MEMORANDUM OF ASSOCIATION
1 Name: â€œRajaRajeswari College of Nursing Alumni Associationâ€ (RRCN AluA) hereinafter referred to Association.
2 The registered office: The registered office of the Association shall be located at the RajaRajeswari College of Nursing, Kambipura, Mysore Road, Bangalore, Karnataka.
3 The Aims and Objectives:
a)Â Â Â Â To establish contact with all old students of the college and meet periodically. The main objectives are to help the Association and keep the identity of the college in which we studied.
b)Â Â Â Â Many old students have gone into various filed of Nursing in India and abroad, the Association would be the best and suited arena to bring them together to exchange nostalgic feelings, ideas, thoughts, improve scientific knowledge and approach to medical problems faced in day-to-day practices of clinical as well as teaching field also.
c)Â Â Â Â Â Arrange meeting to discuss on how to improve the Association and help the college needs if possible.
d)Â Â Â Â Holding Scientific meeting Conferences of National and International standard.
e)Â Â Â Â Social get-together annually or biannually on a fixed date and month.
f)Â Â Â Â Â Â Helping deserving and needy students of Bangalore Medical College financially or otherwise and assistance to postgraduate specialties abroad as considered feasible by the Association.
g)Â Â Â Â Any RRCN Alumni member visiting and wishing to give lectures or promote courses, arrangements can be made by the Association.
1. Mrs. S Jasmine Hilta2. Mrs. RESHMA A V, 3. Ms. Jenisha K J
4. Ms. Sunaina Priyanka Minz5. Mr.Vasanthkumar R6. Ms. Licy Priya J
h)Â Â Â Â Public Education Programme in various discipline of Medicine can be arranged as feasible, also health check up programmes in slum areas and rural areas etc.
(Mrs. S Jasmine Hilta) (Mrs. RESHMA A V) (Ms. Jenisha K J)
Secretary Joint Secretary
(Sunaina Priyanka Minz)(Mr.Vasanthkumar R) (Ms. Licy Priya J)
Rules and Regulations and Bye-Laws of Alumni Association
The following are the Bye Laws of the RajaRajeswari College of Nursing Alumni Association (RRCN AluA), which is to be registered as Association/Society, governed by the Karnataka Societies Act of 1960.
1.1 The Name of the Association/Society shall be RajaRajeswari College of Nursing Alumni Association hereinafter referred to as RRCN AluA for brevity.
1.2 The address: The Registered office of the Association (RRCN AluA) is located at # 202 , Kambipura, Mysore Road, Bangalore â€“ 74. It shall have its official group/web site
Registration and Existence: RRCN AluA is registered with Reg. No. â€¦â€¦â€¦â€¦ under Karnataka Societies Registration Act 17 of 1960.
1.3Â Â Â Â Â Â Â Activities: RRCN AluA through its Executive Committee will carry on activities in furtherance of the objects outlined in the MOA and may include conducting seminars, holding meetings, organizing events, publishing magazines and newsletters, maintaining websites and technology infrastructure, and any other activity that facilitates achievements of the objects and of course subject to strict adherence to laws of the land.
1.4Â Â Â Â Â Â Â Empowerment to Execute RRCN AluA Mission: The President and the General Secretary of RRCN AluA along with the rest of the Executive Committee are the persons empowered to take decisions and direct the course of the association within the framework of the Memorandum of Association and Bye-Laws.
1.5Â Â Â Â Â Â Â All member have privileges to attend and participate in all general meetings, lectures, conferences and social gatherings.
1.6Â Â Â Â Â Â Â Life Members, Ordinary Members are eligible to cote and contest for elections held by the Association.
1.7Â Â Â Â Â Â Â Members may resign at any time by writing to the Secretary. If re-entry or admissions is desired by the member, he/she clear all the dues if any.
All qualified students of RajaRajeswari College of Nursing are eligible to become members of the RRCN Alumni Association. They should have Graduate/Post graduate of RRCN Certificate issued from RajaRajeswari College of Nursing as a proof of evidence of their identity.
2.1Â Â Â Â Â Â Â Â Â Â Â Â Â Life Member: Must be a RRCN Graduate / Post graduate. Life membership fee will be fixed by the Executive Committee periodically.
Honorary Members: Super achievers in Medical Field other than RRCN Alumni are eminent in their field, internationally with high scientific attainment may be elected as honorary members if approved by the executive committee. The proposing member should provide or furnish curriculum vitae, and evidence of scientific achievements of the proposed member and forward the same to the President of the Association.
