The Constitution and By-laws are adopted and come into effect

The draft Constitution and By-laws of the Alumni Association are adopted in the extra ordinary General Body meeting held on 14-01-2017  at the premises of Delhi Institute of Tool Engineering Complex Wazirpur Delhi at 5 PM (IST).

_________Members of the General Body have cast their votes, out of which ________ votes were cast through Online module held from (____________ to _____________) and ______ were cast in-person which took place from _________ AM to _______ AM at the Wazirpur Campus of the Institute. The final tally of the votes cast is as follows:

Votes Online voting In-person voting
In favour of draft Constitution and By-laws    #############  #############
Against draft Constitution and By-laws  #############  #############
Total
Total number of votes cast

 

The Governing Council of the Alumni Association in this meeting held on ____________noted the discussion of the General body.

The draft Constitution and the By-laws are hereby adopted and come into effect from ________________________.

The final Constitution can be read below:

Registered under the Societies Registration Act 21 of 1860

Registration No. ____________

C/O The Director

Delhi Institute of Tool Engineering

(Formerly Tool Room & Training Centre)

Wazirpur Campus

Delhi-110052

 (INDIA)

MEMORANDUM OF ASSOCIATION

APPROVED CONSTITUTION

Approved by Association Governing Council on 14th day of January 2017 and adopted by the General Body.

Delhi Institute of Tool Engineering Alumni Association (DITE Alumni Association)

(hereinafter referred to as’Association’) is an independent society of alumni of Delhi Institute of Tool Engineering, Delhi (hereinafter referred to as ‘Institute’).

  • The Registered Office Address and contact details of the Association shall be:
    C/O The Director,
    Delhi Institute of Tool Engineering,
    Wazirpur Campus, Wazirpur Industrial Area
    Delhi – 110052, India
  • The Official Email ID of the association shall be: info@diteaa.com
  • The Official Website of the Association shall be: diteaa.com

The association shall be duly registered under ‘The Societies Registration Act 1860’.

The association will have exclusive jurisdiction in the courts of National Capital Territory of Delhi.

The ‘Aims & Objectives’ of the ‘By-laws’ are to regulate the functioning of the ‘Association’ in fulfilling its Objectives as enunciated in the Constitution, on the principles of good corporate governance and in accordance with the provisions of Societies Registration Act, 1860, and specifically:

  1. To provide a vibrant forum that promotes interaction and networking among alumni of the Institute;
  2. To help alumni achieve their professional and societal goals;
  3. To help alumni in their hour of need;
  4. To facilitate the association of alumni with their Alma Mater;
  5. To contribute to the Institute’s vision of being recognized among the country’s leading institutions in academics, research, outreach, and innovation;
  6. To function on charitable basis, and to run the Association on ‘no profit no loss’ basis;
  7. To promote best practices in different areas of science, technology, humanities and social sciences for the benefit of the society, especially weaker sections;
  8. To create awareness about the Institute and its alumni in the public; and
  9. To assist deserving students from the sections of the society financially and otherwise.

All the income, earning, moveable, immovable properties of the society shall be solely utilized and applied  towards the promotion of its aims and object only set forth in the Memorandum of Association and no profit thereof shall be paid or transfer directly or indirectly by way of dividends, bonus, profits or in any manner whatsoever to the present and past member. No member of society shall have any personal claim or any moveable or immovable property of the society or make any profit whatsoever by virtue of his / her membership.

