Constitution/ Memorandum – Sri Manakula Vinayagar Medical College and Hospital

Memorandum of Association

1. NAME OF THE SOCIETY

The name of the alumni association shall be the “Sri Manakula Vinayagar Medical College Alumni Association” , which shall be registered under the Societies Act of 1860 and the rules framed there under.

2. REGISTERED OFFICE OF THE SOCIETY

The registered office of the Association shall be situated at the Sri Manakula Vinayagar Medical College & Hospital Block (hereinafter called the “Institute”), Kalitheerthalkuppam, Madagadipet, Puducherry -605107, India.

3. AREA OF OPERATION OF THE SOCIETY :

The Area of operation of the Society shall be whole of India.

4. AIMS AND OBJECTIVES OF THE SOCIETY

The aims and objectives to be pursued by the Society are:

4.1. To promote contact and communication amongst members of the Association and between the Association and the Institute and other academic bodies/organisations and to provide a forum for the members of the Association for exchange of experience, information and views;

4.2. To assist students and scholars of the Institute and members of the Association in their academic pursuits and professional careers; and

4.3 To conduct seminars, conferences, workshops, endowment lectures And other academic activities and also to keep in touch with one another of the Institute faculty, non teaching staff and students.

4.4 To create and establish Alumni endowments for granting scholarships, prizes and medals to the students showing high proficiency in their studies and honour former students of the Institute.

4.5 To advise and interact with State and Central Government Bodies, Universities and Associations of other academic institutions on matters relating to promotion of higher education, training and management systems and thereby promote the welfare and status of the Institute.

4.6. To collect funds by subscriptions, contributions, donations and gifts from members, non-members, Governments, Universities and other institutions and philanthropists for furtherance of the above objectives.

4.7. To render financial aid to deserving poor students studying at the Institute.

4.8. To render financial aid to deserving alumni in cases of extreme compassionate circumstances.

4.9. To bring out magazines, souvenirs and newsletters highlighting the activities of the Institute and its Alumni

4.10. To organize cultural and educational programmes and also to conduct

Alumni Day celebrations every year.

4.11. To help the Alumni to get advice from the Institute on various technical problems and job opportunities that they may come across in their work and real life.

4.12. To carry out such other activities as may be necessary for furthering the above aims and objectives.

The Association shall not distribute any part of its income or profit as dividend, gift or bonus or in any other way among its members, provided that office-bearers, employees or any other member of the Association sha11 not be debarred, because of their also being members of the Association, from receiving salary, remuneration or honorarium for any service rendered to the Association.

5. GOVERNING BODY

The names, addresses, occupations and designations of the members of the first Governing Body to whom the management and affairs of the Society is entrusted as required under Section 2 of the Societies Registrations Act, 1860, as applicable to the “Sri Manakula Vinayagar Medical College Alumni Association”

Sl. No.	Name & Address	Occupation	Designation in the Society
1.	Dr. D. Rajagovindan Director Quarters, SMVMCH Campus Kalitheerthalkuppam,Madagdipet, Puducherry – 605107. Mobile: 9444217687	Director	Ex-officio Chairman
2.	Dr. Antonious Maria Selvam.S No.137, YanamVenkatachalam Pillai Street,Puducherry – 605 001 Mobile: 9894336412	Assistant Professor	President
3.	Dr. Arulmani.A No.17, priyadharshini street, Sri Moogambigai Nagar, Reddiyar Palyam Puducherry – 10 Mobile : 9629945305	Assistant Professor	Vice-President
4.	Dr. Balabaskaran.S No.4, Annai Street Villianur,Puducherry -605 110. Mobile : 9786726750	Junior Resident	General Secretary
5.	Dr. Rajalakshmi.M No.2, 4^th Cross street, Sri Moogambigai Nagar, Reddiyar Palyam, Puducherry – 10 Mobile : 9043726153	Assistant Professor	Joint Secretary
6.	Dr. Praveen.R No.4, J.P.Harini Apartments, 4^th Cross Street, Perumal raja Garden, Puducherry – 10 Mobile : 9894562217	Assistant Professor	Treasurer
7.	Dr. Ilamathi.S No. 50, Third Cross Street, Sri Ragavendra Nagar, Puducherry – 605 005. Mobile : 9731375119	Assistant Professor	Executive Member
8.	Dr. Thiyagaraajan.V No.42, Vellala Street, Puducherry -605 001. Mobile : 9789666607	Junior Resident	Executive Member
9.	Dr. Karthiga.R No.6A, Vasantham Nagar, Polur, Thiruvanamalai -606 803. Mobile : 9940434536	Junior Resident	Executive Member
10.	Dr. Gayathri.G. Nair Inika, Plot No.47/48, Ameithi Nagar, 8th Cross Extn., Iyyankutipalayam, Puducherry -605 009. Mobile: 975107560	Junior Resident	Executive Member
11.	Dr. Mohammad Inaamul Hassan.M No.C.152, Kannadasan Street, Anna Nagar, Thennur Trichy - 620 017 Mobile : 9791788778	Junior Resident	Executive Member

