Constitution & by-laws
1. Name of the association
2. Address of the society
3. Date of formation
4. Jurisdiction of the society
Erode
5. Office working hours
6. Objects of the society
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.
7. Membership and Subscription:
7.a.Membership:
All former students, past and present teaching and non-teaching staffs of Carmel School, Erode shall be considered for eligible to enroll himself/herself as a member of the association via the official Carmel alumni website – https://carmelalumni.com
7.1. Classes of Membership:
Membership in the Alumni Association is comprised of the following groups:
(a) Executive Committee Members: The Executive committee members are responsible for the formation and sustenance of the Association . 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 initially consist of 30 members from the 1994 to 1999 batches, with the option to expand if needed.
(b) Honorary Committee Members: Honorary members are individuals whom the Association wishes to recognize, so grants this honorary title and they may serve on any committees and hold honorary roles.
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 focus on studying critical issues, reviewing reports, conducting research and formulating thoughtful recommendations to the General Body, as all issues or disputes shall be addressed only to Managing Advisory Committee.
The Managing Advisory committee will consist of total six members who have passed 12th grade at Carmel School Erode, Four members will be Executive committee members with no office bearer roles and Two members will be Batch committee members.
(d) Batch Committee Members: The Members of the Batch committee will represent their respective batches. They are empowered to act on behalf of Association and carry out decisions as directed by the General Body.
The members of the Batch Committee must be a minimum of two member and a maximum of four member from each class and section of pass out year.
(e) General or Regular Members: All former students who have graduated from Carmel School Erode are eligible for membership.
Admissions will be processed based on applications submitted through Carmel Alumni website and reviewed by the respective Batch Committee.
7.b.Admission Fee and Renewable Fee:
1) Each Member shall pay ₹ 100/- (Rupees One Hundred Only) as a one-time Admission fee to become a Member.
2) The Annual Renewable membership fee shall be sum of ₹100/- (Rupees One Hundred Only).
3) Admission and Renewable fees may be revised from time to time with the approval of the General Body.
8. Administration
The administration of the Association, referred to as the General Body exercise general control over all matters related to the objectives and programs of the association. It comprises:
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
9. Roles and Duties
(a) Every person admitted to any class of membership in the Association shall act in a manner that preserves the Association’s image and dignity and shall not misuse authority or association for personal gain.
(b) Members shall abide by the aims and rules of the association.
(c) Participants who fail to perform their duties in accordance with the Association’s principles may be terminated or disqualified from their roles, posts, and membership.
9.1. Roles and Duties General or Regular Members of the Association:
(a) All students who were part of Carmel school during any academic year since its inception are eligible to become members of the Association upon payment of the Admission and Annual membership fee of ₹ 100/- (Rupees One Hundred Only).
(b) The members shall abide with aims and rules of the Association.
(c) A member who has paid the annual subscription for three consecutive years is eligible for Nomination and Voting.
(d) Members may avail themselves of services and initiatives offered by the Association from time to time.
(e) Members are expected to conduct themselves in accordance with the By-Laws while representing the Association and participating in its activities.
9.2. Roles and Duties of Executive Committee Members:
(a) Serve as ex-officio member of all committees and provide proposals for the association’s Growth and development.
(b) Oversee day-to-day operations, organize fund raising efforts, and secure resources 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) Represent the Association’s interests to the public, donors and other stake holders.
(e) Overseeing the committees work and finances activities of the Association either directly or through the Managing Advisory Committee.
(f) Actively engage with the association members to collect feedback and gain insight into the association’s performance.
(g) Have the authority to frame provisional By-laws consistent with the Association’s objectives, subject to Managing Advisory Committee approval and clarification by Office bearers.
9.3. Roles and Duties of Honorary Committee Members:
(a) Serve as ex-officio member of all committees.
(b) Have all the rights, duties and privileges of membership without any obligation to pay membership Fee or any subscriptions.
(c) Promote the interests of the Association.
(d) May attend meetings, speak, suggest and participate in all activities but shall not vote.
(e) Collaborate with the office Bearers to support the association’s Growth.
9.4. Roles and Duties of Managing Advisory Committee Members:
(a) Serve as ex-officio member of all committees.
(b) The Managing Advisory Committee 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 appointments comply with the By-Laws. Otherwise, they may dismiss any member.
(f) Works with the Batch Committee to recruit new members.
(g) 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.
(l) Call special meetings as necessary.
9.5. 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.
9.6. Roles and Duties of Office Bearers:
In general, the office bearers shall strictly focus on the development of the association in accordance with its by-laws, and are solely accountable for association operational responsibilities.
(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 conduct regular monthly meetings online or offline, to review and discuss the association process.
(e) At least 4 office bearers must be residents of the Erode.
(f) All office bearers must 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.
