Dear OLs,
Vide the message below on http://olalovedale.net/main/node/591  President MSP Senthikumar  has formed a sub-committee  to study the proposed amendments to the OLA bylaws.  We have agreed to submit the report by 22 June 2011.
Please note that the existing document is the “Old Lawrencian Association Rules and By-Laws” framed and approved in 1989.  The proposed draft is intended to modernize and globalise OLA. We have amplified some of the earlier clauses and made others more explicit.
We also  have :

  •       More detailed roles for  Managing Committee members
  •       A clause specifying how to amend these bylaws
  •       A dispute resolution clause
  •     A  dissolution clause.

The new document contains only the Memorandum of Association (MoA) and Bylaws.  The Rules will be formulated later after the new document is approved.

I have been asked about the electronic voting procedure.  The official Govt of India e-voting procedure, as applicable to companies, is elaborate and contains many security features.  You may see them at http://www.evotingindia.com/

The stakes in OLA are not so high and are comparable to the IIT alumni association.  The IIT Madras electronic voting procedure  is given below.We feel that the electronic voting procedure may change with advancing technology.  Therefore, it will be better to have the detailed procedure in the Rules rather than in the Bylaws.  For the time being, we recommend the IIT Madras electronic voting procedure for use in OLA.

The proposed amendments were open to discussion in Oldlaws in January – February  2011.  Many of the suggestions put forward by OLs were  excellent and were incorporated in the proposed amendments.  If anybody still has last minute  suggestions, you may send them to the sub-committee  for consideration.

This message is being repeated in http://olalovedale.net

regards,

Joseph Thomas

Arv 1957

Convenor, Sub-Committee on Bylaws

 

IIT Madras Electronic Voting Procedure
 
To: alumni@iitm.ac.in
From: secretaryiitmaa@yahoo.co.uk
Date: Wed, 29 Dec 2010 14:48:15 +0000
Subject:  Elections for The Executive committee from the period 2011-2013

Elections are going to be held to elect new office bearers for the next term.
The complete procedure is given below.
The Election Officer is Prof. P. Sriram, at present with Aeronautical Department at IIT Madras.
His contact e-mail Id is sriram@ae.iitm.ac.in

ELECTION – 2011

Elections for the following posts of 6 office bearers namely
1.  President
2.  Vice President
3.  Secretary
4.  Treasurer
5. Joint Secretary-(India)
6. Joint Secretary –(Overseas) will be held this year in accordance with the bye-laws of the association.

The election will be by electronic Internet based voting called e-Polling details of which are available on our website.

ELECTION PROCEDURES:
1. Alumni must be registered in the database of the Alumni Association at its website at             (http://www.iitmaa.org ) to participate in the election process.

2. Election webpage can be accessed through a link on the homepage at www.iitmaa.orgExecutive  Committee Elections of IITMAA”.

3. Alumni desirous of contesting the election for the different posts [one contestant can contest for multiple posts] should express their interest between the dates 30th December and upto 1600 hrs [IST] on 7th January, 2011.

4. Alumni desirous of Proposing/Seconding the contestants for the different posts should do so online, again available on the election web page, between 7th of January 2011 and upto 1600 hrs [IST] of 17th  of January 2011. If there are no contestants the link to Propose/Second will tell you that there is no contestant to Propose/Second. An alumnus cannot Propose AND Second the same contestant.

5. The e-Poll will be conducted by election officer Prof. P Sriram. He will receive the Expression-of-Interest/Candidate Registration/Nominations automatically through the election web page as and when they occur. The last date automatically would be up to 1600 hours [IST] of 17th January 2011.

6. Contestants can withdraw their candidatures between 17th January 1600 hours [IST] and 1600 hours [IST]  20th January -2011.

7. The election officer will announce the final list of eligible contestants after the lapse of withdrawal time for contestants at the election web page at 1900 Hours [IST] on 20th January

8. Casting of votes through e-Polling by the global alumni community will be commencing from1900 hours [IST] on 20th January. The Voting time closes at 1900 hours [IST] of 30th January 2011.

9. The results of election will be announced by the election officer on 30th January at 1900 hours [IST] at the AGM.

10. If any of you face problems in the above election procedure kindly contact
techsupport@iitmaa.org

Prof. P Sriram
Election Officer

 

 

http://olalovedale.net/main/node/591[Proposed] Amendments to the OLA By Laws for information and discussion.

Submitted by Senthikumar on Thu, 2011-05-26 09:56

Dear OLs,

As decided at the 2011 OLA AGM, I have formed a committee with Joseph Thomas (1957) as the convenor and the following as members of the committee :

Joseph Vellapaly (1961)

J.Balamurugan  (1979)

A.Palaniappan  (1986)

Anusha Ramanathan (2005)

I have requested them to go in detail to the below given amendments to the OLA Memorandum and By Laws and give a final report and then we propose to have a EGM and have it adopted.

I have given below the amendments for your information.

 

Regards and my best wishes.

M.S.P.Senthikumar.