6. Duties of the Governing Body

6.1 Ex-officio Chairman

The Director of the Institute will be the Ex-officio member and Chairman. He will have the right to attend and preside over any of the meetings of the Association and participate in all its activities.

6.2 President

The President is the highest officer & coordinator of all its activities. His/Hers leadership& guidance should serve as an inspiration to all members in achieving the objectives of the chapter.

To oversee all operations of Sri Manakula Vinayagar Medical College Alumni Association
To call officer meetings as necessary
Submit Annual Report of Sri Manakula Vinayagar Medical College Alumni Association to Ex-Officio Chairman.
To prepare agenda for every meet.
To motivate the present and past students to be a part of Sri Manakula Vinayagar Medical College Alumni Association.

6.3 Vice President

6.3.1 To oversee all operations of Sri Manakula Vinayagar Medical College Alumni Association on any legal Affair involving conflict in or changes to the Sri Manakula Vinayagar Medical College Alumni Association.
6.3.2 To perform presidential duties in the absence to the President.
6.3.3 To assist the President with his/her duties whenever possible
6.3.4 To oversee the recruitment and membership selection process of new Members
6.3.5 To reserve tables, chairs, rooms, etc needed for all events and meetings.
6.3.6 To continuously develop and implement new ideas to improve the

6.4 General Secretary

6.4.1 Keep the records of the Association activities.
6.4.2 Record the minutes of all association and executive committee meetings.
6.4.3 Submit to the alumni association a report of each chapter meeting, Executive committee meeting regularly.
6.4.4 Perform such other duties as usually devolve upon such officer or are demanded by the needs of this chapter.

6.5 Joint Secretary

6.5.1 To perform secretarial duties in the absence of the General Secretary

6.6 Treasurer

Collect dues owed to the Association
Take charge of all funds of the association and deposit the same funds to the credit of the Alumni Association in a bank selected by the Association.
Maintain a book of accounts on all funds received and disbursed during his term of office and prepare annual financial report for the period April 1^st to 31^st March of each year.
Pay all bills incurred by authority of the Alumni Association.

7. DESIROUS PERSONS

We, the undersigned are desirous of forming a Society namely “Sri Manakula Vinayagar Medical College Alumni Association”, under the Societies Registration Act, 1860, as applicable to Pondicherry, in pursuance of this Memorandum of Association of Society.

