BYE LAWS OF IITMAA:
The following are the Bye Laws of the IIT Madras Alumni Association (IITMAA), which is a registered society, governed by the Tamil Nadu Societies Act of 1975:
1.1 The Name of the society shall be IIT Madras Alumni Association henceforth referred to as IITMAA.
1.1.a Nomenclature: "Alumni" shall be read and understood as "alumni/alumnae" and "alumnus" shall be read and understood as "alumnus/alumna" .
1.2 The address of the registered office is Room No.109, Office of Hostel Management, Hostel Zone, IIT Madras, Chennai – 600 036
1.3 Registration and Existence: IITMAA was formally registered under the TN Societies Act on 26th July 1994. However the alumni association has been in existence informally since December 1964
1.4 Jurisdiction: IIT MAA comes under the jurisdiction of the Registrar of Societies Madras Central, Tamil Nadu, Old No.100, New No.72, Chamiers Road, Chennai - 600 018.
1.5 The Business Hours of the Society shall be between 9.00 am and 5.00 pm on all working days except Saturdays, Sundays and Government holidays.
1.6 The object of these byelaws is to carry out the mission and objectives of IITMAA, as outlined in the aforementioned Memorandum and Articles of Association, in general, and in particular, to provide an organization through which the Alumni of the Indian Institute of Technology Madras, faculty, staff and students of the institute can interact with each other for mutual benefit and for the benefit of society at large. These bye laws specify the structure, rules of process, and procedures for the proper governance of the organization, in accordance with the guidelines of the Tamil Nadu Societies Act of 1975.
1.7 Activities:, IITMAA through its Executive Committee will carry on activities in furtherance of the objects outlined in the MOA and may include conducting seminars, holding meetings, organizing events, publishing magazines and newsletters, maintaining websites and technology infrastructure, and any other activity that facilitates achievements of the objects and does not contravene any of the laws of the land.
The Association may participate in setting up a Club for the Alumni to facilitate alumni interaction, which will have all standard amenities and facilities of a high-standard social club such as games, lounge, restaurant, bar, library, etc and render all assistance for and actively promote the formation of the Club. The Club may be an independent body once it is formed and may also serve alumni of all IITs in a spirit of cooperation and synergy
1.8 Responsible Office Bearers: The President and/or the Secretary of IITMAA shall be the persons authorized to sue and be sued on behalf of the association.
1.9 Empowerment to Execute IITMAA Mission: The President and the Secretary of IITMAA along with the Executive Committee are the persons empowered to take decisions and direct the course of the association within the framework of the Memorandum of Association and Bye-Laws.
2.1 Member type and eligibility for membership to the association is categorized as defined below:
a) Patron: The Director of the Indian Institute of Technology, Madras, shall be the ex-officio Patron of IITMAA.
b) Alumni Member: Every person who has received a degree or diploma conferred by the Indian Institute of Technology, Madras, shall be eligible to enroll as Alumni Member.
c) Associate Member:The academic staff, including visiting Staff, and Registrar of the Indian Institute of Technology, Madras, other than those falling under category 2.1 b) above, shall be eligible to become Associate Member.
d) Honorary Member: IITMAA may decide to confer honorary membership to eminent persons. All Directors of IIT Madras who have been Patrons of IITMAA will be honorary member after they cease to hold the position of Director.
2.2 Enrollment: The rules for enrollment of members to the association are as follows.
a) Alumni Members: All individuals who have been conferred a degree or diploma by the Indian Institute of Technology, Madras and whose membership fees have been received by the IIT Madras Alumni Association, upon graduation will be automatically deemed to be a member of the Alumni Association. Alumni members are expected to register with the Alumni Association for future communication and periodically update their contact information in the Alumni database, online at the IITMAA website.
b)Associate Members: Academic Staff, including visiting Academic Staff and the Registrar, who are not alumni of IIT Madras shall be entitled to apply for Registration of Membership in the Form prescribed by the Executive Committee of the Association.
c) Honorary Members: Eminent persons may be admitted to be Honorary Members, as may be considered by the Executive Committee of the Association, in consultation with the Patron. Ex-Patrons of IITMAA automatically become Honorary Members after they cease to be the Director of IIT Madras.
