BIHAR AGRICULTURAL UNIVERSITY ALUMNI ASSOCIATION, SABOUR (BAUAAS)

RULES & REGULATIONS/BY-LAWS

1. Name of the society :- Bihar Agricultural University Alumni Association, Sabour   (BAUAAS)
2. Definitions:-
3. a) The society means :- Bihar Agricultural University Alumni Association, Sabour  
        (BAUAAS)
4. b) Executive Committee means :- the Board of Managers of “Bihar Agricultural University Alumni Association, Sabour” (BAUAAS)
5. c) Office bearers means :-  President, Vice-President, Secretary, Joint Secretary and  Treasurer
6. d) Year means   :-  Commencing on 1^st day of April and ending on the 31^st  day of March
7. e) Act means :- Societies Registration Act 21, 1860.
8. f) Body means :- The General Body of the Society consisting of all the members of the “Bihar Agricultural University Alumni Association, Sabour” (BAUAAS).
9. g) Office means :-    A portion of the building within the “Bihar Agricultural University, Sabour” complex allotted to the Association by the Dean (Agriculture), Bihar Agricultural University, Sabour for the purpose of office of the Association.
10. h) Common expenses means :- i. All sums lawfully assessed against the members by the Association
11. Expenses agreed upon as common expenses by the General Body
12. Expenses declared as common expenses by the provisions of this Act or by the declaration or by the By-Laws of the Association

All expression used but not defined herein shall have the same meaning as assigned to them in the Act.

3. Address of the registered office of the society:-

   The office of the society shall be situated at Administrative Building, Bihar Agricultural    
   College, Sabour, P.S.: Sabour, Dist: Bhagalpur, Bihar, PIN: 813 210

4. Nature of Association

    It is a non-political and non-profiteering social organization.

5.  Aims and Objectives of the Association

• To bring together the graduates and post-graduates students of the Colleges of BAU, Sabour and to promote fellow feeling among them.
• To foster a sense of community, co-ordination and links amongst the members inter se and between the members and other such organized bodies at colleges/regional office and universities.
• To support and assist the alumni with regard to placement and career developments, provide useful guidance for future career build up by keeping contact with government and university authorities and other NGOs and corporate bodies.

• To acquaint the members with the recent advances in agriculture and allied sciences, so as to make them more serviceable to the nation. 
• To maintain and promote the overall image of the University as a premier centre of excellence in agriculture and allied sciences.

• To coordinate with the government, universities, farming communities and other organizations in developing sound policies for the progress of agriculture and allied professions.

• To create corpus fund of the association for the welfare activities.

• To coordinate with similar other associations in and outside India and elsewhere having common objectives.
• To encourage co-curricular, extra-curricular and socio-cultural activities between the members of the Association.

6. Powers of the Association

To achieve these objects the Association shall have the following power amongst others:

1. To enter into any arrangement or agreement with Government  Authorities,  Colleges, Universities, ICAR or any authority, or any other organization that may seem conducive to the Association’s objectives or any of them and to obtain from any such authority rights, privileges, concessions and aids, the Association may think desirable  to obtain,  and to carry out, exercise  and comply with such arrangement, agreement, rights, privileges  and  concessions  in  the  interest of the Association.
2. To accept any request, gift, donation or subscription towards or to accumulate  and provide a  fund or an endowment and to invest the same and apply the income arising there from or to the purchase thereof for any of the objects of the Association.
3. To sell, improve, manage, develop, exchange, lease or let under lease or sub-let,  mortgage, dispose of or otherwise to deal with all or any part of the property of the Association
4. To engage the services of persons or to appoint any person in employment, fix the remuneration thereof and to terminate their services for the purpose of the Association.
5. To prepare a list of valid voters and to calculate the number of voters for or against any decision and declare the same in the General Body meeting.
6. To determine, assess and receive the contribution towards common expenses payable by the members.
7. To open, operate and close accounts in any scheduled bank.
8. To invest the money and property of the Association not required immediately for the purpose of the Association in such securities or in such manners as may from time to time be determined.
9. To raise funds for the Association as provided for in the Act and Rules.
10. To provide for and do any other thing for the administration of the property.
11. To pay subscription / donation to other organization in the interest of the Association.

