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ladies circle india
rules and constitution |
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Section 2: Duties
National President:
The President shall be the Chief Executive Officer, exercising the general supervision over the work and activities of the Association. She shall preside at all meetings of the Association. She shall appoint Convenors and members of all the Committees of the Association. She shall perform such other duties as usually pertaining to the Office of the President and is ex-officio member of all Committees. She may create any additional committees not mentioned hereunder as deemed necessary in the interest of the Association. She may also change the duties of each Officer for a better working of the Association. All convenors appointed by the President should be "Active" members during their tenure. (2001) She shall be the Official representative of Ladies Circle India at the Ladies Circle International Conference. The National President or her nominee shall be the official representative to the WOCO-World Council of Service Clubs Conference each Year.(2004) She shall supervise and be responsible for the National Conference.
National Vice President:
She shall be the contact lady of the Association and deal with matters relating to the International Relations. She shall also be the National Extension Officer. She shall consider and report on all matters arising from the membership of the movement and on extension throughout India She shall be responsible for the administration of any funds located by the Executive for the purpose of extension. She shall also produce the Ladies Circle India Directory every year. She shall be the second Official representative of Ladies Circle India at the Ladies Circle international conference. In the event of the inability of the President to perform her duties, the Vice-President shall preside and perform the duties of the president and shall have the same authority as the President. She may also perform other such duties pertaining to that Office or as may be assigned to her by the President.
National Secretary
She shall prepare and keep all minutes' books and records of the Association (except financial records). She shall convene all general meetings of the Association and the national executive and shall prepare all agenda papers connected therewith. She shall sign all the documents issued on behalf of the Association whereupon her signature is required. She shall be responsible for maintaining all records of the Association with regards to membership and workings of all Circles'. She shall act as Honorary Secretary thereof. She shall prepare a half yearly report, which will be submitted to the floor at the Annual General meeting of the association. She shall also prepare a report on the workings of the Association for the year to be submitted at the Jewel Changeover of the Association.
National Treasurer:
She shall be responsible for the maintenance of the financial affairs and records of the Association, for collection of all fees and the payment of all expenses including the Rendezvous accounts. She shall prepare half yearly and the Annual balance sheet along with statements of Income and expenditure of the Ladies Circle India account. She shall make a financial report and assist in the preparation of the budget for the coming year, to the General body at each Annual General Meeting or more often than required. She shall process the Annual membership fee form She shall be entitled to call for any explanation from Officers and Convenors and others on any matter concerning the financial aspects of the Association affairs, in which they may be concerned. She shall have the right to withhold any payment and refer it to the President or the General Body.
National Editor:
On behalf of the association, she shall be responsible for the Publication of the National magazine Rendezvous that shall be brought out three times during the course of the year.
National Immediate Past President:
She shall be the Rules Convenor of the Association. She shall be in charge of the Approval and disbursement of grants towards the Adhyapana Sahaya and Rajat Jayanthi Stree Sahaya, National Funds of the Association. She shall go through and approve the rules of every new Circle when it applies for charter and correct any inconsistencies with the national association rules. She shall be responsible to clarify any doubts and ambiguity in the rules of the National Association.
Article IV:
FINANCE AND ADMINISTRATION
Section 1: Financial Year and Budget
a. The Financial Year shall begin on the 1st day of July each year and shall end on
the30th day of June following.(2004)
b. The Treasurer shall be responsible for the preparation of Income and
Expenditure statement and assist the Incoming President in the preparation of
an Annual Budget, which shall be subject to the approval of the General Body.
c. The General Body may from time to time create separate funds and may draw up
the guidelines for the same to be administered b ythe Nationa lExecutive.
The Ladies Circle India Trust Fund, Extension Fund and Conference Travel Fund aredeemed to have been created.
Section 2: Audit
An auditof the books and accounts of the Association shall be prepared before each Annual General Meeting by auditors appointed by the General Body. The report and statement of accounts of the Association shall be presented to the General Body at each Annual General Meeting.
