Rules & Regulations

  1. INTRODUCTION – The Society shall be known by the name of “Society for Promotion of Science and Technology in India”
  2. REGISTERED OFFICE - The Registered Office of the Society shall remain in the State of Haryana or Chandigarh and at present, is at 229, Sector 4, Mansa Devi Complex, Panchkula.
  3. INTERPRETATION – In the interpretation of these rules and regulations, unless there is something inconsistent with the subject to context:-
    1. “First Governing Council” means the Council as mentioned in Rule-8.
    2. “Member” means and includes the member elected by the Society, the member nominated by any donor or his heirs, executors or administrators and accepted by the Governing Council.
    3. “Office Bearers” means and includes the President, Vice President, General Secretary, Advisor and Treasurer.
    4. “Person‟ means and includes individuals, firms, societies, clubs, associations, corporations and incorporated bodies.
    5. “Society” means “the Society for Promotion of Science and Technology in India”.
    6. “Society Funds” shall mean and include all investments, funds, properties including movable and immovable belonging to the Society.
    7. “Year” means the period commencing from 1st April and ending with 31st March.
  4. MEMBERSHIP – There shall be the following types of members, namely:-
    1. LIFE MEMBERS
      1. Any citizen of India, not below the age of eighteen years, who gives a sum of ten thousands Rupees (Rs. 10,000) or a firm, society, club, association, educational institution, corporation and incorporated body, who gives donation of a sum of twenty five thousands Rupees (Rs. 25,000) or more to the Society, shall be the life member of the Society. Further, the approval of minimum 2/3rd of the members of First Governing Council shall be necessary for enrolling any life member.
      2. Notwithstanding anything contained in sub-para (a) above, the First Governing Council may enroll an eminent scientist, engineer, scholar or civil servant as Life Member without payment of fee. Further, the approval of minimum 2/3rd of the members of First Governing Council shall be necessary for enrolling any life member.
      3. The desirous persons as mentioned in Clause 6 of Memorandum of Association of the society and Patrons shall be Life members of the Society and shall not pay any fee.
    2. ORDINARY MEMBERS
      1. An individual person, who pays a subscription of five hundred Rupees (Rs. 500) per year, or a firm, society, club, association, educational institutions, corporation and incorporated body, who pays ten thousand Rupees (Rs. 10,000) per year shall be an ordinary member. Further, the approval of minimum half of the members of the Governing Council shall be necessary for enrolling any such member.
      2. Such member shall have right to vote at the meeting of General Body.
      3. An ordinary member shall cease to be a member of the Society, if he fails to pay the subscription within one month of the due date, as determined by the Governing Council, without any reasonable cause. Such a member may be re-admitted on a fresh application and on payment of his arrears.
    3. ASSOCIATE MEMBERS
      1. An individual person, who pays a subscription of two hundred and fifty Rupees (Rs.250) per year, or a firm, society, club, association, educational institution, corporation and incorporated body, who pays five thousand Rupees (Rs. 5,000) per year shall be an associate member. Further, the approval of minimum half of the members of the Governing Council shall be necessary for enrolling any such member.
      2. Such persons shall have no right to vote at any General Meeting.
      3. An associate member shall cease to be a member of the Society, if he fails to pay the subscription within one month of the due date, as determined by the Governing Council, without any reasonable cause. Such a member may be re-admitted on a fresh application and on payment of his arrears.
    4. HONORARY MEMBERS –
      The First Governing Council may enroll any person or a firm, society, club, association, educational institution, corporation and incorporated body as honorary member for such period and on such terms as it may think fit. Such member shall have no right to vote at any general meeting.
    5. Not withstanding anything contained in sub-clauses (i) to (iv) above, where any member is a company, educational institution, association, joint family, partnership firm or society, such company, educational institution, association, joint family, partnership firm or society may appoint, in writing, any person as its nominee to represent for it.
  5. PROCEDURE FOR MEMBERSHIP – A person desirous of becoming a member of the Society shall apply in writing, giving details about himself to the President. The application of Life Member and Honrary Member shall be forwarded to First Governing Council for decision, whereas for Ordinary Membership and Associate Membership, the application shall be forwarded to Governing Council, who shall be entitled to accept or reject any application without assigning any reason whatsoever in this regard. The decision of the First Governing Council or the Governing Council, as the case may be, shall be final.
