RULES AND REREGULALTION

OF
“SANGYAN”

1- DEFINITION:

A. Society means :- “SANGYAN”

B. Committee means :- The Executive/Managing committee refers

to managing committee of society.
C. Office bearer means :- Executive officials refer to President, Vice
President, Secretary, Joint Secretary &
Treasurer.
D. Year means :- From Ist April to 31st March.

E. Body means :- The General Body refers to General body

of society.
F. Act. Means :- Society Registration Act 21, of 1860.

2- MEMBERSHIP:

Managing committee can enroll any person with His/hers consent the member of society if
He/She
A. Is an Indian Citizen.
B. Can devote his/her time to social activities.

3- APPLICATION FOR ADMISSION:

The application for any person as follows :-

A. Any Male/Female which have age 18 (Eighteen) Years or above and would follow
the rule & regulation of society can be member of Sangyan Society.
B. The application should be written in prescribed form and its acceptance or non-
acceptance will be provided by managing committee.
C. Admission charge will be Rs 251.00 (Two Hundred Fifty One) only at the time of
admission.
D. Yearly Membership Charge will be Rs. 251.00 (Two Hundred Fifty One) applicable
for every year.

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4- TERMINAL OF THE MEMBERSHIP:

A. A Member may withdraw his/her Membership by submitting his/her resignation to

the President.
B. Membership shall cease to be a member and terminate if the annual subscription
fee is not paid by the yearly of the year.
C. The Membership of a member shall cease on the death of any Member.
D. The Membership of a member shall cease when one is declared insolvent or goes
mad.
E. On completion of term/period as decided by the managing committee.
F. If no confidence motion against him/her is passed in committee.
G. The managing committee by a two third majority and two third majority of office
bearers can terminate the membership of any member.
H. The Governing Body may suspend a Member if he/she Indulges himself/herself in
any act detrimental or prejudicial to the interest of the Society.
I. The Membership of a member shall cease when penalized under I.P.C. by the
Court.
J. Membership shall cease when a Member does not attend 4 (Four) consecutive
meetings without justified reasons.

5- FORMATION OF MANAGING COMMITTEE:

A. The arrangement of the committee will be done by the Executive committee. In which
there will be 11 members including office bearers.
B. The member of the executive committee will be elected by the General body of the
society.
C. The member of the executive committee will continue as such for a Period of 5 (Five)
years.
D. Any vacancy created by resignation, death or otherwise will be filled in by the member
designated by the sole authority of secretary. But the member for such vacancy will be
finally elected by the General body in its annual meeting.

6- POWER & FUNCTION OF THE MANAGING COMMITTEE :

A. The management of the society will be vested in the managing committee which will
consist of Eleven members including the office bearers. But if the need arises the
number of executive member can be increased up to eleven.
B. The Governing Body will consist of Members elected by General Body, which will have
given according to memorandum of association. This strength can either be increased
as per the requirements by 2/3rd majority.
C. The managing committee will be responsible for movable & immovable property of the
society.
D. The managing committee will work to carry out the objectives of the society.
E. The managing committee will form/set up branch offices and sub offices of the society.
F. The Governing Body shall be responsible for the effective implementation of the Aims
and Objects and smooth functioning of the Society. It shall have the sole discretion to
appoint/take Members into the Organization from time to time.
G. In addition to the generality of powers in matters of direction, control and management
of the Society and its affairs, the Governing Body in particular, shall have the following
powers :
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 1. Society is non-profit making and all the income earnings, moveable or immovable
properties of the Societies shall be solely utilized and applied towards the promotion
of its aims and objects only set.
2. To pay all expense incurred in the formation of the society and carrying out its
Objects.
3. To engage employees or honorary workers settle their conditions of service & to
make suitable disciplinary action against them as and when needed.
4. The proceeding, resolution and acts of the aforesaid by formal resolution in respect
of any such committee or sub committees.
5. It will be open to the Governing Body of the Society to remove any Members of
such committees and modify or alter any acts, proceeding & resolution.
6. To frame Rules or Regulations for proper and efficient working of its Society and for
regulating the business of its different activities, departments and section &
generally to conduct the business of the Society.
7. The Governing Body may delegate all or any of the powers to a sub committee. The
Governing Body will fill the casual vacancies in the Governing Body.
8. To purchase assets for the society. Registered the assets if necessary in the name
of society. These assets will be under control of President.
9. To raise funds through donations, by request, by public subscriptions, by appeals
and by accepting contributions from State or Central Government, from individual
contributions and or offerings, by grants, presents, from philanthropic bodies,
religious bodies, institutions, local bodies and industrial concerns, limited or private
and to accept special offerings or gifts, both in the form of movable or immovable
property for the purpose of fulfilling the aims and objectives of the Society.
10. To constitute and open Branches/sister concerns of the society and to control over
them and to receive fixed and variable assets as donation for the society and to
look after them to make them safe.
11. To collect funds through grants donations from Govt./Non Govt./Charitable
Agencies such as Smaj Kalyan Vibhag, Central & State Welfare Board, CAPART,
AWARD, NABARD, SIDBI, UNICEF, BFID, DFID, DANIDA, DAWAKRA, SIFSA,
NAURAD, SUDA, DUDA, Khadi Gramodyog Khadi Commissions, Department of
Education, Ministry of HRD, National & International Finance agencies etc. for the
fulfillment of Objectives.