9 44 30 11 3 88

 

 

COMPARISON AND  EXPLANATION – DRAFT OLA MoA & BYLAWS

 

The existing document is the “Old Lawrencian Association Rules and By-Laws” framed and approved in 1989.  The proposed draft is intended to modernize and globalise OLA.  We have amplified some of the earlier clauses and made others more explicit.

 

We also  have :

·      More detailed roles for  Managing Committee members

·      a clause specifying how to amend these bylaws

·      A dispute resolution clause

·      A  dissolution clause.

The new document contains only the Memorandum of Association (MoA) and Bylaws.  The Rules will be formulated later after the new document is approved.

 

Current MoA & Bylaws

Proposed MoA & Bylaws

Rationale for Change in Existing Clause

Name of the Association: The name of the association shall be Old Lawrencian Association.

Name: The name of the association shall be Old Lawrencians Association.

 

Jurisdiction: Nilgiris Registration District, Ootacamund.

Jurisdiction: The OLA shall have jurisdiction worldwide wherever LSL alumni reside.

A move towards globalisation

Objects of the Association:

1. To provide a forum for old students and teachers of the Lawrence School, Lovedale, hereinafter referred to as “Old Lawrencians”, to keep in touch with each other and with the school;

2. To look after the interests of Old Lawrencians everywhere and to organise local

chapters in places where there are sizeable numbers of Old Lawrencians.

3. To take over all assets, liabilities and members of the unregistered association known

as Old Lawrencian Association;

4. To raise funds through membership, subscription, donations and so on for the management of the affairs of the Old Lawrencian Association and to invest or utilise such moneys, amongst other things, for improving the facilities available in the school or in such manner as may from time to time be determined;

5. To do all such lawful things as are incidental to or conductive to the attainment of the

aforementioned objects, keeping in mind the overall betterment of the students of The Lawrence School, Lovedale, and for securing high standards of all round

excellence by taking an active interest in the administration of the school under the guidance of the school’s Board of Governors and the Headmaster.

Aims and Objectives:

5.1. To promote and foster mutually beneficial interaction amongst OLs and between LSL and OLs individually and collectively.

5.2. To encourage OLs individually and collectively to take an abiding interest in the progress and development of LSL.

5.3. To undertake activities of organization building including those of a charitable nature for the OLA and LSL.

5.4. To collect, publish, and distribute information pertaining to the activities and developments of the OLA and LSL, whether on the OLA website or alumni electronic forums, as may be useful to members of the OLA.

5.5. To encourage, promote, and facilitate education and career prospects of students at LSL.

5.6. To create and maintain an OLA Bank account into which all contributions and other funds belonging to the OLA are credited; to invest these funds in approved financial instruments as permitted from time to time. Surplus funds and income will be used solely to defray costs of administration and to promote the objectives of the OLA. Payment of any income or surplus funds to members of the OLA, except for services rendered in arms length transactions, is prohibited.

5.7. To undertake all such lawful activities as may be conducive to the attainment of the foregoing objectives.

 

Membership:

1. There shall be the following classes of membership in the Old Lawrencian Association:

1. Ex-Officio Members;

2. Life Members.

2. The headmaster of The Lawrence School, Lovedale and the Bursar for the time being shall be ex-officio member of the Association. All life members of the existing unregistered Old Lawrencian Association shall automatically become members of this ASSN on and from the date of formation of this ASSN.

3. Life memberships of this ASSN shall be open to the following:

1. All ex-students of The Lawrence School, Lovedale, who have attained the age

of 18 years and who have studied in the said school for at least ONE academic year; PROVIDED that students who have been expelled or compulsorily withdrawn from the school shall not be eligible for membership

except with the approval of the Managing Committee:

2. All retired Headmasters, retired Bursars and retired teaching staff and all

retired staff who have served in the grade equivalent to teaching staff, for at least one academic year.

Membership: The following shall be eligible for membership in the OLA:

4.1. All alumni of LSL resident anywhere in the world.

4.2. Associate Members – The General Body may admit former staff members as Associate Members to the OLA. Such members shall not have voting rights and shall not hold elective or appointive positions.

4.3. Patron or Honorary Members – The General Body may invite persons of special significance to the OLA to be Patrons or Honorary Members. Such members shall not have voting rights and shall not hold elective or appointive positions.

Updated.

 

 

Staff members are proposed as “Associate Members.”

 

Provision for Patrons and Honorary Members  has been added.

Subscription for Membership:

1. The subscription payable by Life members shall initially be Rs500/- and shall thereafter be decided upon by the Managing Committee from time to time. No subscription shall be payable by ex-officio members.

2. The members shall be liable to pay the subscription due in the chapters or subchapters

to which they may belong.

Fees: Members may be charged a Lifetime Membership fee and / or an Annual Membership Fee, the amount(s) of which shall be fixed at the General Body Meeting. Such Membership fees shall be subject to revision through resolutions passed at a General Body Meeting. A copy of the Association Memorandum and Bylaws (physical or electronic format) shall be made available to all members.

Fees are now left to the discretion of the general body.  This is to cater for inflation and changing needs of the association.