Sl. No.	Name & Address	Occupation	Designation in the Society
1.	Dr. D. Rajagovindan Director Quarters, SMVMCH Campus Kalitheerthalkuppam,Madagdipet, Puducherry – 605107. Mobile: 9444217687	Director	Ex-officio Chairman
2.	Dr. Antonious Maria Selvam.S No.137, YanamVenkatachalam Pillai Street, Puducherry – 605 001 Mobile: 9894336412	Assistant Professor	President
3.	Dr. Arulmani.A No.17, priyadharshini street, Sri Moogambigai Nagar, Reddiyar Palyam, Puducherry – 10 Mobile : 9629945305	Assistant Professor	Vice-President
4.	Dr. Balabaskaran.S No.4, Annai Street Villianur,Puducherry -605 110. Mobile : 9786726750	Junior Resident	General Secretary
5.	Dr. Rajalakshmi.M No.2, 4^th Cross street, Sri Moogambigai Nagar, Reddiyar Palyam, Puducherry – 10 Mobile : 9043726153	Assistant Professor	Joint Secretary
6.	Dr. Praveen.R No.4, J.P.Harini Apartments, 4^th Cross Street, Perumal raja Garden, Puducherry – 10 Mobile : 9894562217	Assistant Professor	Treasurer
7.	Dr. Ilamathi.S No. 50, Third Cross Street, Sri Ragavendra Nagar, Puducherry – 605 005. Mobile : 9731375119	Assistant Professor	Executive Member
8.	Dr. Thiyagaraajan.V No.42, Vellala Street, Puducherry -605 001 Mobile : 9789666607	Junior Resident	Executive Member
9.	Dr. Karthiga.R No.6A, Vasantham Nagar, Polur, Thiruvanamalai -606 803. Mobile : 9940434536	Junior Resident	Executive Member
10.	Dr. Gayathri.G. Nair Inika, Plot No.47/48, Ameithi Nagar, 8th Cross Extn., Iyyankutipalayam, Puducherry -605 009 Mobile: 975107560	Junior Resident	Executive Member
11.	Dr. Mohammad Inaamul Hassan.M No.C.152, Kannadasan Street, Anna Nagar, Thennur Trichy - 620 017 Mobile : 9791788778	Junior Resident	Executive Member

Rules & Regulations of the Society

Name of the Society: Sri Manakula Vinayagar Medical College Alumni Association

Address of the Society: Sri Manakula Vinayakar Medical College & Hospital Block, Kalitheerthalkuppam, Madagadipet, Puducherry – 605107.

Rules and Regulations of the Society shall be as follows:

3.1 Executive Committee

3.1.1 All the members of the Executive Committee who are for the time being and from time to time in office, shall constitute and be referred to collectively as the Executive Committee.

3.2 Membership

The Association shall have the following classes of members:

3.2.1 Members: Any person who has pursued M.B.B.S/ MD/MS in the Institute shall be admitted as a member provided he has paid the annual subscription fee as may be laid down in the bye-laws from time to time; a person eligible to be a member may be admitted as a Life Member on payment of such consolidated sum as may be prescribed in the bye-laws.

3.2.2 Associate Members: Any person who is not eligible to be a member but who has been associated with the Institute as an employee or as a visiting Faculty or a Member of the Institute shall be enrolled as an Associate Member provided he has paid the annual subscription as laid down in the bye-laws after approval by the executive committee. An associate member shall not have the right to vote in the election of office bearers and shall not be eligible to contest such an election.

Address of the Society: Sri Manakula Vinayakar Medical College & Hospital Block, Kalitheerthalkuppam, Madagadipet, Puducherry – 605107.

Rules and Regulations of the Society shall be as follows:

3.1 Executive Committee

3.1.1 All the members of the Executive Committee who are for the time being and from time to time in office, shall constitute and be referred to collectively as the Executive Committee.

3.2 Membership

The Association shall have the following classes of members:

4. Subscription

Life Membership fee = Rs 1000/-
Associate Membership fee = Rs 1500/-

5. Executive Committee:

The first members of the Executive Committee shall be:

Sl. No.	Name & Address	Designation in the Society
1.	Dr. D. Rajagovindan Director Quarters, SMVMCH Campus Kalitheerthalkuppam,Madagdipet, Puducherry – 605107. Mobile: 9444217687	Ex-officio Chairman
2.	Dr. Antonious Maria Selvam.S No.137, YanamVenkatachalam Pillai Street,Puducherry – 605 001 Mobile: 9894336412	President
3.	Dr. Arulmani.A No.17, priyadharshini street, Sri Moogambigai Nagar, Reddiyar Palyam, Puducherry – 10 Mobile : 9629945305	Vice-President
4.	Dr. Balabaskaran.S No.4, Annai Street Villianur,Puducherry -605 110 Mobile : 9786726750	General Secretary
5.	Dr. Rajalakshmi.M No.2, 4^th Cross street, Sri Moogambigai Nagar, Reddiyar Palyam, Puducherry – 10 Mobile : 9043726153	Joint Secretary
6.	Dr. Praveen.R No.4, J.P.Harini Apartments, 4^th Cross Street, Perumal raja Garden, Puducherry – 10 Mobile : 9894562217	Treasurer
8.	Dr. Thiyagaraajan.V No.42, Vellala Street, Puducherry -605 001 Mobile : 9789666607	Executive Member
9.	Dr. Karthiga.R No.6A, Vasantham Nagar, Mobile : 9940434536	Executive Member
10.	Dr. Gayathri.G. Nair Inika, Plot No.47/48, Ameithi Nagar, 8th Cross Extn., Iyyankutipalayam, Puducherry -605 009. Mobile: 975107560	Executive Member
11.	Dr. Mohammad Inaamul Hassan.M No.C.152, Kannadasan Street, Anna Nagar, Thennur Trichy - 620 017 Mobile : 9791788778	Executive Member

6. Definitions

In these regulations, unless the context otherwise requires,

6.1. “Act” means the Societies Registration Act, 1860;
6.2. “Association” means the Sri Manakula Vinayagar Medical College Alumni Association;
6.3. “Chapter” means the Chapter of the Association;
6.4. “Executive Committee” means the Executive Committee of the Association;
6.5. “Institute” means the Sri Manakula Vinayagar Medical college & Hospital;
6.6. “Member” means a member or a life member of the Association;
6.7. “Memorandum”, “Regulations” and “Bye-laws” mean the memorandum, regulations and bye-laws respectively, of the Association;
6.8. “Ex-Officio Chairman”, “President”, Vice-President, “General Secretary”, “Joint Secretary”, and “Treasurer” mean the Ex-Officio Chairman, President, Vice-President, General Secretary, Joint Secretary and Treasurer respectively, of the Association;
6.9. “Year” means a Financial year

7. Register of Members

The Executive Committee shall maintain a register of members and associate members giving the name and address of each, and the dates of admission and termination of his membership. Every executive member shall have the right to inspect this register at the office of the Association.

8. Termination of Membership:

Membership shall be liable to be terminated if a member is guilty of such conduct as is grossly injurious to the Association, or if he acts in willful contravention of the Memorandum or the regulations.

9. Executive Committee:

9.1. The entire management of the Association shall be vested in an Executive Committee which shall be its governing body. All properties, movable or immovable, belonging to the Association (including its Chapters) and all banking accounts, documents, etc., shall stand in the name of the Association and be vested in the Executive Committee.

9.2. The Executive Committee shall consist of the following elected members:

President
Vice President
General Secretary
Joint General Secretary
Treasurer
5 Members

In addition, each Chapter of the Association formed in accordance with Regulation 13 below and having at least 50 members shall nominate one representative as an ex-officio member of the Executive Committee.

9.3. The office-bearers and other members of the Executive Committee as listed in 9.2 shall be elected by the members by a process of a single transferable vote as per “The Representation of the People Act 1951”, as amended.
9.4. The Executive Committee will normally remain in office for FIVE years. But the life of the Executive Committee may be extended for a period not exceeding six months by a resolution passed by two-thirds members of the Executive Committee on special grounds regarding the impracticability of holding an election within time.
9.5. Should any vacancy arise in the Executive Committee during its term of office, such vacancies will be filled again by election provided the remaining period of the term of the Executive Committee is more than six months.
9.6. In case the office of The President or General Secretary or Joint General Secretary or Treasurer falls vacant, the other members of the Executive Committee will have the power to nominate one of the members of the Executive Committee for such a vacancy to hold office until the vacancy is filled up through election.