7- GENERAL BODY MEETING:

A. The meeting of executive committee will be held every three months.

B. The general meeting of the general body will be held in the month of April every
year.
C. The special meeting of general body may be called at any time.
D. The secretary will have to convene a meeting within one month of receipt of the
application on the written demand of 2/3 members. The subject under consideration
should also be clearly mentioned in the application form. If the secretary does not
convey the meeting within the said period, the applicant shall have the right to
convene the meeting to decide the matter under consideration in the application.

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8- PROCEEDINGS OF THE ANNUAL GENERAL BODY MEETING:

A. There will be an annual meeting of general body every year. But any Urgent meeting of
general body may be summoned on a short notice of 15 days.
B. The meeting of the executive committee will be holding twice a year. But urgent
meeting of the executive committee may be summoned on a short notice of 48 hours.
C. Time and venue of all meetings will be decided by secretary of the society in
consultation with the chairman.

9- NOTICE:

A. The notice of the meeting of the executive committee will be given 7 (Seven) days in
advance.
B. The notice of the general body meeting will be given 15 days in advance.
C. The necessary meeting of the executive committee will be informed 24 (Twenty Four)
hours before.
D. The notice of necessary meeting of general body will be given 10 (Ten) days in
advance.
E. The notice of the meeting shall be given to the members by obtaining signature in the
notice register or by post or any digital or telephonic medium.

10- QUORUM:

The quorum of all meetings will be recorded by a majority of 2/3 members.

11- POWER AND FUNCTIONS OF GENERAL BODY:

There will be an annual meeting of the general body every year

A. The General Body has the power to amend Rules & Regulations and the Objectives
of Society from time to time in accordance with the rules and Regulations laid down
for amendments of these Rules, Regulations and the Objectives.
B. The General Body shall have power to make Bye-laws in regard to the working of
Society.
C. The General Body alone shall have the power to repeal, amend and modify these
Bye-Laws with 2/3rd majority.
D. The General Body shall appoint the auditor or auditors for the Society, for auditing
its accounts and reporting thereon. The Annual action plan of the Society will be
submitted to and will be discussed by the Governing Body & General Body.
E. To consider any other matter brought forward by the secretary of the society.
F. General body will discharge all other functions not specially mentioned above,
provided they are in the spirit of the constitution and are in the interest of the
society.