  6. GENERAL BODY – The life members and ordinary members of the Society shall constitute the General Body.
    1. POWERS OF THE GENERAL BODY – The General Body shall have the following powers, namely:-
      1. Full powers to take decision in respect of all matters pertaining to the Society.
      2. To amend or alter the Constitution and Memorandum of Association of the Society, the procedure for which is provided in the Constitution.
      3. To remove or suspend any member of the Governing Council, except any member of the First Governing Council and to hold re-election.
      4. To consider and pass the budget of the Society as and when presented by the Governing Council.
      5. To consider and approve the annual report of the Society.
      6. To consider and pass the audited annual accounts of the Society.
      7. To consider the proposals submitted by the Governing Council and to pass them either with or without amendment or to reject them.
    2. MEETING OF GENERAL BODY
      1. A meeting of General Body of the Society may be ordinary or extraordinary. The Annual General Meeting of the Society shall be called the Ordinary General Body Meeting. All other meetings shall be called Extraordinary Meetings.
      2. The Annual General Body Meeting will be held once in every year at such time, date and place as the Governing Council shall determine.
      3. An extraordinary General Body Meeting may be convened by the Governing Council of its own motion or upon a requisition made in writing either by the President or the General Secretary or by not less than 2/3rd members of the society entitled to vote. Such requisition shall specify the object of the meeting proposed to be called and must be signed by all the requisitionists and shall be delivered at the Registered Office of the Society.
      4. Fifteen days‟ notice specifying the place, date, time and nature of the business shall be given to the members by post or by hand delivery, at their respective addresses available with the society of any meeting of General Body, whether ordinary or extraordinary, but the accidental omission to give or non-receipt of such a notice by any member shall not invalidate the proceedings of any General Body Meeting.
      5. The quorum of any General Body Meeting shall be two third of the ordinary and life members, personally present, among whom President, Honorary Secretary and any other office bearer must be present. If the quorum is not complete in any meeting of General Body, next meeting may be convened at any time, in which quorum shall be five members personally present, among whom President or Vice President and General Secretary must be present.
      6. The business of the Annual General Meeting shall be:
        1. To receive and to adopt the audited statement of accounts and the annual report of the society with or without amendment or reject the same.
        2. To consider and approve annual budget.
        3. To elect requisite number of members of the Governing Council after every five years.
        4. To fill the vacancies of the Governing Council, if any.
        5. To transact such other business, which may be brought before the meeting of General Body by the Governing Council.
  7. PATRONS – The Governing Council may, from time to time, appoint persons of eminence as patrons of the society for providing guidance to the society. They shall be kept informed of the activities of the society. Any advice received from any of them shall be considered by Governing Council, which shall also submit action taken report to them.
  8. Every member of General Body shall be eligible to be elected as the Vice President and Advisor. They shall be elected by the General Body. Every member of the General Body shall have one vote. Vote by proxy or by post shall in no case be permitted.
  9. Only life members of the Society shall be eligible to contest elections for President, General Secretary and Treasurer.
    1. Any retiring member of the Council shall be eligible for re-election.
    2. A member of the Governing Council shall cease to hold office on his resignation having been accepted by the Governing Council.
    3. A member of the Governing Council may be suspended or removed by the approval of at least 2/3rd of the members of the General Body in a meeting so convened for the purpose. However, the General Body shall have no right to remove or suspend the members of the First Governing Council.
    4. Casual vacancies in the Governing Council may be filled up by the Governing Council. The approval of at least 2/3rd of the remaining members of the Governing Council shall be required to this effect.
    5. Any person elected by the Governing Council to fill a casual vacancy in the Governing Council shall hold office only for the time, the person, in whose place he is elected, would have held the office.
    6. No member of the Governing Council shall vote on any matter in which he is personally interested or has any business dealing.