S.NO NAME & ADDRESS DESIGNATION    OCCUPATION
1. AKHIL KUMAR S/O SH. BALWANT SINGH AHLUWALIA R/O: C-23, SHAKTI NAGAR EXTN., DELHI-110052 PRESIDENT BUSINESS
2. SHIRISH PAROLKAR S/O SH. J. S PAROLKAR R/O: 57 ARAVALI, ALAKNANDA NEW DELHI-110019 VICE PRESIDENT BUSINESS
3. HARDEEP SINGH ARORA S/O SH. HARBHAJAN SINGH ARORA R/O EA-89, MAYA ENCLAVE, G-8 AREA NEW DELHI SECRETARY SERVICE
4. AJEYA GUPTA S/O SH. D. P GARG R/O: 137, KEWAL KUNJ, SECTOR-13 ROHINI DELHI-110085 TREASURER BUSINESS
5. GURMUKH SINGH HARISH S/O SH. BALDEV SINGH HARISH R/O: 877, SECTOR-15, FARIDABAD HR. MEMBER BUSINESS
6. SUNIL KUMAR SHARMA S/O SH. A. P SHARMA R/O: D-25, JAWAHAR PARK, KHAN PUR NEW DELHI-110062 MEMBER SERVICE
7. SUNIL AGGARWAL S/O SH. J. N AGGARWAL R/O: D-151, VIVEK VIHAR DELHI MEMBER BUSINESS
8. JAGJIT OBEROI S/O SH. C.S OBEROI R/O: 33-C, AP-BLOCK, PITAM PURA DELHI MEMBER BUSINESS
9. SHARANJIT SINGH BATRA S/O SH. AMOLAK SINGH BATRA R/O: 102, AIRPOT APTS, VIKAS PURI DELHI-110018 MEMBER BUSINESS
10. RAVI DUTT SHARMA S/O SH. A.N SHARMA R/O: G-122, JEEVAN NIKETAN PASCHIM VIHAR NEW DELHI MEMBER RETIRE

 

RULES AND REGULATIONS

Delhi Institute of Tool Engineering Alumni Association

(DITE Alumni Association)
  1. Governing Council
  2. Chief Patron & Patrons
  3. Standing Committees
  4. Chapter committees
  1. The Chief Minister of Delhi shall be Chief Patron of the Association.
  2. The Chairman – (Governing Council), Delhi Institute of Tool Engineering (DITE) and Director of Delhi Institute of Tool Engineering (DITE) shall be the Patrons of the Association.
  3. The Chief Patron and Patrons shall act as mentor & guideposts for the Association and their role shall be advisory only, they may be invited to the Governing Council meetings as and when deemed necessary by the Governing Council.
  1. a) LIFE MEMBER
  2. An Alumni qualifies to become a Life Member of the Association if he/she meets one of the criteria mentioned below & on payment of prescribed fees for Life Membership:
  3. All Alumni of Delhi Institute of Tool Engineering (formerly known as Tool Room & Training Centre) holding a Certificate/ Diploma/ Graduate/ Post Graduate/ PhD degree, both, either as a full time or part time course, duration not less than 2 years.
  • All existing members shall continue to be the life members of the Association.
  1. b) ASSOCIATE MEMBER
  2. All Students of DITE (doing any certificate, diploma, Under Graduate or Post Graduate or PhD Doctoral program on either Full time or Part time basis) can become an Associate Member of the Association.
  3. The Associate Member will not have any Voting Rights.
  • On successful completion of the above referred course and obtaining a certificate/ diploma/ degree, they will be required to convert their membership from an Associate Member to a Life Member by paying the requisite membership fees.
  1. c) Spouse Member
  2. The spouse of the Life Member will become a Spouse Member of the association on the death of her/his spouse who was enrolled a Life Member.
  3. Spouse Member will not have any Voting Rights.
  1. The membership fee with respect to the Life Members will be decided by the Governing Council from time to time and approved by the General Body.
  2. The membership fee of Associate Members will be decided by the Governing council, but they will not be a part of the General Body & neither have any voting rights in the association elections or any other matter related to the Association.
  3. The Spouse will automatically become a Spouse Member on demise of the Life Member and will not be required to pay any additional membership fee.
  1. All Life Members shall have the right to vote, propose, second or be nominated as a candidate for election to any office of the association.
  2. The Associate Members & Spouse Members will not have right to vote, propose, second or be nominated as a candidate for election to any office of the association.
  1. Life Membership shall cease by death (in the case of death, spouse will become a Spouse Member as defined above and as per the rules of Association without any voting rights); or
  2. By resignation or removal by the Association on the recommendation of the Governing Council; or
  3. If a member (including a member of Governing Council) is found guilty of misconduct* or he/ she acts in a manner prejudicial to the interest of the Association, he/she may be issued a show cause notice for such an act and/or misconduct and if, in the interest of the Association, it is desirable that he/she shall be expelled from the membership, he/she shall be removed by the President on the recommendation of the Governing Council.
  1. All bonafide Life Members of the Association as defined herein shall constitute the General Body.
  2. The Associate Members & Spouse Members are not the part of General Body.
  3. The General Body members shall elect Office Bearers & Governing Council Members to the Governing Council.
  4. All Life Members as on date notified for election are eligible to contest elections on being proposed & seconded by other Life Members.
  1. The General Body shall be the supreme body of the Association in taking decision on any matter relating to the Association and on all matters brought before them by the Governing Council of association or by any member of the Association. The General Body shall function in accordance with By-laws of the Association.
  1. The affairs of the Association shall be discharged by the Governing Council of the Association, headed by the President. The duration of the Governing Council shall be for 2years w.e.f. date of taking charge. There shall be a total sixteen (16)elected members in the Governing council plus six (6)ex-officio members as detailed below:
  2. President – 1 no.
  3. Vice President – 2 nos.
  4. Secretary – 1 no.
  5. Treasurer – 1 no.
  6. Executive Members – 11 nos.
  7. Ex-Officio Members – 6 nos.

