Contributed by
Srikanth Tanneru,
Member, Executive Committee
Memorandum of Association
1. Name : Sanjeeva Reddy Nagar Welfare Association
2. Office : H.No.113/2RT, Sanjeeva Reddy Nagar, (M.C.H. No. 7-1-621/41), Hyderabad-38. Opp. Municipal Ploy Ground, Ph No.23703965,
1. Name : Sanjeeva Reddy Nagar Welfare Association
2. Office : H.No.113/2RT, Sanjeeva Reddy Nagar, (M.C.H. No. 7-1-621/41), Hyderabad-38. Opp. Municipal Ploy Ground, Ph No.23703965,
3. AIMS AND OBJECTS:
The aims and objects of the Association shall be to look after the general welfare of the members of the association and in particular.
a) to enthuse and develop sense of brotherhood amongst the members,
b) to promote community life by organizing cultural activities, health camps, sports events, exhibitions etc.,
c) to promote and develop library, reading room, play grounds and parks.,
d) to develop the Community Hall to meet the needs of the colony.
e) to develop and encourage subsidiary institutions like Manila Mandals & Youth Wings and any other such institutions affiliated to the Association, and
f) to represent to the Competent Authorities regarding development of civic amenities in the area, like roads, water, drainage, electricity, etc.
4. The Association will be the authorised representative of the residents of the colony in all matters to deal with the concerned government and other agencies.
CERTIFICATES
1. Certified that the Association is formed with no profit motive and no commercial activities involved in its working.
2. Certified that the office bearers are not paid from the funds of the Association except for incidental expenditure incurred in connection with the activities of the Association.
3. Certified that the Association will not have any connection with any political body and would not engage in agitational activities to ventilate grievances.
4. Certified that the office bearers signatures are genuine.
DOCUMENT NO. 2
Rules and Regulations
1. Name : Sanjeeva Reddy Nagar Welfare Association
2. Office : H.No.113/2RT, Sanjeeva Reddy Nagar, (M.C.H. No. 7-1-621/41), Hyderabad-38.Opp. Municipal Play Ground, Ph No. 23703965
(Present Address: First Floor, Community Hall of APHB, Main Road, SR Nagar, Hyderabad, AP, India, PIN - 500038)
3. MEMBERSHIP
All the residents of Sanjeeva Reddy Nagar are eligible to become members subject to satisfying the conditions stipulated as under.
a) Any person who wishes to become a member shall apply in writing in the prescribed proforma to the Secretary who shall after initial scrutiny, put up the application to the Executive Committee for acceptance or otherwise and the member would be informed accordingly.
b) Admission fee shall be Rs. "10/-
c) Annual membership fee shall be Rs. 5O/-. (i) Life membership shall be Rs. 500/- for the residents and owners in individual houses. (Proviso added vide a resolution of the AGM held on 24-6-01) (ii) Life membership for the residents living in multi storeyed residential complexs shall be Rs.100/- each per apartment of the complex. These will be considered as Associate Members. (Proviso added vide a resolution of the AGM held on 8-10-0)
All the residents of Sanjeeva Reddy Nagar are eligible to become members subject to satisfying the conditions stipulated as under.
a) Any person who wishes to become a member shall apply in writing in the prescribed proforma to the Secretary who shall after initial scrutiny, put up the application to the Executive Committee for acceptance or otherwise and the member would be informed accordingly.
b) Admission fee shall be Rs. "10/-
c) Annual membership fee shall be Rs. 5O/-. (i) Life membership shall be Rs. 500/- for the residents and owners in individual houses. (Proviso added vide a resolution of the AGM held on 24-6-01) (ii) Life membership for the residents living in multi storeyed residential complexs shall be Rs.100/- each per apartment of the complex. These will be considered as Associate Members. (Proviso added vide a resolution of the AGM held on 8-10-0)
d) A member ceases to be so if:
i) he/she does not pay the annual subscription by 15th May.
ii) he/she resigns in writing or
iii) he/she acts against the interests and welfare of the Association.
e) The Executive Committee can readmit him/her as a member with or without payment of admission fee afresh at its discretion.
f) Every member shall abide by the rules & regulations of the Association and also endeavour to implement the decisions of the Association.
4. CONSTITUTION:
The Association shall have an Executive Committee elected by the General Body.
5. GENERAL BODY:
1. The General Body shall have powers to elect, dissolve, or reconstitute the Executive Committee by ma'iority Vote-
2. It can amend, or repeal any of the rules by 2/3 majority of the members present and eligible to vote.
3. It shall lay down policies and shall give directives to the Executive Committee on any of the important activities of the Association.
4. It is empowered to constitute sub-committee for any special purpose, from among the members.
5. It shall appoint Auditors to audit the annual accounts.
6.MEETINGS OF THE GENERAL BODY:
1. The General Body shall ordinarily meet once in on year. It shall, however, invariably meet in the month of June. The notice for the meeting shall be issued to all members at least 15 days in advance of he dote of meeting.