    7. The business and affairs of the Society shall be carried on and managed by the Governing Council. The Governing Council shall have full power and authority to do all acts and omissions, which may be expedient for the purpose of the Society and under these Rules and Regulations in particulars the following:-
      1. To look after and manage the affairs including office, laboratories, institutions and properties of the Society, and to spend moneys required for that purpose.
      2. To prepare and submit to the Annual General Body Meeting annual budget, annual audited statement of accounts and report of the previous year.
      3. To pay all rates, rents, taxes, salaries and remunerations of the employees of the Society.
      4. To fix, collect, increase or decrease the rents of any of the properties belonging to the Society.
      5. To invite and accept donations and subscription with or without any conditions.
      6. To appoint any committee and sub-committee as and when necessary and with such power as the Council may deem fit.
      7. To decide applications for membership and accept resignation of members.
      8. To acquire in the name of the society by gift, purchase, exchange, lease on hire or otherwise any kind of land and building of the Society.
      9. To build, construct and maintain buildings and to pull down alter, extend, improve and repair building of the Society.
      10. To hire any premises for running the activities of the Society.
      11. To borrow or raise money, which may be required for the purpose of the society, by way of promissory note or other obligations or securities of the society or by mortgage or charge on the property of the Society.
      12. To amalgamate the society with any association, society or institution having object altogether similar or in part similar to those of this Society.
      13. To make, from time to time, amend, repeal or alter terms and conditions and by-laws regarding duties of any officers, employees or servants of the Society and as to the conduct of the business of the Governing Council or any committee or sub-committee appointed by the Governing Council as to any of the matters or things within the powers or under the control of the Council provided that the same shall not be inconsistent with the Memorandum of Associations or the Rules and Regulations of the Society.
      14. To participate in tenders, negotiate and enter into contracts on behalf of the Society and to vary and rescind such contracts.
      15. To delegate any of the powers of the Governing Council to any officer or sub-committee or committee.
      16. To expend the funds of the Society in such manner as considered most beneficial for the purpose of the Society.
      17. To do all such acts and things as are incidental or conductive to the statement of the above powers or anyone or move of them and to the objects specified in the Memorandum of Association.
      18. To appoint any Committees or Sub-Committees (consisting wholly or partly) or members of their own body and/or others as they may think fit and may delegate any of their powers to them and prescribe the functions of and the procedure at any such Committee or Sub-Committee.
      19. Any interpretation by the Governing Council of the constitution, rules, regulations and by-laws of the Society for the time being shall be final and binding upon the members.
  10. MANAGEMENT OF FUNDS
    1. The Office Bearers shall hold the society funds and all income arising there from upon to pay and apply the same for the object and purposes of the Society, subject to the conditions and stipulations, if any, governing any part thereof.
    2. The Office Bearers shall invest the capital and income of the society funds in such investment whether authorized by the Societies Registration Act, 1860 for the investment of society funds or not as the Governing Council may from time to time direct and may at the like direction vary or transpose such investment or place the same on deposit in any bank or realize any of such investments and obtain payment of any moneys so deposited as aforesaid; provided however that no investment not authorized by the Societies Registration Act, 1860 for the investment of Society funds shall be made unless the members for the time being consent thereto. Provided further that such consent shall not be necessary in case of deposits in banks approved by the Governing Council.
    3. Any receipt signed by the President or the Treasurer or the Vice-President or the General Secretary shall be a sufficient discharge to any person making any payment to the Society.
    4. The Office Bearers shall collect and receive the income of the Society Funds.
    5. All investments of the Society Funds including deposit receipts and all deeds and documents relating to any of the properties of the Society shall be kept for safe custody with the Office Bearers or with a bank approved by the Governing Council.
    6. Subject to the conditions, if any, part of the Society Funds, the Office Bearers shall deal with and dispose of all properties of the Society whether movable or immovable for the time being vested in them and the income thereof in accordance with the direction of the Governing Council evidenced by a resolution over the signature of the President and the General Secretary and not otherwise.
    7. Subject to the sanction of the Governing Council evidenced by a resolution thereof, all documents whether relating to any immovable or movable property, whether made over to the Society or belonging to the Society including Agreements, Conveyances, Mortgages, Deeds of gifts or leases shall be in the name of the Society and executed by the Office Bearers.
