The West Bengal Societies Registration Act, 1961

MODEL REGULATIONS OF ASSOCIATION

MEMBERSHIP

1. Admission

The signatories to the Memorandum of Association and the office bearers of the Governing
Body of this Association shall be the first members of the society. The Governing Body may
admit to membership any person of any caste, creed or sex who has attained the age of 18
years and agreed in writing to be bound by the society and who in the opinion of the Governing
Body will be interested in advancement of the objects of the society.
Be it noted here that the power to admit the members is the sole and absolute power of the
Executive Committee and the Executive Committee may refuse to admit any person as a
member without assigning any reason therefore.

2. TYPES OF MEMBERS

1) Honorary Members

Any person whose connection with the Association is deemed to be useful, may, with the
consent of such persons, be admitted as Honorary Member of the Association. Such member
shall not, however, be eligible to be a member of the Executive Committee nor to vote in any
meeting.

2) Ordinary Members

Any person, qualified to be a member and paying prescribed ordinary membership fee, may be
admitted as an ordinary member of the Society.

3) Cessation of Membership

Any member shall cease to be a member (a) on the acceptance of his/her resignation from
membership, (b) on his/her becoming insane or insolvent, (c) on his/her conviction of any
offence in connection with the formation promotion, management or conduct of affairs of society
or a body corporate or of any offence involving moral turpitude.

4) Register of Members

The society shall maintain a register of members containing the names, address and their
occupations, the date of admission and of cessation of membership, the Register will be kept
open for inspection of the members of the members of society on requisition. All entries required
to be made therein shall be entered within a period of 15 days.

5) Rights and obligation of members

Any ordinary member of the society has the right (a) to elect and to be elected in any election of
the society, (b) to submit suggestion for discussion to the Governing Body and subcommittee on
any matter relation to society, (e) to inspect the accounts and the proceedings of the meetings
of the society on appointment with the Secretary, (d) to pay his/her subscription within the
prescribed time, Defaulting members shall not be allowed to take part or vote in a meeting.
Member shall have one vote each.

6) Expulsion & Removal

Frequent actions of any members, if found by the Governing Body detrimental to the interest
and in violation of the regulations of the society, he/she may be after due enquiry, censured,
suspended or expelled from the membership by the Governing Body.
In that case the Governing Body shall first serve the member concerned with a show cause
showing therein the charges framed and ask him/her to submit his/her statement of defence
with a month. On receipt of the explanation the Governing Body shall have the power to take a
suitable action against the delinquent member after allowing him to defend his/her case. If no
reply to the show cause notice is received within a month, the Governing Body may take an ex-
prate decision.
For any act of expulsion or termination no such members shall be entitled to prefer any Claim
for compensation or damage even if proved on subsequent date that such act of expulsion or
termination was wrongful and /or unlawful.

Governing Body

1. Composition, election/appointment, resignation/removal, terms of office:

There shall be a Governing Body consisting of not less than 07 members. The office bearers of
Governing Body shall comprise of President, Secretary, Treasurer, other committee members.
The office bearers & Other committee shall be elected at the A.G.M.

The resignation and removal of the Governing Body members shall be dealt with as has been
prescribed as in the case of other members noted herein before.

TERM OF ELECTION:

The term of office of the Governing Body shall ordinarily be every one year, unless it is
dissolved/ terminated early under unforeseen circumstances. After election, the old Governing
Body will continue to function till the new Body takes over charge which shall under no
circumstances be more than 30 days from the date of election.

MEETING

Meeting of the Governing Body shall be held at least once in three months at such place, date
and time, as the President or the Secretary may determine. Any four members of the Executive
committee may requisition the meeting and the Secretary shall summon the same within seven
days and failing which the President or the requisitionists may do so provided no business other
than those specified in the notice shall be transacted at such a meeting.

NOTICE & QUORUM

Seven days notice of the meeting specifying the place, date, time and agenda to be transacted
shall be given to every member of the Executive Committee. An Emergency Meeting may be
called at 24 hours’ notice. One-third members will form the quorum at any meeting of the
Executive Committee. If quorum is not formed within 30 minutes of the scheduled time, the
members present shall adjourn the meeting.

PROCEDURE OF THE MEETING

The President or in his absence the Vice-President or in his absence also the members present
shall elect a chairman of the meeting. All questions before the meeting will be decided by a
majority of votes, each member having one vote. The President shall have a second or casting
vote in addition to his own vote in case of equality of votes.

POWER AND DUTIES OF THE GOVERNING BODY

The Governing Body shall have general power of supervision and conduct over all the affairs of
the society and in particular shall discharge the following duties

(i) To appoint sub- committee with such power and duties as may be considered necessary
or expedient.

(ii) To accept donation, gift, subscription, movable or immovable property for the objects of the
society.

(iii) To sell, lease, mortgage or otherwise dispose of and deal with all or any part of the property
of the society prior approval at AGM.

(iv) To keep proper accounts of the society and to open bank account in the name of the
society in one or more bank.

(v) To co- opt not more than two members to the Governing Body. (vi) The above signatories of
the Governing Body are the founder Members of the Association/Society/NOG.