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12- POWER & FUNCTION OF THE OFFICER BEARERS ;

PRESIDENT:

President will-

1. Chair all the meeting of the Society.

2. See that the rule and regulations framed by the society are faithfully observed.
3. Sign the working register.
4. To preside over the meetings of the committee and other ceremonial functions by
the Society.
5. To decide, change, extend the date for the meeting and to inform the members.
6. To use his discretion in the event of any difference of opinion amongst the Members
of the Committee.
7. Act as Chief Executive Officer of the Society.
8. President will be Liaison Officer of the Society. He/She will coordinate with the Govt.
NGOs & Other Private Societies.
9. To execute the decision taken by the Society.
10. The President shall have power to take decision to meet the emergent situation in
the interest of the Society. President will apprise the Governing Body of his/her
decisions.
11. Where rules are silent President can make Rules and take decision in the interest of
Society.
12. To prepare documents for and on behalf of the Society and to conduct its
correspondence.
13. To permit for the membership.
14. To prepare annual report of the previous year about the activities and progress,
accounts and expenditure as well as Annual Budget and place it before Society.
15. To sanction bills, vouchers, debit-notes, credit-notes, cheques and other documents
as tenders, quotations, expenses, purchase etc. of the society by his/her signature.
16. To exercise drawing and disbursing powers.
17. To sanction salary, wages, tours, traveling etc.
18. To engage, terminate, dismiss, suspend or penalize any employee/honorary worker
with the consent of the Members of the Governing Body.
19. He/She shall be responsible for the collection of fund for the society.
20. He/She shall look after all financial matters of the Society.
21. He/She shall be responsible for the maintenance and safe custody of all papers
documents and seals etc. pertaining to the Society.
22. To look after the assets of the society.
23. To survey office and branches of the society.
24. To receive financial and non-financial assistance from the Government, Non-
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 Government Organization, International Agencies, Banks and any other legal entity
or individual.
25. To collect offerings, gifts or donations of all kinds, whether from Government,
Central or Semi-Government, all institutions, local bodies or industrial concerns,
limited or private, locally within the Union of India or from abroad, which will form
part of the funds available to the Society whether the bodies are located in the
Union of India or abroad.
26. To erect, construct, alter, maintain, sell, lease, mortgage, transfer, improve,
develop, manage and control all or any part of the buildings of the above Society,
necessary or convenient for the purpose of the attainment of the aims and objects
of the Society.
27. President shall authorize anyone from the Governing Body to preside over the
meetings in his/her absence.
28. He shall ensure the safety of cash & deposits in the Nationalized or Schedule
Banks/as decided by the Governing Body.
29. He/She shall keep up-to date accounts of all the Expenditure and Income.

VICE PRESIDENT:

Vice-President of the society shall enjoy all the powers of the president in his
Absence.

SECRETARY:

The Secretary shall be responsible to the Governing Body for all day-to-day activities relating
to the proper management, maintenance and upkeep of the Society and:

1. Will be the chief administrative officer of the society.

2. Will correspond on behalf of the society.
3. Will call in consultation with the chairman the meeting of executive and general
body meeting.
4. Will prepare annual statements of accounts and budget type estimate.
5. Will keep record of the proceedings of meetings of the society.
6. Will secure borrow of raise funds and accept donations to carry out the objectives of
the society.
7. Will have on behalf of the society power to enter into any agreement with any
governments or non-government authorities and other institutions/organization
(native/foreign) or any other person to obtain any right, privileges and concessions
necessary for carrying out the objectives of the society.
8. Will have right to spend five thousand rupees (Rs. 5000/-) only without any prior
permission of the committee.
9. Will be able to invite any important person or V.l.Ps in the meeting of society. .
10. Will have right to suspend any members or temporarily terminate, membership of
any official.
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 11. Will have all power, which is not specially mentioned above to do all acts and things
in the interest of the society.
12. Will convene meetings of the Governing Body and General Body whenever
necessary or called upon to do so.
13. Will prepare the Register of Members as well as the proceedings register to record
the minutes of the proceedings of the Governing Body meetings and the General
Body meetings and/or urgent meetings of the General Body and have them duly
signed by the Members who attend the meetings.
14. Look after the administration and other affairs and attend to all correspondence.
15. Summon and attend the meetings of the General Body and the Governing Body.
16. Give effect to the directions and decisions taken at such meetings.
17. Collect all dues to the Society and ensure through the Treasurer, where appointed,
that proper accounts are maintained of all financial transactions relating to the
Society.
18. Manage, and control the staff, and take disciplinary action where necessary.
19. Institute, prosecute and defend suits and other proceedings in which the Society
may be involved.
20. Prepare the annual report, and financial statement of accounts under the guidance
of the Governing Body.
21. Generally perform all such duties as are incidental to the office of Secretary.
22. The Secretary shall maintain an imprest cash amount of Rs. 10000.00 / - (Rupees
Ten Thousand only) for incidental expenses.

