CHETANA

(SOCIAL AND CULTURAL SOCIETY)

SHYAMLI, RANCHI 834 002
ESTD : May-2016

Rules and Regulations

CONSTITUTION OF THE CHETNA SOCIETY

1.

PREAMBLE
We, the members of CHETNA constitute ourselves into a Social and
cultural Non-profitable society with the sole purpose of preserving our
cultural heritage, Social brotherhood, promoting its growth and further
enriching it through creative activities.

2.

OBJECTIVES
CHETNA will deploy its resources in the best possible manner to :

2.1

Organise cultural programmes and other social activities to develop

brotherhood among the members and their family.

2.2

Extend financial and physical support to needy persons particularly old and
poor among us.

2.3

Bring to its members, specially the younger generation, awareness of our

cultural heritage by organizing special festivals to expose them to our
mutual interaction/cooperation, traditional customs, music, dance, drama,
literature, fine arts and art of living.

2.4

Encourage contemporary writers, poets and artists by organizing their

programmes for the benefit of members.

2.5

Bring out the creative talents in members and their family and nurture them
further by providing them the opportunity and platform for culture and
creative expression and also encouraging them by other suitable means.

2.6

Promote better understanding of the various strains of Indian culture

amongst members from diverse bonds of unity and nationalism.

2.7

Undertake any other creative activity, which may be desirable to full fill the
aims stated in the preamble.

3.

MEMBERSHIP

3.1

All the employees (working or retired) of MECON & SAIL(RDCIS,MTI,CET

etc) and their subsidiaries, divisions, departments or units at Ranchi,
employees/ members of other units located in the Shyamli colony and other

individuals residing in Shyamli colony in valid allotted quarter shall be

eligible to become members of CHETNA .
3.2

For obtaining membership, the eligible person will have to fill a prescribed
form. After scrutiny and approval of the application by President, Vice
President, General Secretary and Treasurer of the elected working
committee, the applicant will be allowed to become member of the society.

3.3

Each member will be required to pay an annual subscription of Rs. 100/- or

one time Life Membership subscription of Rs 500/- , as per their choice.

3.6

The members of CHETNA will have the right to contest the election of
Office bearers and the right to vote in the election and on the various
motions taken up in the General Body. Members and their dependents will
have the right to participate in any of the functions of CHETNA.

4.

GENERAL BODY

4.1

The General Body of CHETNA shall be constituted by all the members on

the rolls of the Society who are duly admitted as a member, against whom
no dues are outstanding and who have otherwise not been expelled by
majority of GB, from Membership.

4.2

The General Body will be Apex Body of CHETNA, which will hold all
powers, responsibilities and obligations. All other Committees, SubCommittees and Individuals authorized to carry out the various activities on
behalf of CHETNA will be responsible to the General Body.

4.3

The General Body will meet annually to transact its business. However, the
extra ordinary meetings of GB can be called at any suitable occasion by 2/3
majority of the Office bearers for any special purposes within its domainactivities.

4.4

The quorum of GB will be said to be fulfilled with presence of at least 20 % of

the total membership count on that day.

4.5

The agenda for Annual General Body meeting shall inter alia consist of the
following items :
a)

Confirmation of the minutes of the preceding general body meeting.

b)

Presentation of Annual Report & performance review.

c)

Presentation of Annual Accounts.

d)

Election of New Office Bearers.

e)

Amendment of constitution or consideration of new bylaws, if

any.

f)

Discussion and approval of next year plan and budget..

g)

Appointment of Auditor, if required.

hi)

Consideration of any other motion for which written advance notice

by at least ten of the general members will be required.

4.6

The notice of annual general body meeting shall be issued at least 15 days
in advance of the scheduled date by General Secretary.

4.7

Apart from the annual meeting, extra ordinary meeting of the general body
may be called to transact urgent business as may be necessary from time to
time.

4.8

The notice and agenda for the extra- ordinary general body meeting shall be
issued at least 7 days in advance of the scheduled date. This meeting can
be called by the signature of 2/3 of the members of the executive committee
or by the signature of at least 50% of the members of the general body.

5.

EXECUTIVE COMMITTEE

5.1

The general body will elect an executive committee, which will be charged
with the responsibility of carrying out the programme of activities and other
decisions of the Society.

5.2

The executive committee will be elected for One year which may be
extended/ altered based on its performance/ willingness, by annual GB
for another one year at the annual general body meeting. The election will
be based on the Majority Vote of the members present. Majority will be
decided either by Voice vote or raising hands or secret ballot, as desired by
the member present.

5.3

The Executive committee will consist of the following office bearers:

a. President- one post,
b. Vice Presidents two post,
c. General Secretary- one post,
d. Joint Secretary three posts,
e. Treasurer - one post,
f. Members 15 posts.
An advisory committee of five members will be formed to advise the
Executive committee as and when required. The members for advisory
committee will be nominated by general body from previous Executive
committee and other respectable elderly person of the society.

