THE JAT SIKH COUNCIL
EXECUTIVE COMMITTEE
(a) The governing council shall establish an Executive committee to which may delegate The council,of such of the day to day affairs of the council as the governing council shall decide. The Executive committee shall consist of:
(i)the governing secretary, Up to 6 member nominated by and from the members of the governing council; All such members shall be secretaries for carrying out the function of the council.
(ii)up to 2 further persons who may be co-opted by governing council having specialized Knowledge and experience. PROVIDED THAT the number of co-opted members shall not exceed one third of the membership of the Executive committee. (iii)The governing council may make such regulation and such terms and conditions and give such mandates to the membership of the executive committee as it may from time to time think fit. Every delegation under this clause shall be revocable by the governing council at any time.
(iv)The trem of office of the member shall be at the discretion of the governing council.however A member shall hold the office for a maximum period of 1 year and not more than 3 terms at one time. A member shall be eligible for Executive committee after a period of 1 year.
(v)The Executive committee shall meet not less than 12 time a year and not less than once in 2 months.
(vi)The deliberations of the Executive committee shall be reported regularly to the Governing Council and any resolution passed or decision taken by the Executive Committee shall be reported promptly to the Governing Secretary.
(i) The Governing Council may designate the members of the Executive Committee as per the duties assigned to them as Secretary- Finance, Secretary- Operations etc.
(ii) The Governing Council may prescribe guidelines for the appointment of members to the executive committee in addition to the conditions mentioned herein above.
6. SUB-COMMITTEES The Governing Council may appoint one or more sub-committees for supervising or performing any activity or service. In each such case:-
(a)the governing council shall define the terms of reference of the sub-committee and may also determine its composition and the duration of its composition and the duration of its activities;
(b)all acts and proceedings of the sub-committee shall be reported as soon as possible to the Executive Committee established in accordance with clause 5 hereof.
7. GOVERNING COUNCIL AND EXECUTIVE COMMITTEE MEMBERS NOT TO BE PERSONALLYINTERESTED Except as provided in memorandum of Association and Rules and Regulation;
(a)no member of the Governing council(otherwise than as a trustee for the council) or of the executive committee shall acquire any interest in property belonging to the council;
(b)no member of the Governing Council (otherwise than as a member of the Governing Council)shall be interested in any contract entered into by the Governing council;
(c) no member of the Governing Council and no member of the Executive Committee shall receive remuneration.
8.GENERAL MEETINGS OF THE COUNCIL
(a) Annual General Meetings: Once in each calendar year ,an Annual General Meeting of the Council shall be held at such time and place as a General Council shall determine ,being not more than fifteen month after the adoption of this constitution and thereafter the holding of the preceding Annual General Meeting .AT least 21 clear days notice(excluding the date of posting of notice And date of meeting) shall be posted to all the members of the council and a copy of the notice shall be pasted in the registered office of the council.
The business of each annual general meeting shall be:
(iii) To receive the annual report of the governing council, which shall incorporate the accounts of the Council referred to below, and give an account of the work of the Council and its activites during the preceding year;
(iv) To receive the accounts of the Council for the preceding financial year;
(v) To elect the members of Governing Council of the Council in accordance with clause 4 hereof;
(vi) To take note the names of the founder members nominated/ appointed to serve as members of the General Council under clause 4(vii),patron members and corporate members hereof;
(vii) To appoint one or more qualified auditors or independent examiners for the coming year to audit or examine the accounts of the council in accordance with the prevalent laws;
(viii) To consider and vote on any proposals to alter the memorandum of association and rules and regulations hereof;
(ix) To consider any other business of which due notice has to be given;
9. Special General Meetings: The Governing Council may at any time at its discretion and the Governing Secretary shall within 21 days of receiving a written request so to do signed by not less than 2/3rd members with power to vote and giving reasons for the request, call a special General Meeting of the other purpose. At least 21 clear days notice(excluding the date of posting of notice nd date of meeting) shall be posted to all the members of the council and a copy of the notice shallbe pasted in the registered office of the council.
10. Paid employees
(a) the general council shall have the sole right in exercise of the power conferred by clause 3 of memorandum of association hereof of appointing, sismissing and determining the terms and conditions of service of all employess ot the Council. An employee of the council shall not be eligible to be a member of the General Council shall not be eligible to be a member of the General Council, the Executive Committee, any section committee any sub-committee of the Council, but may be invited to attend such committees as a non –voting adviser.
11. RULES OF PROCEDURE AT ALL MEETINGS
(a)Voting: subject to the matters of special importance and provisions herein contained, any question arising at a meeting of the council or ne of its committees shall be decided by a simple majority of those present and voting. No member shall be decided by a simple majority of those present and voting. No member shall exercise more than one vote not withstanding that he or she may have been appointed to represent two or more interests, but in case of an equality or votes the chair shall have a second or casting vote.
