Constitution & by-laws
- 1. Name of the association
- 2. Office
- 3. Aims and Objectives
- 4. Membership and Subscription:
- 5. Administration
- 6. Roles and Duties
- 7. Termination/Disqualification/Resignation
- 8. General Provisions regarding Meetings
- 9. General Body Meetings
- 10. Batch Committee Meetings
- 11. Election and Tenure at Office
- 12. Nomination/Election
- 13. Finance
- 14. Keeping of Accounts
- 15. Inspection of Books
- 16. Amendments
- 17. General
1. Name of the association
C armel A lumni A ssociatio N ( CAAN)
2. Office
3. Aims and Objectives
To develop a platform and foster lifelong relationships, as well as to operate as a forum for interaction and strengthening the ties amongst former students of Carmel School, Erode, with a view:
- To Bring the old students and teachers under one forum for exchange of experience, ideas, talents, and knowledge of alumni engaged in various professional fields and technical areas.
- To conduct seminars, conferences, workshops, endowment lectures and other academic activities and to keep in touch with one another of the teachers, non-teaching staff and students.
- To create and establish Alumni endowments for granting scholarships, prizes, awards, and medals to the outgoing students showing high proficiency in their academic, cultural and sports interests.
- To deliver social impact by participating and delivering social transformation initiatives.
- To perform fund raising by subscriptions, contributions, donations and gifts from members, non-members, Governments, Universities and other institutions and philanthropists for furtherance of the above objectives.
- To render financial aid to help the needy students for continuing education.
- To render financial aid to deserving alumni in cases of extreme compassionate circumstances.
- To raise corpus funds for various activities in accordance with the objectives of the Association.
- To bring out magazines, souvenirs and newsletters highlighting the activities of the School and its Alumni.
- To organize cultural and educational programs and to conduct Alumni Day gatherings and celebrations.
- To conduct their own seminars, conferences, workshops, endowment lectures, academic events, and other activities; but, if absolutely necessary, it will be done by outsourcing.
- To carry out such other activities as may be necessary for furthering the above aims and objectives.
- The activities of the association will be carried out only after obtaining the approval of the government for the breeds which require government approval in the objectives of the association as mentioned above.
4. Membership and Subscription:
4.a.Membership:
All former students, past and present teaching and non-teaching staffs of Carmel School, Erode shall be considered for eligible to enrol himself/herself as a member of the association via the official Carmel alumni website: https://carmelalumni.com
4.1. Classes of Membership:
Membership in our Alumni Association is comprised of the following groups:
(a) Executive Committee Members: The Executive committee members of the Association are the members, who are responsible for the organization’s existence. Executive committee members play an active role in getting the association off the ground, locating and investing resources to form the association, and supporting it to succeed. Executive Members will consist of members from the 1994 to 1999 batches. Currently, the Executive Committee will consist of 30 members from batches 1994 through 1999, with the possibility of an extension if necessary.
(b) Honorary Committee Members: An Honorary member, is usually someone typically a member whom the Association wishes to honor, and so grants this honorary title and they are eligible to serve on any committee and occupy positions within it, but their roles will be honorary ones.
The Honorary committee members will be the past and present Principal, Teaching and Non-Teaching staffs of Carmel School, Erode.
(c) Managing Advisory Committee Members: Managing Advisory committee Member’s activities may include study of critical issues, hearing testimony, independent researches and review of reports and recommendations – all of which are intended to enable the committee to discuss, formulate and forward well-developed, thoughtful recommendations to the General Body, as all issues or disputes shall be addressed only to Managing Advisory Committee.
The Managing Advisory Member’s committee will consist of 6 members who have passed 12th grade at Carmel School Erode, 4 of whom will be Executive committee members who do not hold any office bearer responsibilities and 2 of whom will be Batch committee members.
(d) Batch Committee Members: The Members of the Batch committee will speak for and represent the members of their respective batches. The Batch Committee Members shall be empowered to do acts and things in their discretion on behalf of Association and as directed by the General Body.
The members of the Batch Committee must be a minimum of two and a maximum of four from each class and section of pass out year.
(e) General or Regular Members: All former students who have graduated from Carmel School Erode shall be eligible for membership of the association.