JOINT SECRETARY:

Joint Secretary of the society shall enjoy all the powers of the General Secretary
in his absence.

TREASURER:

Treasurer will-

1. All the assets and funds of Society shall remain under the care and management of
Treasurer of the Society.
2. Be over all in charge of funds and the accounts of the society.
3. Arrange for the audit of the account and will submit financial report of society to the
managing committee annually, showing clearly income and expenditure of the
society.
4. The Treasurer shall maintain the accounts and vouchers of all the money, which is
received and/or paid by him on behalf of the Society.
5. The Treasurer shall make disbursement in accordance with the direction of
Governing Body.
6. The Treasurer will ordinarily hold a cash balance not exceeding Rs. 10000.00 /- (or
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 the amount which may be fixed by the Governing Body of the Society from time to
time) to meet the emergent needs relating to the Society.
7. All the cash excess of the above amount (or the amount fixed by the Governing
Body) shall be deposited in any Bank(s) selected by the Governing Body of the
Society.
8. Do all work put forward by General body and managing committee.

ALL OFFICE BEARERS WILL BE HONORARY.

13- BANK OPERATION:

The bank account of the society will be opened in any Bank or Post Office and be operated upon
jointly by any two of the chairman, secretary and treasurer or as may be decided by the executive
committee. The signature of the secretary will be must.

14- SOURCE OF INCOME:

The funds of the society will be made up of:

A. Membership subscription
B. Donation/Gift/Endowment/Benefaction, transfer or such other means as may be
decided up on by the concerned.
C. To do Government, Non-Government, MSME & Society works.

15- INSPECTION OF THE RECORDS / REGISTERS:

The registered office of the society will maintain all documents such as membership register,
minute book of executive committee and general body, stock register, cash book & ledger of the
society. Any member with the permission of the secretary can go through the documents.

16- AUDIT OF ACCOUNTS:

A. The financial year of the Society shall start from 1st day of April to 31st day of March of the
following year.
B. The accounts of the society will be audited every year by an auditor authorized by the

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 managing committee.
C. The Inspector General, Registration also may get the account of the society audited at his
own. The expenses will be bared by the society.

17- INTERPRETATION:

“SANGYAN” A non-governmental organization (NGO) is a non-profit group that functions

independently of any government. NGOs, sometimes called civil societies, are organized on
community, national and international levels to serve a social or political goal such as humanitarian
causes or the environment.

“SANGYAN” A non-governmental organization (NGO) primary objective are social rather than
economic, SANGYAN NGO exist to support Promote the education, religion, research, sports, the
arts, peace and justice , human right, social work, relief and development, professional
development, health, environment etc.

18- AMENDMENT OF RULES:

Any amendment in the rule and regulation of the society will be made only when
the changes are supported by the 2/3 majority of the general body meeting.

19- INFORMATIOIN OF MEETING:

A. There will be an annual meeting of general body every year. But any urgent meeting
of general body may be summoned on a short notice of 15 days.
B. The meeting of the executive committee will be holding twice a year. But urgent
meeting of the executive committee may be summoned on a short notice of 48
hours.
C. Time and venue of all meetings will be decided by secretary of the society in
consultation with the chairman.

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20- LEAGAL PROCEEDING:

The President of the Society or the person authorized by the President or such other person who
may be appointed by the Body will conduct all legal proceedings for and on behalf of the Society.

21- DISSOLUTION:

If upon the dissolution of the society (as per provision of Societies Registration Act, 21 of 1860)
there will, after the satisfaction of all its debts and liabilities, be any property or assets whatever,
the same will not be paid or distributed among any members of the society be given to some other
society or charitable institution or government.

We the undersigned do herby certified that this is true and correct copy of the Rules and
Regulation of the “Sangyan” Society.

PRESIDENT SECRETARY TREASURER

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