2.2Â Â Â Â Â Â Â Â Â Â Â Â Â Alumni Registry: A registry and/or an electronic database of members shall be maintained at the registered website/group of the association.
2.3Â Â Â Â Â Â Â Â Â Â Â Â Â Alumni-RRCN AluA communication: All communication to the members will be through e-mail, except where the member makes a request in writing for alternative means of communication.
2.4Â Â Â Â Â Â Â Â Â Â Â Â Â Termination of Membership: The executive committee of RRCN AluA may cease any individualâ€™s status as a member under any of the following circumstances:
2.5Â Â Â Â Â Â Â Â Â Â Â Â Â Death, Mental Disability, or Criminal Conviction: If he/she dies, resigns, becomes of unsound mind, or is convicted of a criminal offence involving moral turpitude.
Expulsion due to Misconduct: The Executive Committee shall have power to expel a member for willful disregard to the associationâ€™s rules or misconduct on the part of the member, provided that the member concerned gets adequate opportunity for explaining his conduct.
2.6Â Â Â Â Â Â Â Â Â Â Â Â Â Appeal of Expulsion: Any member thus expelled can appeal to the Executive Committee for reconsideration of expulsion with justification.
2.7Â Â Â Â Â Â Â Â Â Â Â Â Â Resignation: A resignation from membership shall be tendered to the President and it shall not take effect until it has been accepted on behalf of the Association by the executive committee.
3Â Â Â Â Â Â 3.MEMBER OBLIATIONS AND RIGHTS
4Â Â Â Â Â Â Â 3.1 Member Privileges and Rights: Members are eligible to use the service of the RRCN AluA, receive publications and e-newsletters of RRCN AluA, exercise their vote in GBMs, register on the RRCN AluA website, attend alumni meetings and events, receive annual reports, and participate in RRCN AluA activities.
3.2 Membership Benefits: Members can avail of services and initiatives offered from time to time by the RRCN AluA to alumni.
3.3 Member Obligations: Members are expected to conduct themselves in line with the MOA and By laws of the association while representing RRCN AluA and participating in the association activities.
3.4 Membership Benefit to Corporate Members:
a) Technical/Academic advice/help
b) 25% Concession in fees for Advertisement in Souvenir
c) Invitation to one delegate to Conference/Seminar organized by RRCN AluA,
d) One copy of Proceedings/Bulletin/Journals/Brochures/Alumni directory etc. and any publication of the association.
4. SUBSCRIPTION AND FEES:
4.1 Annual memberships Fee: The associate membership fee of the association shall be
Rs.200/- (Rupees Two hundred only) per annum for Corporate Members as defined above.
4.2 Life Membership Fee: The life membership fee for the association shall be Rs.1000/- (Rupees One thousand only) for Corporate members as defined above.
5.1 The Organizational structure of RRCN AluA would consist of following:
5.1.1 Executive Committee (EC): RRCN AluA shall have an executive committee to run and manage the association. An EC member must be alumni of the RRCN and have life membership of RRCN AluA.
5.1.2 Advisory Committee (AC): RRCN AluA shall have an Advisory Committee to guide the association for its mission endeavora. Eminent personalities in nursing field shall be eligible for this membership. Executive members shall have right to propose and select
the advisory committee members. Membership of RRCN AluA, is not mandatory for AC members. Advisory Committee with the help of Fellow members shall conduct the election for Executive Committee members.
6.THE GENERAL BODY: ITS ROLE AND FUNCTIONING:
6.1 The General Body consists of all Individual Members registered in the membership registry.
6.2 Member Voting Rights: Each Alumnus Member will have ONE VOTE in the GENERAL BODY.
6.3 Supreme Authority: The General Body shall be the supreme authority in all matters pertaining to RRCN AluA, with the exception of day-to-day activities.
6.4 The Annual General Body Meeting (AGM) of the Association shall be held not later than six months from the close of the financial year i.e. on before 30th September each year at a notified place and at such time and date as the executive committee may determine to transact the following business, in accordance with the Bye-Laws:
6.4.1 Notice for AGM: At least 21 days notice shall be given for holding the Annual General Meeting. The Secretaryâ€™s report and the audited statement of accounts of the preceding financial year shall be circulated and/or posted on the associationâ€™s
Group/website at least seven days prior to the date of Annual General Body Meeting.
6.4.2 Approval of Annual Report and Accounts: To approve the annual report and the audited statement of accounts of the Association for the previous year ending, 31st March.
6.4.3 Election of the Executive Committee: To elect the members of the Executive Committee of the association as required.