10. President

10.1. The President shall be the principal office-bearer of the Association.
10.2. The President shall preside over meetings, in the absence of the Ex-Officio Chairman. He will be responsible for all the day-to-day functioning of the Association and subject to the overall authority of the Executive Committee he will have powers to receive money and incur expenditure in connection with the activities of the Association. He may delegate his powers to the General Secretary, Joint Secretary and the Treasurer to ensure smooth functioning of the Association.

11. DUTIES OF THE MEMBERS OF THE EXECUTIVE COMMITTEE

11.1 Ex-Officio Chairman:

11.2 President:
The President is the highest officer & coordinator of all its activities. His/Hers leadership & guidance should serve as an inspiration to all members in achieving the objectives of the chapter.

To oversee all operations of Sri Manakula Vinayagar Medical College Alumni Association
To call officer meetings as necessary
Submit annual report of Sri Manakula Vinayagar Medical College Alumni activities to Ex-Officio Chairman.
To prepare agenda for every meet.
To motivate the present and past students to be a part of Sri Manakula Vinayagar Medical College Alumni Association.

11.3 Vice Chairman

11.3.1 To oversee all operations of Sri Manakula Vinayagar Medical College Alumni Association on any legal Affair involving conflict in or changes to the Sri Manakula Vinayagar Medical College Alumni Association.

11.3.2 To perform presidential duties in the absence to the president.

11.3.3 To assist the President with his/her duties whenever possible

11.3.4 To oversee the recruitment and membership selection process of new Members.

11.3.5 To reserve tables, chairs, rooms, etc needed for all events and meetings.

11.3.6 To continuously develop and implement new ideas to improve the association and to promote unity and active involvement in the organization.

11.4 General Secretary

11.4.1 Keep the records of the association activities.

11.4.2 Record minutes of all association and executive committee meetings.

11.4.3 Submit to the alumni association a report of each chapter meeting, Executive committee meeting regularly.

11.4.4 Perform such other duties as usually devolve upon such officer or are demanded by the needs of this chapter.

11.5 Joint Secretary

11.5.1 To perform secretarial duties in the absence of the secretary

11.6 Treasurer

11.6.1 Collect dues owed by the association

11.6.2 Take charge of all funds of the association and deposit the same funds to the credit of the alumni association in a bank selected by the association.

11.6.3 Maintain a book of accounts on all funds received and disbursed during his term of office and prepare annual financial report for the period April 1^st to 31^st March of each year.

11.6.4 Pay all bills incurred by authority of the Alumni Association

12. Functions of the Executive Committee:

12.1 The executive Committee shall have the following functions:

To consider, approve and arrange for all activities and programs of Association;
To carry out all work relating to the activities of the Association;
To arrange for election of the new Executive Committee at the end of its term so that the new Executive Committee will be in a position to assume office on the day of expiry of the term of the previous Committee;
To receive or collect subscriptions, grants, etc.

13. Powers of the Executive Committee:

13.1 For effectively discharging the above functions, the Executive Committee shall have the power:

to make, alter and rescind bye-laws as provided in these regulations;
to acquire, hold and dispense of properties, moveable and immoveable;
to delegate, by specific resolutions, any of these powers to any person or persons, committee, boards or other bodies, composed wholly or partly of its own members;
to organise, establish or dissolve Chapters of the Association in various centres;
to receive and spend money on behalf of the Association;
To appoint a duly qualified auditor as recommended by the General Meeting.

Amendments:

14.1 Proposed bye-laws or changes there to shall be notified to all members of the Executive Committee not less than seven days before the date of the meeting convened for this purpose, and shall be adopted upon being passed by two-thirds majority of the Executive Committee.

Meetings of the Executive Committee:

15.1 The General Secretary shall convene all Executive Committee meetings with a notice of seven days. Five members shall form quorum for such meetings. An emergent Executive Committee meeting may be held with one days' notice.

