Rules & Regulations

Rules and Regulations

  1. Name of the Association: PIET Alumni Association
  2. Location of Regd. Office: Panipat Institute of Engineering and Technology, 70 Mile Stone, NH-44, Samalkha, Panipat, Haryana.
  3. Area of Operationn: Panipat, Haryana
  4. Membership:
      • Eligibility: In order to be admitted as a member of the association, a person should be Alumni of PIET and fulfils the following terms and conditions:
        1. Must be 21 years of age on the date of admission.
        2. Should subscribe to the aims and objectives of the association.
        3. Must have deposited the admission fee and annual subscription fee must not be in arrears of payment of such fee as on the date of annual general meeting for continuing as a member.
        4. Must not be an insolvent and of unsound mind;
        5. Must not have been convicted of an offense involving moral turpitude involving imprisonment of one year or more.
      • Kinds/types/categories of members: There shall be only one type of membership i.e. ordinary membership.
        • Ordinary member: The society shall have a total 999 ordinary members, who shall continue to enjoy their membership only so long as as they are not in arrears of payment of their annual subscription fee. An ordinary member may be admitted as tenure member, say, for a period of two to five year(s), as the case may be, and he will cease to be a member of the society on completion of his tenure, unless it is renewed by the governing body for tenure. Presently, there are 40 members of the association, who have deposited the requisite ordinary membership fee Rs. 2000/- vide cheque/ draft and got ordinary membership of the association.
      • Membership Fees and Annual Subscription:
        • The fee for membership of the association and the annual subscription shall be as under:
          Sr. No. Type of Member Admission Fee Annual Subscription
          1. Life Member Rs. 2000/- Rs. 100/-
        • The payment of annual subscription of a member shall become dues as on 1st of April of every year, which may be paid latest by the 31st of May of such year. The membership of defaulting member shall be deemed to be under suspension after the due (31st May) and such member shall not be entitled to cast his vote during the election of the society held after 1st June of the said year.
      • Admission procedure (for members other than subscriber):
        1. The admission of a person as a member of the association shall be decided by its governing body time to time.
        2. An individual willing to be a member of the association has to submit an application in prescribed form and along with supporting documents to the secretary duly filled in and signed and recommend by a regular member of the association.
        3. The secretary shall examine the application and place the same before the governing body for a decision.
        4. The governing body may accept or reject the application and the decision of the governing body in this regard shall be final. It shall not be bound to assign any reason for its decision.
        5. The approval of the governing body shall be intimated to the member, his name shall be entered in the register of members, to be maintained in such manner & form as prescribed under the Haryana Societies Registration and Regulations Rules, 2012 and he/ she will be issued an identity card of the association.
      • Identity card for Every Member:
        • Every person admitted as a member will be issued an identity card containing his/ her photograph, brief particulars and membership category, duly signed by the individual members and general secretary of the association.
      • Cessation of Membership:
        1. Attracts the provisions contained in section 22 of the act.
        2. Upon his/ her acting contrary to the aims and objectives of the association.
        3. Upon such member being found guilty of financial misappropriation of the funds of the association.
        4. Upon indictment a direction for removal by the district registrar/ registrar/ registrar general of societies.
        5. An honorary member shall cease to be a member of the association, if the governing body, decide so by passing a resolution in this behalf.
  5. General Body:
    1. Every person admitted as a member of the general body of the association and shall be entitled to cast his vote for the election of the governing body of the association, including the annual subscription.
    2. Every member shall cast his vote in person and no proxy voting shall be allowed.
  6. Meeting of the General Body:
    1. A meeting of the general body of the association will be held as and when required however, at least one meeting of the general body of the association, called as the Annual General Meeting (AGM) will be held in one year, within six months of the close of the financial year for consideration and adoption of the duly audited annual accounts of the association in addition to transaction of any other business of the association as may be required.
    2. The governing body of the association may convene as extraordinary meeting of the general body of the association at any time after given time notice as prescribed hereunder, either of its own or within 45 days of receipt of a written requisition along with reason for convening such meeting, from at least 1/10th of the members of the general body.
    3. For any meeting of the general body, a clear notice of at least 14 days along with a copy of the agenda of the business to be transected date and venue of the meeting will be given to the member of the general body. A copy of such notice will also be endorsed to the district registrar.
    4. A meeting of the general body may also be convened at a short notice, if agreed to, by a majority (at least above 50% of the total members) of the members of the general body.
    5. Quorum for the meeting of the general body will be 40% of the total members entitled to vote and present in person, subject a minimum of four members. In case of a meeting adjourned for want of quorum, the quorum for the adjourned meeting shall not be less than 25% of the total members, subject to a minimum of four. The general body shall be competent to transact all business in such adjourned meeting except the consideration of any special resolution can be passed in such adjourned meeting only if at least 15% of the total members of the association are present.
    6. The proceeding of all meeting of the general body will be recorded in the minutes book (bound or in loose leaves) maintained separately for the purpose by the secretary and any such minutes will be signed by the chairman of the meeting and the secretary of the association.