6.4.4 Appointment of Auditor: To appoint auditor or auditors to hold office from the conclusion of one Annual General Body Meeting to the conclusion of next Annual General Body Meeting.
6.4.5 Resolution of General Matters: To discuss, and resolve matters of general interest to the members which may be placed before the meeting or any other matter for which seven days notice has been received from any member, subject to the permission of the chair.
6.5 Mode, Medium and Voting at AGM:
i) AGM will be held with the physical presence of the required quorum.
ii) If any member wishes to be represented and voted at the meeting by his proxy, he/she shall send his/her authorization to the Secretary 48 hours before the date of AGM and such a proxy can attend the AGM and vote.
7.QUORUM AND VOTES
7.1 Quorum for an AGM: should be a minimum of 10 members physically present.
7.2 Quorum for Amendments to Byelaws, in the AGM, should be a minimum of two third of the members personally and eligible for voting. And the amendments to the Byelaws shall
become operative only after the same is approved by the authority under the Karnataka Societies Registration Act.
7.3 Member Voting Rights in the AGM: Every alumnus member shall have one vote and in case of equality of votes, the President of the EC shall be the Chairman of the meeting and shall have a casting vote.
8. THE EXECUTIVE COMMITTEE (EC): Its FORMATION, its ROLE, And FUNCTIONING
The affairs of the ASSOCIATION will be managed by an EXECUTIVE COMMTTEE (EC) per the Clauses below:
8.1 Executive Committee (EC) consists of
8.1.1 Six (6) Elected Office Bearers
1) Honorary President
2) Honorary Vice-President
3) Honorary Secretary
4) Honorary Joint-Secretary
5) Honorary Treasurer
6) Honorary Joint-Treasurer
8.1.2 Fifteen (15) Elected Members, who will b designated as â€˜Executive Committee Membersâ€™.
8.1.3 There can be few â€œInvited Memberâ€, as and when proposed by EC.
8.2 Election of EC Members including Office Bearers
8.2.1 Election: The general body shall elect, at its annual meeting, six office bearers, for positions described in Clauses 8.1.1 and fifteen (15) Executive Committee Members, and few â€œInvited Membersâ€ for assisting EC as described in Clause 8.1.2 & 8.1.3.
8.2.2 EC Position and election Characteristics: The following position and election characteristics will be preserved when conducting elections to the EC.
8.2.3 Eligibility Criteria for contesting EC elections: Only life members of RRCN AluA are eligible to contest for any of the positions in the EC, including office bearers. In any election an alumnus/alumna can contest for only one ost. There will not be any election for â€œInvited Membersâ€ post. Elected EC will nominate the same as and when decided as per the provision 8.4.3..
8.2.4 A Presiding Officer will be appointed by the Executive Committee for the purpose of the conduct of the elections. The list of the eligible nominees for the various posts shall be clearly communicated and/or posted on the associationâ€™s website/group
site immediately after the last date for nominations and the updated list after the last date for withdrawals.
8.2.5 Secret Ballot: The election will be held through secret ballot by a reliable physical and/or electronic, internet based voting.
8.3 Term of Office for Elected EC Members and Office Bearers
8.3.1 Term of Office Bearers: The office beares and members of the Executive Committee will be elected for a period of two years.
8.3.2 Term of EC Members: Members are eligible for reappointment, but can serve as executive committee members for a maximum of two terms, consecutively, after which they need to have a break, of at least one term, before being eligible to stand for elections again.
8.4 EX-OFFICIO and INVITED MEMBERS in the EC
8.4.1 Ex Officio Members: For the sake of maintaining of continuity of operations, the immediate past President and Secretary will be invited as ex-officio and will not have voting rights.
8.4.2 Inviting Additional Members: The Executive Committee may invite additional members for any specific purpose, as deemed necessary and they will have no voting rights.
8.4.3 Maximum Number of INVITED Members: The maximum strength of INVITED members shall not exceed 25% of the elected body-viz, maximumof 5.
8.4.4 Term of INVITED Members: All INVITED members have to step down at the next Annual General Body Meeting, but are eligible for cooption for another term of one year.
8.5 Stepping Down & resigning from the EXE Committee (EC)
8.5.1 Office Bearer stepping down from office bearer position but is still EC member: An office bearer may step down any time for personal reasons and still remain an EC member. Another member in the exe committee (EC) can replace the office bearer who wishes to step down as approved by the exe committee (EC).