15.2 In the absence of the General Secretary, the Joint Secretary shall act as the General Secretary.

16. Funds, Banking, Accounts and Records

16.1 The general funds of the Association shall be constituted of subscriptions/donations from members/associate members, donations/grants from other individuals/organisations, sale proceeds from the Association’s publications, receipts from advertisements in souvenirs, brochures, etc., and of earnings from the investments of such funds.
16.2. The Executive Committee shall maintain the books of accounts and the proceedings of the meetings at the registered office. The Executive Committee shall be responsible for getting the accounts of the Association audited by a duly qualified auditor and a Balance Sheet prepared by him for a financial year (1^st April of each year to 31st March of next year).
16.3. Rules, Regulations, Bye-laws, Books of Accounts and Minute Books of the Association shall be kept at the registered office and be open to Executive members at reasonable times on previous notice in writing to the Secretary.

17. General Meetings of members

17.1 A general meeting of the Association shall have powers as provided in the Act and, in particular, shall have the power to add, alter or rescind the clauses of the Memorandum and regulations.
17.2. An annual general meeting of the members shall be convened at least once in every year and not more than fifteen months shall elapse between two successive annual general meetings. The Annual Report, including the balance-sheet and the Auditor’s Report, shall be presented to the general meeting within six months of the completion of the year. The results of the election of office-bearers will be declared at an annual general meeting.
17.3. A duly qualified Auditor shall be appointed at the annual general meeting.
17.4. The Ex-Officio Chairman will preside over general meetings. The President may preside over such meetings in the absence of the Ex-Officio Chairman. In the absence of both the Ex-Officio Chairman and President, the Vice President will preside over the meetings.
17.5. Not less than thirty days’ notice shall be given for all general meetings of the Association. Fifteen members will form a quorum. No quorum shall be necessary for an adjourned meeting.
17.6.A Special General Meeting may be called by the Executive Committee for any specific purpose between two Annual General Meetings. The notice and the quorum shall be as in clause 11.5.
17.7.On written requisition by not less than twenty-five members, a special requisition meeting of the members shall be convened by the General Secretary within three months of receipt of such requisition. The purpose of such requisition meeting shall be notified to all members in advance. For such a meeting, twenty- five members shall form quorum.

18. Introduction of changes of Memorandum/Regulations

18.1.Proposed changes in the Memorandum shall be intimated to the Registrar of Societies and only such changes as are approved by the Registrar shall be notified to all members not less than three months before the general meeting. Along with the notification, ballot papers for voting on the proposed changes will be sent which must be returned to the General Secretary. The results of the voting will be announced at the general meeting and only such changes which receive the approval of three-fourths of the members voting will be adopted.
18.2.Proposed changes in the regulations of the Association shall be notified to all members of the Association not less than three months before the general meeting of the members of the Association. Along with the notification, ballot papers for voting on the proposed changes will be sent which must be returned to the General Secretary of the Association. The results of the voting will be announced at the general meeting of the members and only such changes which receive the approval of three-fourths of the members voting will be adopted.
18.3.Such changes in the Regulations/Memorandum shall come into effect only after getting the approval of the Registrar of the Societies as per provisions of the Act and from such date as the Executive Committee may decide.

19. Records and Properties

All records should be kept with the General Secretary.

All properties of the Association will be in the name of the Association.

Maintenance of Registers

Following Registers are to be maintained:

Admission Register
Members Register
Circular Register
Minutes Book
Accounts Register for Receipts and Expenditure
Stock Register
Visitors’ Book
Despatch Register

20. Audit of Accounts:

The financial year will be adopted for the official use of Association. Accounts will be finalized once a year.

21. Common Seal

21.1.The Executive Committee shall provide a Common Seal of the Association. The Seal shall be in the custody of the President and be affixed to such documents as in law are required to be sealed, but only in the presence of an office-bearer or a member of the Executive Committee.
21.2. The President and the General Secretary or Joint Secretary shall sign every instrument to which the Seal of the Association is so affixed.

22. Dissolution

22.1.The Association may be dissolved if three-fourths of its members pass’ a resolution for such dissolution at a general meeting convened for the purpose. The disposal of the property of the Association upon dissolution shall be made according to the provisions of the Act.

23. Interpretation

23.1.In any matter where there is no specific provision in the regulations or bye-laws, the decision of the Executive Committee shall be final and binding on all concerned subject to the provisions of the Act.