2. The Executive Committee for special reasons under the advice of the President can call for a general body meeting over and above the scheduled meeting as under (I) above.
3. The General Body shall also meet at any time on requisition to the Secretary given by atleast 25 members or 1/3 of the total membership, as on that date, whichever is less, for convening the meeting of the General Body 15 days indicating the purpose for which the requisition is made. In case the Secretary foils to convene the meeting of the General Body, within the stipulated period, the requisitions may convene the General Body by giving due notice to all members through letters/advertising in the leading local newspapers one in English and one in Telugu- The General Body meeting so convened by the requisitionists shall be deemed as valid for all practical purposes.
4. The General Body shall pass the budget for the ensuing year and approve the expenditure statement of the previous year.
5. Quorum for General Body meeting : The quorum necessary for transacting any business at any meeting of the General Body convened by the Secretary suo motto or on the requisition of the members shall be 25% of the total membership as on 15th May or 40 members which ever is less.
6. Decisions of the General Body : The decisions of the General Body shall be by simple majority vote only.
7. Members only are eligible to participate in the proceedings of the General Body
7. EXECUTIVE COMMITTEE:
The Association shall have on Executive Committee consisting of the following, duly elected by the General Body.
(i) President -1;
(ii) Vice-Presidents - 3;
(iii) Secretary -1;
( iv) Joint Secretaries -3;
(v) Treasurer -1;
(v) Treasurer -1;
(vi) Joint Treasurer - 1;
(vii) EC Members -13
(Amended vide a resolution at the AGM held on 24-6-01)
8. ELECTIONS:
The elections for the office bearers and the members of the Executive Committee may be by voice vote or by secret ballot at the discretion of the General Body. The tenure of the office bearers and the members of the Executive Committee shall be two years.
Vacancies of President & Secretary during the term shall automatically be filled from among the Vice Presidents, Joint Secretaries by consensus of the EC till the next elections. The vacancy of Treasurer by Joint Treasurer by consensus of the EC till the next elections. The resultant vacancies of Vice Presidents, Joint Secretaries and Joint Treasurer shall be filled in by the Executive Committee by coopting members. The vacancies of the members in the EC shall be filled by the Executive Committee till the next general election. Those members who are on the rolls of the Association as on 15th May, shall only be eligible either to stand for election or to vote. (Amended vide a resolution at the AGM held on 24-6-01)
9. FUNCTIONS OF THE EXECUTIVE COMMITTEE :
a) The Executive Committee shall meet once in three months or as frequently as necessary at the discretion of the Secretary for special reasons.
b) It shall be responsible to approve the expenditure of the Association from time to time.
c) It shall take decisions from time to time within the scope of the directives given by the General Body.
d) The Executive Committee shall have the power to sanction any items of expenditure within the scope of the budget approved by the General Body.
e) The Executive Committee shall get the accounts audited immediately after the expiry of the financial year and in any case during the months of April and May of the year for presentation to the General Body in to the month of June.
f) The Executive Committee members will be given 3 days prior notice for the meeting.
10. QUORUM FOR THE EXECUTIVE COMMITTEE :
The quorum required for any decisions to be taken by the Executive Committee shall be Seven. The quorum shall be twelve (as amended vide a resolution at the AGM held on 24-6-01). The quorum shall be Eight (as amended vide a resolution at the AGM held on 13-7-08)
11. DISQUALIFICATION FOR CONTINUANCE OF A COMMITTEE MEMBER :
After duly receiving a notice, should any member of the Executive Committee absent himself consecutively for three meetings, he shall automatically cease to be a member, unless condoned by a resolution in the Executive Committee-
12. FUNCTIONS OF THE PRESIDENT:
The president is the head of the Association and shall preside over the meetings of the Executive Committee and General Body. He will have a casting vote in case of a tie- The minutes of the meeting shall be signed by the President.
13. VICE PRESIDENT'S FUNCTIONS:
The Vice-President shall take over the functions of the President in the absence of the President.
14. Secretary's Functions:
All the correspondence of the Association shall be made by the Secretary and as per the decisions taken by the Executive Committee.
He shall call for all the Executive Committee and General Body Meetings as directed by the President. He shall record the proceedings of each meeting and shall endeavour to implement- He shall be the Chief Executive.
15. JOINT SECRETARY'S FUNCTIONS:
The Joint Secretary shall discharge the duties of the Secretary in the absence of the Secretary and shall also assist the Secretary in his work.
16. TREASURER'S FUNCTIONS:
The treasurer shall collect the subscriptions and shall maintain the accounts for the same. He should submit to the Executive Committee a statement of accounts and shall keep the accounts open to scrutiny at each Executive Committee meeting, He shall also submit the annual statement of Accounts to General Body duly audited.