The following will be included as Ex-Officio Members and will not have any voting rights in the Governing Council or General Body, except for as Life Member wherever applicable:

  1. DITE nominee, nominated by Director, preferably an Alumnus
  2. Dean Alumni Affairs (DITE) or Head-Training & Placement –DITE
  • President of the Students Union
  1. Chairman of various Chapters
  2. Immediate Past President of the association
  3. Immediate Past Secretary of the association

The affairs of the Association shall be discharged by the Governing Council of the Association, headed by the President or any other functionary approved by the Governing Council.

Elected Members:

  1. President: President shall be a Life Member of the Association.
  2. Vice Presidents: Two Vice Presidents named as Vice President-1 and Vice President-2 as given below:
  3. Vice President-1: Shall be a Life Member of the Association, and
  4. Vice President-2: Shall be a Life Member of the Association.
  5. Secretary: Secretary shall be a Life Member of the Association.
  6. Treasurer: Treasurer shall be a Life Member of the Association.
  7. Executive Members: Elevenexecutive members shall be Life Members of the Association and elected by the General Body as per the representation below:

(i) Passing Out Block year 1981-1984-One member, (ii) Block year 1985-1988-one member, (iii) Block year 1989-1992-one member, (iv) Block year 1993-1996 –one member, (V) Block year 1997-2000-one member, (vi) Block year 2001-2004-one member (vii) Block year 2005-2008-one member, (viii) Block year 2009-2012-one member, (ix) Block year 2013-2016-one member (x) Block year 2017-2020-one member, (xi) Block year 2021-2024-one member.

The subsequent block year will be replaced by the top most block year i.e when block year 2025-2028comes up, the block year 1981-1984 will discontinue so that total strength shall remain 11.

The term of the Governing Council shall be two years from the date of assuming office and shall be reconstituted every two years.

President, Vice Presidents, Treasurer and Secretary shall be the office Bearers of the Association.

For the purpose of implementing the decisions taken during its tenure, the Governing Council shall be empowered to:

  • Create the required administrative infrastructure for the office of the Association at the Institute and/or at other locations
  • Constitute various committees for the purpose of executing its responsibilities more efficiently, and
  • Exercise other powers as described in By-laws of the Association.

The General Body shall appoint all the Office Bearers and other elected members of the Governing Council through elections, which shall be conducted as per the procedure laid down in the By-laws of the Association.

The Governing Council as well as any member of the General Body may propose amendments to the Constitution and/ or By-Laws, which shall be decided as per procedure given in the By-laws of the Association.

By-laws

on _______________, an independent society of alumni of Delhi Institute of Tool Engineering, Delhi.

In the interpretation of these By-laws, unless there is anything inconsistent with the subject to context:

  1. “Alumni” mean those who are eligible to become members of the Association as provided in the Constitution,
  2. “Association” means ‘Delhi Institute of Tool Engineering Alumni Association’, an independent society of alumni of ‘Delhi Institute of Tool Engineering’, Delhi registered on ________________, vide certificate No. ________ under the Societies Registration Act, 1860,
  3. “Governing Council” means the ‘Governing Council’ as mentioned in Clause 13 of the Constitution,
  4. “Constitution” means Constitution of the ‘Delhi Institute of Tool Engineering Alumni Association’, Delhi,
  5. “Financial Year” means the period commencing from 1st April of an year and ending with 31st March of next year,
  6. “Funds of the Association” shall mean and include all investments, cash in banks, cash in hand and properties including movable and immovable belonging to the Association,
  7. “Ex-officio Member” means as defined in Clause 13(f) of the Constitution of the Association,
  8. “Institute”means’Delhi Institute of Tool Engineering’, Delhi,
  9. “Life Member”means as defined in the Clause 7(a) of the Constitution of the Association,
  10. “Associate Member” means as defined in Clause 7(b) of the Constitution of the Association.
  11. “Spouse Member” means as defined in Clause 7(c) of the Constitution of the Association.
  12. “Local Chapter” means an accredited Chapter of Association,
  13. “Member of the Association” includes Life Member, Associate Member and Spouse Member of the Association,
  14. “Member of the General Body” includes Life Member,
  15. “Office Bearers” includes the President, Vice Presidents, Secretary and Treasurer,
  16. “Person” means and includes individuals, firms, societies, clubs, associations, corporations and incorporated bodies, and
  1. The Secretary of Association shall maintain a register of all members of the Association in the form approved by the Governing Council. The register shall be kept open for inspection by all members of the Association, and any person authorized by the Governing Council or as per provisions of the Societies Registration Act, 1860 and rules,as applicable. The register shall also be hosted on the website of the Association with appropriate security checks.
  2. Updating of Register and Enrollment of Members – The Governing Council shall frame guidelines for updating of the register of members on a continuous basis.
  3. Notwithstanding the provision of the sub-By-law 3(b) above, there shall be no updating of Register after the announcement of the schedule of elections. However, clerical errors would be allowed to be corrected, with the orders of the Election Officer appointed under By-law 11(I) (f).

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The Governing Council shall have full powers and authority to take decisions and action, which may be expedient for meeting the objectives of the Association, and in particular the following: –

  1. To look after and manage the affairs including office of the Association,
  2. To manage and expend the funds of the Association in such manner as considered most beneficial for the purpose of realizing the aims and objectives of the Association,
  3. To invest funds in scheduled banks and financial institutions,
  4. To raise funds, including accepting donations and subscription with or without any conditions, and frame guidelines for doing so,
  5. To prescribe and revise Life Membership fee,
  6. To approve annual budget,
  7. To approve annual audited statement of accounts, audit report and annual report of the previous year and present them before the Annual General Body Meeting (AGBM) for its approval,
  8. To recommend appointment of Auditors and the terms and conditions of their appointment for the approval in AGBM,
  9. To appoint staff for managing the affairs on such terms and conditions as may be considered necessary,
  10. To delegate powers to Office Bearers and other Members of the Governing Council,
  11. To accept resignation of a member of the Association,
  12. To accept resignation of any of the Office Bearer or other member, whether elected, nominated or ex-officio, of Governing Council,
  13. To create, support and promote Local Chapters of the Alumni Association in India and abroad,
  14. To acquire in the name of the Association by gift, purchase, exchange, lease, on hire or otherwise any kind of land and building,
  15. To build, construct and maintain buildings of the Association,
  16. To collaborate with any association, society or institution having object similar to those of this Association or which may be useful in realizing the objectives of this Association,
  17. To participate and/or enter into contracts on behalf of the Association and to vary and rescind such contracts,
  18. To delegate any of the powers of the Governing Council to any officer or sub-committee or committee,
  19. To appoint any committee or sub-committee, consisting wholly or partly of members of the Association and may delegate any of its powers to such a committee or sub-committee and prescribe its terms of reference,
  20. To decide on criteria to identify “hour of need” for and procedure to help alumni in such “hour of need” to set up a committee of not less than seven members to take decision in this regard,
  21. To interpret the Constitution and By-laws, which shall be final and binding upon members,
  22. To nominate its representative(s), preferably member(s) on any other such bodies,
  23. To function purely on charitable basis and to run the Association on ‘no profit no loss’ basis, and
  24. To take any other action in the interest of the fulfillment of the objectives of the Association.

President

  1. President shall be the Chief Executive of the Association. He shall convene and preside over the meetings of the Governing Council as well as the General Body and shall maintain or cause to maintain their minutes. In his absence, the Vice-President shall preside at the meeting of General Body and the Governing Council and exercise all such powers. In the absence of the President and the Vice-Presidents, the General Secretary shall preside at the meetings of General Body Meeting and the Governing Council and exercise all such powers.
  2. Subject to the provisions of the Constitution and By-laws of the Association, he/she shall make announcements regarding meetings of General Body, elections and proposed amendments to the Constitution and By- laws.
  3. In case of tie between members present in a meeting of General Body and Governing Council on any agenda or issue, the President or in his absence Vice President or any other person, who is presiding the meeting in his place, shall have the casting vote.
  4. Subject to any subsisting interpretation given by the Governing Council, the President or in his absence Vice President or any other person, who is presiding the meeting of General Body or Governing Council, shall have authority to interpret the Constitution and the By-laws of the Association for the purpose of conducting the meeting and deciding the questions arising at such meeting.