Section 3: Winding Up
Any decision to wind up the affairs of the Association shall be made only at a General Meeting at which not less than two thirds of the Full Members of the Association vote in favor. After payment of all debts and liabilities, the realized assets shall be divided amongst the Member Circles on a per capital basis, their Membership being taken fromtheirrecentpaymentofMembershipFees.
Section 4: Annual Fees and Levies
a. All Circles shall pay Annual Fees. These levies will have to be filled in the Annual Membership Fee Forms (AMFF). This form will have two parts.
Part I- will carry the details of the membership of the Circle and all the other relevant
Administrative Fee to be paid. These include the Annual subscription, Rendezvous
levy, Directory levy, Late Fee, President's International Travel fund and President's
Conference Levy. Payment for all the above has to be from the ADMINISTRATIVE ACCOUNT of the Circle.
(i) Membership Fees at Rs 700/- (or as revised from time to time at an Annual General Meeting) per active Circler based on the strength of the Circle as on 15thAugust.(2004)
(ii) Rendezvous Levy of Rs. 150/- (or as revised from time to time at an Annual General Meeting)perActiveCircler(2002).
Hi) Directory Levy of Rs. 50/- (or as revised from time to time at an Annual General Meeting)perActiveCircler(2002).
(iv) Presidents'ConferenceLevyofRs.100/-perCircle(2002).
v) President's International Travel Fund: All Circles shall contribute Rs 500/- each towards the President's International Travel Fund annually along with the AMFF dues.(2000)
(vi) WOCO Travel Levy: All Circles shall contribute Rs 500/- each annually along with the AMFF dues towards the Travel Expenses of the President or her Nominee (2004)
(vii) Entrance fees for new members which includes the cost of New Member Kit at Rs. 500/- (or as revised from time to time at an Annual General Meeting) per Active Circler be payable to the National Association upon induction of a new member. Associate Members will pay the entrance fee prior to attaining Associate Membership i.e., prior to their Inauguration. They shall be liable for further entrance fees only for any further Active Circlers taken subsequent to the Inauguration (2004).
Part II- the details of the National Charity Levy have to be filled (10% of the funds raised by the Circle during the previous year or Rs. 100, whichever is higher). Paymentfor this levy has to be made from the CHARITY ACCOUNT of the Circle.
(i) Contribution to National Charity i.e., Ladies Circle India Trust (Adhyapana Sahaya & Rajat Jayanthi Stree Sahaya): a Levy of Rs. 100/- or 10% of the funds raised by a Circle during its financial year, whichever is higher. However, for the first 2 (two years) after Charter the newly Chartered Circle may only pay Rs. 100/- or 5% of the funds raised during its financial year, whichever is higher (1993).
It is mandatory to send the following with the AMF Form:
* A copy of the audited financial statement of Circle's Charity account of the
Financial Year immediately preceding.(2003/04)
* A certificate stating fund sraised, signed by the Auditor.
Note: Administrative Levies specified under (iv) - (vi) and National Charity are payable only by Chartered Circles.
b. Circles shall not pay entrance fees for active Circlers transferred to their Circle
from another. Any Active Circler ceasing her Active Membership within a Circle
will not be required to pay the entrance fees if such a Circler rejoins within a
period of two years from the date of cessation of membership.
c. The General Body may impose from time to time any other levies after giving
adequate notice as provided in the Constitution.
d. All the above levies shall be sent to the National Secretariat of the association
with a copy to the National Treasurer of the association on or before 30th
September(2004)of each year.
e.
(i) Failure to comply with anyof the requirements under Clause a(i),(ii)and
(iii) within the due date will result in the Circle losing all its rights for the immediately following Annual General Meeting of the Association.
ii) The fine fo rnon-compliance as per Clause a is Rs.500/-?
iii) On payments of fines in addition to fulfilling the Annual fees, levies and
other requirements specified under Clause a above, all rights of the Circle will be restored immediately after the payment is made by cash or demand draft.
iv) At any Annual or Special General Meeting of the Association no Circle
will have any rights if the requirements mentioned under Clause a have not been met for previous years, though these requirements may have been met for the current year. On clearing the past arrears without penalty for such past arrears, these rights will be restored.
v) Penally is payable only for the current years' arrears if the Circle wishes
to have its rights restored.
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