MEMORANDUM OF THE MAHATMA GANDHI MEDICAL COLLEGE FRATERNITY
(Alumni Association of Mahatma Gandhi Medical College and Research Institute, Puducherry)
1. NAME OF THE ASSOCIATION: The name of the society shall be “THE
2. REGISTERED HEAD OFFICE OF THE FRATERNITY: The Head Office of THE FRATERNITY will be located in the premises of the Mahatma Gandhi Medical College And Research Institute (MGMC&RI),
Puducherry-607402.
3. AREA OF OPERATION: The area of operation of THE FRATERNITY will be within India.
4. AIMS AND OBJECTIVES OF THE FRATERNITY:
1. To promote interaction amongst members and to serve as a link between the members of THE FRATERNITY and their Alma Mater i.e., MGMC&RI.
2. To maintain an up-to-date register of members of THE FRATERNITY of the medical college with their qualifications and addresses.
3. To provide help and any other type of assistance to the members of THE FRATERNITY.
4. To organize Welfare Services for its members, MGMC&RI students and humanity at large.
5. To conduct academic activities and to award prizes for excellent work done in the medical field and/or social sphere.
6. To publish or assist in the publication of THE FRATERNITY newsletter, books and or journals by members. Of THE FRATERNITY.
7. To work towards improvement of medical education and health care services.
8. THE FRATERNITY will, from time to time, organize medical camps in different parts -of the country to provide free counseling and aid to the suffering poor and the down trodden.
9. To mobilize and generate resources and funds to carry out the objectives of THE FRATERNITY.
10. Any other objectives that THE SENATE (Governing Board) and the GUILD (General Body) may deem fit in the interest of THE FRATERNITY.
RULES AND REGULATIONS OF THE MAHATMA GANDHI MEDICAL COLLEGE FRATERNITY
1. NAME
The name of the Society shall be " THE
2. REGISTERED OFFICE
The registered office of the Society shall be in the premises of the Mahatma Gandhi Medical College And Research Institute (MGMC&RI),
Puducherry-607402.
3. MEMBERSHIP
3.1. Enrollment: The following, on agreeing in writing to be bound by the rules and by-laws of THE FRATERNITY are eligible for Enrolment. The membership is compulsory.
3.1a. Group A shall comprise all those who have passed out (MBBS) from MGMC&RI.
3.1b. Group B shall comprise all those who have completed postgraduate studies in MGMCRI.
3.2. MEMBERSHIP FEES: Currently: Enrolment Fee -Rs.1000/- (Revisable) Fees once paid are not refundable.
3.3. Register of members: THE FRATERNITY at the head office shall maintain a register of members containing their names, Qualification, address, occupation, the date of admission and the date of cessation. The register will be kept open for inspection for the members of THE FRATERNITY on requisition to The Joint Secretary.
4. GENERAL BODY OF THE FRATERNITY: Hereinafter referred to as "The GUILD"
4.1. Composition: All members of THE FRATERNITY whose names are on "REGISTER OF MEMBERSHIP" of THE FRATERNITY shall be members of THE GUILD.
4.2. Voting right 0F THE GUILD
4.2a. All Enrolled members of Group A (as in 7.3.1a above) has the rights on all the issues of THE FRATERNITY (i.e. election of the Office Bearers and THE COUNCIL of THE FRATERNITY)
4.2b. All members of Group B (as in 7.3.1b above) have the right to elect a nominee of only their respective group to THE COUNCIL of THE FRATERNITY
4.3. Rights and Obligations of Members: Each member whose name appears on the updated register of members has the right to
1. Nominate, elect or be elected in any election of THE FRATERNITY.
2. Have one vote in any election.
3. Submit a suggestion/resolution to THE SENATE or Sub-Committee for discussion.
4. Attend and participate in all the Social, Cultural and Scientific Meetings of THE GUILD.
5. Inspect the accounts of THE FRATERNITY at any time after prior appointment with The Treasurer.
6. Receive all publications of THE FRATERNITY either free or, at such rate, as THE SENATE may fix from time to time.
7. To guide and examine the work of THE SENATE and decide the future line of action.
8. Help draw rules and byelaws for the smooth functioning of THE FRATERNITY
9. Examine and approve the yearly income and expenditure drawn by THE SENATE.
10. Assist in raising funds for THE FRATERNITY
5. GOVERNING BOARD: Here after referred to as THE SENATE.
5.1 COMPOSITION: Office Bearers and The Council
5.1a. Office Bearers:
I. PRESIDENT: 1 POST
Any Group A member can be elected as The President of THE FRATERNITY provided the candidate has been a full member of THE FRATERNITY for at least 3 years. The President
1. Shall be responsible for all the work done by the GUILD and SENATE and take necessary actions.
2. Shall have the deciding vote in case of a tie.
3. Shall preside over all the meetings.
4. Along with Secretary, will represent THE FRATERNITY in the media, national and international fora.
5. Can call emergency meeting of the Senate and decide in certain issues.
II. VICE PRESIDENT: 1 POST
Any Group A member can be elected as the vice president of THE FRATERNITY provided the candidate has been a full member of THE FRATERNITY for at least 2 1/2 years. The Vice President
I. Shall assist The President in all affairs of THE FRATERNITY.
2. Shall have the powers and perform the duties of The President in his absence.
III. SECRETARY: 1 POST
Any Group A member who is a resident of Puducherry can be elected as The Secretary of THE FRATERNITY provided the candidate has been a full member for at least 2 years. The Secretary
I. Shall convene all meetings of THE FRATERNITY and shall maintain records of all proceedings of THE SENATE and THE GUILD.
