Governing body

The Management of the affairs of the Society is entrusted by the regulations of the society to the Governing Body, whose names, addresses and occupations are specified below :-

No.	Name	Address  for Correspondence	Designation	Contact No.
1	Sh. Harnam Singh	Vill. Buskwara, PO Maira, The. Jawali, Distt Kangra, HP	President	9805438897
2	Sh. Ashok Kumar	Vill. Buskwara, PO Maira, The. Jawali, Distt Kangra, HP	Vice- President	9805511205
3	Smt. Raj Rani	Vill. Buskwara, PO Maira, The. Jawali, Distt Kangra, HP	Secretary	9459053849
4	Sh. Aman Kumar	Vill. Buskwara, PO Maira, The. Jawali, Distt Kangra	Treasurer	9041283477
5	Sh. Baljit Singh	Vill. Sughal, PO Bharmar, Teh. Jawali, Distt Kangra	Executive Member	8988293760

We, the several persons whose names and addresses are subscribed below are desirous of forming a society in pursuance of the aforesaid Memorandum of Association and have signed the memorandum in the presence of the witnesses as shown below:-

No.	Name & Permanent Address of Subscribers Father/ Husband’s Name	Age	Occupation
01.	Sh. Harnam Singh s/o Sh. Kirpa Ram, Vill Buskwara, PO Maira, Teh. Jawali, Distt Kangra, HP	74 years	Retired from Defence
02.	Sh. Ashok Kumar s/o Sh Gian Singh, Vill Buskwara, PO Maira, Teh. Jawali, Distt Kangra, HP	48 years	Private Job
03.	Smt. Raj Rani, Vill Buskwara, PO Maira, Teh. Jawali, Distt Kangra, HP	50 years	Household
04.	Sh. Aman Kumar s/o Late Mohinder Singh, Vill Buskwara, PO Maira, Teh. Jawali, Distt Kangra, HP	38 years	Private Job
05.	Sh. Baljit Singh s/o Late Sh. Munshi Ram, Vill. Sughal, PO Bharmar, Teh. Jawali, Distt Kangra	58 years	Private Job
06.	Sh. Kuldeep Singh s/o Sh Rattan Singh, Vill Buskwara, PO Maira, Teh. Jawali, Distt Kangra, HP	51 years	Retired from Defence
07.	Sarvesh Mankotia, Vill & PO Jawali, Distt, Kangra, HP	46 years	Advocate
08.	Sh. Prem Prakash Dogra, Vill & PO Bharmar, Tehsil Jawali, Distt Kangra, HP	74 years	Retired Teacher

MANAGEMENT OF THE SOCIETY:-

General Body

The general body of the society shall be consist of all type of members and the meeting of such body shall be held once in a year. The following business shall be transacted in the annual General Meeting of the Society and decisions shall be taken by majority of votes:-
1) To receive, consider and adopt the annual report of the Governing Body on the working and affairs of the society in the preceding financial year: and.
2) To receive, consider and adopt the Annual Audited account for the proceeding financial year along with the Audit Report thereon: and.
3) To elect members of the Governing Body and announce result: and.
4) To appoint auditors and fix their remuneration.
5) To consider any other business with permission of the president including consideration of annual Budget, Constitution and appointment of standing sub committees approval of the schemes, polices and annual plan prepared by the Governing Body for the ensuing year and amendments in the constitution of the society.

Governing Body

i. The society shall elect a governing body, consisting of at least five members, by resolution passed by a majority of the members present and entitled to vote at an annual general body meeting of the society held in accordance with its bye laws and provisions of Himachal Pradesh Societies Registration Act.2006.
ii. The general body of the society may increase the number of Governing Body members as specified in sub-clause-(i) of clause (8).
iii. The term of the governing body or its members so elected shall be three years.
iv. The constitution of the governing body shall be as under:-
a) President
b) Vice-President
c) General Secretary
d) Treasurer
e) Member
v. The governing body shall be vested with the management of the society and shall exercise such powers and perform such functions as may be imposed or conferred by these bye-laws or the Himachal Pradesh Societies Registration Act,2006.

DISQUALIFICATION FOR GOVERNING BODY

A person shall be disqualified for being a member of the governing body on the date of elections, if he/she:-
a) Is disqualified for such appointment by an order of a court or register for causing loss to the society or retaining property or for any other reasons detrimental to the interest of society; or
b) Is in arrears of prescribed subscription fee and a period of 45 days is over after delivering notice to such members to such effect.
c) Has been convicted of a cognizable offence and sentenced to a term exceeding three months; or
d) Has incurred any of the disqualifications as may be prescribed by the general body.