(vii) To appoint a person or persons on payment to assist the Secretary/Treasurer in the

Maintenance of account, etc.
SAFE CUSTODY OF PROPERTIES

The Governing Body shall be responsible for the funds, properties and assets of the Society.
The funds of the Society shall be kept in banks/post office/Mutual Funds and be invested in any
securities specified under section 20 of the Indian Trust Act,1882.

BOOKS OF ACCOUNTS AND INSPECTION

The books of account and other statutory books shall be kept at the registered office and shall
be open for inspection of the members at such time and place as the Governing Body directs on
a written request made by any member.

ACCOUNTING YEAR

The accounting year of the Society shall be from the 1stday of April to the 31stday of March of
following year.

BANK OPERATION:
The Banking accounts of the society shall be operated by the , secretary, President, Treasurer
or any two of them jointly.

GENERAL MEETING

Annual General Meeting

Notice : The Secretary shall annually call the Annual General Meeting as per provisions of
W.B.S.R. Act, 1961, giving at least 14 day’s notice to all members. The notice shall contain the
place date, day and time of the meeting.

Agenda:
The business to be transacted at the A.G.M, Shall be :
(a) to confirm the minutes of the last A.G.M. and of special general meeting if any,
(b) to adopt with or without modification the report of the working of the society for the previous
year,
(c) to pass audited accounts of the society for the previous year ended,
(d) to appoint qualified Auditor or Auditors,
(e) to transact such business as may be fixed by the governing Body,
(f) to transact such other business as may brought forward by giving 14 days previous notice
from any member,
(g) to conduct general election.

QUORUM OF THE MEETING

1/3rdmembers personally present at the commencement of the meeting shall constitute the
quorum.

MANNER AND METHOD OF VOTING

The Chairman of the meeting shall decide the manner and method of voting at the outset of the
meeting.

SPECIAL GENERAL MEETING:

A special General Meeting may be convened by the governing Body at any time in view of
urgency of the matter. At least 7 days notice shall be given to every for special general meeting.
Members may request the Governing Body for special General Meeting by placing a requisition
signed by 2/3rdof total members. In that case the Governing Body shall convene a special
general meeting within a month from the receipt of such notice. In default by the Governing
Body, the requisition shall hold such meeting provided no business other than those specified in
the notice shall be transacted.

Extra- ordinary general meeting:

The Governing Body may direct to convene an Extra-ordinary general meeting for consideration
of addition, alteration of amendment of the memorandum/regulations of the society. 7 days
notice along with the proposed draft of change shall be sent to member
Extra- ordinary general meeting:

The Governing Body may direct to convene an Extra-ordinary general meeting for consideration
of addition, alteration of amendment of the memorandum/regulations of the society. 7 days
notice along with the proposed draft of change shall be sent to member

before the meeting. The resolution for change, amendment etc. of the Memorandum and
Regulations be carried out it accepted by the three fourths of the members present at the
meeting.

DUTIES OF THE OFFICE BEARERS

President : He/ She shall (a) preside over all meeting of the society, (b) take all disciplinary
actions such as removals, dismissed etc, in consultation with the Governing Body, (c) advice the
Secretary in any matter requiring urgent attention, (d) call emergent meeting.

Secretary : He/ She shall (a) convene all meetings of the society, (b) maintain minute books of
all meetings, (c) issue general circular and notice (d) receive all applications for membership
which shall be placed before the Governing Body, (e) sign on behalf of the society all receipts
for all sums received as subscription etc, (f) sign and give pay order on all bills for payments, (g)
get the accounts of the society audited by a Chartered Accountant, (h) ensure compliance with
statutory requirements, (i) transact all other business subject to the direction of the Governing
Body.

Treasurer: He/ She (a) collect and receive all sorts of subscriptions, donations and grant
receipts thereof, (b) maintain and keep cash book and such other accounts as are necessary,
(c) prepare the budget in consultation with the Secretary for consideration of the Governing
Body.

MAINTENANCE AND AUDIT OF ACCOUNTS

The society shall maintain books of accounts as required under sec 15(1), (a), (b) of the Act.
The accounts shall be audited by a duly qualified auditor as stated in sec. 15(2) of the Act.

SUIT & LEGAL PROCEEDINGS

AllsuitsandlegalproceedingsbyoragainstthesocietyshallbeinthenameoftheSecretary or such
person as shall be appointed by the committee.

ALTERATION OF THE MEMORANDUM &REGULATIONS

The Memorandum and regulations may be altered, modified, rescinded or added to by special
resolutions passed by the 3/4thMembers in general meeting called for the purpose. The
Governing Body shall have powers to make, alter modify or rescind such Regulations as may be
considered necessary in the interest of smooth functioning of the society.

DISSOLUTION OF SOCIETY

Subject to the provisions of sections 24 & 27 of the West Bengal Societies Registration Act,
1961 or any statutory modifications thereof, the society may be dissolved by a resolution to that
effect passed by 3/4thmembers of the society at a general meeting. The said meeting shall also
decide the manner of disbursement of the funds and assets of the Association, if any after
dissolution. In the event of dissolution the assets of the society remaining on the date of
dissolution shall under no circumstance, be distributed among the members but the same shall
be transferred to other societies having similar objectives.
We, the undersigned members of the Governing Body of the society, do hereby certify that
above is a true copy of the Regulations of society.

Signature of three members of the Governing Body.

1.

2.

3.

Date: