultancy and Dean of Planning and Development as ex-officio Honorary Members.
  3. Students who are in their final year of study in the Institute shall be Student Members.

Only Active Members shall have voting rights.
5.         EXPULSION/RE-INDUCTION OF MEMBERSHIP
5.1 Expulsion 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.
5.2 Re-Induction of Membership
No member of the Association, who has been expelled from its membership, shall be eligible for re-induction to membership in the Association, until expiry of the period of one year from the date of his/her expulsion, provided that on the recommendations of the meetings of the general body of the Association. The expelled member may be re-admitted to its membership, as a special case before the expiry of the period of one year, with the prior permission of the Executive Committee.

6.         ORGANISATION OF THE ASSOCIATION
6.1       Patron
The Director of NIT Meghalaya will be the Patron to the Association
6.2       General Body
The General Body of the Association shall comprise 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

  1. There may be local chapters of the Association in India and abroad.
  2. The membership with the local chapters will be governed by the Bye-Laws of the Association
  3. These local chapters shall not be under the financial control of the registered office of the Association in Shillong.

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 communications 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.
7.6  The duties of the General Body shall be:

  1. To set guidelines for the Executive Committee so as to achieve the objectives of the Association
  2. To consider and adopt the Annual Report and Audited Accounts of the Association
  3. To approve the budget for the following year
  4. To elect office bearers and members of the Executive Committee
  5. To transact any other business with the permission of the President

8.         EXECUTIVE COMMITTEE
8.1  The Executive Committee shall consists of

  1. President                                                               1
  2. Vice President                                                       1
  3. Secretary                                                               1
  4. Treasurer                                                              1         
  5. Executive Members                                              3
  6. Representative of Student Members                                 1
  7. Invited Members                                                   10 (maximum)

8.2  Election of the Executive Committee

  1. The President and the Vice President shall be senior members of the alumnus/alumna with sufficient experience
  2. The immediate past 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.
  3. All office bearers and members of the Executive Committee shall be elected except the ex-officio Executive Member
  4. The Treasurer and at least one of the Executive members have to be stationed in the vicinity of Shillong/Guwahati.
  5. The procedure for the election of the office bearers of the Association shall be regulated according to the Bye-Laws of the association.
  6. The Representative of Student Members (henceforth abbreviated as ROSM) is nominated from the batch in their final academic year of study by the Students’ 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 Students’ Council to nominate another person.
  7. 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.

8.3  The Executive Committee will ordinarily meet twice a year but the Secretary may call an emergency meeting any time, with the consent of the President. Members can also attend the meeting without being present in person but through real time and secure communications 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.
8.4  A prior notice of 14 days shall ordinarily be given to the members for convening an executive committee meeting.
8.5  The quorum for the Executive committee meeting shall be four. In case there is no quorum, it shall be adjourned.
8.6  In case any vacancy arises in the Executive Committee, the Executive Committee shall fill this vacancy by nomination/co-option.
8.7  The Executive Committee shall have all powers with regard to management and promotion of objectives of the Association according to the directives, if any, of the General Body.
8.8  The office bearers and members of the Executive Committee, except the ROSM shall normally hold office two years.
8.9  Except the ROSM and the Invited Members all other office bearers/members of the Executive Committee shall voting rights.
9.         POWERS AND DUTIES OF THE OFFICE BEARERS
9.1  President

  1. The President shall preside over Executive Committee meetings and General Body meeting.
  2. The President shall cast his vote in case of a tie over a certain issue.
  3. He/she shall have all the powers for the management and promotion of the objectives of the association.
  4. The President shall have discretionary powers to take any decision and report to the Executive Committee for ratification.

9.2  Vice President

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

9.3  Secretary

  1. The Secretary shall assist the Committee in the management of the activities of the Association.
  2. The Secretary shall be responsible for carrying out all correspondence and preparation and distribution of all publications of the Association.
  3. Within fourteen days after holding the Annual General Meeting, the Secretary shall file the following information with the Registrar of Association.            
  4. List of names, addresses and occupations of the members of the Executive Committee.
  5. An Annual Report of the previous year.
  6. A copy of the Audited Accounts and certificate of the Auditor’s report.

9.4  Treasurer

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

9.5  Executive Members

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

9.6  Representative of Student Members

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

10.       AMENDMENT OF RULES AND REGULATIONS

  1. 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.
  2. A minimum of the two-third of the majority votes of the members present is required for the amendment to be accepted.
  3. The proposed amendment to the rules and regulations shall be circulated to all the members as an agenda item for the General Body meeting.

11.       There shall be two separate accounts viz, the Corpus Account and the Development Account.
11.1     The Association shall raise funds for promoting the objectives of the Association through

  1. Subscription from the members- which shall be deposited in the Corpus Account. The rates of the subscription shall be governed by the Bye-Laws of the Association.
  2. Money obtained by the members for various development activities-which shall be deposited in the Development Fund.
  3. 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.

11.2     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.
11.3     Financial year of the Association shall be from April 1 to March 31.
11.4     The funds of the Association may be invested in Government Securities, Bonds and Debentures of the registered companies and Financial Institutions under Company’s Act of 1956 or fixed deposits in nationalized banks, subject to the approval of the Executive Committee.
11.5     Withdrawals from the invested funds shall be made only with the approval of the Executive Committee.
11.6     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.
11.7     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.

  1. The Director of NIT Meghalaya
  2. Dean of Students’ Welfare
  3. Dean of Research and Consultancy
  4. Dean of Planning and Development
  5. General Secretaries, Students’ Council

11.8     The Executive Committee will be responsible for spending the Development Fund, as per the advice of the donor and/ or the DFAB.
11.9     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 of the Association. When the Association is being sued, the President will represent the Association.
13.2     No suit or proceeding shall fail by 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 officer bearer of the Association from any criminal liability, entitle him/her to claim any contribution from the 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 of 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.

  1. Roll of Membership
  2. Minutes of the Executive Committee Meetings
  3. Minutes of the General Body Meetings
  4. Stock register of non-consumable and consumable items.
  5. Cash book and Ledger
  6. Copies of all publications and reports of the Association

14.2     The records shall include details of all sums of money received and the sources thereof, and all the sums of money spent.
14.3     Every members of the General Body shall have the right of inspection of records of the Association during the office hours.
15.       WINDING UP OF THE ASSOCIATION
The winding up of the Association shall be carried out as per the relevant clauses of Societies Registration Act.