MEMORANDUM OF ASSOCIATION

1. Name : The name of the Association shall be 

                 'The I.A.S. Officers' Association, Tamil Nadu

2. Address :  The Registered Office of the Association shall be situated at

3. Objects : The aims and objects of the Association shall be:

1. To promote the interests of its members;

2. To secure equitable service conditions for its members to take up their grievances;

3. To promote, encourage, organise, conduct and assist in the sports, Cultural and other allied activities of the members,

4. To promote mutual help and to assist the members and / or the members of their families in need; and 

5. To organise and run Libraries, reading Rooms, Study Circles, Seminars and Workshops etc.

4.  To achieve the above objects, activities shall be undertaken as hereunder

i)  To raise and collect funds by way of subscriptions, donations, contributions, grant-in-aid etc., from the Members, Govt. and Public Institutions etc.

ii)  To acquire and hold properties - movable and immovable by way of purchase, hire, lease, mortgage or otherwise and to improve, develop and / or dispose of the same.

iii)  To undertake such other activities conductive to the above objects.

5.  The income of the Association, by whatever means it might have been derived, shall not be distributed as dividend or gifts amongst its members and may be utilised only for fulfillment of the objects of the Association.

6.  The President or the Hon. Secretary of the Association are authorised to file the Memorandum of Association and the Rules and Regulations and to correspond with the Registrar of Societies.

The names and addresses of the present members of the Executive Committee to whom the administration of  the Association is entrusted under its Rules and Regulations are us under:-

The I.A.S. Officers' Association, Tamil Nadu

Chennai

RULES AND REGULATIONS

1.  These Rules and Regulations have been framed for the furtherance of the aims and objects mentioned in the Memorandum to which these are appended and these shall be called 'The Rules and Regulations of the I.A.S. Officers' Association. Tamil Nadu. Chennai.

2. Definitions: In these Rules, unless the context otherwise requires:-

1. 'The Association' means ' The I.A.S. Officers' Association.  Tamil Nadu, Chennai.

2. 'Rules' means the Rules and Regulations of the I.A.S. Officers' Association.  Tamil Nadu, chennai.

3. 'Executive Committee' means the Executive Committee of the Association to which the administration of the affairs of the Association is entrusted by the General Body.

4. 'Member means a person duly admitted as a member of the association.

5. 'General Body' means the body constituted by all the members.

6. 'President', 'Vice-President',' Secretary, 'Joint Secretary' and 'Treasurer' mean the President, Vice-President.  secretary. Joint Secretary and treasurer of the Association for the time being in Office.

7. 'The members of the executive Committee' mean the members elected as per Rules and Regulations of the Association.

8. 'Year' means the year beginning from the first day of April and ending on 31^st March in the following Calendar Year.

MEMBERSHIP

3.  Eligibility

Any Person allotted to the Tamil Nadu cadre of the I.A.S. and in Service is eligible to become a member of the Association.

4.      Every member shall pay a subscription of Rs. 100/- per annum.  Such annual subscription shall be paid during the 1^st  
        quarter of the Year.

5.  Admission:

The application for membership shall be filed with the Hon. secretary of the Association.

6.  Cessation:

The membership and all the rights and privileges relating thereto shall be deemed to cease under any of the following circumstances:

1.  Resignation/Dismissal/Removal from service:

2.  Insolvency, and

3.  Conviction by a court of Law for an offence involving mortal turpitude.

7.  Register of Members:

The name, address, age etc., of each member shall be entered in a Register which shall be maintained by the Association.

8.  Vote:

each member shall have one vote which shall be exercised in person.

Executive Committee

The Administration of the Affairs of the association shall vests in the Executive Committee consisting of President, Vice-President, secretary, Joint Secretary, Treasurer and Eight members.

Election of Office Bearers

The Office bearers will be elected at the Annual General Body meeting.  Voting shall generally by show of hands.  If, however any nominations are filed for any post the procedure of secret ballet may be followed.