Chapters:

1. There shall be Old Lawrencian Association Chapters for the following areas at the

places indicates, as on date of formation of this Association:

1. Tamilnadu Chapters: Madras, Coimbatpre, Madurai and Lovedale

2. Karnataka Chapters: Bangalore, Coorg, Mysore, and Mangalore

3. Central India Chapter: Hyderabad

4. Western India Chapter: Bombay

5. Northern India Chapter: New Delhi

6. Eastern India Chapter: Calcutta

7. United Kingdom Chapter: London

8. United States Chapters: New York and Los Angeles

9. Canada Chapter: Ottawa

2. New Chapters may be started by members of the Old Lawrencian Association at any other place in or outside India with the prior approval of the Managing Committee.

3. All chapters shall be governed by these by-laws and no modification shall be made in their rules by the individual chapters without the prior approval of the Managing Committee.

OLA Chapters – Regional and Global:

22.1. Regional OLA Chapter: Regional OLA Chapters may be formed at any place in or outside India with the prior approval of the Managing Committee.

22.2. Global OLA Chapter (GOLA): A Global OLA Chapter will be formed which comprises OLA members situated across the world. GOLA shall have the same powers and privileges as any Regional OLA Chapter. GOLA shall conduct its business predominantly via the OLA website.

Global OLA chapter introduced.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Managing Committee:

The affairs of the Old Lawrencian Association shall be managed by the Managing Committee (hereinafter referred to as the Committee) which shall be constituted as hereinafter provided.

Managing Committee:

14.1. The affairs of the Association shall be conducted by a Managing Committee duly elected by the General Body.

14.2. Powers and Duties of the Managing Committees shall include:

14.2. Administration of the affairs of the Association as required by applicable law and by these bylaws and / or by duly adopted resolutions of the General Body Meeting.

14.2.2. Upkeep of all Association facilities and property, moveable and immoveable.

14.2.3. Timely collection of contributions and other authorized fees from members.

14.2.4. Management of personnel necessary for the running of the Association, including their recruitment, terms and conditions of employment, remuneration, welfare, discipline and termination of employment.

14.2.5. Maintenance of up-to-date accounts and submission of the same for annual audit by person(s) appointed by the General Body.

14.2.6. Effective Control of Expenses: The Committee shall adopt and enforce effective controls on expenses. No Expense or Obligation other than those authorized by law or by these Bylaws or duly adopted resolutions of the General Body may be incurred by any person for or on behalf of the Association. Any person acting in violation of this prohibition shall be liable to indemnify the Association for any expense or obligation so incurred.

14.2.7. Responsibility to ensure the filing of reports as required by statute or regulation. The Managing Committee may direct an officer of the Association to file such reports or hire an independent person to make such filings.

 

 

The composition, powers and duties of the Managing Committee have been specified in more detail

General Meetings:

1. The Old Lawrencian Association shall hold its Annual General Meeting once every year at The Lawrence School, Lovedale, during the Founder’s Day week.

Extraordinary General Meetings may be held either in the school or at any other place where there is a chapter.

2. The quorum for General Meetings of the Old Lawrencian Association shall not be less than 25 members present in person. No proxy shall be permitted except as provided hereinafter.

3. The president of the Old Lawrencian Association shall preside at all General

Meetings and in his absence, such other member as may be elected to the Chair.

4. The President shall have a casting vote in the event of any tie in voting.

5. The President’s decision regarding any procedure or regarding the result of voting on any item of business shall be final.

6. The Hon. Secretary shall send to each member of the Old Lawrencian Association as also to each Chapter, at least 21 days prior to the proposed Annual General Meeting, a notice specifying the business to be transacted. In the case of  Extraordinary General Meetings also, the period of notice shall be at least 21 days prior to the proposed meeting, giving the purpose of the meeting, in order to elicit the comments, suggestions, and views of the various chapters.

7. If an Extraordinary General Meeting is being held at any place other than The

Lawrence School, Lovedale, members may attend and vote either in person or by

proxy.

8. The business to be transacted at the Annual General Meeting shall be as follows:

1. To receive and adopt the Managing Committee’s report, the Balance Sheet,

income and Expenditure account and the Auditor’s Report;

2. To elect the President and the Managing Committee.

3. To elect one member of the Board of Governors of The Lawrence School,

Lovedale, to represent the Old Lawrencian Association therein;

4. To transact any other business which has been included in the notice of

Annual General Meeting as provided in these rules.

EE

9. The business to be transacted at Extraordinary General Meetings shall be the business

indicated in the notice of Extraordinary General Meetings, and also any other

business received from members of the Chapters, with the permission of the

President, provided that such business has been notified to the members and the

Chapters at least one week prior to the Extraordinary General Meetings. (d)The Managing Committee shall meet at least 4 times a year either at the Lawrence School Lovedale or any place where there are chapters of the Old Lawrencian Association. (e) the Managing Committee may delegate purely administrative functions to sub-committees or any of its members who in turn shall abide by the instructions of the Managing Committee.