7. General Body

The General Body consists of all the members of the Association. The final authority of the Association shall vest in General Body of the members. General Body shall be the supreme authority of the Association and shall have such powers as are not specifically vested in the Executive Committee. The General Body has power to revise, alter, amend or in any other manner modify any of the decisions or actions taken by the Executive Committee, by voting of members present in the General Body Meeting.

7.1. Membership

 7.1.1. A person passing out from Colleges of Bihar Agricultural University, Sabour   with graduate and/ or post-graduate degree in any discipline shall be eligible to be a Registered Member of the Association by paying a required membership fees as mentioned herein. Life membership is 1000/- for inland members and $20 (20 US Dollars) in case of overseas member.

7.1.2. Separate fees should be payable by Patrons as fixed by the General Body.

7.1.3. Any former or present faculty member of BAU, Sabour who is not covered under Section 7.1.1 and has served the University for at least two years period can become life member of the Association on payment of prescribed membership fee.

7.1.4.  Each Member shall furnish details of information as  per  the prescribed  form  (Annexure-I)  of the Association and shall pay the membership  fee to  the Association  as decided  in the  meeting of the General Body.

Note: Any member whose present address is changed, is required to furnish the same immediately to  the Executive Committee of the Society; failing which the address earlier submitted by him to the Society shall be considered  as his address  for correspondence  and any notice or letter sent  to the member in that address shall be considered sufficient for all purposes

7.2 Condition and Status of Membership

   Type of Members

   7.2.1.  Chief Patron

               The Vice-Chancellor of BAU, Sabour will be the Chief Patron of the Association.  

   7.2.2. Patrons

               All the Deans of the University will be Patrons of BAUAAS

   7.2.3. Life Members

Former students, present and former faculty members who have paid life membership   fee, as described above in Section 7.

    7.2.4. Student Members

Every current student of the BAU, Sabour will be the student member of the BAUAAS as long as he/she pays the prescribed membership fee of Rs. 500/- at the time of his/her first registration in the university. He/she will automatically become life member of the association after passing out from the University and payment of balance amount of Rs. 500/ only.

 7.3. Duties and Obligations of Members

         It shall be the duty of every member of the Association:

• To abide by the Constitution / By-Laws and rules of the Association.
• To strive for achievement of the aims and objectives of the Association by active participation in all matters of common interest.
• To discharge his/ her duties and obligations as envisaged under the Rules and By-Laws of the Association.
• To promote the spirit of common brotherhood amongst the members.
• To pay regularly his / her dues of the Association.
• To reimburse the Association for any expenditure that may have been incurred by it for the    benefit of the Association.
• No Member, shall do any work, thing, act or conduct himself / herself/themselves in such a way, that  may reasonably cause irritation, annoyance or disturbance to any other member  and which may be detrimental to the interest of the Association or is in contravention to any laws of the land.

7.4 Constitution & Power of Body

7.4.1 Constitution of Body

All members who have paid up to date prescribed membership fee shall constitute the General Body. The members shall have one non-transferable vote. The General Body shall be supreme body of the Association and shall have absolute control over the affairs, properties and assets of the Association. All members of the General Body shall carry one vote each. The General Body shall have powers to amend the constitution, etc. The quorum of the General Body shall be 10% of the total membership. Where matters relating to the amendment of the constitution of the association are to be decided, the quorum shall be 3/5 of the members present in the general meeting called for this purpose. All decisions shall be taken by a simple majority of the members present. The president shall also have a casting vote in addition. The General Body shall be convened by the Secretary. A notice of at least 10 days containing the agenda to be discussed shall be given for the purpose. The Executive Council constituted under Section 8.1.1 below may decide to hold a meeting of the General Body by giving a shorter notice in case of emergency.