Vice Presidents

The Governing Council or the President may assign any responsibility to Vice Presidents. In the absence of President, one of the Vice Presidents shall preside over meetings of the General Body and the Governing Council and exercise all powers of the President. One of them, as decided by the Governing Council, shall also discharge the duties of the President during his absence.

Secretary

  1. The Secretary shall look after the affairs of the Association under the supervision of the President.
  2. Secretary shall be head of the Registered Office and Head Office of the Association. He shall maintain and keep or cause to be maintained and kept all records of the Association, including register of members, elections, minutes and agenda and all other records of the meetings of the General Body, Governing Council and committees and sub-committees constituted by General Body, Governing Council or President.
  3. He shall act as liaison between the Association and the Institute on one hand and the Association and the Institute’s student body on the other. He shall also represent the Association in various bodies and meetings of the Institute.
  4. He shall do everything necessary to give effect to the resolutions passed and decisions taken by the General Body and Governing council. He shall keep the President and the Governing Council apprised of the progress made in this respect from time to time.
  5. Jointly with Treasurer, he shall sign all cheques.
  6. He shall also file all returns under the Societies registration Act, 1860 and rules made thereunder and any other law mandating filing of returns.

Treasurer

The Treasurer shall advise the Governing Council on financial matters, supervise all financial transactions and cause to maintain and supervise account records of the Association. In particular, he shall deal with or take action on the following:

  1. All financial transaction,
  2. Receipts and Expenditure of the Association,
  3. Jointly with Secretary, he shall sign all cheques,
  4. Collection of Membership subscription and dues,
  5. Collection of grants and donations received by the Association,
  6. Compilation of Statements of Accounts,
  7. Audit of accounts and making all records available for the scrutiny, to the auditor,
  8. Presenting Annual Accounts and Audit Report before the Governing Council and in the Annual General Body Meeting(AGBM),
  9. Ensure that all accounts books are maintained properly and are up to date,
  10. Make investment by way of fixed deposits and security in banks in consultation with Secretary,
  11. Filing in consultation with Secretary, returns under the Income Tax Act, Foreign Exchange regulation Act and any other prevailing law,
  12. Ensure that all the due payments are made to the Association and issue all necessary receipts, and
  13. Keep the Governing Council informed of the financial condition of the Association.
  1. All investments of the funds of the Association, including receipts of deposit and all deeds and documents relating to any of the properties of the Association, shall be kept for safe custody with the Secretary or with a bank as approved by the Governing Council.
  2. Subject to the conditions, if any, the Secretary and Treasurer shall deal with and dispose of all properties, whether movable or immovable, and the income thereof in accordance with the direction of the Governing Council evidenced by a resolution and not otherwise.
  3. Subject to the approval of the Governing Council evidenced by a resolution thereof, all documents whether relating to any immovable or movable property, whether made over to the Association or belonging to the Association including Agreements, Conveyances, Mortgages, Deeds of gifts or leases shall be in the name of the Association and executed by the Secretary or any other Office Bearer authorized by the Governing Council.
  4. The Office Bearers shall be respectively chargeable only for such properties, money, funds, securities, or any other property as they shall respectively receive notwithstanding their signing any receipt for the sake of conformity and shall be answerable and accountable only for their own acts and defaults and not for those of any other members or any other banker, broker, auctioneer, agent or person with whom or into whose hands the money or securities of the Association may be deposited, for the insufficiency or deficiency or any funds or securities and for any other loss under the same, except when it happens through their own dishonesty or willful default respectively.
  5. None of the Office Bearers and Members of the Governing Council shall be entitled to stipend, salary and pay from the Association. However, they shall be entitled to reimburse themselves or pay and discharge out of the Funds of the Association expenses incurred and payment made by them in or about execution of the objectives of the Association or in relation thereto with the approval of the President.
  6. Audit of Accounts – Auditors shall present their report to the Governing Council, who shall place the same with its report in the Annual General Body Meeting (AGBM) for the consideration and approval of the General Body in accordance with By-Law 4.
  7. Bank Account – The Association shall open account(s) in scheduled bank(s) as decided by the Governing Council. The bank account(s) shall be operated jointly by Treasurer and Secretary. The bank(s) shall be authorized to honour all cheques, bills, drafts etc. presented before them and to act upon their direction.
  1. The Governing Council shall meet as often as required, but at least once in every three months by giving a notice of at least ten days through post or email to all members of the Governing Council at their addresses available with the Association. A shorter notice shall be valid if agreed upon by President.
  2. The notice and agenda for holding meeting of the Governing Council shall be issued by the Secretary after obtaining the consent of the President or in the absence of the Secretary, by the President.
  3. The quorum at any meeting of the Governing Council shall be minimum five members among whom President or Vice President and Secretary shall be present. If the quorum is not complete in any meeting, next meeting may be convened at any time, in which quorum shall be three members personally present, among whom President or Vice President and Secretary must be present.

