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Rules and Regulations of Samannay (The Alumni Association of CMS)

(as approved by the General Body Meeting held on October 15, 2006)

1. Name of the Association : Samannay

2. Address of the main office of the Association:
Samannay
Centre for Management Studies
Dibrugarh University
Dibrugarh 786004 (Assam)

3. Area of Jurisdiction : Dibrugarh University and all Alumni Chapters anywhere

4. Objectives of the Association :
The broad objectives of the Association will be :

  1. To help in the growth and development of CMS by way of active engagements with the stakeholders of CMS through project funding, helplines, placement assistance, student sponsorship, etc.
  2. To maintain networking among the Alumni so as to promote and enhance mutual understanding and coordination among them.
5. Membership :
The membership criteria are :
  1. Membership is open to all the alumni,of CMS
  2. Enrollment fees will be Rs. 500 (five hundred only)
6. General Body :
The structure of the General Body will be :
  1. All members of the Association will be members of the General Body
  2. The General Body will be the apex decision making body of the Association
  3. The meetings of this body shall be known as the General Body Meetings
6.1 Procedure of the General Meeting : The procedures of the general Meeting are detailed below:
  1. The General Meeting will be held once every year
  2. It will be presided over by the President/Vice President of the Association
  3. All General Meetings will be held upon notification from the President/vice President after due consultation with the Executive Body
  4. All amendments/changes in the constitution will have to be placed before the General Body in the General Meetings for approval. Ammendments/changes will be approved with a two-third majority of the strength of the General Meeting
  5. All resolutions adopted by the General Meeting will be binding.The resolution to be adopted will require a simple majority of the members present
7. Executive Body :
The structure of the executive body will be :
  1. The Executive Body will consist of at least 9 members with 5 portfolios
  2. It will meet at least twice a year
  3. All meetings of the Executive Body will be presided over by the President/Vice President of the Association
  4. The portfolios are -
    1. President
    2. Vice President
    3. General Secretary (will be a nominated faculty member)
    4. Treasurer (will be a nominated faculty member)
    5. Secretary, Extension Activities
    6. Convenor, Chapters
    7. Convenor, Alumni Events
    8. Convenor, Alumni Activities
    9. Convenor, Exposé
  5. All members of the Executive Body except the two nominated faculty members shall be alumni of the Centre for Management Studies, Dibrugarh University
  6. The term of the Executive Body shall be one year
  7. Only the President and General Secretary shall be elected, the others will be nominated as per rules
  8. Two-thirds of the total members present shall constitute the Quorum of the Executive Meetings
7.1 Functions of the Executive Body:
  1. All activities of the Association shall be maintained and coordinated by the Executive Body
  2. The Executive Body will constitute a Advisory Board to advice it on various matters
7.2 Election of the President and the General Secretary :
The name(s) of the contender(s) is to be proposed by a member of the General Body and is to be seconded by two more members. If there is more than one contender for a post, there will be an election. The candidate with the highest number of valid votes will be declared elected

7.3 Duties of the Portfolio Holders :
  1. President :
    1. The President will preside over all the meetings of the Association
    2. The President will have to appprove all the decisions of the Association after due approval from the Executive or the General Body
  2. Vice President :
    1. In absence of the President, he/she will perform all the duties of the President
    2. The Vice President will have no power to approve any decision
    3. He/she will assist the President in all matters
  3. General Secretary :
    1. The General Secretary will coordinate all the activities of the Association
    2. He/she will be responsible for the effective functioning of the Executive Body
    3. The recording of all proceedings of the Executive as well as General Meetings shall be his/her responsibility
  4. Treasurer :
    1. The Treasurer shall look after all income and expenditures of the Association
    2. He/she will maintain the income/expenditure account of the Association
  5. Secretary, Extension Activities :
    1. The Secretary, Extension Activities will coordinate all extension activities of the association like alumni chapter meetings, alumni organized events, etc.
8. Advisory Board :
The structure and functions of the Advisory Board are detailed below :
  1. The Head of the Centre for Management Studies, Dibrugarh University will be the Chairman of the Advisory Board
  2. All faculty members of the Centre for Management Studies of Dibrugarh University except those in the Executive Body will be on the Advisory Board
  3. The Advisory Board in consultation with the President and General Secretary shall nominate the non-elected members of the Executive Body
  4. The Chairman of the Advisory Board will allocate Portfolios to the members of the Board upon recommendation from the Executive Body, after full constitution of the Executive Body
  5. The Chairman of the Advisory Board will induct new members to the Board upon recommendation from the Executive Body, after full constitution of the Executive Body
9. Management of Fund:
The General Secretary along with the Treasurer will operate a bank account in the name of the Association after due approval from the Executive Body. They will operate the fund in consultation with the other members of the executive body.

10. Expulsion of Undesirable Members:
Any member who goes against the RULES AND REGULATIONS of the Association will be expelled from the Association after due approval from the General Body.

11. Appointment of Auditor:
A qualified auditor shall be appointed by the Executive Body for one year to audit the accounts of the Association, who shall audit the accounts once a year.

12. Dissolution:
If necessary, the Association may be dissolved and the properties that remain in the name of the Association after dissolution may be handed over to the Centre for Management Studies, Dibrugarh University authorities.

13. Role of Centre for Management Studies and Dibrugarh University:
Centre for Management Studies, Dibrugarh University authorities shall have the right to control the various activities of the Association. The Association shall at all times be run under the various laws and ordianances of Dibrugarh University.

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