8.5.2 Filling of Vacant Office Bearer Positions (as a result of stepping down):
During the middle of any financial year if any vacancy arises for any
reason in the Executive Committee, such vacancy/ies can be filled in
either as casual vacancies and the incumbent concerned shall hold
office till the next Annual General Meeting OR such unfilled vacancies
can be filled in through election at the immediate forthcoming AGM.
8.6.1 Executive Committee Meetings: The association should have an Executive Committee meeting at least once in three months. Date/day and time will be decided by the President taking into consideration the convenience of all the EC members.
8.6.2 Meeting Chairperson: The President shall preside over and conduct all the meeting of the committee, as the meeting Chairperson and shall have the power of a casting vote. In the absence of the President, the Vice President shall exercise the powers of the President
8.6.3 Chairman of the Meeting: If both President and Vice president are absent at a committee meeting, then one amongst the executive committee members present at the meeting shall be elected by voice-vote as the Chairman of the particular meeting and he shall have an additional casting vote.
8.6.4 Meeting Attendees: The meeting will be attended by all the office bearers, elected members and members of the Advisory Committee.
8.6.5 Passing of Resolutions at the Executive Committee Meeting: All Resolutions shall be discussed in details and passed with simple majority.
8.6.6 Setting and Posting of Meeting Agenda: The Secretary will set the Agenda in consultation with other EC members and post the agenda for the next meeting one week before the actual date of the Meeting.
8.6.7 Recording of Minutes: The Secretary will be responsible for recording the minutes of the meeting.
8.6.8 EC Discussion Forum: Besides the monthly EC meetings the entire executive committee may use the EC Discussion Forum 24/7 on any topic any member believes is relevant for discussion.
8.6.9 Office Bearers meetings: Office bearers can choose to call for meetings amongst themselves as and when the need arises.
8.6.10 Quorum for the Executive Committee meeting shall be a minimum of seven elected EC members.
8.7 Attendance at EC Meetings
8.7.1 The Executive Committee has the power to ask any member who is unable to attend meetings for more than 3 meetings consecutively, to resign as an extreme action, subject to prior warnings and process described in clause 8.7.2 below
8.7.2 The Delinquent EC member will be given two opportunities to follow the rules failing which; the EC will take the extreme step endorsed by a two-thirds majority recommend to the Annual General Body for removal of the delinquent member.
9. POWERS AND DUTIES OF THE EXECUTIVE COMMITTEE OF RRCN AluA
The following shall be the powers and duties of the executive committee of RRCN AluA:
9.1 Fundraising and Fund Management: To raise funds for the management of RRCN Alumni Association on such terms and conditions as may be determined from time to time by the executive committee.
9.2 Enhancement of Membership and Alumni Participation: To actively work towards increasing the membership in RRCN AluA and participation.
9.3 Financial Assistance for Activity Support: To provide funds from the association to assist with activities that serve alumni as decided by the executive committee. Funds to be handed over on receipt of invoice only to the extent budgeted by the executive committee.
9.4 Maintenance of Accounts and Financial Accountability: To ensure proper maintenance of all accounts and also to ensure that all accounts are kept up to date and the annual accounts are duly audited and presented to the general body at the AGM.
9.5 Execution of Policy and Mission of the association: To lay down the policies of the Association and generally to direct and conduct the affairs of the association prudently in the best interests of the association.
9.6 Organize and Conduct Association Programs and Events: The executive committee is empowered to manage the services to members of the association to organize special occasions like Adieu (Grandaunts dinner) Alumni Day, New Years Day, Independence Day etc.
9.7 Formation and Oversight of Project and Functions Subcommittees: To form such subcommittees as may be necessary and fix their duties and responsibilities.
9.8 Delegation of Powers: To delegate powers to a subcommittee or office bearer or a committee member.
9.9 Expenditures Incurrence and Management: To incur expenditure necessary for running the affairs of the association. Such expenditure shall be generally within the budget approved by the general body of the association. However in exceptional circumstances like complying with court directions or statutory requirements, expenditure may exceed budget provisions.
9.10 Assets Acquisition and Management: To acquire movable and immovable assets for the association.
9.11 Funds Management: To arrange for investment of funds when necessary in a timely manner in the interests of the association.
9.12 Audits and Financial Accountability: To arrange for an internal audit and final audit of accounts of the association and to take all actions connected therewith.
9.13 AGM Convention: To convene AGM of the general body and lay before the general body at the meeting of the annual administrative report, the audited statement of accounts and the audited report.