POWERS AND FUNCTIONS OF THE GOVERNING BODY

1) To admit new members and to remove or expel existing members subject to approval of general body.
2) To raise funds as per provisions of its bye-laws and Himachal Pradesh Societies Registration Act.2006.
3) To invest funds for furtherance of the objectives of the society.
4) To appoint salaried or non-salaried officers for the conduct of working of the society in accordance with the rules framed y society for the purpose and to define their duties.
5) To institute, defend or compromise legal proceeding etc. subject to approval of general body.
6) To dispose of applications of membership.
7) To maintain true accounts of money received and expended, and accounts of the assets and liabilities.
8) To prepare for submissions to the annual general meetings:-
a) Balance Sheet
b) Receipt and disbursement statement.
c) Details of movable and immovable property acquired by the society.
d) Details of money received and source thereof and money expended and the object or purpose for which sums/money are expended.
e) Prepare annual budget and annual report of the society for approval.
f) Amendment of bye-laws if any and annual work programme for approval.
9) To prepare statements of accounts required at audit and place them before the auditors.
10) To prepare and submit all statements and returns required by Registrar in such form as required.
11) To maintain register of members up to date
12) To facilitate inspection of books and audit of accounts of the society by those entitled to inspect/audit them.
13) To convene annual general meeting in due times.
14) To examine and take prompt action in cases of all arrears and defaults of the society.
15) In general to carry out the management of the society in accordance with its bye-laws.

OFFICERS OF THE SOCIETY:-

PRESIDENT

1) To preside over the periodical/quarterly meetings of the governing body/general body of society and to exercise general supervision over the activities of the Society and to regulate the proceedings of the meeting to set-out the aims and objects of the Society and shall also permit for discussion, if necessary, any other subject items moved before him by the Members.
2) He shall be treated as the “Head of Society” and shall decide any matter by casting his decisive vote in case of tie. The President shall convene Meeting of the Society in the event of resignation, insolvency or insanity of any Officer/Bearer/Member within the period of a week of all or 2/3rd Members of the Society along with all other Executives of the Society shall also be invited for the Meeting.
3) He shall give necessary directions and instructions to the General Secretary and Treasurer for the proper and smooth working, management, supervision, and administration of the society.
4) He may authorize for the expenditure up to …………….(Say Rupees Five Thousand Only) for social benefits/activities and the expenditure so incurred should be got approved by the Society at its next meeting for the record of society.
5) He shall keep copies of all official records and documents related to the members of the society and the copies of all other important records and documents of the society.
6) If, in the opinion of the President, any emergency has arisen which require immediate action, he can take such action as he deems fit and necessary, and inform the same to the members of the Governing Body and get it ratified in the next meeting in due course.

The Function, Powers and Duties of the President.

1) The President of the Society shall be the President of the Governing Body, who shall acts as the Chief Executive Officer of the Society and will be assisted by a Governing Body and such staff appointed for the purpose to discharge his administrative and financial functions.
2) Subject to the regulation and the general control and supervision of the General Body and the Governing Body, the entire executive, administrative and financial authority to manage the affairs of the society shall vest in the President.
3) To preside over all the meetings of the General Body and the Governing Body and of all other committees and sub-committees of which she/he is a member, to take votes, to declare the result of voting, to determine the order in which the several proposal should be laid before General Body/ Governing Body and generally to supervise the conduct of business.
4) To countersign cheques issued by the Secretary/Treasurer or other authorized officers of the Society.
5) To control, supervise, advice and direct all establishment belonging to the Society and Departments under the control of the Society.
6) To carry out day-today administration and all affairs of the society.
7) To grant such scholarship awards, honours and commendation as she/he is empowered by the society to do so by the condition of the award.
8) To suspend or to fine, take suitable action against any member of the ministerial or officer staff of the Society as prescribed from time to time, being appointing authority of the Society.
9) To perform such other functions/duties as may, from time to time, be entrusted to him by the Society/Governing Body.
10) The President may, sanction all expenditure within the budget or as per delegation by the Governing Body in consultation with the Secretary and in anticipation of the approval of the Governing Body, incur/sanction all or any such expenditure in case of urgency or otherwise, not covered by the sanctioned budget.
11) In case of office bearers leaving the station or otherwise being unable to attend to her/his work. The President will make necessary arrangements for the performance of her /his duties, till the return of the office-bearer or till the next meeting of the Governing Body.
12) In addition to powers mentioned above, the Governing Body, may by rules, guidelines, instructions etc. delegate additional powers to the President, who may make such further delegation, if considered necessary, to any office bearer/Head of the department or any officer, as deem necessary by her/him.
13) The decision of the President on any question relating to the conduct of business at any meeting shall be final unless it is dissented from by 3/4th of the members present at the meeting. But votes shall not be taken on any such question by the President unless a prior requisition is made in writing by at least five members present for such voting.