  7. Power, Function & Duties of the General Body:
    • To guide the association in determining and fulfilling its aims and objectives.
    • To describe policy matters such as change of name of the association, amendment in the memorandum of association and the bylaws of the association, approval of annual accounts of the association and such other acts as may be required under the Haryana Registration and Regulation of the Societies Act and Rules, 2012.
    • To elect the members of the governing body.
    • To remove any member from the governing body and according approval to the constitution of a person appointed as a member of the governing body against a casual vacancy.
  8. Governing Body:
    1. Composition:
      • The governing body of the association shall consist of a total of 05 office-bearers and 02 members as under:
        • President
        • Vice President
        • General Secretary/ Secretary
        • Joint Secretary
        • Treasurer
        • 02 Executive Members
    2. Election of the Governing Body
      • The term of the governing body shall be three years from the date of election of governing body.
      • The governing body will declare the schedule of elections and appoint the returning officer for conduct of election and also notify/ display a list of members of general body entitled to vote at least 45 days prior to the holding of the general meeting for conduct of elections. The governing body shall also send notices for holding elections of governing body to all the members, conveying the date, time & the manner. The information w.r.t holding of election for governing body shall also be sent to the district registrar to appoint an observer, if he is so desired.
      • Any objections qua the list of members of the association entitled to vote shall be decided by the returning officer in consultation with the office-bearers of the association. However, the decision of returning officer shall be final in the event of any difference of opinion. The returning officer shall, thereafter, invite nominations to be filled within the period prescribed in the schedule of elections, scrutiny a withdrawal of nominations, if any, for election of the office-bearers and the executive members of the governing body.
      • The returning officer will display a list of the contesting members on the notice board of the association. The returning officer will conduct the election of the notified date. The member eligible to vote will be allowed to cast their vote in person, and whenever disputed, on production of the identity card issued by the association.
      • After closing hours on the date of the poll, the returning officer will declare the results and constitutes the governing body of the association. A list of the elected office-bearers and the executive members of the governing body, duly signed by the returning officer, will be filed with district register within 30 days who shall accord his approval of the same upon satisfaction.
      • The office-bearers of the association shall not be entitled to any remuneration for rendering services of the association.
    3. Filling of any Casual Vacancy on the Governing Body:
      • Any vacancy arising on account of registration or death of any member of the governing body or for any reason, may be filled-up by the governing body, if required, from amongst the members of the general body on ad-hoc basis till the holding of next annual general meeting of the association. Such ad-hoc member of the governing body shall ceases to be members of the governing body on the date of the next annual meeting by a majority vote for balance term of the governing body.
    4. Meeting of the Governing Body:
      • The meetings of the governing body will be held as when required. However, if the governing body shall meet at least once in every quarter and there will be minimum four meetings of the governing body in a financial year.
      • A clear notice of three days of every such meeting will be given by the secretary to the governing body to the office-bearers and members before the date appointed for the meeting. However, the governing body may meet at the shorter notice wherever required, with the consent of at least 50% of its members.
      • The quorum of the meetings of the governing body shall be at least 40% of the total members of the governing body, subject to a minimum of 5 members. In case quorum is not present, the meeting shall be adjourned to another date for which a proper notice shall be issued. The members present in adjourned meeting to a minimum of three members, shall form the quorum for the adjourned meeting.
      • The proceeding of every meeting of the governing body will be recorded in the proceeding book separately maintained for this purpose. Such minutes shall be signed by the chairman of the meeting and the secretary of the association. In case the chairman of the meeting or the secretary of the association are not available to sign the minutes, these will be signed by any two members present in the meeting as may be authorizes by the governing body.
      • The minutes of every meeting of the governing body will be placed for confirmation in the succeeding meeting of the governing body.
    5. Cessation of Members of the Governing Body:
      • As office-bearers/ executive members of the governing body shall cease to be in an office or executive member:
      • Upon submission & acceptance of his registration.
      • If he ceases to be a member in accordance with sub-clause (h) of clause 4 of these byelaws.
      • If he is removed by resolution passed in meeting of the general body.
    6. Exclusion from the Employment of Association:
      • No member of the association shall in full time or part time be employed in the association.
      • No dependent or family member or close relative or office-bearer and members of the governing body shall be engaged as an employee of the association during its term.
      • Every office-bearer and member of the governing body shall make a declaration in case any person in the employment of the association is his close relative.
    7. Dissolution of the Association:
      • The association may resolve to dissolve itself in accordance with the provisions contained in the act and the ruled there under, in case it become difficult to carry on with the operations of the association or it become insolvent or for any other pressing and unavoidable reasons.
      • In the event of dissolution of the association, no assets of any of the association shall devolve on or disturbed among the member of the association
      • Its assets and properties shall be first used to liquidate and liabilities and the left over properties/ assets, if any shall be considered for transfer to any other association established with identical aims and objectives or to the district collector for use thereof in the general public interest.