Note:

  1. The personal presence means presence at the venue in person, over Voice on Internet Protocol, telephonic conference call or any such reliable system approved by the Governing Council.
  2. Meeting by Circulation – For an urgent matter, decision can also be taken by circulating an agenda amongst the members of the Governing Council by the Secretary after obtaining approval of the President or President himself.

General

  1. All the elected posts of the new Governing Council shall be filled by elections in the General Body every two years.
  2. Every member of General Body shall be eligible to be elected as President, Vice President, General Secretary and Treasurer and elected executive members of the Governing Council, subject to the conditions specified in Clause 13 of the Constitution.
  3. Every member of the General Body shall have one vote for each post. Vote by proxy is in no case permitted.
  4. A member shall not be eligible to hold the same position in the Governing Council for more than two terms.
  5. Every member of the General Body shall have the right to cast only one vote for each post, and to propose and second only one candidate for each of the elected positions of the Governing Council.
  6. Election Officer – On behalf of the General Body, elections shall be conducted by an Election Officer, appointed by the outgoing Governing Council at least 90 days in advance and not earlier than 100 days of the expiry of its term. The Election Officer shall be employee of the institute, not below the rank of Professor, and should not be member of the Association. He should be familiar with the Information and Communication Technologies (ICT).
  7. While taking action as per Clause 11(I)(f) above, the Governing council shall also convene Annual General Body Meeting or Extraordinary Meeting of General Body to obtain and adopt the election results and announce the names of elected members of the Governing Council for the next term.
  8. All times given in election schedule shall be Indian Standard Time. Interpretations of all the deadlines will be as per the General Clauses Act, 1897.