The Batch Committee Members of the concerned batch shall admit a member for membership based on the application submitted through Carmel alumni website.
4.b.Entrance Fee and Renewable Fee:
1) The Member shall remit Rs.100/- (Rupees One Hundred Only) as his/her Entrance fee to become a Member.
2) The Annual Renewable membership fee of the Association will be sum of Rs.100/- (Rupees One Hundred Only).
3) The Entrance and Renewable fees are subject to revision from time to time with the approval of the General Body.
5. Administration
The administration of the Association, commonly known as the General Body exercise general control over all matters relating to objectives and programs of the association., is made up of
1) Executive Committee Members
2) Honorary Committee Members
3) Managing Advisory Committee Members
4) Batch Committee Members
5) Office Bearers: (a) Chairperson, (b) President, (c) Vice-President, (d) General Secretary, (e) Joint Secretary, (f) Treasurer, (g) Information Technology (I.T) Coordinator, (h) Social Relations Coordinator, (i) Media Wing Coordinator
6. Roles and Duties
(a) Every person, admitted to any class of membership of Association shall behave in such a manner as to preserve the association’s image and dignity and shall not misuse authority or association for personal gain and self-interest.
(b) The members shall abide with the aims and rules of the association.
(c) The participants those who fail to perform their tasks and obligations in accordance with the principles may be terminated or disqualified from their roles, posts, and membership.
6.1. Roles and Duties General or Regular Members of the Association:
(a) All students who were part of Carmel school from any academic year since inception are eligible to become members of the Association on payment of Entrance & Annual membership fee of Rs.100/- (Rupees One Hundred Only).
(b) The members shall abide with aims and rules of the Association.
(c) A member who has paid an annual subscription for three years in a row is eligible for Nomination and Voting.
(d) Members can avail of services and initiatives offered from time to time by the Association.
(e) Members are expected to conduct themselves in line with the By-Laws of the association while representing Carmel alumni Association and participating in the association activities.
6.2. Roles and Duties of Executive Committee Members:
(a) Serve as ex-officio member of all committees and will provide proposals for the association’s Growth Progress.
(b) The general role of executive members is to oversee day-to-day operations, organize fund raising efforts, and secure funds either directly or through the Managing Advisory Committee.
(c) Approving major expenditures that impact the Association’s finances either directly or through the Managing Advisory Committee.
(d) Representing the interests of the Association to the public, donors and others.
(e) Overseeing the work of committees and the association’s finances either directly or through the Managing Advisory Committee.
(f) An Executive member should always interact with the association members to gather feedback and insights from the members perspective which will give them a real time outlook of their association’s performance.
(g) The Executive Committee shall have the power to frame By-laws consistent with the aims and objectives of the Association. The provisional Bylaws shall be placed before the Managing Advisory Committee for approval who next forwards to office bearers for clarification.
6.3. Roles and Duties of Honorary Committee Members:
(a) Serve as ex-officio member of all committees.
(b) An Honorary member shall be a member with all the rights duties and privileges of membership of the association without any obligation to pay membership Fee or any subscriptions.
(c) An Honorary member, shall promote the interests of the Association.
(d) An Honorary member may attend meetings and speak, give suggestions and engage in all activities but not make vote.
(e) Collaborate with the office Bearers to provide proposals for the association’s Growth Progress.
6.4. Roles and Duties of Managing Advisory Committee Members:
(a) Serve as ex-officio member of all committees.
(b) The Managing Advisory Committee shall help to resolve members issues that may arise from time to time.
(c) To provide wise counsel and make decisions on any issues or disputes raised by members or by any another form.
(d) Collaborate with Office bearers to ensure that the decisions made are implemented to achieve sustainable growth of the association.
(e) Ensure all Committee members are appointed in accordance with By-Laws. Otherwise, the advisory committee has the authority to dismiss any member.
(f) Works with the Batch Committee to recruit new members.
(g) Will inspect and approve the outside professionals and consultants work proposed by office bearers.
(h) Consult with members on their roles and help them assess their performance, individually and through an annual board self-assessment.
(i) All proposals, ideas, and tasks will be implemented only with the approval of the Managing Advisory Committee.