VICE PRESIDENT

In the absence of President, the vice-president shall be use all the powers of president and perform all such duties assigned to him by the president or governing body from time to time.

SECRETARY

1) The Secretary shall be overall In- charge of entire administrative records of the society and carry out the all correspondence of the Society.
2) He shall administer the affairs of the Society in consultation with the President.
3) He shall convene and arrange the all-periodical and other meetings of the society in consultation with the President.
4) He shall prepare and present the Annual Report together with audited statements of the Accounts of the Society before the General Body meeting of the Society.
5) He shall maintain a register containing the names and addressed of the all members of the Society, issue notice of the meeting in consultation with the President and record the minutes of the meeting. He will be responsible for assigning the work of all activities of the Society and shall conduct correspondence on behalf of the society.
6) He has authority to incur expenditure not exceeding Rs…………………………(Say Rs.10000/- such expenditure should be reported in the next meeting of the Society for its approval.
7) To submit a report pertaining to the working of Society for the preceding year at the annual General Meeting and execute contracts on behalf of the Society as and when authorized to do so by the Governing Body.
8) To keep and maintain all records (excluding cash transactions and accounts ) and perform all correspondence on behalf of the Society.

TREASURER

The treasure shall be over all In-charge of the cash transactions and accounts of the society.
1) He shall be responsible for the proper maintenance of the Accounts of the Society i.e. prepare and finalize the Annual Statements of accounts at the end of every financial year and submit it in the annual general body meeting of the society after its approval from the society and duly audited (along with the Auditor’s report and comments thereof, if any).
2) To keep and update the accounts of the Society on regular basis pertaining all transactions of money received and paid; and he shall responsible for the proper maintenance of the accounts of the society and for this purpose he shall record all the receipts/payments of income and expenditure regularly in the cash book and shall placed it before the governing body of the society in its next meeting.
3) Shall deal with the Bank(s) and all financial institutions according to the directions of the governing body of the society.
4) Shall be responsible for making all collections, receipts of cash/cheque from members of society as subscription/registration fees, fines, penalties and other payments and receipts of any other financial and non-financial assistance from the Centre or State Government/N.G.O./National or International Agencies/Bank/Company and any other legal entity or individual and issue receipts thereof on behalf of the society.
5) The Treasurer may keep cash in hand as prescribed by the Governing Body of the Society and deposit the remaining or surplus amount in the bank.

THE APPOINTMENT AND REMOVAL OF STAFF OF THE SOCIETY

All persons who are paid out of funds of the society, regular, or part time/contractual/target based or any other salaried persons shall be the employees of the society. Such rules, instructions, and guidelines as are framed / issued by the Society or Governing Body or the President from time to time shall govern them. The Governing Body, may appoint such administrative, technical, ministerial or any kind of staff as is required to run the office or other establishments run under or by the society and to fix such term and conditions of service including pay, allowances benefits etc. as is determined either by regulations, instructions, guidelines or other appropriate way as well the classification, control, conduct and appeal mechanism of the employees from time to time. Provided that the normal age of superannuation of the staff is fifty eight years but President, in the interest of the Society, and with the approval of General Body, may grant extension in service to deserving employees, from time to time, as considered necessary and appropriate by her/him. No extension shall be granted to any employee beyond the age of 30 years. Provided further that the President may delegate his/her all or specific powers to such officers of the Society, for the control of the administration of the staff, as deems fit. The competence for removal of staff and officers shall vest in the governing body after affording adequate opportunity of being heard, on the following grounds if he/she is found guilty:-
1) For misconduct, violation of the Rules and Regulations and misappropriate/embezzlement of funds/properties of the society.
2) On conviction for a cognizable offence and sentenced to a term exceeding 3 months.
3) For in-discipline and breach of trust etc.
Further the society shall provide in service rules and regulations prohibiting sexual harassment and provide for appropriate penalties in such rules against the offender. The Society shall also constitute a committee for redressal of complaints regarding sexual harassment of women at workplace as per guidelines and norms issued by the Hon’ble Supreme Court in the case titled Vishakha and others v/s State of Rajasthan and other (JT 1997(7) SC 384 and also strictly adhered to the provisions of Sexual Harassment of Women at Workshop Act, 2013