9.6(i) Chairperson:
1. The Principal of Carmel school shall be the Chairperson and serve as an Honorary Member.
2. The Chairperson shall serve in this role during their tenure as principal, and will continue as an Honorary Member thereafter.
3. The Chairperson shall preside over all Meetings, Task implementations, Elections, and other Association Events. Under Clause 11 and Sub-Clause 11(c), the Chairperson may Vote in Special Circumstances.
9.6(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. Be an ex-officio member of all the Committees of Association.
4. He/She shall act on behalf of Association.
9.6(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. Be an ex-officio member of all the Committees of Association.
4. He/She shall carry out such other duties as may be assigned to him / her from time to time.
9.6(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.
9.6(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. Be an ex-officio member of all the Committees of Association.
4. He/She shall assume General Secretary’s duties in their absence.
9.6(vi) Treasurer:
1. The Treasurer maintains the accounts of the Association.
2. He/She will be an ex-officio member of all financé related Committees and chair the Finance Committee.
3. Receive and manage all funds on behalf of the Association.
4. He/She shall be responsible for the audited financial statements for the Annual General Meetings and file the same with the Income Tax authorities upon approval.
5. He/she will issue receipts for membership fees, donations, and other income received by the Association, as well as issue vouchers for expenses.
6. He/She make expenditures only with Managing Advisory Committee approval and verification by the President and the General Secretary.
7. He/she will be solely responsible for financial misconduct, if any misconduct, he/she will be held accountable, not other members or office bearers, and he/she must handle all the legal consequences individually.
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.
9.6(vii) IT Co-Ordinator (Information Technology Co-Ordinator):
1. He/She shall serve as an advisor on all information technology related aspects for the Association.
2. IT Co-Ordinator shall be responsible for the online representation and activities of the association including maintenance of the alumni website.
3. Manage and implement strategies for alumni engagement through digital platform such as e-news, Facebook and other social media and user-friendly technologies.
4. If necessary or in 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. Be an ex-officio member of all the Committees of Association.
6. He/She shall carry out such other duties as may be assigned to him/her from time to time.
9.6(viii) Social Relations Co-Ordinator:
1. The Social Relation Coordinator will be in charge of coordinating the programs for Alumni Affairs, Social Service activities and all other activities recognized by the Association.
2. He/she will act as the primary liaison between the Association and the School to communicate needs, updates, activities, and progress.
3. He/she will facilitate all official communications between the school and alumni, therefore all members, committee members, and office bearers shall contact the school through him/her.
4. He/she will manage 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 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. Be an ex-officio member of all the Committees of Association.
8. He/She shall carry out such other duties as may be assigned to him/her from time to time.
9.6(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.
5. Be an ex-officio member of all the Committees of Association.
10. Termination/Disqualification/Resignation
(a) All individuals who wish to become members must believe in the objectives of the Association. If a member’s membership ceases, they will be terminated from of all Committees, Sub-Committees, Special Committees, and any other positions held by him/her in the Association with the consent of the Managing Advisory Committee.
(b) A terminated or disqualified member shall no longer be entitled to membership benefits or rights. Membership fees, subscription fees or any other payments made paid by him/her will not be refunded.
10.1. Termination/Disqualification:
Under the consent of the Managing Advisory Committee, the office Bearers and Batch Committee may terminate any membership and their posts or roles under the following circumstances:
(a) Members who fail to fulfil their assigned roles and responsibilities, or violation 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) Conviction of a criminal offence involving moral turpitude.
(e) Absence from more than three consecutive meetings without valid reason will result in automatic removal. The removal will be made official at the next regular or special call meeting.
(f) Failure of office bearers, Executive committee members and Batch committee member to perform his or her duties, may lead to dismissal by majority vote in a regular or special call meeting with Managing Advisory Committee consent.
(g) A terminated or disqualified office bearer is ineligible for future nominations but may remain a general/regular member if desired.
(h) If a Executive member is terminated or disqualified for the reasons specified in clause and sub-clause of 10 and 10.1, their position may remain vacant or be filled by another member from the 1994 to 1999 batch.
10.2. Appeal of Expulsion:
With the consent of the Managing Advisory Committee, the Office Bearers and Executive Committee have the authority to expel a member for willful disregard of the Association’s rules or misconduct, provided the member is given an opportunity to explain their conduct.
(a) The expelled member may appeal to the Managing Advisory Committee for reconsideration with justification whose decision shall be the Final.
(b) If the Advisory Managing Committee removes a member after an adequate investigation, that individual cannot retain any membership, role, or position in the Association.
10.3.(a) Resignation from Office bearer:
An office bearer may resign at any time for personal reasons and may continue as a General/Regular member if desired. One month’s notice is required.
(1) The resignation must be submitted to the President and will only take effect once accepted by the Managing Advisory Committee on behalf of the Association.
(2) If President resigns, the resignation must be submitted directly to the Managing Advisory Committee .