The General Body:

11.1. The Annual General Body Meeting (AGM) shall be held before June 30th every year, preferably during Founder’s celebrations.

11.2. Additional General Body Meetings may be held upon notice when the Managing Committee deems necessary.

11.3. The General Body shall elect the members of the Managing Committee.

11.4. Notice of General Body Meetings and of any other meeting pertaining to OLA business must be provided at least 21 days in advance, either via post or electronically via the OLA website or other alumni forums online.

11.5. The quorum of the General Body Meeting shall consist of 75 members, including members of the Managing Committee, proxies, and telepresence.

11.6. Votes may be cast in person, by proxy, or by electronic voting. The Managing Committee shall implement a means of reasonably safe electronic voting.

Due to increase in membership, quorum has been increased to 75.

 

To permit participation by all OLs worldwide,  electronic voting has been proposed.  Initially, the electronic voting procedure followed by IIT Chennai is proposed.  This has been circulated earlier.

Funds and Property: All funds and property of the Old Lawrencian Association shall vest in the Society or in Trustees, if any, to be appointed by the Managing Committee to be held invested and dealt with solely for attaining the objects of the Old Lawrencian Association.

5.6. To create and maintain an OLA Bank account into which all contributions and other funds belonging to the OLA are credited; to invest these funds in approved financial instruments as permitted from time to time. Surplus funds and income will be used solely to defray costs of administration and to promote the objectives of the OLA. Payment of any income or surplus funds to members of the OLA, except for services rendered in arms length transactions, is prohibited.

Specified in greater detail.

Bank Accounts: Bank accounts and auditors shall be opened and appointed at the Annual General Meeting, in the name of the Old Lawrencian Assn., or in the name of the Lawrence School, or in the name of any Trust Fund or Development Fund for the benefit of the Lawrence School, and shall be operated by not less than 2 members of the Managing Committee jointly.

5.6. To create and maintain an OLA Bank account into which all contributions and other funds belonging to the OLA are credited; to invest these funds in approved financial instruments as permitted from time to time. Surplus funds and income will be used solely to defray costs of administration and to promote the objectives of the OLA. Payment of any income or surplus funds to members of the OLA, except for services rendered in arms length transactions, is prohibited.

 

Expulsion of Members: (a) In the event the Managing Committee finds that the conduct of any member is such that his continuance as a member of the Association would be in the opinion of a simple majority of the Committee, detrimental to the interests of the Association, the Managing Committee shall give notice to such member calling upon him to tender his explanation within 20 days of receipt of the notice or return thereof. If the member fails to satisfy the Managing Committee through his written explanation or declines to give his explanation, the Managing Committee may, in its discretion, suspend or expel such member, provided that for expulsion, not less than 7 members of the Managing Committee shall be required to support the resolution.

Cessation of Membership:

5.1. A member of the Association shall cease to be such upon his / her death or if s/he resigns from his / her membership. Nevertheless, resignation of an officer or other person charged with any position of executive responsibility or trust with the Association, shall not relieve such person of responsibility or accountability for his / her actions in any official or representative capacity prior to the date of such resignation.

5.2. A member who has violated Association Bylaws / Rules or who has acted against the interests of the Association may be disqualified at a General Body Meeting after:

5.2.1. The Committee has issued a show cause to him/her on his/her violation of Bylaws / Rules

5.2.2. The Committee has obtained and examined his / her reply to such notice. If no reply is received within the stipulated time frame, it will be presumed that the member has nothing to state.

5.2.3. The Committee has thereafter recommended his / her disqualification and s/he is given an opportunity to be heard at the General Body Meeting.

5.2.4. A simple majority vote of those present and voting at such meeting is then sufficient for the disqualification at a General Body Meeting.

5.3. The Managing Committee may suspend a member pending action by the General Body.

 

Power to expel a member  has been transferred to the General Body.

 

The Managing Committee retains the power to suspend a member pending  action by the General Body.

Miscellaneous. All suits or legal proceedings by or against the Association shall be instituted, defended or carried on in the name of the President of the Association.

19.5.9. The Secretary shall be the designated person through whom the Association shall sue and be sued.

The Secretary is now proposed as the “Designated Person.”  This is to relieve the President who has been carrying too large a share of the burden of running the association.

 

New Clause in the Proposed MoA & Bylaws

Rationale for Introduction of New Clause

 

3. Definitions:

3.1. “Alumnus” or “Alumni” means a former student or former students of LSL who have completed at least one academic year in good standing, and such former student(s) shall be permitted to become a member in the year that s/he attains the age of majority.

3.2 Attendance or Presence at a meeting includes telepresence or virtual presence by means of telecommunication, Internet, or existing or future technology enabling such remote communication.

3.3. “CORE” means the “Council of Representatives” comprising one elected person from each Class Year.

3.4. “Financial Year” of the OLA shall be from April 1 to March 31 of the following year

3.5. “General Body” means the collective membership of voting members of OLA

3.6. “GOLA” means the Global Chapter of the OLA

3.7. “LSL” or “the School” means The Lawrence School, Lovedale, Nilgiris, Tamil Nadu, India

3.8. “Majority of Members” means the majority in a duly constituted General Body Meeting, at which a quorum is present.

