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1. |
TITLE : |
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The Association shall be known as St. Michael’s College (Batticaloa, Sri Lanka) Past Pupils’ Association (North America) and this is referred to in these rules as “THE ASSOCIATION”. Its distinctive crest, colors and motto will be those of the College.
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2. |
OBJECTIVES : |
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The objectives of the Association shall be:
a) |
To establish a bond of union among the past students/staff members of the College residing in North America. |
| b) |
To assist such past students/staff members to maintain their interest in and attachment to the College and to foster in them a true feeling of loyalty to their Alma Mater, and to provide opportunities for them to contribute to the present life of the College by their support and assistance. |
| c) |
To support and encourage the College and present pupils in all College activities. |
| d) |
To help the past pupils and staff members of the College in North America to be in touch with the College and be informed of the College activities. |
| e) |
To collect and expend funds for the furtherance of any or all of the aforementioned objectives. |
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3. |
MEMBERSHIP ELIGIBILITY : |
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Any person who has been a student of or a member of the Staff at St. Michael’s College, Batticaloa (Sri Lanka) and or who has been a student of or a member of the Staff at St. Michael’s College, (Junior), formerly known as St. Mary’s College, Batticaloa (Sri Lanka) and is currently residing in North America shall be eligible for membership in the Association |
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4. |
MEMBERSHIP : |
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| a) |
The Association shall consist of
| i) |
Ordinary Members |
| ii) |
Life Members |
| iii) |
Honorary Life Members |
| iv) |
Vice Patrons |
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| b) |
ORDINARY MEMBERS: All members residing in North America, subject to Rule (6) (a) shall be Ordinary Members. |
| c) |
LIFE MEMBERS: Members of the Association or persons who are eligible for membership as per Rule (3) on payment of the fee as specified in Rule (6) (b), shall be enrolled as Life Member. Such members shall be entitled to hold office and vote at all meetings and take part in all the activities of the Association, without further payment of subscriptions. |
| d) |
HONORARY LIFE MEMBERS: Any person who has rendered special service to the College or Association, may on a motion approved by the Committee of Management, be elected as Honorary Life Members, by a vote of not less than two thirds of the members present at the Annual General Meeting. All Honorary Life Members shall be exempted from paying the usual subscriptions and shall be entitled to hold office and take part in all the activities of the Association. |
| e) |
VICE PATRONS: Any person who is a senior member of the Association or is a senior former student or member of the staff and residing in North America subject to Rule (6) (a) may on a motion approved by the Committee of Management, shall be eligible to be elected as Vice Patrons by a vote of not less than two thirds of the members present at the Annual General Meeting. Vice Patron’s shall be exempted from paying the usual subscriptions and shall be entitled to hold office and take part in all the activities of the Association. There shall be a minimum of three vice patrons with the maximum of five persons. They shall be elected to hold office for three years. |
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5. |
ENROLLMENT OF MEMBERS : |
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All applications for membership, Ordinary or Life Members of the Association shall be made on the prescribed forms and should be forwarded to the Honorary Secretary who, in turn shall submit the applications to the Committee of Management at the following meeting. The applications shall be proposed and seconded by any members of the Association. The approval or rejection of the applications by the Committee should be recorded in the relevant minutes. If elected, the Secretary shall enroll the applicants as members, on the payment of the appropriate subscriptions, by recording their names in the Register of Members. Alternative to this procedure Ordinary membership could be obtained by anyone who is eligible under 4 (b) by being present at an Annual generalMeeting or Special General Meeting and paying the required member ship fee for that current year. The applications shall be proposed and seconded by any members of the Association. The determination of membership shall be first on the agenda of Annual General or Special General Meeting. |
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6. |
ANNUAL MEMBERSHIP FEES : |
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Every member shall pay the annual membership fee, unless otherwise specified in these rules, and any increase or decrease to be authorized by Committee of Management. The membership fees will be as follows:
| a) |
Ordinary Members
- Single: $20
- Family: $35 |
| b) |
Life Members: Once and for all payment of $200 for single and $300.00 for family or as decided by the Committee of Management from time to time. |
Renewal fees shall be payable on or before 31st of December each current year. |
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7. |
OFFICE BEARERS : |
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The affairs of the Association shall be managed by a Committee of Management. The Committee of Management shall consist of:
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The President |
| b) |
The Vice-President |
| c) |
The Honorary Secretary |
| d) |
The Honorary Assistant Secretary |
| e) |
The Honorary Treasurer |
f) |
The Honorary Assistant Treasurer |
| g) |
The Honorary Editor |
| h) |
The Honorary Assistant Editor |
| i) |
Five other members |
Every Office-bearer and the five members of the Committee of Management shall be elected from among the members at the Annual General Meeting. |
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8. |
THE PRESIDENT : |
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The President shall convene Special General Meetings and special Meetings of the Committee of Management. The Agenda of all meetings shall be subject to the President’s approval. In the absence of the President and Vice-President, the meeting shall elect its own Chairperson. The President shall not hold office for more than three consecutive terms. The President shall have a casting vote. |
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9. |
HONORARY SECRETARY : |
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The Honorary Secretary shall be responsible for the recording and maintenance of the Register of Members, the Minute Books and all other books that are necessary to the Association, and to attend to all correspondence, and other duties entrusted to him by the Committee of Management. Notice of all meetings shall be issued by the Honorary Secretary in consultation with the President. The Secretary shall submit the minutes of all meetings to the appropriate body for confirmation at the subsequent meeting.