FUNDS

The President/Governing Body shall have full power of supervision and control over the receipts and expenditures, and entire funds of the Society shall he used solely and only for the purpose of the aims and objects of the society.

ELECTION

a) The General House shall elect the office bearers of the Governing Body in its Annual General Meeting once in every three years.
Provided that for the initial registration of the Society and to adopt the memorandum
Of Association and the Rules and Regulation of the Society, the General House may elect the interim Governing Body to carry out the Special function of registration of Society/ Committees and after the registration of the notified Regulations to elect the office bearers of the Governing Body. The interim office bearers shall, for all purposes, be the duly elected office bearers of the Society/ Committee

b)The General Body shall elect the following office bearers who shall constitute the Governing body.
The President One
The Secretary One
The Treasurer One
Treasurer One
Executive Member One

c) If the meeting of the General Body is not held to elect the office bearers, the office Bearers, earlier elected, shall continue till such time the election are duly held.
d) Every member, including founder member nominees of the Society, shall have the one vote at the meeting to elect the office bearers except honorary, nominated and associate members who have no right to vote.
e) Every member desiring to be elected as the office bearers shall make an application to the Secretary in writing and in the prescribed Performa.
f) The Secretary shall scrutinize the application as per eligibility of the member and if the applicant found eligible the same will be notified as candidate for the post he/she id contesting after consultation with the president.
g) The Election will be held by simple majority and in case of equality of the vites, the President shall have additional casting vote.
h) The result of the election shall be notified by the Secretary with the approval of the President.
i) The schedule of the election shall be notified by the Secretary with the approval of the President.
j) All application for candidature for office bearers of the General Body shall be made within 10 days of the schedule of election notified by the Secretary and candidate may withdrawal his candidature within 7 days after the scrutiny of name and its Notification by the Secretary.
k) The election to elect office bearers shall be thereafter held in the annual meeting of the society called every three years.
l) No member shall be allowed to vote, who is in arrears of the Society dues or who has been expelled, suspended or removed from the membership of the Society or debarred to casts vote elsewhere under these regulations.
m) The election may be held either through secret ballot paper or by voice vote in the meeting of the Society.
n) The President of the Governing Body may appoint a Returning Officer for the conduct of the election. On appointment such Returning Officer shall carry out the election process of election.
o) The result of the election shall be announced by the returning officer so appointed by the President.
p) All election documents shall be preserved for six months by the secretary.
q) The officer bearers of the Governing Body so elected shall also be the office bearers of the General Body.
r) If, an account of any ineligibility or proven misbehavior or misconduct, 3/4th members present in that meeting.
s) All proceeding shall be duly recorded and signed by the President and Secretary.

THE MANNER OF MAKING, ALTERNING AND RESCINDING REGUALTIONS:

No Proposal for the amendment in the memorandum of Association or regulations there to shall be done, if such provisions have not been approved by a majority of three – fifth members present in the general meeting called specially for such purpose and as provisions laid down under section 9 of the H.P. Societies registration Act, 2006.

MEETINGS OF THE SOCIETY:-

Governing Body Meeting

The meetings of the governing body of the society shall be held at least once in three months. The society shall at least sent 15 days notice for such meeting to its members along with agenda notes.

The meeting of the governing body can be called at any time by the President or General Secretary and on request signed by at least one- third members of the governing body.

The President, however, may call an emergency meeting, at any time in case of emergency situation in the interest of the society duly informing all members of the governing body.

General Body Meeting

The meeting of the general body shall be held at least once in a financial year in accordance with the provisions of H.P. Societies Registration Act, 2006.