5.4

The executive committee will be empowered to appoint Sub Committee

for smooth discharge of its duties. The Executive Committee will co-opt
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members on the sub committee from amongst the members of CHETNA.

The number of such co opted members on each Sub committee will be
decided by the executive committee. Such coopted members will
participate in the deliberations of the executive committee but will not have
any voting right in the committee.
5.5

The executive committee will meet at least once every month . All issues will
be decided by majority vote of the office bearers present. In case equal
numbers of votes are cast in favour of and against any proposal, the
Advisory committee will cast his vote to decide the issue.

5.6

In case of resignation or otherwise in capacitation of any member of the

executive committee, the post will be filled in the following manner :

5.7

a)

In case the post of President or General Secretary falls vacant, it will

be filled by the Vice President and Jt Secretary respectively.

b)

In case the post of Treasurer fall vacant, the first Jt. Secretary will be
made the Treasurer.

c)

In case the post of Vice President or Jt Secretary fall vacant, its

next senior will take over the same.

The Executive Committee can dissolved if :

a)

More than 10 (ten) of its members resign or become otherwise

incapacitated.

b) An extra ordinary general body meeting called for the purpose

passes a censure motion against the executive committee by two
third majority vote of the members present with at least minimum
quorum.
5.8

In case of dissolution of the executive committee as per clause 5.7, a new

committee will be elected for new term by an extra ordinary general body
meeting. The new committee can be elected by the extra ordinary general
body meeting called for the censor motion as per 5.7 (b).

6.

FINANCE

6.1

CHETNA will raise funds conducting its activities by collecting

membership fees, annual subscription, donation from members and
organizing charity shows. Such funds will fall under two account heads,
which will be raised and regulated as follows :

6.2

CHETNA General Fund Account :

This fund will be raised from the Membership subscription and donation, if
any paid by the members. Money from this fund will be allocated by the
annual budget for conducting various activities of CHETNA
6.4

CHETNA Special Fund Account :

This fund will be raised from time to time for conducting special activities by
Collecting special donations or by conducting charity shows. Money of this
fund will be utilized for the specific purpose for which the fund was raised.
Any surplus amount will be transferred to the CHETNA General Fund
Account.

6.5

A Saving Account will be opened in the State/Union Bank of India in the

name of CHETNA from various sources will be deposited. From the
account, money can be withdrawn to meet all legitimate expenses of
CHETNA as appropriated in the budget.
The Bank Account will be operated with the signature of any of the two from
the following Office Bearers :
i) President
ii) General Secretary
iii) Treasurer

6.6

The Treasurer will be empowered to keep with him cash not exceeding

Rs.

1000/- (Rupees one thousand only)

from out of the General

Fund Account, for meeting, the day to day and contingent expenses of
CHETNA
7.

BYLAWS

7.1

For regulating the conduct of activities of CHETNA as may be desirable

from time to time, to fulfill the objectives enshrined in this constitution, by
laws can be framed, amended or deleted by the General Body in its annual
and extra ordinary meetings by majority votes of the members present with
at least fulfilling the quorum. However, amendment of any of the provisions
of this constitution can be carried out by a vote of not less than two third of
the members present in the General Body Meeting with the quorum.

8.

EXPULSION OF MEMBER :

8.1

The membership of any member will be deemed to have expired if he or she

is in the default of his annual subscription for more than two months.

8.2

A member can also be expelled from CHETNA if a censure motion

demanding such expulsion is moved jointly or severally by at least ten(10) of
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the members in the general body meeting and the motion is passed by a
two third majority of the members present.
9.

SESSION:

9.1

The annual session of CHETNA will coincide with the year as per the
Financial year i.e from 1st April to 31st March.

10.

DISSOLUTION:

10.1

If three fourth of the members so desired CHETNA can be dissolved. In

the case of dissolution all the members will equally share its liabilities that
may exist on the day of dissolution. Any assets which may be left over after
meeting all the liabilities, will be donated to a charitable organisation as
desired by the members while moving the resolution for dissolving
CHETNA.

11.

QUORUM:

11.1

The quorum in the executive committee will consist of more than half of the
members including minimum four from the following post holder:
i)

President

ii)

Vice Presidents

iii)

General Secretary

iv)

Joint Secretaries

v)

Treasurer

11.2

The quorum for the Annual General Body Meeting will consist of not less
than 20 % of the total number of members on the rolls.

11.3

In case quorum for Annual General Body Meeting is not complete by the
appointed time for the meeting, the meeting shall be adjourned and
reconvened after 30 minutes. If the quorum is not complete even in the
reconvened meeting, the same will be again adjourned and reconvened
after ten minutes. However, this time actual number of members present will
constitute with its business as per agenda.

11.4

The quorum for the extra ordinary General Body Meeting will consist of at
least 20 % of the members on the rolls of CHETNA.