The Honorary Assistant Secretary shall assist the Secretary in all matters pertaining to the Association.
Notice: Notice for all meetings mailed out by regular mail or sent by e-mail shall be considered as delivered. If any member prefers to have the notices by mail or e-mail he/ she may add his preference in his membership application form or shall notify the Secretary and the Honorary Secretary shall abide by the members request. |
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10. |
HONORARY TREASURER : |
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The Honorary Treasurer shall recover all subscriptions, membership fees and meet all approved expenses for the welfare of the Association and maintain all books of accounts of all receipts and disbursements to the Committee of Management in the first instance and subsequently to the Annual General Meetings. The Honorary Assistant Treasure will assist him in his duties. |
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11. |
HONORARY AUDITOR : |
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The accounts of the Association shall be audited by the Honorary Auditor, elected at the Annual General Meetings. |
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12. |
HONORARY EDITOR : |
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The official name of the Association’s web site shall be “www.battistmichaels.com”.
The Honorary Editor shall be responsible for the management of the above Web Site in the name of the association and will be the custodian of the password for the Website and meet all approved expenses in relation to the website of the Association. He shall inform the Committee of Management in the first instance and subsequently to the Annual General Meetings the current status and update all matters in relation to the Website. The Honorary Editor shall also be responsible for editing and printing of the Annual Souvenir, and News Bulletin of the Association. The Honorary AssistantEditor will assist him in his duties. The published in the association’s web site without the consent of two-thirds majority of the committee of management. |
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13. |
VICE PATRON : |
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The Vice Patrons shall advice and provide guidance to the Association. They shall act as Mediators in the event of any dispute. |
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14. |
FUNDS OF THE ASSOCIATION AND BANKERS : |
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The Committee of Management shall have the power to open and operate accounts in the name of the Association in any registered bank or financial institution, approved by the Committee. In addition to such chequing accounts, deposit accounts may also be opened in any financial institution or bank with specific approval of the Committee of Management and the resolutions that may be passed from time to time. The Treasurer is however permitted to expend up to $100.00 to meet urgent expenses and seek the approval of the Committee of Management at the very next meeting. Such urgent payments shall be done in consultation with the President and the Secretary and the total of such expenses shall not exceed $100.00 at any given time. |
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15. |
CESSATION OF OFFICE : |
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Any member of the committee who fails, without prior notice to the Secretary, to attend three consecutive meetings of the Committee of Management, shall “ipso facto” cease to be a member of the Committee. The Committee of Management shall have the power to fill the vacancy from among the members of the Association. |
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16. |
REMOVAL FROM OFFICE : |
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Subject to rule (17) any member who acts against the interest or objective of the association could be removed from office/barred from membership in the Association by 2/3 members present at an Annual/Special General Meeting. |
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17. |
FINANCIAL YEAR : |
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The year for the purpose of the Association shall be the Calendar year, which shall also be the Financial Year of the Association. |
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18. |
ANNUAL GENERAL MEETING : |
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The following business shall be conducted at the Annual General Meeting:
| a) |
To receive and adopt the Minutes of the Previous Meeting, the Annual Report of the Committee of Management and the Audited Statement of Accounts of the preceding year. |
| b) |
To elect the Office-Bearers and the five Members of the Committee of Management as specified in Rule (7) and to nominate Vice Patrons as specified in Rule (13). |
| c) |
To elect an Honorary Auditor. |
| d) |
To transact any other business for which due notice has been given. |
At least 14 days notice shall be given of all Annual General Meetings and such notices shall be accompanied by the Report of the Committee of Management and the Audited Statement of Accounts.
The outgoing Committee of Management shall bring all the documents of the association that is in their possession to the Annual General Meeting and hand it over it to the members of the newly elected committee of management. The members of outgoing committee of Management shall individually sign and relinquish their respective authorities to represent the association and from acting as authorized signatories on behalf of the Association.
This rule shall have retrospective effect to the previous members of the outgoing Committee of Management. Failure to abide by these conditions shall be a cause for those members to be removed from and be barred from being members of the Association.
The outgoing President shall sign and relinquish his respective authority to represent and be signatory on behalf of the Association.
The outgoing Secretary shall handover the minutes and all other documentation in his custody to the incoming Secretary and shall sign and relinquish his respective authority to represent and be signatory on behalf of the Association.
The outgoing Treasurer shall handover the assignments of the Bank Accounts of the Associations to the incoming Treasurer, and shall sign and relinquish his respective authority to represent and be signatory on behalf of theAssociation.
