MAAM BY LAWS

Registered under the Karnataka Societies Registration Act, 1960(Karnataka Act 17 of 1960) Registration No DKM –S79-2015-16

Memorandum, rules, regulations And Bye-Laws

1.   Name: Media Alumni Association of Mangalagangotri (MAAM) hereinafter referred to as Association or MAAM.

2.      The Registered office: MAAM having it’s register office at #237/24, 1^st floor, Bharathi Nagar, Bejai, Mangalore -560004.

3.   Jurisdiction: The Association shall have jurisdiction all over the world wherever Mangalore University MCJ Alumni reside.

4.    Aim And Objectives

4.1       To encourage, foster and promote close relation between academy and its Alumni and among the Alumni themselves in the space of Media at large.

4.2       To provide complete support to the MCJ department that helps the students of media at Large.

4.3       To promote a spirit of co-operation and understanding among MAAM Members.

4.4       To ensure that programs are initiated and developed for the benefit of the Alumni and students of the MCJ in Mangalore University and Mangalore university students and people at Large.

4.5       To guide, assist, support the students of MCJ in getting internship and to help students in employment after completion of the 2 year course.

4.6       To establish and maintain a link with all the students of and with the community at large.

4.7       To participate and assist in the promotion of media research, international participation and support students for major higher education in media space.

4.8       The association to work as  industry academic interface

4.9       To create platform for the MAAM members in  media for their professional approach by effective programs

4.10    To organize program in the media space with other organizations and may be in association with MAA ( alumni association of Mangalore university)

4.11    To undertake activities of nation building including those of charitable nature.

5.                 MISSION:

5.1   The purpose of this organization shall be to promote and support the media Institutions wherever possible; also, to assist in the development and advancement of the Media department of Mangalore University.

5.2  The organization shall also support by providing the following:

a.              Input on future direction of the MCJ department in areas such as: new program development, alumni services and events to be offered, etc.

b.                 Networking opportunities to include alumni events that provide opportunity to meet with employers, industry professionals, etc.

6.    Rules and Regulations

6.1  Definition: "Association" means - Media Alumni Association of Mangalagangotri in short “MAAM’’.

6.2   The "General Body" means the General Body of the Association.

6.3   The "Executive Committee" means the Executive Committee of the Association.

6.4   Alumnus means an ex-student who has obtained a post graduate, PHD from the Department of MCJ, Mangalore University, Mangalagangotri, Mangalore.

7.   Eligibility:

7.1   All passing out from MCJ department of Mangalagangotri, Phd, M.Phil Scholars shall be eligible for the membership of the Association.  Only life members can be the office bearers.

7.2     Membership fees: Life Membership Rs.1000/- and annual membership is Rs 100/-.

7.3       Cessation of Membership: A member of the Association shall cease to be such a member if he/she resigns from his/her membership or is of unsound mind or is convicted by a court for any offence involving moral conductor on termination of the membership by the Executive Committee for compelling reasons.

8.      Organization of the Association

8.1    General Body-There shall be a General Body of the Association consisting of all members.

8.2    Executive Body-There shall be an Executive Committee to manage the affairs of the Association

8.3       Local Chapters-There may be Local Chapters of the Association in various cities in India and abroad. (below mentioned details)

9.       General Body

9.1       The General Body of the Association shall hold an Annual General Body Meeting at least once a year and not more that 18 months shall elapse between two successive Annual General Body Meetings.

9.2       A notice (Mail, Email) of clear 21 days convening an Annual General Meeting shall be given to the members and seven days clear notice for an emergency General Body shall be necessary.

9.3       A special general body meeting can be requisitioned by more than 50 percent of the valid members of the Union by giving 15 days clear notice in writing to the General Secretary to discuss the matter concerning the aims and objectives as enunciated in the Constitution It shall be mandatory on the part of the General Secretary to convene such mooting within two weeks of the receipt of the notice. If the General Decretory fails to convene the meeting, requisitionists themselves can call the meeting.

9.4     The General Secretary in consultation with the President may convene an emergent meeting of the General –Body to discuss any urgent matters.