 7.4.2 The powers of the General Body shall be:

1. Approval of the programme of activities of the society prepared by the Executive Council of the ensuing year.
2. Election, if any, in the prescribed manner of the members of Executive Council other than the nominated members.
3. To amend the constitution of the Association.
4. To decide the amount of membership fee for the different types of memberships as mentioned in Section 7.
5. To elect the members of the Executive Council and to frame rules for such elections.
6. To consider audit report and annual report of association and to appoint an auditor to audit the accounts of the association and approve the account as per section 21 of the Bihar Societies Registration Rules, 2018.
7. To approve the code of conduct for the members.
8. To attend to all matters not specifically delegated to the Executive Council for furtherance of the objectives of the Association.
9. Consideration of any other matter which may be brought in by the approval of General Body.

7.5 Meetings

7.5.1.   Annual General Body Meeting:

Annual General Body meeting shall ordinarily be held latest by 31^st May of each year. In special circumstances, it may be held either at a later date but  not  after  30^th  June  or  at  an earlier date not before 1^st March of the same year. The Secretary shall issue 30 days notice in writing to all members intimating the date, time and agenda specifying the nature of business  to be transacted at the meeting. A copy of the notice shall be pasted in the notice board of the Association and uploaded in the website for perusal by the members. Notice sent through under certificate of posting / E-mail / Fax to the members at their present address, furnished to the Society, and shall be considered as sufficient in regards to service of the notice.

At the annual General Body meeting usually the following business shall be transacted amongst others:

1. Confirmation of the minutes of the proceedings of the previous Annual General Body meeting and Special General Body or Extra Ordinary General Body meeting, if any.
2. Consideration, adoption and approval of the Annual Report of the Secretary with modification, if any.
3. Consideration, adoption and approval of the statement of Accounts (as passed by the Executive Committee) presented by the Treasurer with modification, if any.
4. Appointment of Auditors / Legal Retainer / Expert Advisors, if necessary, for the next year and fixation of their fees / service charges.
5. Consideration of other business including amendment of the Constitution, if any, as would be suggested by the Executive committee.
6. Consideration and approval of the annual budget / supplementary budget of the Association as passed by the Executive Committee for the next Financial Year presented by Secretary with modification, if any.
7. Election / Selection / Nomination / Co-Option of members of the Executive Committees as suggested by the Executive committee. To transact such other business as has been given notice by the members having rights and duly proposed and seconded. The notice shall be given so as to reach the office of the Association at least three days before the schedule date of the meeting.

7.5.2. Special general body meeting

A special General Body Meeting may be called at any time by either of the following procedure.

1. By order of the Executive President or Ex-officio President.
2. By a decision of the Executive Committee.
3. Upon receipt by the Secretary of a requisition signed by not less that 10% of members. (All resolutions intended to be moved at such requisitioned meeting shall be sent in writing to the Secretary)

7.5.3. Extra ordinary general body meeting

Where the Executive Committee deems it necessary, the meeting of the General Body may be called at any time to transact any business, such meeting shall be known as Extra Ordinary General Body Meeting. In this meeting no business other than that specified in Agenda shall be considered.

7.6. Notice for the General Body Meeting

Not less than 30 (Thirty) days notice shall be given by the Secretary to all members for any meeting of the General Body, except the Extra Ordinary General Body meeting for which  7 (Seven) days clear notice is required. Such notice shall specify the date, time and agenda of the meeting. The notice of any General Body Meeting shall be pasted in the notice board of the Association. Notice to the members may be delivered personally through employees of the Association and the members receiving it should sign in the register  / book  concerned.  Notice to those who did not receive them personally may be sent to members through post preferably  by ‘under certificate of posting’ / e-mail / Fax. But accidental / non-receipt of notice by any member shall not invalidate the proceeding of any meeting.

7.7. Quorum for the General Body Meeting

1. Necessary quorum for any meeting of the General Body shall be one third of the members of the Association. The quorum for any General Body Meeting of Bihar Agricultural University Alumni Association (BAUAAS) shall be 1/3^rd of the effective members or minimum of 50 members.
2. There shall be no quorum for deferred meetings.
3. If there is no quorum within 15 (Fifteen) minutes of the scheduled time of the meeting then the meeting shall be postponed for half an hour (30 minutes) and in the event there is no quorum, the meeting shall be adjourned and fresh notice shall be given by the Secretary for the said meeting fixing some other date in consultation with the Executive President.