GENERAL BODY

9.  All the members eligible to vote shall constitute the General Body.   The Annual Meeting of the General Body shall be called every year by the executive Committee within a period of six months from the date of closure of the previous year.  A Special Meeting of the General Body may be called by the Executive Committee at any time and shall be called.  When there is a requisition in writing from the 10% or 30 members of the Association which ever is less.  All the meetings of the General Body shall be presided over by the President of the Association or in his absence.  Vice-President of the Association.  In the absence of both President and vice-president.  One of the Executive Committee member present at that meeting shall preside.

10.  Notice:

A Notice of at least 15 days shall be given to all the members in the case of a meeting of the General Body.  The venue, the date, time and the agenda of the subjects to be discussed shall be mentioned in such notice.  The proceedings of any General Body Meeting shall not be invalid only for the reason that the notice has not been received by any member.

11.  Quorum:

The Quorum of any General Body Meeting shall be one-fourth of the total number of members or thirty, whichever is less.  The proceedings shall not be started unless there is a quorum.  But if there is no quorum within half an hour of the time fixed for the meeting.  The Annual or Special General Body Meeting shall stand adjourned by half an hour and then held.  The members present shall be deemed thereafter to form a quorum and the subjects on the original agenda taken up for consideration.

12.  All matters at the General Body Meeting shall be decided by the majority of the members present and voting.  In case of equality of votes.  The President of the meeting shall have casting vote.  Voting shall generally be done by show of hands.  If, so necessitate procedure of secret ballet may be followed.

13.  The Proceedings of every General Body Meeting shall be recorded in a Minute Book kept for the purpose by the Hon. Secretary and signed by the President of the Meeting.

14.  The following subjects shall be discussed in the Annual General Body Meeting:

i)  Adoption of Audited Statements of accounts of the Association:

ii)Adoption of the Annual Report of the Association:

iii)  Election of Office Bearers:

iv)  Appointment of Auditors and fix up their remuneration: and

v)  Any other subjects on the Agenda.

15.  Amendments:

a)  The amendments to the Memorandum of association shall be done in accordance with the procedure laid down in Section of the Tamil Nadu Societies Registration Act.

b)  amendments to the Rules and Regulations and any changes in the Memorandum of association shall be done in accordance with the procedure laid down in Section of the Tamil Nadu Societies Registration Act.

c)  Such amendments shall come into force from the date of approval by the Registrar of societies or within 30 days of such amendments being lodged with the Registrar of Societies and no comments are made thereon.

EXECUTIVE COMMITTEE

16.  The Administration of Affairs of the Association shall vests in the Executive committee Member.

17.  The term of Office of the Executive shall be two years.

18.  An outgoing secretary shall handover the charge of Office to the incoming secretary within 7 days of the Election in the general Meeting.

19.  The Executive Committee shall meet at least once in three months.  In case of urgency the subjects may be decided by circulation among the members of the Executive Committee present at chennai and on receipt of decision of the majority of such members of the executive Committee in favour of the Resolution, the Resolution shall be acted upon.

20.  The services of the Office Bearers and the Members of the Executive Committee shall be completely honorary.

21.  No act or proceedings of the Executive committee or of its Office Bearers shall be invalidated by reasons of vacancy among the members.

22.  Quorum:-

The quorum of the meeting of the Executive Committee shall be 4 and no proceedings shall be started unless there is quorum.

23.  Notice:-

Normally, seven days' Notice shall be given to the members of the Executive Committee.  An urgent meeting may be called with a short notice.  The date, time, place of meeting and the agenda of the subjects shall be mentioned in the notice.

24.  If any, member absents himself for three consecutive meetings without leave of the Executive Committee, he/she shall cease to be a member of the Executive Committee.

25.  Co-option:-

A vacancy or vacancies of Members of the Executive Committee shall be filled in by co-option by the remaining members of the Executive Committee for the unexpired period.

26.  The President of the Association shall preside over the meetings of the Executive Committee.  In his absence the vice-president shall preside over the meeting.  In the absence of both President and vice-president members present shall elect one amongst themselves as Chairman of the meeting.