(j) In the event of a member’s resignation, termination, or disqualification, the advisory committee’s decision is final.
(k) The Managing Advisory Committee has the authority to remove any Office Bearers and all other Committee Members from their Membership, Positions, Functions, and Responsibilities that if a member does not comply to the Association’s aims and standards in line with the By-Laws.
(i) Call special meetings as necessary.
6.5. Roles and Duties of Batch Committee Members:
(a) The affairs of the Association shall be managed by the Batch Committee.
(b) The Batch Committee shall have the power to incur expenditure necessary to carry out the aims of the Association.
(c) The Batch Committee shall have power to consider all communications addressed to the Association.
(d) The Batch Committee is responsible for managing and protecting the Association’s assets and interests.
(e) The Batch Committee will be in charge of the membership campaign and admit people who applied for membership.
(f) The Batch Committee shall undertake such tasks as will protect the objectives of the association.
6.6. Roles and Duties of Office Bearers:
In general, the office bearers shall strictly focus on the development of the association as per the by-laws, and they will be solely accountable for association operations.
(a). Managing the association, including the formulation and implementation of management, financial, and executive plans, as well as subsequent reporting against those goals.
(b). Attending all committee meetings, participating in decision making, and bringing to the committee’s attention any concerns or issues.
(c). To Encourage the Batch Committee to organize annual alumni meetings on school premises.
(d). The office bearers should hold meetings online or offline, depending on their options, at least once a month to discuss the growth of the association.
(e). At least 4 members of the office bearers should be residents of the Erode.
(f). All office bearers should have completed the 12th grade at Carmel School, Erode.
(g). The office bearers may establish New Posts, Additional Committees, Sub-Committees, and Special Committees if deems it essential, with the approval of the Advisory Committee.
6.6(i) Chairperson:
1. The Principal of Carmel school will be Chairperson as Honorary Member.
2. The Principal of Carmel School will serve as Chairperson until the end of his tenure as principal, after which he will be an Honorary Member.
3. The Chairperson will preside over all Meetings, Task implementations, Elections, and other Association Events. Clause 11 and Sub-Clause 11(c) provide him right to Vote on Special Circumstances.
6.6(ii) President:
1. The President shall preside over all the Meetings. He/She may allocate suitable responsibilities to other members.
2. He/She may appoint working groups, sub-committees, officer, clerk, and such other subordinate in consultation with General Secretary and Managing Advisory Committee.
3. He/She shall act on behalf of Association.
6.6(iii) Vice-President:
1. The Vice-President shall assist the President in discharging his/her duties.
2. In addition to his / her duties, he/she shall preside over Committee Meetings in the absence of the President.
3. He/She shall carry out such other duties as may be assigned to him / her from time to time.
6.6(iv) General Secretary:
1. The General Secretary shall attend to the day-to-day correspondence and communications to and from Association.
2. Maintain official records of the Association.
3. He/She may appoint working groups, sub-committees, officer, clerk and such other subordinate in consultation with the president and Managing Advisory Committee.
3. Be an ex-officio member of all the Committees of Association.
4. He/She shall be responsible for calling Meetings of all the Committee in consultation with the President.
5.He/She is responsible for directing the Treasurer to produce information for filing financial accounts with the Income Tax Officer and yearly reports of association with the Registrar of Societies after each annual and special general meeting, and any other legal obligations.
6.6(v) Joint Secretary:
1. The Joint Secretary shall assist the General Secretary in discharging his/her duties.
2. He/She shall carry out such other duties as may be assigned to him/her from time to time.
3. He/She shall assume charge as General Secretary in the absence of the General Secretary.
6.6(vi) Treasurer:
1. The Treasurer shall maintain the accounts of the Association.
2. He/She will be an ex-officio member of all Committees involving financial implications and shall be the Chairman of the Finance Committee.
3. Receive and hold all moneys paid to the Association for the use of the Association.
4. He/She shall be responsible for the audited statements of Association prepared for presentation at the Annual General Meetings and file the same with the Income Tax authorities when duly passed by the General Body.
5. He/she will issue receipts for membership fees, donations, and other collections received by the Association, as well as vouchers for payments made on the Association’s behalf.