2. Shall perform the duties of The Treasurer in his absence.
3. Shall look after the day to day working of THE FRATERNITY.
IV. TREASURER: 1 POST
Any group A member who is a resident of Puducherry can be elected as The Treasurer of THE FRATERNITY provided the candidate has been a full member for at least 2 years. The Treasurer shall
2. Shall perform the duties of The Secretary in his absence.
V. JOINT SECRETARY: 1 POST
Any Group A member can be elected as The Joint Secretary of THE FRATERNITY provided the candidate has been a full member for at least 2 years. The Joint Secretary
I. Shall assist The Secretary and Treasurer in discharging their duties as per instructions.
2. Shall maintain an updated register of members of THE FRATERNITY.
VI. MANAGING EDITOR: 1 POST
Any Group A member can be elected as The Managing Editor of THE FRATERNITY provided the candidate has been a full member for at least 2 years. The Managing Editor,
1. Shall be responsible for all the publications and the Official Website of THE FRATERNITY.
2. Shall coordinate the work of THE PENMEN.
NB: Eligibility Criteria for the Office Bearers in the form of years of activity as full time member is not applicable for The Office that is being formed immediately after the adoption of the constitution (i.e.in 2007)
5.1b. THE COUNCIL: Any enrolled member in good standing is eligible to become a council member. Council will include:
1.5 members elected from and by Group A(as in clause 7.3.1a) along with The Office Bearers.
II.2 Lady members elected from and by Group A(as in clause 7.3.1a) along with The Office Bearers.
III. One member elected/co-opted form group B (as in clause 7.3.1b) by the members of group B.
IV. Office Bearers on completion of tenure, remain members of the COUNCIL for the succeeding 3 years.
5.2. DUTIES AND POWERS OF THE SENATE: THE SENATE shall have the powers of governance and conduct over all the affairs of THE FRATERNITY.
5.3. The term of the SENATE: The term of THE SENATE will be 3 years from the date of declaration of the election results.
5.4 Termination of membership as a Council Member:
5.4.a. A member cease to be a Council member if
I. He resigns to the post by a letter addressed to The Secretary.
II. Absent himself from three consecutive meetings of THE SENATE without any prior intimation or without any reasonable grounds.
5.4.b. The report of termination is submitted in the next GUILD meeting by The Secretary. The vacancy thus created will be filled in by co-opting a member from the GUILD.
5.5 Resignation of The Office Bearer:
5.5a. An office Bearer cannot resign his office effectively without making overcharge to The Secretary or to a member deputed by THE SENATE.
5.5b. Following resignation, the vacant post will be filled by co-opting a member from the GUILD of THE FRATERNITY by THE SENATE. He will hold the office till the next general meeting during which an election will be conducted to replace the vacancy.
5.5c. Any Member of THE SENATE who in the opinion of THE SENATE is not carrying out his responsibilities can be removed by ~ majority of the remaining SENATE members.
6. THE PENMEN
10.1. THE PENMEN shall consist of The Managing Editor and at least two Co- editors. The co-editors shall be co-opted by the Managing Editor with the approval of The Senate. THE PENMEN shall look after a) The publication of THE FRATERNITY newsletter, Member's Directory and, books and journals by members of THE FRATERNITY. b) The official website of THE FRATERNITY.
7. MEETINGS
7.1. GUILD MEETINGS: There will be-a minimum of one GUILD Meeting in a year. The GUILD meeting shall be organized by The Event Organizing Team in co- operation with the students committee of MGMC&RI. There shall be three kinds of Guild Meetings: (A) Annual-(B.-)-Special (c) Requisition.
7.1.A. Synapsis:
THE FRATERNITY shall hold an Annual General Body Meeting every year which shall be called "SYNAPSIS". The Annual General Body Meeting shall be held within Six months from the end of the financial year.
1.Venue:
SYNAPSIS shall ordinarily be held on each year in the premises of MGMC&RI. THE SENATE shall fix the Agenda.
2.Chairperson:
The President or, in his absence, the Vice President shall be the Chairperson. In their absence the Chairperson shall be elected from amongst the members present.
B. Special General Meeting:
THE SENATE, whenever they think fit, may call a Special General Meeting. The date, Time and venue shall be fixed by THE SENATE.
C. Requisition of General Meeting:
THE SENATE shall, on a requisition made in writing to The Secretary by at least twenty members, call a Requisition General Meeting.