    8. 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 Society money or securities may be deposited or may come nor for the insufficiency or deficiency or any funds or securities nor for any other loss under the same shall happen through their own dishonesty or willful default respectively.
    9. The members of the Governing Council shall be entitled to reimburse themselves or pay and discharge out of the Society Funds all expenses incurred and payment made by them in or about execution of the Society or power in relation thereto.
    10. A Member of the Governing Council shall vacate his office and cease to act as member if he ceases to a member of the Society or becomes bankrupt or of unsound mind or dies or remains out of India for more than twelve successive months with out the permission of the Governing Council or is convicted of any offence involving moral turpitude by any Criminal Court or desires to be discharge from the Society or who refuses to act as member or is otherwise unfit or is incapable of acting as member. No member of the Governing Council shall delegate any of his duties or powers either to his co-members or to any other person except with the approval of the Governing Council.
  11. MEETING OF GOVERNING COUNCIL
    1. The Governing Council shall hold its meeting at least once every three months by giving a notice of at least seventy-two hours to all members of the Council at their addresses available with the Society. A shorter notice shall be valid if agreed upon by President or General Secretary.
    2. The quorum at any Governing Council meeting shall be minimum five members among whom President or Vice President and General Secretary shall be present. If the quorum is not complete in any meeting of Governing Council, next meeting may be convened at any time, in which quorum shall be three members personally present, among whom President or Vice President and General Secretary must be present.
  12. PRESIDENT
    1. The President of the Society shall preside and conduct and regulate all meetings of the Society. In case of tie between the members on any agenda or issue, the President shall have a casting vote. In the absence of the President, the Vice-President shall preside at the General Body Meeting and the meetings of the Governing Council and exercise all such powers. In the absence of the President and the Vice-President, the General Secretary shall preside at the General Body Meeting and the meetings of the Governing Council and exercise all such powers.
    2. Subject to any subsisting interpretation given by the Governing Council, the President at a General Body Meeting shall have authority to interpret the Constitution and the Rules, Regulation and Bye-laws of the Society for the purpose of conducting the meeting and deciding the questions arising at such meeting.
  13. VICE PRESIDENT – In the absence of President, the Vice President shall preside meetings of the General Body and Governing Council and exercise all powers of President.
  14. GENERAL SECRETARY
    1. The General Secretary shall look after the affairs of the Society under the directions of the Governing Council and shall arrange for convening meetings of General Body of the society, Governing Council and of any committee or sub-committee and any other meeting which it may be necessary to be called.
    2. The General Secretary shall keep or cause to be kept proper minutes of the proceedings and other records of the General Body Meetings of the Society and of meetings of the Governing Council and committees and sub-committees. He shall do everything necessary to give effect to the resolutions passed by the General Body Meetings of the Society and also those passed by the Governing Council and any committee or sub-committee.
  15. TREASURER
    1. The Treasurer is authorized to expend sum of Rs. 10,000/- without any prior sanction of the Governing Council. Such expending shall be subject to post facto approval of the Governing Council.
    2. Any amount exceeding Rs.10,000/-, which is not required for immediate use, shall be deposited in the Bank or Banks as may be approved by the Governing Council.
    3. The Treasurer shall ordinarily receive all payments made to the Society and pass all necessary receipts.
    4. He shall ensure that Books of Account are maintained properly. He shall get accounts audited and present report to Governing Council.
  16. POWER TO CALL MEETINGS
    1. A meeting of Governing Council shall be convened by General Secretary on the direction of President, whenever considered necessary.
    2. A meeting of committee or sub-committee shall be convened by the General Secretary of the committee or sub- committee on the directions of Chairman of committee or sub-committee.
    3. An Annual General Body Meeting shall be convened by a resolution passed in the Governing Council meeting.
    4. An Extra-Ordinary General Body meeting shall be convened by the Governing Council out of its own motion or upon a requisition made in writing by the General Secretary or the President or by not less than 2/3rd members of the Society entitled to vote.