6. He/She may only make expenditures approved by the Managing Advisory Committee and verified by the President and the General Secretary.
7. He/she will be alone responsible for finances; if there is any misconduct, he/she will be held accountable, not other members or office bearers, and he/she must handle all the legal formalities alone.
8. He/She shall keep the Managing Advisory Committee informed of the financial position of the Association.
9. He/She shall carry out such other duties as may be assigned to him/her from time to time.
6.6(vii) IT Co-Ordinator (Information Technology Co-Ordinator):
1. He/She shall act as an advisor on information technology aspects on behalf of the alumni association.
2. IT Co-Ordinator shall be responsible for the online representation of the association & its activities by facilitating alumni website.
3. Manage and implement ways to engage alumni in e-communications, including e-news and an alumni Facebook, social media presence to manage events, leveraging a user-friendly technology and an existing user base.
4. If necessary or in his/her absence, he/she can carry out the given tasks with the assistance of other Members with proper notification and approval from the General Secretary.
5. He/She shall carry out such other duties as may be assigned to him/her from time to time.
6.6(viii) Social Relations Co-Ordinator:
1. The Social Relation Coordinator will be in charge of coordinating the programs for Alumni Affairs, Social Service activities as well as all other activities recognized by the Association.
2. He/she will be in charge of communicating with the school about association’s needs, activities, and progress. The school will get in touch with him/her if it requires anything from the association.
3. He/she is in charge of communications between the school and its alumni, therefore all members, committee members, and office bearers can contact with the school through him/her.
4. He/she will Coordinate operations and logistics for all Events recognized by the Association.
5. He/she will Set up and handle Event registration, as appropriate, for Alumni Community events and Volunteer-led events, and oversee their operations.
6. If necessary or in his/her absence, he/she can carry out the given tasks with the assistance of other Members with proper notification and approval from the General Secretary.
7. He/She shall carry out such other duties as may be assigned to him/her from time to time.
6.6(ix) Media Wing Co-Ordinator:
1. Media wing coordinator shall be responsible for press releases and media coverage on alumni association activities.
2. He/she will Coordinating press conferences and briefings, serving as the association’s media liaison.
3. He/She assists the IT coordinator by giving details regarding press releases of association activities to publish on the alumni website.
4. If necessary or in his/her absence, he/she can carry out the given tasks with the assistance of other Members with proper notification and approval from the General Secretary.
7. Termination/Disqualification/Resignation
(a) All persons desirous of becoming members must believe in the objects of the Association. Provided that, a member whose membership is ceased will be terminated from of all Committees, Sub-Committees, Special Committees, and any other position/s held by him/her in the Association with the consent of the Managing Advisory Committee.
(b) A terminated / disqualified member shall cease to entitle the benefit and the right of membership and such a disqualified member shall not be entitled to the refund of membership fee, subscription fees or any other fees paid by him/her.
7.1. Termination/Disqualification:
Under the consent of the Managing Advisory Committee, the office Bearers and Batch Committee may terminate any membership and their posts for any of the following circumstances:
(a) Members who fail to fulfil their roles and responsibilities, as well as acting in contravention of the By-Laws.
(b) Enrolled as a member or occupied any Post or Responsibility by providing fraudulent information.
(c) Members who participate in a manner that brings reproach or discredit to the Association may be subject to potential termination of membership.
(d) If He/ he is convicted of a criminal offence involving moral turpitude.
(e) Absence from more than three consecutive meetings will result in expulsion from the office bearers and all committee, without good or just reasons. The removal will be made official at the next regular or special call meeting.
(f) If an office bearer, Executive committee member and Batch committee member fails to perform his or her duties, he or she may be dismissed by a majority vote at a regular or special call meeting with the consent of the Managing Advisory Committee.
(g) If an office bearer is terminated or disqualified from their posts, He/She cannot nominate in any future elections; however, he/she can continue to be a general/regular member if they desire.
(h) If an Executive member is terminated or disqualified for the reasons specified in clause and sub-clause of 10 and 10.1, his or her position may be permanently vacant or a new member is elected from the 1994 to 1999 batch.