(3) In case resignation is acknowledged at that point then any Fees or Subscriptions paid might not be refunded under any circumstances.
10.3.(b) Filling of Vacant Office Bearer Positions :
(1) If the President resigns, the Vice President will act as Interim President until a new President is elected.
(2) If the Secretary resigns, the Joint Secretary will function as the Interim Secretary, until a new Secretary is elected.
(3) If the Treasurer resigns, the Secretary will serve as the Interim Treasurer, until a new Treasurer is elected.
(4) If any office bearers resigns, their duties will be assigned to another Executive Committee members , until a new member is elected.
(5) The elections for all vacant Office Bearer positions shall be held within 30 days.
10.4. Resigning from the Batch Committee Membership:
If a Batch Committee Member resigns/terminated for whatever reason, the vacany will be filled by a new member appointed by the office bearers and Executive/Batch Committee with approval of the Managing Advisory Committee.
10.4(a) Filling of Vacant Batch Committee Members :
Any vacancy due to resignation/termination of a Batch committee member may be filled up by a new member from the respective batch with the consent of the Managing Advisory Committee.
10.5. 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.
10.5(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.
11. General Provisions regarding Meetings
(a) All General Body and Executive Committee meetings shall be announced with at least thirty (30) day’s notice. All office bearers meetings must be announced at least fifteen (15) 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 the event of a tie, the chairperson shall cast the deciding vote, provided they are permitted to vote under clause 9.6 and sub-clause 9.6(i)3.
(d) Association activities shall be implemented only after receiving consent from the Batch Committee during the Meeting Sessions and with the approval from the Managing Advisory Committee.
12. General Body Meetings
12.1. The Annual General Body Meeting (AGBM) shall be held every year in the first week of July to :
(a) Elect the Batch Committee Members.
(b) Approve the audited statement of accounts.
(c) Review and deliberate on the Association’s annual report.
(d) Establish any additional Posts, Committees or Chapters as required.
(e) Consider amendments to the By-laws.
12.2. The Batch Committee may convene General Body meetings as and when necessary.
12.3. 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.
12.4. The quorum of a General Body meeting shall be one-third of total members or 20 members whichever is less.
12.5. The meeting shall be conducted online or at the school premises.
13. Batch Committee Meetings
13.1. Meetings of the Batch Committee shall ordinarily be convened at least once in 3 months.
13.2. The office bearers will organize special meetings of the Batch Committee to address any immediate needs.
13.3. Quorum for a Meeting of the Batch Committee shall be one third of members of the Batch Committee.
14. Election and Tenure at Office
14.1. The election will be conducted through nomination and consensus.
14.2. The procedure for election will be laid down through AGBM (Annual General Body Meeting).
14.3. 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.
14.4. 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.
14.5. Any member who has been terminated from office or any committee’s will be ineligible for re-nomination in any future Elections.
15. 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.
16. Finance
16.1. Money received as membership fees, donations, subscriptions etc. shall constitute the income of the Association.
16.2. The Association’s finances shall be deposited in any scheduled commercial banks in the name of Association “Carmel Alumni Association Erode” 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
16.3. The Treasurer may retain a sum of not more than Rs. 3000/- (Rupees Three Thousand Only) as imprest cash.
16.4. Any withdrawal from Association account up to Rs 10,000/- Shall require Treasurer and any 1 of the above 16.2(a), 16.2(c) signatories.
16.5. Any withdrawal Above Rs 10,000/- shall require All 3 signatories from 16.2(a),16.2(b) and 16.2(c).
16.6. Transactions using internet banking shall be enabled with prior approval from office bearers with limits applicable for authorized signatories & withdrawal limits as defined in 16.4 and 16.5.
16.7. Details of Internet/Mobile banking should be provided to the Managing Advisory Committee in order to oversee bank transactions.
17. Keeping of Accounts
17.1. The Treasurer shall keep an account of the general funds of the Association. He/She shall maintain an account of all income and expenditure of the general funds of the Association in the manner prescribed.
17.2. The Association’s accounts will be audited annually by a competent accountant. The auditor will be appointed by the Annual General Body Meeting, with approval from the Managing Advisory Committee.
18. Audit 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.
19. Inspection of Books
19.1. 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.
19.2. 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.
19.3. The Treasurer shall file with Registrar within one month after the date of Annual General Body Meeting –
19.3(a). An authenticated copy of income and expenditure accounts, balance sheet and report of the auditors.
19.3(b). A statement of the names, addresses and occupations of the persons who, at the expiry of the financial year, were members of society.
19.3(c). A declaration to the effect that the association has been carrying on business or has been in operation during the financial year.
19.3(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.
20. Amendments
Under Approval from Managing Advisory Committee any of the provisions of the By-laws may be amended by two-third majority of the members present and voting at the General Body meeting of the Association.
21. 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”