Provided that a resolution on matters of special importance shall be effective if is passed by two-third of the members present. The following shall be the matters of special importance:
1. To alter the provisions of memorandum of association or rules and regulations.
2. To change the registered office of the council.
3. To change the name of the council.
4. To add or alter the objects of the council.
5. To appoint or remove auditors of the council.
6. To authorize any member of the executive committee or performing any ac involving financial consideration exceeding Rs. 1,00000/-
7. To file suit against any person for recovery of debts.
8. To dissolve the council
9. Change of nominee by founder trustees
10. To borrow funds for the council from any person exceeding Rs. 10,00,000/- against lien of property of the council.
11. To sell, lease, mortgage or otherwise dispose of any or whole of the undertaking of the council.
12. To appoint personnel having remuneration in excess of Rs. 30,000/-
13. To compromise any claim or debt with any person exceeding Rs. 25000/-.
14. To open bank account.
15. To file suit in any court.
16. To grant loans, grants or donations to any person.
17. To form sum-committees of the council.
18. To appoint or remove any of the member.
19. To remunerate any member of governing council or committee.
(d) a resolution, other than a general meeting resolution or resolution consisting matters of special importance, passed without any meeting of the members and evidenced by writing under the hands of the majority of the members shall be as valid and effectual as a resolution duly passed at a meeting of the members held in accordance with the provisions of these presents. Such resolution shall be ratified in the next duly convened meeting as per the provisions of the council.
(b) Quorum (i) committee meetings: one third of the members with power to vote or 2 with power to vote whichever are less shall form a quorum at meetings of the general council and all other committees and sub committees of the council.
(ii) General meetings: twenty five members with power to vote or one third of the members with power to vote, whichever is the less, shall form a quorum at general meetings of the council. In the event that no quorum is present at annual general meeting of the council, or the meeting has to be abandoned the meeting shall stand adjourned and be reconvened 14days later, and those members with power to vote present at that meeting shall be deemed to form a quorum.
(a) Minutes: minute books shall be kept by the council and all its committees and the respective secretary shall enter therein a record of all proceedings and resolutions.
12. STANDING ORDERS AND RULES FOR THE USE OF THE CENTRE The general council shall have power to adopt and issue standing orders for the conduct of council business and/or rules for the use of the center, provided always that they shall be subject to review by the council in general meeting.
13. FINANCE
(a) all money raised by or on behalf of the council shall be applied to further the objects of the council and for no other purpose, PROVIDED THAT nothing herein contained shall prevent the payment in good faith of reasonable and proper remuneration to any employee of the council or the repayment of reasonable out-of-pocket expenses incurred on behalf of the council by employees and volunteers.
(b) an account shall e opened in the name of the council with any banking company or with such other financial institution as the general council may
From time to time decide. The gereral council shall authorize in writing at least four persons to sign cheques on behalf of the council. All cheques must be signed by not less than two of the four authorized signatories.
(c) the council financial year shall be from 1st april to 31st march
14. TRUST PROPERTY
(a) Land and Buildings. Subject to the provisions of sub-clause (b) of this clause, the general council shall cause the title to all land and all investments held by or in trust for the council to be vested either in a corporation entitled to act as custodian trustee or in not less than three and not more than four named individuals (not being members of the general council ) appointed by the general council as holding trustee. Holding trustees shall act in accordance with the lawful directions of the general council. PROVIDED THAT they act only in accordance with such lawful directions , holding trustees shall not be liable for the acts and defaults of members of the general council. Holding trustees may be removed by the general council at its pleasure.
(b) investments if a corporation entitled to act as custodian trustee has not been appointed to hold the property of the council, the general council may permit any investments held by or in trust ofr the council to be held in the name of a clearing bank or trust corporation as nominee for the general council and may pay such nominee reasonable and proper remuneration for acting as such.
15. ACCOUNTS AND AUDIT The general council shall comply with its obligations under the Indian laws with respect to:
(b)The keeping of accounting records for the council; (b)The preparation of annual statements of the accounts for the council in accordance with Indian laws;
(c) the auditing or independent examination of the statements of account of the council;
(d) the transmission of the statements of account to the concerned regulatory and supervisory authorities.
16. INDEMNITY In the execution of the trusts hereof no member of the general council shall be liable:
i)For any loss to the property of the council by reason of any improper investment made in good faith(so long as he/she shall have sought professional advice before making such investment)
(ii)for the negligence or fraud of any agent employed by him/her or by any other member of the general council in good faith (provided reasonable supervision shall have been exercised); And no member of the general council or the Executive Committee shall be liable by reason of any mistake omission made in good faith by any member of the General council or the Executive Committee other than willful and individual fraud, wrong doing or wrongful omission on the part of the member who is sought to be made liable.