7.1.b. EVENT ORGANIZING TEAM. The Event Organizing Team shall be appointed by THE SENATE. It is headed by a SENATE appointed Organizing Secretary. The Event Organizing Team then shall be responsible for the local arrangements of the particular event assigned to it by THE SENATE.
7.2. The Senate Meeting: The Senate shall meet at least once in every three months. The time, date, venue and agenda shall be fixed by The Secretary in consultation with the president.
7.3. Batch Meet: The Senate, on requisition made in writing to The President of THE FRATERNITY, by at least 5 members belonging to a particular batch, shall approve The Batch Meet. The fraternity fund shall not be utilized for the Batch Meet.
8. PROCEDURE FOR CALLING OF MEETINGS (Special/Requisition/Senate)
8.1 The Secretary shall call the meetings of the GUILD on approval by THE SENATE. The place, time and agenda will be fixed by The Senate. Agenda for the meeting will accompany the notice.
8.2 The President shall call the meetings of The Senate. The agenda shall accompany the notice
9. QUORUM
THE FRATERNITY will adopt presence half of total members as proper quorum in all meetings of THE SENATE and one fifth of all members in case of the GUILD Meeting. In case the quorum is inadequate, the meeting will be adjourned and re-convened after 15 minutes. The members present in the re-convened meeting will constitute the quorum for that meeting. Article 14 cannot be taken up on such meetings. All resolutions will be passed by the majority of Group A members as in clause 7.2.a.
10. AMENDMENTS OF THE CONSTITUTION
THE SENATE shall have the powers to interpret, make such Rules & Regulations and Bye-Laws as may be considered if necessary in the interest of THE FRATERNITY. Any amendments of the constitution will become valid only after it is passed by 2/3rd majority of The Guild.
11 . FINANCIAL YEAR
The financial year of the Society shall be from the 1st day of April to the 31st day of March of the following year. The accounts of the society shall be regularly maintained and every year the accounts shall be closed by 31st March and the same shall be audited by a Qualified Chartered Accountant.
12. SOURCES OF INCOME :-
The sources of income of the Society shall be subscriptions, contributions, gifts, donations and returns on investments in movable and immovable assets. The Society shall not undertake any activity, including commercial, with the intention of making profit.
13. UTILISATION OF INCOME AND ASSETS
a. All the income and movable and immovable assets of the Society shall be utilised and applied solely for the promotion and achievement of its objects as set forth in the Memorandum of Association.
b. No portion of the income or assets of the Society shall be paid or transferred directly or indirectly by way of dividend, bonus, profit or in any other manner to the present or past members of the Society or to any person claiming through any one or more of them.
c. No member of the Society may make any profit or derive any pecuniary benefit by virtue of his/her membership of Society. However, a member may be reimbursed any out-of-pocket expenses incurred by him/her in connection with the work of the Society.
d. Notwithstanding what has been stated in clauses(a),(b) and (c) supra of this rule, a member of the Society may be allowed a remuneration for services rendered by him to the Society as may be considered reasonable in the circumstance of the case, by two-thirds of the remaining members of the Society.
e. The society's funds shall be kept invested in accordance with the provisions of Section 11(5) read with the section 13(1)(d) of the Income-tax Act, 1961.
f. Whatever powers to effect amendments to the Memorandum of Association and Rules and Regulations of the Society have been given to the office bearers, it would not extend to altering the basic objects of the Society and further no such amendments which may prove to be repugnant to the provisions of section 2(15), 11,12, 13 and 80-G of the Income tax Act, 1961.
13.1. THE SENATE of THE FRATERNITY shall be responsible for the safe custody of the funds and assets of THE FRATERNITY.
13.2. The accounts shall be maintained in any of the National/Govt. Bank in Puducherry. The authorized signatories to operate the bank accounts will be The Treasurer and anyone of the two Office Bearers i.e., The President or The Secretary. In the absence of The President and The Secretary, The Dean of MGMC&RI may be the second signatory.
14. AUDIT OF ACCOUNTS
The accounts of the Society shall be audited annually by a Chartered Accountant or a firm of Chartered Accountants appointed by the AGM.
15. ELECTIONS
15.1. Entire Proceeding of the election will be conducted by an Election Committee of 3 persons appointed by THE SENATE. Out of these, one shall be the Election Commissioner and the remaining 2, the members.
16. All the provisions under all the sections of the Societies Registration Act, 1860, as applicable to the UT of Puducherry shall apply to THE FRATERNITY.
17. Once in every year, a list of The Office Bearers and SENATE members shall be submitted to The Registrar of Societies, Puducherry, as required under Section “4” of The Societies Registration Act, 1860.
18. THE FRATERNITY can be dissolved as per provisions laid down under sections 13 & 14 of The Societies Registration Act, 1860 as applicable to the UT of Puducherry.
19. In case of legal disputes, the jurisdiction will be the courts of UT of Puducherry only. Legal disputes will be in the name of / by The President and The Secretary on behalf of THE FRATERNITY.
20. No member of THE FRATERNITY shall be held responsible for any damage or loss to THE FRATERNITY incurred as a result of any action taken in good faith in the proper discharge of his duties except for willful negligence or fraud.