3.9. “Managing Committee (MC)”, sometimes referred to as “the Committee”, means the Managing Committee of the OLA consisting of at least four, but not more than eleven members of the OLA, voted in by the General Body.

3.10. “Member in Good Standing” means a member who has no unpaid dues to the Association and is not in substantial violation of Association Bylaws or Rules.

3.11. “OLA” or “Association” means Old Lawrencians Association

3.1  Brought to “Definitions” section from the main body.

 

 

 

 

 

 

 

 

 

 

3.2  An important step towards  modernisation and globalisation.

 

 

 

 

 

 

 

3.3  Currently, many batches are operating in isolated islands.  CORE is a concept whereby various batches work under the aegis of OLA.  Secondly,  due representation is given to the younger OLs.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

3.9   Specified in more detail than the existing bylaws.

 

 

 

 

 

 

 

 

3.10   An important  concept which is implied in the current bylaws.  Now made more explicit.

 

6. Membership Registry: A membership registry containing Name, Address, Phone Number, Email Address, and Year of Leaving of all OLA members shall be kept in the possession of the Secretary of the Association and shall be treated with due care. Other optional information includes occupation, photographs, names of spouses and children, association memberships, and any other information which the General Body may deem appropriate. An electronic copy of the membership registry shall be updated periodically and maintained at the OLA website.

6.   These are important duties of the Managing Committee.

 

10. Rights, Duties, and Responsibilities of Members: All members of the General Body in good standing shall have the following rights:

10.1. To attend all meetings of the General Body and participate in all

deliberations during such meetings;

10.2. To be eligible to nominate and be elected or appointed to any elective or appointive position;

10.3. To propose amendments and resolutions and to vote on those presented at General Body Meetings;

10.4. To avail of the facilities of the Association and participate in whatever activity the Association may engage;

10.5. To inspect the records and books of accounts of the Association as permitted by applicable law.

10.   A single class of membership based  on the principle of  “One member one vote” is proposed.  More detail introduced.

 

11.7. PROXY: If unable to attend a General Body Meeting in person, a member may provide specific authorization in writing to any other person, including another member, to represent himself / herself at that particular meeting and vote on his/ her behalf. The proxy authorization shall be received by the Returning Officer at least seven calendar days prior to said meeting. The form of such proxy authorization shall be specified by the Secretary. Each person attending said meeting shall be restricted to exercising a maximum of three proxy votes. No proxy votes may be cast electronically.

11.8. ELECTRONIC VOTING:

11.8.1. Members who have a virtual presence at the meeting may vote electronically.

11.8.2. Electronic voting for elections of members of the Managing Committee shall be conducted during a set period prior to the General Body Meeting via secure electronic voting on the OLA website.

11.9. DISQUALIFICATION: A member not in good standing shall be ineligible to vote on any resolution or to vote for himself / herself or by proxy for others, or to stand for office in any election for any position or for membership in the Managing Committee. A member not in good standing may attend a General Body Meeting only as an observer, and with prior permission of the President.

11.7   A step towards globalisation.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

11.8  A major step towards globalisation.

 

 

 

 

 

 

 

 

 

11.9   Earlier implicit  idea now made explicit.

 

12. Records of the Association: The following records shall be maintained at the office of the Association in electronic or physical form:

12.1. Membership Registry

12.2. Minutes of General Body Meetings

12.3. Minutes of Managing Committee Meetings

12.4. Cash Book and Ledger

12.5. Receipts and Vouchers

12.6. All publications, reports and souvenirs of the Association

12.7. All documents as required by law under the Tamil Nadu Societies Registration Act No. 27 of 1975.

12.8. Minutes of General Body Meetings and Managing Committee Meetings must be published electronically via the OLA website within two weeks after conclusion of meeting.

12.   To facilitate smooth functioning of OLA  and avoid objections by the Auditor and Registrar.

 

 

 

 

 

 

 

13. Powers and Duties of the Association:

13.1. The Managing Committee shall have the responsibility of administering Association activities in accordance with these Bylaws, as permitted by applicable law, and consistent with valid resolutions and votes of the General Body. The Association shall, through the Committee, convene annual meetings to approve the annual budget, elect officers, and attend to business and policy matters affecting the Association and its members. The Committee shall convene general meetings and special meetings of the General Body when required. The Association may frame Rules in order to amplify these Bylaws, which shall apply to all members after they are approved via majority at a General Body Meeting. If there is a conflict between these Bylaws and any subsidiary rule, these Bylaws shall take precedence.

13.2. Resolutions: All resolutions of the Association shall require the approval of a simple majority of eligible voting members at a General Body Meeting. Any resolution amending the Bylaws and authorizing the acquisition, sale, transfer, lease or mortgage of any immovable property of / for the Association shall require a 3/4th majority at a General Body Meeting which notice shall have included as an agenda item, a summary description of such proposed action.