The outgoing Editor shall handover the password to the Website, designs and materials in relation to Annual Souvenir and News Bulletin and all other relevant documentation to the incoming Editor, and shall sign and relinquish his respective authority to represent and be signatory on behalf of the Association.
The outgoing President or the Secretary or the Treasurer shall for the purpose of guiding the incoming Committee of Management may hold any office in the incoming Committee of Management for a duration of one year.
Notice of any other business should be given in writing by the interested parties and delivered to the address of the Honorary Secretary by 31st of December.
The Annual General Meeting shall be held at the Commencement of the Financial Year and before the end of February that year. The house shall decide the procedure for the election and the method of voting at any business arising at the Annual General Meeting excepting those specified under Rule (18). The President shall have a casting vote. |
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19. |
SPECIAL GENERAL MEETING : |
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A Special General Meeting of the
Association may be convened:
a) |
By the President. |
| b) |
By the Committee of Management. |
| c) |
By the Honorary Secretary upon a receipt of a requisition in writing signed by not less than ten (10) members entitled to vote, stating the business for which the meeting is desired. Such meetings shall be held within thirty (30) days of the requisition being received by the Honorary Secretary. |
| d) |
At least fourteen (14) days notice shall be given of such meeting. The main business of the meeting shall be specified in the meeting notice. |
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20. |
RESOLUTIONS : |
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Any member desirous of moving any resolutions at any Annual General Meetings shall give notice thereof in writing to the Honorary Secretary so as to reach him by 31st December, duly signed by the Proposar and Seconder.
The resolutions to be adopted at such meetings shall consist of:
| a) |
Ordinary resolutions, which require a simple majority of members present and voting. |
| b) |
Special resolutions, which require two-thirds majority of members present and voting. |
At resolutions to be adopted at the meetings shall be ordinary resolutions excepting those, which require amendments to the Constitution.
The method of voting on such resolutions shall be at the discretion of the President. |
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21. |
QUORUM : |
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The quorum for transaction of business at any General or Special General Meeting shall be one-third (1/3) of the membership entitled to vote. The quorum of the meetings of the Committee of Management shall be seven (7). |
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22. |
COMMITTEE OF MANAGEMENT : |
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The Committee of Management as described under Rule (7) shall have the following powers:
| a) |
To fill any vacancy of an Office-Bearer, other than the President or in the Committee of Management. The persons elected to fill such a vacancy shall hold office until the next Annual General Meeting. Vacancy of the President shall be filled only at the Annual General Meeting of the Association. |
| b) |
To regulate and control the finances and expenditure of the Association. |
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To hold inquires into the conduct of erring members and office-Bearers and to take disciplinary action, if necessary, against them. |
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To frame, cancel and amend by-laws for the good of the Association and for procedure and conduct of business and meetings. |
| e) |
To determine all questions concerning the interpretation of the rules of the Association. The decision of the Committee of Management in the interpretation of these rules shall be final and binding on all members. In the event of any question or matters arising not provided for in these rules, the decision of the Committee of Management shall be in every case be binding, unless a decision is made to the contrary at the General Meeting. |
| f) |
To regulate all matters connected with the Management and administration of the Association or the conduct of the members thereof, where no provision is made in these rules. |
| g) |
To appoint from time to time as may be deemed necessary such Sub-Committee for such purposes and with such powers as may be required to further the interest and efficiency of the Association. Every Sub-Committee, until by-laws in that behalf are made by the Committee of Management, shall regulate its own procedure at meetings and shall report and be responsible to the Committee of Management. |
| h) |
The Committee of Management has the right to invite Guests on behalf of the Association. |
| i) |
The General Management of the Association shall be vested in the Committee of Management as specified in Rule (7). |
| j) |
The members of the Committee of Management shall not hold office consecutively for a period of more than three years. |
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23. |
MEETINGS OF COMMITTEE OF MANAGEMENT : |
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The Honorary Secretary shall convene a meeting of the Committee of Management,
| a) |
As and when necessary and at least once in three months. |
| b) |
On the discretion of the President. |
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At the request in writing of five (5) members of the Committee of Management. |
| d) |
With at least seven (7) days notice to the members of the Committee except in case of an Emergency Meeting where such notice is not possible. In such cases, at least 24 hours notice should be given. |
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24. |
BOARD OF TRUSTEES : |
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The property of the Association shall be vested in a Board of Trustees comprising of the President, Honorary Secretary and the Honorary Treasurer for the time being and from time to time. The Board of trustees shall have the power to invest money and adopt such measures as may appear to them to be necessary in the interest of the Association, subject to the approval of the Committee of Management.
The Board of Trustees shall in accordance with the directives of the Committee of Management:
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Hold in trust for members of the Association all property and investments of the Association. |
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Purchase, take on lease or otherwise acquire movable or immovable property and investments of the Association. |
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Sell, lease or otherwise dispose of Association property, movable or immovable. |
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Any opening of new Bank Account other than the present Bank Accounts, closing of exiting Bank Accounts and monies in excess of $500.00 to be expended by the Association shall be approved by not less than two thirds 2/3 majority of the members of Committee of Management. |
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