Conduct of Elections

  1. The Election Officer shall be responsible for receipt of nominations, acceptance of withdrawals, scrutiny of nominations, hearing of objections against nominations, actual conducting of elections and announcement of election results in the meeting of General Body.
  2. Within thirty days of his appointment, the Election Officer shall notify the schedule of elections, which shall include the dates and times of following:
    1. Receipt of nominations in form as approved by Governing Council,
    2. Publication of all the nominations,
    3. Filing objections against the nominations and scrutiny thereof,
    4. Decision on objections,
    5. Publication of valid nominations,
    6. Withdrawal of nominations,
    7. Publication of final list of contesting candidates,
    8. Voting by way of secret ballot, postal ballot and secured web portal,
    9. Counting of votes, and
    10. Announcement of results.
  3. Nominations:
    1. Nominations shall be invited at least Fourty five days in advance of the General Body Meeting, by a general circular to all members and Local Chapters and by hosting it on the Association’s website.
    2. Every nomination shall be required to be duly proposed by at least one member of the General Body and seconded by any member of the General Body other than the proposers. Each nomination shall have the consent of the nominee.
    3. No member shall nominate more than one candidate for the same post. No member shall second more than one candidate for the same post. No member, who nominates a candidate for a post, shall second another candidate for the same post. No member, who seconds a candidate, shall nominate another candidate for the same post. In case of any violation, the first entry shall be considered valid.
  4. List of Nominations, Scrutiny, Objections, Withdrawal and Final List of Contesting Candidates:
    1. Immediately next day after the closing date and time of the nominations, the Election Officer shall publish post-wise lists of all nominations for the information of the General Body and invite by giving two days, objections against validity of nominations.
    2. Two days after the expiry of time for filing objections to nominations, the Election Officer shall scrutinize all nominations and decide all the objections and notify the names of candidates, whose nominations have been found to be valid and publish the same for the information of all the candidates and the General Body. Before taking a decision on the objections, the Election Officer shall give one-day notice to the candidate against whom objection has been received, to explain his position. After taking the decision, the Election Officer shall give two days to valid candidates for withdrawal of their nominations.
    3. Immediately thereafter, he shall publish the final list of contesting candidates.
    4. If no valid nominations are received for a post, further action shall be taken in accordance with the provisions of sub-By-law (VI) of By-law 11.
  5. Modes of Voting: Votes shall be polled in the following manner:
    1. By secret ballots by members present in the General Body Meeting,
    2. Voting through ‘web portal with appropriate security measures’, and
    3. Postal voting.Illustration: A member can vote through any one of the modes listed in (e) of sub-rule (II) above. If a member opts to vote through post, he shall not be entitled to vote by web portal or through secret ballot. Any member, who is unable to cast his vote through web portal with appropriate security measures, is entitled to cast his vote through secret ballot.
  6. One Chance to Vote: Member shall get only one chance to vote and he may cast only one vote for each post. He may cast vote for any number of posts.
  7. Voting through web portal with appropriate security measures: Voting through web portal with appropriate security measures shall stop at the date and time immediately before the start of the voting by way of secret ballot.
  8. Counting of Votes Polled and Declaration of Results: The counting of votes polled shall be done by the Election Officer in the following manner:
    1. Counting of votes polled by secret ballot shall be done immediately after the close of the in person voting in the presence of the committee members and the candidates or their authorized representatives present in the General Body Meeting.
    2. Thereafter, the Election Officer shall count postal ballots in the GBM by opening the sealed cover.
    3. Thereafter, the Election Officer shall count the votes polled through web portal with appropriate security measures.
    4. After counting of web-based votes polled, the Election Officer shall compile the result and announce them in the GBM. The result will be finally submitted in writing to the Secretary. The Secretary shall formally announce them as resolution in the General Body Meeting and shall be adopted as such. The Election Officer shall submit a report on the elections to the Secretary within a day thereafter.

Schedule of Voting

Web polling shall be started not earlier than 15 days after the publication of final list of contesting candidates and end not earlier than 15 days thereafter. The web polling shall stop immediately before the start of voting through secret ballot.

Model Code of Conduct for Candidates during Elections

  1. After the announcement of the Election Schedule by the Election Officer, all the powers of the Governing Council shall cease to exist. Only normal executive functions and time bound matters shall be handled by Secretary and Treasurer. In extra- ordinary situations, the Governing Council can exercise its power in consultation with and after approval from Election officer.
  2. Election Officer shall give opportunity to every candidate to host his manifesto on the website of the Association and to update it not more than five times. The Election Officer shall also give not more than five opportunities to every candidate to send his appeal through emails to the members of the General Body through the Association database of alumni.

 

Redress of Election Complaints:

The Governing Council shall set up a committee of three persons of impeccable integrity and impartiality in consultation with Election Officer immediately after the announcement of Election Officer to hear complaints and representations from the candidates and other members of the General Body and issue advice to the Election Officer or a candidate or any other person connected with elections, as deemed appropriate. They should be employees of the Institute and not below the rank Associate Professor and should not be member of the Association.

Un-Filled Posts:

If any of the post of Office Bearer is not filled up during elections, the Election Officer shall conduct election for the same within three months as per procedure mentioned above. In respect of other elected members of the Governing Council, the incoming Governing Council shall be competent to nominate a member of the General Body subject to fulfilling conditions of Clause 13 of the Constitution.

Notwithstanding the provision given in Sub-By-law (VI) of By-law 11, the new Governing Council shall take over the charge of the Association within one month of the elections.

A member of the Governing Council may tender resignation to the President or Secretary which shall be placed before the Governing Council in its meeting, who shall be competent to take decision in the matter. As soon as resignation is accepted, the concerned member shall cease to hold office.