17. JOINT TREASURER'S FUNCTIONS:
The Joint Treasurer shall discharge the duties of the Treasurer in the absence of the Treasurer and shall also assist the Treasurer in his work.
18. COMMITTEE MEMBERS OTHER THAN OFFICE BEARERS:
The Committee Members shall assist the office bearers in their respective areas whenever they require their help.
19. FUNDS OF THE ASSOCIATION:
The funds of the Association shall be deposited in a Branch of a Scheduled Bank approved by the Executive Committee. Accounts of the Funds of the Association in the Bank shall jointly be operated by the Treasurer and President or Treasurer and Secretary. The funds of the Association shall consist of:
i) Admission fee and annual subscriptions from the members.
ii) Donations for General or Specific purposes.
iii) Sole Proceeds of articles of the Association.
iv) Amounts collected from "Cultural Shows", "BenefitShows" sale proceeds of publications and any other such means.
v) Such other funds as may be decided by the Executive Committee or General Body.
20. IMPREST MONEY WITH THE TREASURER :
An imprest cash of not exceeding Rs. 500/- shall be kept with the Treasurer for any emergent expenses on behalf of the Association. This shall be recouped periodically. The Secretary shall be competent to incur on expenditure on any item not exceeding Rs. 500/-. However the Executive Committee shall be competent to incur expenditure on any item not included in the budget also; to be ratified by the General Body.
21. AUDIT AND APPOINTMENT OF AUDITORS :
Three members of the General Body who are not on the Executive Committee shall be appointed for auditing the accounts for the subsequent year's audit. The accounts shall be kepi open for inspection to members also on the previous arrangement with advance intimation of one week,
22. ACCOUNTS:
a) For all the moneys spent from the funds of the Association, (here shall be vouchers duly passed by the Secretary.
b) Regular receipts shall be issued by the Treasurer for all the moneys received by the Association,
c) The financial year of the Association shall be from 1st April to 31st March.
d) For purpose of administration of Association, the calendar year will be followed.
23. AMENDMENTS TO RULES:
a) Amendment to the rules may be proposed either by the Executive Committee or by any member of the General Body. Any amendment to the rules proposed by individual members shall be signed by atleast 10 members in support of it. Such proposals from individual members should be sent to the Secretary by 15th May.
b) Any proposal for amendment of rules shall contain a note giving the reasons in support of it. Proposals for amendment of these rules shall be notified to the members of the General Body along with the notice of the General Body Meetings,
c) No amendment or alteration shall be made for the purpose of the Association, unless it is voted by 2/3rd members present at a General Body Meetings convened for the purpose and confirmed by 2/3rd members present at a second special meeting,
24. REGULATIONS:
The Executive Committee shall be competent to frame regulations in respect of any other matter not covered by these rules.
25. WINDING UP:
In case the Association has to be wound up, the property and the funds of the Association that remain offer full satisfaction of the liabilities of the Society will be transferred or paid to some other institution with similar aims and objects. If the Executive Committee of the Association does not take any initiative to do so any member of the Association shall be entitled to inform the matter to the Government of Andhra Pradesh who shall then do the needful for the proper management of the assets remaining.
Regulations
(Appendix to the Rules and Regulations as required under Rule 24)
1. Life Membership: All amounts collected towards life membership from the residents shall be deposited as Fixed deposit in the Bank.
2. Annual membership: The amount collected from the residents towards annual membership shall be kept in the SB A/c.
3. Duration/Contributions: All amounts received, as donation/contributions from other than specific purpose shall be deposited as Fixed Deposit. In respect of donations contributions received for the specific purpose such as Cultural shows benefit shows, sale of proceeds of benefit shows, sale of proceeds of publications and any other means via, map indication, street boards, etc., the excess amount over expenditure shall be deposited as fixed deposit.
4. General Expenses: Only 50% of the interest accrued from the fixed deposit and the annual membership collected during the previous year shall be earmarked for expenses such as stationery, conveyance charges for running day-to-day administration of the association.
5. Executive Committee: The EC shall meet on every second Sunday of the month. The meeting may be held on any other day, duly recording the reasons.
6. The EC shall discuss on the same day all the items of the agenda prepared by the secretary, as well as any other issues raised by the EC members. If needed, the discussion may take place on the next day on the issues left over or any other available date.
7. Correspondence: The secretary, as CEO, is responsible for any letter/communication issued to any authority or person. Generally the correspondence shall be only on matters discussed and decided by the EC. In case of emergency, the secretary in consultation with the working groups/functional sub committees (to be nominated by the EC) may correspond on any matter not discussed in the EC meeting or act in the interest of the association, but shall see that such actions is are ratified by the EC at its next meeting.
8. Treasurer’s functions: In every EC meeting, the treasurer shall read out the balance in the SB A/c, the names of Donors/Contributions, and new members enrolled during the previous month.