13.3. Meeting Location and Venue: Meetings shall be held at any suitable location and venue as decided by the Managing Committee.

13.4. Annual General Body Meetings: The AGM has the powers and responsibility to approve or disapprove the accounts, budget, appointment of auditors, legal advisor(s) and senior employees. On completion of the agenda, the Election Committee (EC) shall conduct the concluding part of the annual election process and the President shall announce the results. (See also Section 15). Newly elected Committee members shall then take office.

13.5. Other General Body Meetings: General Body Meetings (GBM) other than the Annual General Meeting, when called may also be held at any location the Managing Committee deems suitable and desirable, giving due regard to the purpose of any such meeting and the convenience of those most likely to attend in person.

13.6. Extraordinary General Body Meetings (EGM): EGMs may be held either at LSL or at any other place where an OLA Chapter and adequate electronic connectivity exists. The MC shall call an EGM upon petition by at least 75 members transmitted in hand, by mail, or by electronic transmission to the OLA office. Notice of the EGM shall be given within 15 days of the petition. The EGM shall be scheduled on a date 21 to 30 days after the issue of notice. Only business expressly stated in the petition shall be transacted at an EGM. Electronic voting on the EGM resolution(s) shall open at least seven days

before the meeting and shall close during the meeting.

13.7. Notice of Meetings: The Managing Committee shall provide notice of any General Body Meeting via post or email or through the OLA website, stating the purpose, time and location of the meeting, at least 21 days prior to such meeting.

13.8. Adjourned Meetings: If any General Body Meeting cannot be conducted due to lack of quorum, the Managing Committee may adjourn the meeting by approximately 24 hours from the scheduled time. At such adjourned meetings the minimum quorum is reduced to 35 members.

13.9. The OLA shall establish procedures with the School to obtain the student list of every graduating class and have them enrolled in the OLA.

13.10. The OLA shall obtain the name and contact information of one elected representative for every graduating class to be a member of the Council of Representatives (CORE) and to serve as liaison for that class.

13.11. The OLA shall, on an annual basis, obtain from each CORE member updated lists of email addresses for the whole class.

 

Made more explicit.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Rules will be formulated after the bylaws are approved.

 

 

 

 

 

 

 

13.2   Ordinary and Special Resolutions.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Election Committee introduced.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

13.6  The clause regarding EGMs  is generally used  when the general body loses confidence in the Managing Committee.  Such occasions will, hopefully, be rare.

 

The Societies Act has a provision whereby the petitioners may convene an EGM if  the Managing Committee avoids holding an EGM.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

13.8   To cater for initial lack of quorum.

 

 

 

 

 

 

 

 

 

 

 

 

13.10   CORE is a major change in the constitution.  It will  encourage wider participation, especially by younger OLs.

 

15. Election and Term of Office for Managing Committee:

15.1. The General Body shall elect the President, up to three Vice Presidents, a Secretary, and a Treasurer as Principal Officers and up to five other members for a term of one year for each position. They may be re-elected annually so as to serve continuously for not more than three years.

15.2. Each member is allowed one vote for each elected position, whether it be in person, electronically, or by proxy.

15.3. A member shall not be on the Managing Committee continuously for more than three years. However, s/he can stand for re-election after a waiting period of two years.

15.4. An Election Committee comprising three members of the General Body, and not members of the Managing Committee, shall be responsible for the conduct of elections to the Managing Committee. The appointment of members of the Election Committee shall be done by the Managing Committee at least 60 days before an election and their function shall cease after the results of the election have been certified by the President.

15.5. The Election Committee shall be the sole judge of all contests relating to the elections and qualifications of the members of the Managing Committee. Consistent with these bylaws, it shall adopt such rules and regulations as may be necessary for the discharging of its functions.

15.6. The Election Committee shall invite nominations from voting members. Nominations shall be in the prescribed form and shall contain provisions for submission of nominations by electronic means. The Election Committee shall acknowledge promptly all nominations received.

15.7. A member shall not propose or second names of more than one member to the Committee for the same position. Consent of the nominee, either on the nomination form or electronically, is mandatory.

15.8. The Nomination Period shall conclude at least 21 days prior to the General Body Meeting so as to allow a set period for secure electronic voting.

15.9. The Election Committee shall publish on (i) the OLA website, (ii) the Oldlaws Yahoogroups forum, (iii) the Oldlaws Facebook page, and (iv) in its discretion, such communications sites as may in the future serve the body of OLA members at large, the list of valid nominations received. The provisions of this paragraph shall be liberally interpreted to allow the Election Committee to use the most efficient and modern means of communication as may be available from time to time, consistent with the goal of providing actual notice to OLA members.

15.10. The Election Committee shall provide at least 3 days advance notice to all voting members prior to the official commencement of the electronic voting period by posting the same electronically at the websites identified, supra.

15.11. Secure electronic voting shall be conducted via the OLA website during a set- period of 2 weeks, ending no later than 5 days prior to the General Body Meeting.