7.2. Appeal of Expulsion:
Under the consent of the Managing Advisory Committee, the Office Bearers and Executive Committee shall have power to expel a member for willful disregard to the association’s rules or misconduct on the part of the member, provided that the member concerned will be given an opportunity for explaining his/her conduct.
(a) Any member thus expelled can appeal to the Managing Advisory Committee for reconsideration of expulsion with justification and the decision of the Managing Advisory Committee will be the Final.
(b) If the Advisory Managing Committee eliminates any members after an adequate investigation, he or she will be unable to continue his/her membership, role, or postings in the association.
7.3.(a) Resignation from Office bearer:
An office bearer may resign at any moment for personal reasons and continue to serve on as a General/Regular member if he/she so chooses. One month’s notice should be given if an office bearer resigns.
(1) A resignation must be submitted to the President and will not take effect until the Managing Advisory Committee accepts it on behalf of the Association.
(2) If President resigns, the resignation must be submitted to Managing Advisory Committee on behalf of the Association.
(3) In case resignation is acknowledged at that point then any Fees or Subscriptions paid might not be refunded under any circumstances.
7.3.(b) Filling of Vacant Office Bearer Positions :
(1) In case the President steps down, the Vice President will serve as Interim President until the new President is elected.
(2) In case the Secretary steps down, the Joint Secretary will function as the Interim Secretary, until a new Secretary is elected.
(3) In case the Treasurer steps down, the Secretary will function as the Interim Treasurer, until a new Treasurer is elected.
(4) In case other office bearers step down, their position will be filled by other members in the Executive Committee, until a new member is elected.
(5) The elections to fill vacant Office Bearer positions will be conducted within 30 days of vacation of office.
7.4. Resigning from the Batch Committee Membership:
If a Batch Committee Member resigns/terminated for whatever reason, the seat will be filled by a new member appointed by the office bearers and Executive/Batch Committee with approval of the Managing Advisory Committee.
7.4(a) Filling of Vacant Batch Committee Members :
Any vacancy created by the resignation/termination of a Batch committee member may be filled up by a new member from relevant batch with the consent of the Managing Advisory Committee.
7.5. Resigning from the Executive Committee Membership:
If an Executive Committee Member resigns/terminated for whatever reason, the position will either remain unfilled indefinitely or be filled by a new member chosen from the 1994 to 1999 batch by the Executive Committee members with the consent of the Managing Advisory Committee.
7.5(a) Filling of Vacant Executive Members:
Any vacancy created by the resignation/termination of an Executive committee member may be filled up by a new member elected from the 1994 to 1999 batch by Executive Committee Member with the consent of the Managing Advisory Committee.
8. General Provisions regarding Meetings
(a) All General Body and Executive Committee meetings must be provided at least thirty day’s notice. All meetings of office bearers must be announced fifteen days in advance.
(b) In the absence of the President, the Vice-President and General Secretary shall preside over the meetings. In the absence of the President and Vice-President, the General Secretary and Joint Secretary shall preside over the meeting.
(c) All decisions shall be based on majority of votes. In case of equality of votes, the chairperson shall have to cast a vote, where he has a vote in certain occasions under clause 9.6 and sub-clause 9.6(i)3.
(d) All activities in the association will only be implemented after the Batch Committee has given its consent through the Meeting sessions with approval from the Managing Advisory Committee.
9. General Body Meetings
9.1. The Annual General Body Meeting (AGBM) shall be held every year in the first week of July.
(a) to elect the Batch Committee Members.
(b) to approve the audited statement of accounts.
(c) to deliberate the Association’s annual report.
(d) to establish any additional Posts, Committees or Chapters that may be required.
(e) to consider any amendments to the By-laws.
9.2. The Batch Committee may convene General Body meetings as and when necessary.
9.3. Extraordinary meetings of the General Body shall be convened at the request of not less than one-third of the total members, within one month after receipt of such request.