9.5    Quorum for the Annual General Body Meeting of the Union shall be one fifth of the total membership. For Special and emergent meeting of the General Body quorum shall be one tenth of the membership.

9.6   If the one third members of the Union express in writing their lack of confidence in the President, the General Secretary or other office-bearers of the Executive Committee as a whole, an emergent meeting of the General Body shall be convened to discuss the matter. In case the no-confidence motion of which notice has been given and circulated to all members of the Union is passed by n two-thirds majority of those present at the meeting, the general body can elect new office-bearers or a new Executive Committee as the case may be, in the same meeting through the procedure it deems fit.

9.7   The Annual General body of the Union shall transact among others the following business.

9.7.1  To accept the minutes of the previous Annual General Body.

9.7.2  To consider and adopt the report and auditor balance sheet of the year,

9.7.3  To consider appeals,

9.7.4  To take stock of the work of the Union and devise plans and program for the future, (All the resolutions put to vote at the General Body shall be decided by a majority vote (unless otherwise provided) on a show of hands. In case of equality of vote, the President in Chair shall have the casting vote.)

9.7.5  To set guidelines for the Executive Committee so as to achieve the aims and objectives of the Association.

9.7.6  To approve the budget for the following year.

9.7.7  To appoint Auditors.

9.7.8  To appoint legal advisors, if any.

9.7.9  To honour the Jubilee Alumni and the distinguished Alumni.

9.7.10      To elect office bearers and members of the Executive Committee.

9.7.11      To transact any other business with the permission of the President in Chair.

10.      Executive Committee

10.1             President - 1

10.2            Vice President – 3 (Mangalore & Bangalore and Out station),

10.3            Organizing Secretary – 1

10.4            Secretaries  - 3 (Mangalore & Bangalore and Out station),

10.5            Treasurer – 1

10.6            Executive committee Members – 12

10.7            Immediate Past Secretary (ex-officio)

10.8            Program Co-ordinator – 1

10.9            Spokes Person – 1

10.10        Invites -  3

Chairman of MCJ Department and Two Students (one students each from 1st year and 2nd year)

10.11        Executive Committee Members - 12

11.     Election of the Executive Committee:

11.1    Returning officer for the elections will be appointed by the Executive Committee who will conduct the election process. The guidelines for conducting the election will be decided by the Executive Committee.

11.2  All office bearers and members of the Executive Committee shall be elected/ nominated from amongst the Members.

11.3    The Executive Committee nominate two members i.e. One Program coordinator and another one is Spokes Person.

11.4    In the eventuality of any seat left vacant, the Executive Committee will have the power to co-opt members to fill the vacancies.

11.5    The procedure for election of the office bearers of the Association shall be regulated according to the Bye-laws of the Association.

11.6    Normally no elected/ nominated office bearer shall hold office for more than three consecutive years except under exceptional circumstances approved by the Executive Committee.

11.7    The Executive Committee can also co opt a maximum of four members. It shall be responsible for establishing an agenda for each meeting of the Association, for working with the Secretary to revise the strategic plan and to develop an Annual Plan and Budget for the Association’s programs and activities, and such other duties as the Alumni Association may deem to be appropriate for the tenure of 2 years.

12.    Executive Committee Meeting

12.1    The Executive Committee will meet ordinarily every quarter, but the Secretary with the permission of President, can call an emergent meeting at any time.

12.2    A notice shall ordinarily be given to members for convening an emergent meeting.

12.3    The quorum for the Executive Committee meeting shall be seven. In case, there is no quorum, it shall be adjourned and reconvened after 15 minutes, the number of members present will form the quorum.

12.4    The Executive Committee shall have all the powers with regard to management and promotion of objectives of the Association according to directives, if any, of the General Body.

12.5    The Executive Committee shall frame, amend Bye-laws in accordance with Rules and Regulations, which shall be ratified by the General Body later on.

12.6    All office bearers shall normally hold office for Two year.

12.7    The Executive Committee shall manage the affairs of the Association by majority vote in the Committee Meeting provided that in case of tie, the President shall have the casting vote.