8. Constitution and Power of Executive Council

8.1. Constitution of Executive Council

The Executive Council shall consist of not less than three elected members of association by resolution passed by majority of persons present and entitled to vote at an annual general meeting of the association. The term of Executive Council or of its members so elected shall not exceed two years. The members of Executive Council of association shall be eligible for re-election. But in the event, there is delay in formation of the new committee, the old council shall continue to hold office till the nearly elected/selected/ nominated or Co-opted Executive council takes over the charge.

Following members shall constitute the executive council:-

8.2 Duties of Office Bearers of the Association

8.2.1 Chief Patron

           Wherever any deviation is required /observed and provision thereof is not specified in the constitution, the decision of Chief Patron shall be final.

8.2.2 Patron

            Patron will assist the Chief Patron in smooth functioning of Executive Council.

8.2.3 President

• The president shall preside over all the Meetings. He / She may allocate suitable responsibilities to other executive members.
• He / She may appoint working groups, sub-committees, officer, clerk and such other subordinate in consultation with General Secretary and nominate representatives of Association on vacancies, to Government / Institute and / or other bodies when invited to do so.
• He / She shall act on behalf of Association.

8.2.4 Vice-President

• In addition to his / her duties as a Member of the Executive Committee, he/she shall preside over Committee Meetings in the absence of the President.

 8.2.5. General Secretary

• The General Secretary shall attend to the day to day correspondence and communications to and from Association.

• Maintain official records of the Association.

• Be an ex-officio member of all the Committees of Association.

• Maintain general supervision over the office staff.

• He/She shall be responsible for calling Meetings of the Executive Committee in consultation with the President.

• He/She shall be responsible for filing of annual Reports of Association with the Registrar of Societies after every Annual and other Special General Meetings, Financial Statements with the Income Tax Officer, and such other statutory requirements.

8.2.6 Joint Secretary

• The Joint Secretary shall assist the General Secretary in discharging his / her duties.

• He / She shall carry out such other duties as may be assigned to him / her from time to time by the Executive Committee. He / She shall assume charge as General Secretary in the absence of the General Secretary.

8.2.7 Treasurer

• The Treasurer shall maintain the accounts of the Association.

• He / She will be an ex-officio member of all Committees involving financial implications and shall be the Chairman of the Finance Committee.

• Receive and hold all moneys paid to the Association for the use of the Association

• He / She shall be responsible for getting 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.

 8.3. Tenure of the Office Bearer

The tenure of the office of the Executive Committee shall be for two years from date of its formation. But in the event, there is delay in formation of the new Committee, the old committee shall continue to hold office till the newly elected / selected/ nominated or co-opted Executive Committee takes over the charge.

8.4. Executive Committee Meetings

• Meetings of the Executive Committee shall ordinarily be convened at least once in 3 months.
• Special Meetings of the Executive Committee shall be convened on written request of not less than 7 members of the Executive Committee.
• Quorum for a Meeting of the Executive Committee shall be one third of members of the Executive committee.

8.5. General Provisions Regarding Meetings

8.5.1 Seven days notice shall ordinarily be given for all meetings of the General Body/ Executive Committee. The notice of the General Body meeting shall be published in two newspapers / University Alumni web site approved by the University.

8.5.2 In the absence of the President, the Vice-President shall preside over the meetings of the General Body / Executive Committee. In the absence of the President and Vice-President, a senior member of the Executive Committee shall preside over the meeting.

8.5.3 All decisions shall be on the basis of majority of votes. In case of equality of votes, the President of the meeting shall have to cast a vote.

8.6. Powers and Duties of the Executive Committee

8.6.1 The affairs of the Association shall be managed by the Executive Committee.

8.6.2 The Executive Committee shall have the power to incur expenditure necessary to carry out the aims of the Association.

8.6.3 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 next General Body Meeting for ratification.

8.6.4 The Executive Committee shall have power to consider all communications addressed to the Association.

8.6.5 The Executive Committee shall be in charge of and protect the properties of the Association.

8.6.6 The Executive Committee shall prepare and submit annual reports, including balance sheets, audited accounts / statements of income and expenditure.