27.  All matters at the meeting of the Executive Committee shall be decided by the majority of the members present.  In case of equality of Votes the President of the Meeting shall have a casting vote.

28.  Funds and Property:-

The Executive Committee shall have power to collect funds as noted in clause 4(i) of the Memorandum and to acquire and to deal with the properties as noted in Clause 4(2) of the Memorandum.

29.  Bank Account:-

The Executive Committee shall open accounts in any of the Nationalised Banks or the Tamil Nadu State co-operative Apex Bank in the name of the Association.  These accounts shall be operated by the Hon.  Treasurer or the Hon.  Secretary. However, all withdrawals above Rs. 5,000/- shall be jointly signed by both the Hon.  Secretary and the Hon. Treasurer Payments of over Rs. 500/- shall be by cheques.

30.  Functions:-

      Subject to the provisions of the Rules and the Resolutions passed from time to time in the General Body Meeting the 
      Executive Committee shall have the following functions and responsibilities:-

1. To appoint the staff as and when required to suspend to dismiss and to take disciplinary action and to fix up their remuneration and duties:

2. To represent or to appoint representatives on behalf of the Association before the Courts of  Law and/or before the Government or any other Bodies corporate;

3. To appoint Legal Advisors and to fix up their remuneration;

4. To scrutinise the accounts and to approve the monthly and annual accounts and to prepare and approve the budget; and

5. To perform all other acts pertaining to the sound administration of the Association.

31.  Selection of the Office Bearers of the Association to be discussed at the General Body Meeting.

32.  President:-

      The President of the Association, shall be the President of the Executive Committee.

33.  Duties and Responsibilities

1.  Honarary Secretary:

1. To call the meetings and to record the proceedings.

2. To make correspondence on behalf of the Association:

3. To attend to the court work and to represent to Government or other institutions as per the decision of the Executive committee:

4. To furnish necessary information to the Registrar. and

5. To do such other work pertaining to the affairs of the Association as is deemed necessary.

2.  Hon. Treasurer:-

i)  To have custody of all books of accounts, documents and assets of the Association:

ii)  To receive money, to pass receipts, and to disburse money as per the decisions of the Executive Committee; and

iii)  To prepare the monthly statements of accounts and to place the same before the Executive Committee.

3.  Joint secretary:-

In the absence of or in conjunction with the secretary, the joint Secretary shall have the power to perform the functions of the Secretary.

ACCOUNTS

34.  The Annual Accounts of the Association shall be from 1^st April to 31^st March in the following Calendar Year.

35.  Books of Accounts:-

a)  There shall be kept in the Association:

1. Cash Book;

2. Ledger Books:

3. Properties Register:

4. Receipt Books and Vouchers:

5. Register of Members: and

6. Meeting Proceedings Book or Minute Book and any other books and records prescribed by the Registrar of Societies.

b)  All the books and documents shall be in the custody of the Secretary or the Treasurer who shall be responsible to produce the same to the Registrar whenever demanded.

36.  Filing of Accounts:-

On or before the 14^th day succeeding the day on which the General Body Meeting is held, there shall be filed with the Registrar of the Societies a list of members of the Executive Committee with a copy of the audited statements of accounts and with a copy of the proceedings of the said General Body Meeting by the Secretary.

GENERAL

37.  Amalgamation:-

       In case of amalgamation of the Association, the procedure laid down in Sections of the Tamil Nadu Societies Registration 
       Act.  Shall be followed.

38.  Dissolution:-

     In case of dissolution of the Association the procedure laid down in Sections and of the Tamil Nadu societies Registration 
     Act.    Shall be followed.

39.  Issue of Notice:-

       The notice for the General Body Meeting shall be delivered in person or by post and a copy published on the Notice Board of 
       the Association.

40.  Office Hours:-

       The Executive Committee shall have the authority to fix the working hours for the employees of the Association.

41.  For all the things and matters which have not been provided for herein above the provisions of the Tamil Nadu Societies 
      Registration Act, 1960 and the Rules made there under shall apply.

42.  These Rules and Regulations shall come into force from the date of Registration of this Association.