Convening Special Meeting

A special meeting of the General Body shall be convened by the Secretary of the Governing Body with the prior approval of the President and on the receipt of the requisition made by at least one-fourth of the members of the Society/Committee or whenever the President/ Governing Body thinks it fit. The requisition should reach the Secretary at least 30 days before the date of meeting and the Secretary, after approved from the president/ Governing Body shall include them in the Agenda of the meeting. The President/ Governing Body shall include them in the meeting of General Body at as short of notice as deem necessary by him.

Recording of proceeding of Meeting

The proceeding of every meeting of the Governing Body will be duly recorded by the Secretary in a book under the signature of President and Secretary of the Society/Committee.

Quorum and Notice of Meeting

The quorum for the governing body meeting shall be at least two third of its members.

The quorum for the general body meeting shall be one half or two third of its members whichever is greater.

The Society shall at least send 15 days notice for such meeting to its members along with agenda notice. A meeting may be called by serving notice through regular mail, e-mail, fax, or any other mode of communication available.

PROPERTY

The property, moveable or immovable, belonging to the society shall be deemed to be vested in the general body by their proper title. No immovable property shall be acquired or transferred by way of sale, gift or otherwise without the previous approval of general house and such information shall be passed on and got recorded with the Registrar within a period of 15 days.

BANKING OPERATIONS

The society shall open its accounts in a Nationalized/Cooperative Bank and such account shall be operated under the joint signatures of President and any one out of the Secretary or the Treasurer.

BOOKS OF ACCOUNTS

The Society shall keep its head office proper books of accounts in which following shall be entered accurately:-

All sums of money received and the source thereof and all sums of money expended by the society and the objects or purpose for which such sums are expended.The assets and liability of the society and details of immovable property acquired by the society.

The books so maintained shall be open to inspection by the office-bearers or members of the society or the Registrar or the person authorized by him in his behalf during the office hours.

ACCOUNTS AND AUDIT

The financial year of the Society shall start from 1^st day of April to 31^st day of March of the following year.

An auditor appointed by the President/Governing Body shall audit the accounts of the Society and subordinate offices at least once in a year.

Charted Accountant appointed by the President and approved by General Body meeting will do auditing of accounts. The report shall be submitted to the Registrar Cooperative Societies within a period of 15 days of the audit.

DISSOLUTION

The 3/5 members of the Society may, be a special resolution, determine that it shall be dissolved of and thereupon, with prior intimation to the Registrar, it shall be dissolved at the time specified in the resolution. The disposal and settlement of the property, claims and its liabilities shall be made in accordance with the provisions of section 44 of the H.P. Societies Registration Act, 2006.

NO DISTRIBUTION OF PROFIT/SURPULS UPON DISSOLUTION

If upon the dissolution of Society, there remains after the satisfaction of all its  debts and liabilities any property whatsoever, the same shall not be paid to, or distributed among, the members of the society or any of them, but shall be given to some other society, to be determined by the votes of not less than 3/5 of the members present personally at the time of dissolution or in default, thereof, by the court specified in section 44 of the H.P. Societies Registration Act,2006.

DETERMINATION AFTER DISSOLUTION

The society dissolved under section-44 any property what so ever remaining after satisfaction of all its debts and liabilities shall be given to government to be utilized in the event of cancellation of the registration of society for the purposes referred in section 3(1) of the H.P. Societies Registration Act, 2006. All the moveable and immovable assets of society or its institutions or centers shall vest in the State Govt. to the extent of assistance, grant, aid or donation may have received from central or State Govt. or any statuary body.

LEGAL PROCEEDINGS

The society may sue or be sued in the names of the President or the Secretary as the case may be and determined and appointed by the governing body.

DISPUTE

Any dispute of the society shall be dealt in accordance with the provisions of H.P. Societies Registration Act, 2006.

MATTERS TO BE PROVIDED BY BYE-LAWS

The bye-laws of the society shall provide for the regulations as envisaged in section 8 of the H.P. Societies Registration Act, 2006 and society shall, deliver a copy of its byelaws, to each member of the society at the time of admission as per provisions laid down in section 17 of the H.P. Societies Registration Act,2006. All the members shall have to abide by the provisions of the bye-laws.

SURPLUS/PROFIT

The society shall not distribute surplus/profit, if any, among members. The same shall be utilized for the furtherance of the aims and objectives of the society.

APPLICATION OF ACT

All the provisions of the Himachal Pradesh Societies Registration Act,2006 shall be applicable to the society.

Certified to be true copy of original, which is in safe custody of the General Secretary to the Society.