13.      Responsibilities and duties of the office bearers

13.1    President: The President will be ex-office of the Association. The President shall preside over all meetings of the Alumni Association including the annual general body meeting, shall oversee all operations and functions of the Association and shall perform all the duties commonly incident to the Office of the President and such other duties as the Alumni Association shall designate. He/She shall have all the powers for the management and promotion of the objectives of the association. He shall have emergency powers to make any decision in the interest of the Association and report to the Executive Committee later on

13.2    Vice Presidents:  In the absence or inability of the President the Vice President shall perform all of the duties of the President and when so acting shall have all of the powers of and be subject to all of the restrictions of the President. The Vice President shall have such other powers and perform such other duties as may from time to time be assigned to him or her by the President. Vice Presidents will work in specific programs and will build the organization. He/She shall render advice to the Executive Committee with regard to promotion of the objectives of the Association

13.3    Organizing Secretary: The Secretary shall keep the records of the Alumni Association and minutes of the Association meetings. He/She will call for meetings and will communicate the programs to all the office in charge and all members in general. The Organizing Secretary shall attend to all the activities as approved by the Executive Committee. The Organizing Secretary shall be responsible for carrying out all correspondence and preparation and distribution of all publications and souvenirs of the Association. After holding Annual General Body Meeting, the Organizing Secretary shall file thefollowing information with the Registrar of societies:

A.  List of names addresses and occupation of the members of the

B.  Executive Committee

C.  An annual report of the previous year.

D.  Certified copies of the balance sheet and the auditor’s report.

13.4    Secretary Bangalore & Mangalore & Outstation: (a) The Secretary shall assist the organizing Secretary in the management of the activities of the Association, (b) The Secretary shall act as the organizing Secretary, in the absence of the Secretary

13.5    Treasurer: The Treasurer shall disburse Alumni funds only under the direction of the Alumni Committee. These disbursements shall be made by cheque and signed by any two from amongst the President, Secretary and Treasurer. Treasurer will operate the funds of the Association, in subject to general approval of the Executive Committee and present a financial report at each regular meeting. Treasurer shall keep the books of accounts of the Association. He will collect all dues and claims on behalf of the Association and assist the President and Secretary in ensuring budgetary grants are correctly utilized. In addition, he will liaise with the bankers and the Auditors of the Association.

13.6    Program Coordinators: Nominated by the core team based on the program initiated. He should be the member of MAAM or student studying in MCJ dept, Mangalagangothri.

13.7    Spokes Person: Nominated by the Core team as and when required. He should be one among the Executive committee member.

13.8    Special invitees: Special invitees are Student’s members and MCJ Department chairman. They are co-ordinate relationship with alumina - present students, Mangalore University and MCJ Department.

14.  The terms of office

The terms of office are specified below and shall begin in the month of April and end in the month of March. The terms of office

14.1    President – 2 year

14.2    Honorary president – Immediate Past President of association

14.3    Vice Presidents – 2 years

14.4    Organizing Secretary– 2 years

14.5    Secretaries- 2 years

14.6    Treasurer –2 years

14.7    Members – 2 years

The President once elected is not being eligible to contest again for the next one tenure. Remaining office barriers are contest for next tenure.

15.     Amendments: The Alumni Association shall have the power to make, amend and repeal the By- Laws of the Association at any regular General body meeting of the Association or at any special meeting called for that purpose.  Any provision of this constitution can be amended by a two-thirds majority of those alumni members present and voting in General Body Meeting. Notice of the proposed amendments shall be furnished to the Secretary at least 30 days before the date at which it is proposed to consider the amendments. Such a notice will contain details of the Rule (s) desired to be amended, the proposed text of the changed rule and the reason for seeking the amendment. The latter is meant as a guide for any deliberation at the General Body Meeting. Upon the receipt of a requisition for amendment the Secretary shall issue notice to every member for the meeting, at least 21 days before the scheduled date. Mandate for amendments can be sought by circulation or e-mode also in the eventuality of non availability of sufficient members in GBM. Final   approval of the amendment shall be obtained from the Chief Patron and the President. However the Chief Patron has the power to veto any amendment which he feels is not conducive for the smooth functioning of the association. Bye laws will be framed by the Executive Committee and can be amended by the Executive Committee in special case.