15.12. The Election Committee shall count the physical votes cast at the General Body Meeting and present the combined voting results, physical and electronic, in a signed statement to the President, who shall announce the results to the General Body in person at the meeting and by posting the same electronically at the websites identified, supra.

15.13. Attendance of candidates contesting the election is mandatory at every General Body Meeting.

15.14. If only one nomination is received for a particular post, it should be announced in the General Body Meeting by the Election Committee, provided, however, that no person shall accede to an elective post by default and needs to be elected by a majority of votes cast.

15.15. In case of insufficient nominations, the General Body may waive the appropriate rules and permit “on the spot” nominations.

 

16. Vacancies in the Managing Committee: Vacancies in the Managing Committee, caused by any reason including the removal of a Committee Member by a vote of the General Body, shall be filled from among willing members in a duly constituted meeting of the Managing Committee. Each person so elected shall be a Managing Committee Member until a successor is elected at the next General Body Meeting.

 

17. Removal of a Committee Member: At any regular or special meeting of the Managing Committee, one or more of the members, excluding Principal Officers, may be removed by majority vote for absence without sufficient cause from three consecutive Managing Committee meetings.

 

18. Organization of Meetings of the Managing Committee:

18.1. First Meeting: The first meeting of a newly elected Managing Committee shall be held within fifteen days of election at a place fixed by the President at the Annual General Body Meeting at which they were elected. No further notice shall be necessary to the newly elected Committee Members. The meeting may be conducted by teleconference or web conference.

18.2. Regular Meetings: Regular Meetings of the Managing Committee shall be held at a place and time determined by the President. At least one such meeting shall be held per calendar quarter. Notice of such meetings shall be given to each Committee Member by the Secretary by post or email at least two weeks prior to the day of such meetings. Meetings may be conducted by teleconference or web conference.

18.3. Special Meetings: Special meetings of the Managing Committee may be convened by the President or via written request of at least five members with three days notice to each Managing Committee Member by post or email, stating the purpose, time, and location of meeting.

18.4. Quorum: At all Managing Committee meetings the quorum shall be the President or Vice President and at least three members of the Managing Committee.

Three Vice Presidents are  proposed so as to share the burden with the President.  The current bylaws are silent on this issue.

 

 

 

 

 

 

A three year limit, subject to re-election every year, is proposed for service in any capacity in the Managing Committee.  After a break of two years,  the member is again eligible  to stand for election.

 

 

 

 

 

 

 

 

 

 

The Election Committee described in greater detail.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

15.11   Electronic voting will be completed at least 5 days before the AGM.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

15.14   No walkover for  sole candidates.  The general body is given the chance to  reject  even a sole candidate.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

16.   Procedure defined.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

17.  Procedure defined

 

 

19. Principal Officers:

19.1. The Principal Officers of the Association shall be the President, Vice Presidents, Secretary, and Treasurer.

19.2. The Principal Officers of the Association shall be elected annually for a term of one year by the General Body and shall hold office at the pleasure of the General Body.

 

19.3. PRESIDENT: The responsibilities of the President are the following:

19.3.1. S/he shall be the Chief Executive Officer of the Association;

19.3.2. Preside at meetings of the Association and the Managing Committee;

19.3.3. Have the power to appoint committees and sub-committees from among the members for specific tasks – the Managing Committee shall be kept informed of the same;

19.3.4. Exercise Power of Attorney on behalf of the OLA for management of common property or other responsibilities, as authorised by the General Body in accordance with the provisions of Clause 13.2;

19.3.5. Ensure that decisions at the meetings of the Managing Committee have the backing of a simple majority;

19.3.6. Ensure that the finances of the association are effectively managed;

19.3.7. Not to sanction any expenditure unilaterally;

19.3.8. Ensure that cash book is maintained by the Treasurer and is checked and signed each month on the last working day by himself/herself or by a member of the Committee, so authorized.

19.3.9. To ensure that appropriate and required filings to comply with statutes and/or regulations are made on a timely basis by the Association.

 

19.4. VICE PRESIDENT(S): The Vice President(s) shall together act for the President and perform his / her duties whenever the President shall be absent or unable to act. If neither the President nor any of the Vice-Presidents is able to act, the Managing Committee shall appoint another Principal Officer to act as Officiating President on an interim basis. The Vice President(s) are to carry out surprise checks of cash and stock at least twice a year. The Vice-President(s) shall also perform such other duties as are assigned to them by the Committee.