  17. NOTICE FOR MEETING
    1. A notice of at least seventy two hours shall be required for calling a meeting of Governing Council and committee or sub-committee. A shorter notice shall be valid if agreed upon by all the members.
    2. A notice of at least 15 clear days shall be required for calling Annual General Body meeting or Extra-Ordinary General Body meeting.
  18. PERSONS ENTITLED TO VOTE
    1. In a meeting of committee or sub-committee, all the members of the committee or sub-committee, as the case may be, shall have voting right. Every member shall have one vote.
    2. In a meeting of Governing Council, all the members of the Governing Council shall have voting rights. Every member shall one vote.
    3. In a meeting of General Body, all life and ordinary members shall have right to vote. Every such member shall have one vote.
  19. The approval of at least 2/3rd members of the General Body must be obtained for dissolution of the Society. Besides approval of dissolution, 2/3rd of the members must approve the apportionment or distribution of the surplus of the Society to some other society having similar objects or distribute otherwise in accordance with the provisions of the Societies Registration Act, 1860.
  20. FINANCIAL YEAR – The financial year of the Society shall commence on Ist April and end on 31st March every year.
  21. AUDIT OF ACCOUNTS
    1. The Auditors shall be appointed by the Governing Council who shall audit the accounts of the Society and present their report in the Annual General meeting through the Governing Council.
    2. The Governing Council shall fix the fees to be paid to the auditor.
  22. BANK ACCOUNT – The Society shall open account in any scheduled bank as decided by the Governing Council. The bank account shall be operated jointly by any two of President, General Secretary or Treasurer. The Bank shall be authorized to honour all the cheques, bills, drafts etc. and to act upon the direction of the such member.
  23. AMENDMENDT OF THE CONSTITUTION – The General Body of the Society shall be competent to amend the Constitution and Memorandum of Association. For this purpose, fifteen days advance notice to the members of the Society shall be necessary. The quorum for this purpose shall be atleast 2/3rd members of the General Body of the Society and further that the amendment shall be passed by majority out of the participating members. In case of tie between the members present on any agenda or issue, the President shall have a casting vote.
  24. DISSOLUTION
    1. Any number not less than 2/3rd of the members of the Society in Extra General Meeting shall determine that the Society be dissolved whether forthwith or at any further time then agreed upon.
    2. If on the dissolution of the Society, there remains after the satisfaction of its debts and liabilities, any property whatsoever not impressed with any societies, agreed between the Society and the Donor, the same shall not be paid or distributed among the members of the Society or any of them but shall be given to some other society or institution working for the same or similar objects as those of the Society to be determined by at least 2/3rd of the members of the General Body at the meeting convened for the purpose or in default thereof by the Principal Court for original Civil Jurisdiction of the district in which the office of the Society is situated.
  25. INDEMNITY – Every member of the Governing Council and every other officer for the time being of the Society shall be indemnified out of funds of the Society against all losses and expenses incurred in the bonafide discharge of his duties, except when it happens through his own willful neglect or dishonesty or malafide intention while discharging his duties.
  26. GENERAL
    1. No member shall have more than one vote at any of the meetings of the Society. 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.
    2. An elected or co-opted member of the Governing Council shall be deemed to have vacated office if he:
      1. is adjudicated or adjudged insolvent;
      2. is convicted by a court of law for any offence involving moral turpitude; or
      3. becomes of unsound mind or physically unfit or unable to act as such.
    3. Any addition, alterations or omissions in the Rules and Regulations of the Society shall be effected by a resolution of the Society passed by at least 2/3rd of the members of the General Body and entitled to vote at a General Body Meeting of the Society duly convened. So far as concerns the alterations, extensions or abridgements in the purposes of the Society, the provisions of the Societies Registration Act, 1860, as amended from time to time shall apply.
    4. In case of any dispute arising between the Society and the other party, the provisions of Arbitration Act shall apply.
  27. APPLICATION OF THE ACT – The provisions of the Societies Registration Act, 1860, as amended from time to time, shall apply to this Society.
  28. CERTIFICATE – Certified that this is the correct copy of the Rules and Regulations of the Society.

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