16.    Finances and Accounts

16.1    The Association shall raise funds for pursuing the objectives of the Association through:

a.    Subscriptions from the members - The rate of subscription shall be governed by the Bye-Laws of the Association. The membership fee from the passing out students will be collected by the association.

b.    Money donated by the members.

c.    Any other source approved by the Executive Committee

16.2    The accounts of the Association shall be maintained in any scheduled Bank at Mangalore into which all subscriptions, donations and other income shall be credited

16.3    Financial year of the Association shall be from April 1st to March 31st of the following year.

16.4    The funds of the Association may be invested in Reputed Mutual Funds and other financial instruments currently in vogue, Government Securities, Bonds and Debentures of reputed public companies, Schemes of Unit Trust of India and Banks.

16.5    The services of a reputed investment advisor may be engaged for this purpose on suitable terms.

16.6    Withdrawals from the invested funds shall be made only with the approval of the Executive Committee to be ratified by the General Body later on.

16.7    STRATEGIC PLAN AND BUDGET: The Executive Committee and the Alumni Coordinator shall jointly prepare a Strategic Plan defining the two-year strategic goals and priorities for the Association. In addition, the Executive Committee and the Alumni Coordinator shall prepare an Annual Plan for alumni programs and activities, and shall jointly develop a budget that allocates appropriate resources to support the Plan. The Strategic Plan and the Annual Plan and Budget shall be reviewed annually and voted upon by the entire Alumni Association and the vote and recommendations of the Alumni Association shall be communicated to the Chairman of the Institution.

17.           Financial powers of the Secretary: For non-budgeted items, the financial powers of the secretary shall be limited to Rs.15000.00 subject to the approval of President/Working President.

18.  Audit of Accounts: The accounts of the Association shall be audited once a year by a Chartered Accountant to be appointed by the General Body.

19.   Suit and proceedings by and against the Association. The Association may sue or be sued in the name of Secretary.

19.1    No suits or Proceedings shall fail by reason of any vacancy or change in the holder of office of the Secretary.

19.2    Every decree or order against the Association in any suit or proceeding shall be executable against the property of the Association and not against the persons or the property of the President, Organizing Secretary or any office bearer.

19.3    Nothing herein shall exempt the President, Organizing Secretary or other office bearers of the Association from any criminal liability under the act or entitle him/her to claim any contribution from the property of the Association in respect of any claim paid by him on conviction by the criminal court.

19.4    No member of the Association may be sued or prosecuted by the Association except for any injury or loss damage, detention or destruction of any property of the Association.

20.    Records of the Association:
The following records shall be maintained in the office of the Association:

20.1    Roll of Membership.

20.2    Minutes of the Executive Committee Meetings.

20.3    Minutes of the General Body Meetings.

20.4    Stock Register of non-consumable and consumable items.

20.5    Cash Book and Ledger.

20.6    Receipts and vouchers.

20.7     All publications, reports and souvenirs of the Association.

20.8     All documents as required by law under Societies Regulation Act 1860

20.9     Any other relevant record.

20.10                These records shall include details of all sums of money received and the sources thereof, and all the sums of money spent and the purpose.

20.11   Every member of the General Body shall have the right of inspection of records of the Association during the office hours.

20.12    The weeding out of the archival records will be done in accordance of the rules of the Institute.

21.   Ad hoc Committees:

The Alumni Association shall have the power to create such committees with powers and duties as the Alumni Association may prescribe. This committee located in Bangalore or Mangalore will work as ONE TEAM

22.  Local Chapters

22.1    The Local Chapters may elect President and Secretary to manage the affairs of the Chapter. A meeting of all members of the chapter must be convened at least once a year.

22.2    The Secretary should furnish the names and addresses of the office bearers and a list of members of the Local chapter to the Honorary Secretary once a year.

22.3    The Local Chapters may raise funds through suitable rate of subscription from the members.  The Local Chapters will receive a copy of the Annual General Body Meeting report and other publications of the Association.

23.     Winding up of Association: The winding up of the Association shall be carried out as per section 13 & 14 of the societies Regulation Act 21 of 1860.