9.4. The quorum of a General Body meeting shall be one-third of total members or 20 members whichever is less.
9.5. The meeting shall be conducted online or at the school premises.
10. Batch Committee Meetings
10.1. Meetings of the Batch Committee shall ordinarily be convened at least once in 3 months.
10.2. The office bearers will organize special meetings of the Batch Committee to address any immediate needs.
10.3. Quorum for a Meeting of the Batch Committee shall be one third of members of the Batch Committee.
11. Election and Tenure at Office
11.1. The election will be conducted through nomination and consensus.
11.2. The procedure for election will be laid down through AGBM (Annual General Body Meeting).
11.3. All terms of office of the elected members shall commence from the close of the AGBM (Annual General Body Meeting) at which elections were held and shall continue for a period of THREE YEARS or till the close of the third AGBM, whichever is earlier.
11.4. Members of office bearers, such as President/Vice-President, General Secretary/Joint-Secretary, and Treasurer, may not hold the same position for more than two consecutive terms.
11.5. Any member who has been terminated from office or any committee’s will be ineligible for re-nomination in any future Elections.
12. Nomination/Election
Nominations for vacant or new positions will be published on the official Carmel alumni website – “https://carmelalumni.com”
1. Members who are willing to engage in any committees or special committees may nominate through our alumni official website.
2. Members who intend to apply for office bearers must meet the requirements as stated.
(a) At least 4 members of the office bearers should be residents of the Erode.
(b) All office bearers should have completed the 12th grade at Carmel School, Erode.
3. A member who has paid an annual subscription for three years in a row is eligible for Nomination and Voting.
13. Finance
13.1. Money received as membership fees, donations, subscriptions etc. shall constitute the income of the Association.
13.2. The Association’s finances shall be deposited in any scheduled commercial banks in the name of Association “Carmel Alumni AssociatioN Erode (CAAN)” and shall be administered jointly by 3 members, whom will be Office Bearers with signing authority
(a) President/Vice President
(b) Treasurer
(c) General Secretary/Joint Secretary
13.3. The Treasurer may retain a sum of not more than Rs. 3000/- (Rupees Three Thousand Only) as imprest cash.
13.4. Any withdrawal from Association account up to Rs 10,000/- Shall require Treasurer and any 1 of the above 15.2(a), 15.2(c) signatories.
13.5. Any withdrawal Above Rs 10,000/- shall require All 3 signatories from 15.2(a),15.2(b) and 15.2(c).
13.6. Transactions using internet banking shall be enabled with prior approval from office bearers with limits applicable for authorized signatories & withdrawal limits as defined in 15.4 and 15.5.
13.7. Details of Internet/Mobile banking should be provided to the Managing Advisory Committee in order to oversee bank transactions.
14. Keeping of Accounts
The Treasurer shall at least once a year submit the accounts together with a general statement of the same and all necessary vouchers up to 31st March for audit to persons appointed as auditors. The auditors shall have access to all the books and accounts of the Association and shall examine every balance sheet and annual return and other receipts and payments or income and expenditure, funds and shall verify the same with the accounts and vouchers relating thereto.
15. Inspection of Books
15.1. The Register of Members, the Minutes Book and the Books of accounts of the Association shall be open to the inspection of any member of the Association at all reasonable hours at the registered office of the Association or at any place where the same are kept, and it shall be the duty of the General Secretary and Joint Secretary to produce the same on request by the member, free of cost.
15.2. Each member is eligible to be supplied with a copy of By-laws, list of members and the details of receipts and payments account, free of cost at the end of every year. Additional copy of By-laws, list of Members and details and payments account shall be supplied on application and payment of a fee of Rs. 100/- for each item said above.
15.3. The Treasurer shall file with Registrar within one month after the date of Annual General Body Meeting –
15.3(a). An authenticated copy of income and expenditure accounts, balance sheet and report of the auditors.
15.3(b). A statement of the names, addresses and occupations of the persons who, at the expiry of the financial year, were members of society.
15.3(c). A declaration to the effect that the association has been carrying on business or has been in operation during the financial year.
15.3(d). It shall be the duty of the Executive Committee to keep a copy of the last balance sheet of the association, together with the report of the auditors, displayed in a conspicuous place at the registered office of the association.
16. Amendments
17. General
Those things which are not told in the above by-laws, this will be taken according to the acts of the Tamil Nadu Societies Registration Act,1975.
The above said are the true copy and fact of “CARMEL ALUMNI ASSOCIATION ERODE”