8.6.7 The Executive Committee shall collect dues / fees from members.

8.6.8 The Executive Committee shall undertake such tasks as will protect the objectives of the association.

9.  Funds & Investment of the Association 

Funds of the Association required for day-to-day use shall be deposited in any Scheduled Bank, as may be approval by the Executive Committee, in the name of the Association. Such Bank account(s) shall be operated under the joint signature of any two of the office-bearers jointly namely the Secretary and Treasurer. Surplus funds which is not required for immediate use, may be invested  in such  a manner  that the Association shall derive maximum possible interest out  of it but  subject  to  condition that the amount so invested can be withdrawn  within a short span of time to meet the necessity   of the Association. Investment made to create immovable property shall be made with the approval of the General Body.

10. Audit

• Accounts of the Association shall be audited every year by a qualified Auditor or a Chartered Accountant, appointed in the General Body Meeting. But, for the beginning year, the Auditor may be appointed by the Executive Committee.
• Inspector General of Registration on his discretion any time may get audited accounts of the Society by any recognized chartered accountant and fee for the same will be borne by the Society.

11. Decision by Majority of Vote

Every matter before any meeting of the Association shall be decided by number of votes for or against any decision. Vote can be cast only by the members having voting rights as per the Rules and Regulations & By-Laws of the Association.

12. Suits By and Against the Association

The Association may sue or be used in the name of the President or the Secretary. The Executive Committee of the Association may appoint any member / office – bearer to represent the Association for any such occasion. However, the jurisdiction shall be limited to the courts at Bhagalpur and Patna High Court only.

13. Amendment of the By-Laws

Any amendment felt necessary to any part / clause of the By-Laws of the Society, requires ⅔^rd majority of members present in the General Body Meeting. For this purpose 30 days notice should be given by the Secretary to the members.

1. Election of Office Bearers
2. Every registered member (after paying membership fees only) has the right to vote and such a member will be called "Voting Member" hereafter.
3. The election is to be held only in General Body Meeting at the expiry of tenure.
4. The Ex-Officio president will act as Returning Officer. Election will be conducted by three nominated members as nominated by the Executive body.
5. The members will be notified & can file nominations for different positions of the Executive Body in the General Body Meeting of the Association.
6. The returning officer shall scrutinize the nomination papers and prepare the ballot paper accordingly.
7. Election will be conducted during the General Body Meeting.
8. Counting and declaration of the results will be made on the day of the General Body Meeting.
9. The expenses required for election process will be met from the Association fund.
10. Dissolution
11. a) The society may be dissolved by 3/5^th members of General body present and voting in its meeting specially convened for this purpose.
12. b) Before dissolution of the society, the state Govt. consent will be obtained under section 13 of the Society Registration Act 21, 1860.
13. c) If after dissolution there remains any property movable or immovable after satisfaction of all debts and liabilities the property so left shall not be paid or distributed among the members of the society, but shall be given to some other society or to the Govt. to be determined by the votes of not less than 3/5^th of the members present in person at the time of dissolution.

Annexure-I

BIHAR AGRICULTURAL UNIVERSITY ALUMNI

ASSOCIATION, SABOUR (BAUAAS)

PROFORMA FOR REGISTRATION OF LIFE MEMBERSHIP

(Note: Send duly filled form to E mail ID :  bausabouralumnimeet2023@gmail.com)

Details of Bank Account : Name of Account- BAUAAS;A/C-38335883450, IFSC:SBIN0011805, SWIFT Code: SBININBB156,Bank Name:SBI,Sabour

DECLARATION

I solemnly declare that the information furnished above by me is true to the best of my knowledge and belief. I solemnly promise to able by the laws & regulations of the BIHAR AGRICULTURAL UNIVERSITY ALUMNI ASSOCIATION, SABOUR (BAUAAS).

PLACE:

DATE:                                                                                                                         Full signature

OPINION REPORT (For office use only)

The Executive committee of the Bihar Agricultural University Alumni Association, Sabour has been pleased to ACCEPT / REJECT your application.

GENERAL SCERETARY