 

19.5. SECRETARY: The responsibilities of the Secretary are the following:

19.5.1. Maintain in a Master Register, detailed record of member names, addresses, phone numbers, email addresses, graduating year, and any other details considered relevant by the Committee. A back up register shall also be maintained in a separate, safe location, such as a bank locker. Records will be made available by the Secretary to members for verification of their own records. An electronic copy of the Master Register shall be sent to the webmaster of OLA website, as a repository for safekeeping; periodic updates of the electronic files so transmitted shall be sent to such person;

19.5.2. Compile the minutes of all meetings of the Committee and the Association;

19.5.3. Have charge of and maintain such books and papers as the Committee may direct;

19.5.4. In general, perform all the duties related to the office of Secretary, including implementation of decisions of the Committee and the General Body, in coordination with respective Committee Members;

19.5.5. Ensure financial propriety and effective financial control;

19.5.6. Oversee the working of the Association employees;

19.5.7. Be responsible for the personnel management of all employees;

19.5.8. Coordinate activities of Committee members holding other portfolios.

19.5.9. The Secretary shall be the designated person through whom the Association shall sue and be sued.

 

19.6. TREASURER: The responsibilities of the Treasurer are the following:

19.6.1. Be responsible for Association funds and investments;

19.6.2. Plan investments of the Association and get them approved by the Committee;

19.6.3. Keep accurate accounts of receipts and expenditures;

19.6.4. Keep all expenditure within the budget approved by the General Body Meeting;

19.6.5. Ensure that Cash Book is maintained manually or in computer and authenticate the print out of Cash Book;

19.6.6. Ensure proper maintenance of Bank Accounts of the Association and prepare monthly reconciliation statement;

19.6.7. Get all ledger Accounts updated monthly and thereafter prepare a Trial Balance by the tenth day of each month;

19.6.8. Be responsible for preparing and getting approved the Budget for the subsequent year;

19.6.9. Prepare the final accounts of the Association as on 31st March each year by 10th April and have them audited by 20th April each year;

19.6.10. Get a suitable person appointed as the Association auditor and get his/her remuneration approved in the annual General Body Meeting;

 

20. Removal of Principal Officers: A Principal Officer may be removed by a 75% majority vote at a General Body Meeting. S/He shall, upon his or her request, be heard at this meeting before the final decision. The successor shall be elected at the same meeting from amongst other members of the Managing Committee or from amongst other members willing to contest for the post. Should a member of the Managing Committee be elected as a Principal Officer, the resultant vacancy in the Managing Committee may be filled up in the same GBM. The normal election process as per the bylaws will not apply in this case.

 

 

21. Council of Representatives (CORE):

21.1. The CORE is a body constituted inter alia, to provide input and guidance on the activities of the OLA.

21.2. Members of the CORE shall:

21.2.1 Advise the Managing Committee on policy matters affecting the body of members;

21.2.2 Consider, and if thought fit, approve the draft annual budget and items of expenditure before they are presented to the General Body;

21.2.3 Encourage alumni throughout the world to become and remain involved in OLA affairs, fundraising and other activities;

21.2.4 Serve as liaison and point-of-contact between the OLA and the rest of their class. Each CORE member shall maintain updated email lists of his / her class and supply said list to the OLA on an annual basis.

21.3. The CORE shall elect and appoint Chairs to oversee and drive specific activities and projects. The election of such Chairs shall be conducted via simple majority vote by all CORE members.

21.3.1 The CORE may establish, alter and / or terminate, from time to time, such Chairs as may appear to further the purposes of the CORE.

21.4. The CORE shall elect one moderator and may elect up to three co-moderators from amongst its members when conducting its business and meetings.

21.5 Membership & Election: The CORE shall comprise one elected representative from each graduating class of LSL, who shall be the designated CORE representative for that particular batch. Nominations shall be posted on the OLA website for two weeks prior to conducting elections and secure electronic voting shall be conducted via the OLA website over a period of one week for election of CORE members, and results shall be announced by publishing on the OLA website. The election process shall be overseen by the same Election

Committee constituted for conducting elections to the Managing Committee for that year.

21.6. Term: The term of CORE members shall be for a period of three years with no limit to the number of terms served.

21.  CORE  duties, responsibilities and powers defined.

 

23. Compliance: These Bylaws are set forth to comply with the requirements of the Tamil Nadu Societies Registration Act No. 27 of 1975 as amended from time to time. In case of any conflict between these Bylaws and the provisions of the said Act, the provisions of the Act shall prevail.

 

 

24. Amendments to Bylaws: These Bylaws may be amended by the Association in a duly constituted meeting for the purpose. No amendment shall take effect unless approved by at least 75% of the total number of voting members.

 

 

25. Disputes: Any member of the association may file charges, through a written complaint, with the Secretary of the Association. All disputes shall be resolved by the President by calling a meeting of the Managing Committee. In case the dispute cannot be solved by the affirmative vote of the majority of the Committee during its meeting, the President shall then call a General Body Meeting for this purpose. The decision of the General Body shall be final.

 

 

26. Dissolution:

26.1. A proposal for the dissolution of the Association shall be considered at an EGM called exclusively for the purpose and shall require an affirmative vote of at least three-quarters of the voting members.

26.2. The quorum for such meeting shall be 200 members on the Registry of the Association.

26.3. The proposal, if caused by such a majority, shall be required to be confirmed by a like majority and a like quorum at a subsequent EGM called exclusively for the purpose of confirmation, to be held not earlier than thirty days from the date of the previous meeting.

26.4. In case of dissolution of the Association, its properties shall not be distributed to its members but shall be donated to a similar organization or to the Lawrence School, Lovedale, Nilgiris – 643 003.

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