  1. If office of any Officer Bearers other than that of President and elected Member of the Governing Council falls vacant after it has been filled, the Governing Council shall be competent to make appointment against the vacancy subject to the conditions specified in Clause 13 of the Constitution of the Association.
  2. However, in case of office of President falling vacant due to any reason and the tenure left is more than a year; it shall be filled by way of an election in accordance with the procedure given in the By-Law 11. In other circumstance, the Vice President, who has got the higher votes in the election, shall be appointed as President for the remainder of the term. The office of the Vice- President so falling vacant shall be filled up out of the elected members of the Governing Council. The resultant office of Member that has fallen vacant shall be filled by the Governing Council.
  1. Any amendment in Constitution and/or By-laws of the Association shall be made by General Body in its Extraordinary General Body Meeting (EGBM) or in its Annual General Body Meeting (AGBM), convened in accordance with By-law 4, if Governing Council proposes such amendment. Notwithstanding provision of any By-law, amendment to Constitution and/or By-laws shall require voting by minimum of one hundred alumni and the motion shall deem to be passed if supported by a simple majority. In addition to voting by members present in the Extraordinary General Body Meeting (EGBM) or the Annual General Body Meeting (AGBM), a voting by the General Body of alumni shall be done through web portal with appropriate security measures.
  2. Notwithstanding the provisions of above By-law (a), the Governing Council may provisionally amend any of the By-laws, effective immediately upon approval by at least two-third of the votes cast by the members in its meeting in which quorum shall be nine members. However, the provisional amendment should be brought to the General Body in accordance with the By-law (a) above for approval or ratification by General Body within six months and before the end of the term of the Governing Council. All provisional amendments of By-laws shall be notified to members of the General Body immediately upon the decision of the Governing Council.
  1. Not less than two-third of the members of General Body in Extraordinary General Body Meeting (EGBM) shall determine whether the Association be dissolved forthwith or at any further time agreed upon.
  2. If on the dissolution of the Association, there remains after the satisfaction of its debts and liabilities, any property or funds, whatsoever, the same shall not be paid or distributed among the members of the Association or any of them but shall be given to a similar Association of the alumni of the Institute or the Institute, if there is no Association in existence.

Every member of the Governing Council shall be indemnified out of funds of the Association against all losses and expenses incurred in the bonafide discharge of his/her duties, except when it happens through his/her own willful neglect or dishonesty or malafide intention while discharging his/her duties or action resulting from willful disobedience of the law, bad faith or gross negligence.

No member shall have more than one vote at any of the meetings of the Association or its committee or sub-committee. However, in the meeting of the General Body, Governing Council or any committee or sub-committee, the President or Chairman shall have a casting vote.

An Office Bearer, Elected Member and Ex-officio Member of the Governing Council shall be deemed to have vacated office if he/she is adjudicated or adjudged insolvent or is convicted by a court of law in any country for any offence involving moral turpitude or becomes of unsound mind or physically unfit or unable to act as such. The office so fallen vacant shall be filled up in accordance with By-law14.

In case of any dispute arising between the Association and the other party, the provisions of Arbitration Act shall apply.

The provisions of the Societies Registration Act, 1860 and rules made there under, as amended from time to time, shall apply to this Association.

These By-laws shall come in effect soon after it is approved by the General Body and notified by the Secretary. However, the existing Governing Council shall continue to function till its term is over.

Certified that this is the correct copy of the By-laws of the Society.

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AFFIDAVIT

 

I, AKHIL KUMAR S/O SH. BALWANT SINGH AHLUWALIA R/O: C-23, SHAKTI NAGAR EXTN., DELHI-110052, do hereby solemnly affirm and declare as under:-

 

  1. That I am the President of the Society named Delhi Institute of Tool Engineering Alumni Association (DITE Alumni Association)
  2. That the desirous persons of the Society are not related to each other by way of blood relation or otherwise.
  3. That the name of purposed Society is not identical or resemble to any other registered / non- registered Society in our locality as per my knowledge.
  4. That if name of this Society is found attracting the provision of Emblems Act of 1950 and / or identical and resembles closely to any other Society which is already registered under Societies Registration Act of 1860 in the N.C.T of Delhi and other law of land applicable to them then registration granted shall be deemed to have been withdrawn if the Society fail to change the name within the given time do so Registrar of societies, Delhi.
  5. That I am an Indian Citizen.
  6. That it is my true and correct statement

 

DEPONENT

VERIFICATION:

 

Verified at Delhi, on this the 15-03-2017, that the contents of the above affidavit are true and correct to the best of my knowledge and belief and nothing has been concealed therefrom.

 

DEPONENT