9.14 Legal Proceedings: To institute defend or to compromise legal proceedings in the interest of the association.
9.15 Fill up Vacant EC Positions: To fill up vacancies arising among elected members of the executive committee, by nominating/conducting elections from the members of the RRCN AluA (i.e. General Body).
9.16 Subsidiary Rules: To frame subsidiary rules for the conduct of the business of the association. Such rules are to be placed before the general body for ratification.
9.17 Legal Dispute Settlement: To negotiate and settle all disputes in the interest of the alumni association.
9.18 Distribution of Duties: The President shall distribute the duties amongst the office bearers evenly from time to time for smooth functioning of EC.
10. OFFICE AND STAFF
10.1 Association Operations and Office Management: All operations will be managed through electronic media. The day-to-day operations of RRCN AluA could be managed by an office
10.2 Office Staff HR Management: The executive committee has the power to appoint and remove employees as deemed fit in future for the management of the office. The executive committee also has the power to decide on the salaries and benefits for the staff if employed at the office of RRCN AluA.
11. FUNDS MANAGEMENT
11.1 Association Income: Money received from membership fees, donations, subscriptions and other sources shall constitute the income of the association.
11.2 Funds Management: The funds of the Association shall be invested in such banks or in such authorized securities as may be decided by the executive committee, and shall be operated jointly by the Treasurer with the President or Secretary or any other member authorized by the Executive Committee.
11.3 Budget Setting and Management: The budget has to be prepared and approved by the executive committee and the Treasurer must ensure that the funds are operated within reasonable limits of the budget.
11.4 The committee shall open a Bank account in the name of RajaRajeswari College of Nursing Alumni Association at the INDUSIND Bank, situated in the College, MG Road, Bangalore and shall put all the money into this account, President and Treasure will operate the bank Accounts. In the absence of President, Vice President and Treasurer will sign any Cheques to be issued.
13. AUDIT OF ACCOUNTS
13.1 Enabling the Audit Process: The executive committee shall at least once a year submit the accounts together with a general statement of the same and all necessary vouchers up to 31st March for audit, to person or persons appointed as auditor or auditors.
13.2 Providing Access to Auditors: The auditors shall have access to all the books and accounts of the association and shall examine every balance sheet and annual return and other receipts and payments or income and expenditure, funds and effects of the association and shall verify the same with the accounts and vouchers relating thereto.
14. INSPECTION OF BOOKS
14.1 Providing Access for Inspection of Books to Members: The books of accounts of the association shall be open to the inspection of any member of the Association at all reasonable hours at the registered office of the association or at any place where the same are kept, and it shall be the duty of the secretary to produce the same on request by the member at free of cost.
14.2 Posting copies of memorandum and bye laws of the association and audited statement of accounts shall be posted on the associationâ€™s website, if available. If a member desires a printed copy, the same may be furnished to the member on application with payment of fees at cost per copy of each document.
14.3 Filing of Annual Report Documents with Registrar of Societies: The Secretary and the President shall under their signature file with registrar within one month after the date of Annual General Body Meeting (GBM).
14.3.1 An audited income and expenditure accounts, assets and liabilities and receipts and payments statements together with the report of the auditors and secretary.
14.3.2 A statement of the names, addresses and occupations of the persons who shall be office bearers and members of the Executive Committee for the next financial year.
14.3.3 A declaration to the effect that the association has been carrying on business or has been in operation during the financial year and that there are no disputes.
14.4 Display of Financial Documents at Association Office: It shall be the duty of the executive committee to keep a copy of the last balance sheet of the association, together with the report of the auditors, displayed in a conspicuous pace at the registered office of the association.
14.5 The President and the Secretary are the authorized officials of the Association to appear before the authorities under the Karnataka Societies Registration Act.
15.1 No new rules shall be made nor any of the rules herein contained shall be amended, altered or rescinded except with the consent of three-fourth of the members present at a General Body Meeting of the Association specially called to discuss such changes as included in the agenda.
15.2 Notwithstanding any of the provisions in these bye laws, the number of members required to attend the AGM to change the operative parts of the bye law clauses 5 to 9 hereinabove shall be two thirdâ€™s of the members present and voting at the AGM/Extra-ordinary General Meeting.
16. UTILISATION OF SURPLUS FUND
Surplus funds i.e. excess income over expenditure, available at the end of any financial year, shall NOT BE DISTRIBUTED AS DIVIDENT OR IN ANY OTHER MANNER amongst the members but shall be used as reserve for the future activities of the Association.
17. WINDING UP of the Association shall be as per the rules laid down under the Karnataka Societies Registration Act.