2.3 Alumni Registry: A registry and/or an electronic database of members shall be kept at the registered office of the association.
2.4 Change of Address Notification: If a member changes his/her postal and/or e-mail address, he/she shall notify his/her new address to the Alumni Association Office, and the entry in the registry shall be accordingly changed; but if he/she fails to notify his/her new address, the address in the roll of members or Registry shall be deemed to be his/her address.
2.5 Alumni-IITMAA Communication: All communication to the members will be through e-mail, except where the member makes a request in writing for alternative means of communication.
2.6 Term of Ex-officio Membership: Where a member of the Association becomes a member by virtue of the office or appointment he/she holds, his/her membership of the Association shall terminate when he/she ceases to hold that office or appointment, with the exception of the Director of IITMAA as outlined in (2) above.
2.7 Termination of Membership:The executive committee of IITMAA may cease any individual’s status as a member under any of the following circumstances:
2.7.1 Death, Mental Disability, or Criminal Conviction: If he/she dies, resigns, becomes of unsound mind, or is convicted of a criminal offence involving moral turpitude.
2.7.2 Expulsion due to Misconduct per Rules: The Executive Committee shall have power to expel a member for willful disregard to the association's rules or misconduct on the part of the member, provided that the member concerned will be given an opportunity for explaining his conduct.
2.7.3 Appeal of Expulsion: Any member thus expelled can appeal to the executive committee and to the patron for reconsideration of expulsion with justification.
2.7.4 Resignation: A resignation from membership shall be tendered to the President and it shall not take effect until it has been accepted on behalf of the Association by the executive committee.
3.MEMBER OBLIGATIONS AND RIGHTS
3.1 Member Privileges and Rights: Members are eligible to use the services of IITMAA office, receive publications and newsletters of IITMAA, exercise their vote in GBMs, register on the IITMAA website, attend alumni meetings and events, receive annual reports, and participate in IITMAA activities.
3.2 Membership Benefits: Members can avail of services and initiatives offered from time to time by the Institute and IITMAA to alumni which may include use of facilities at the Institute or elsewhere.
3.3Member Obligations: Members are expected to conduct themselves in line with the MOA and Bye laws of the association while representing IITMAA and participating in the association activities.
4.SUBSCRIPTION AND FEES:
4.1 Lifetime Membership Fee: The life membership fee of the association shall be Rs. 1,000/- (Rupees One Thousand only) for alumni members as defined above.
4.2 Associate/Honorary Membership Fee: Associate members and Honorary members are not obliged to pay any membership fee.
4.3Donor Members: Donors to the Association will be recognized as Silver, Gold or Platinum Donor members depending on the magnitude of donations; further rules to be framed in this regard.
The membership and subscription fees are subject to revision from time to time with the approval of the General Body.
5.ORGANISATIONAL STRUCTURE :
5.1 The ORGANISATIONAL UNITS (OU): The Major Organizational Units of the Association are:
5.1.1 The GENERAL BODY,
5.1.2 The EXECUTIVE COMMITTEE and Office Bearers (President etc)
5.2 OU Support: The Alumni Office, located on the IIT Madras campus at Chennai, will support the above OUs.
6.THE GENERAL BODY:, ITS ROLE AND FUNCTIONING:
6.1 The GENERAL BODY consists of all Members registered in the membership registry.
6.2 Member Voting Rights: Each Alumnus Member will have ONE VOTE in the GENERAL BODY.
6.3 Supreme Authority: The GENERAL BODY shall be the Supreme Authority in all matters pertaining to IITMAA.
6.4 The Annual General Body Meeting (AGM) of the Association shall be held no later than 31st December every year, at the Institute premises or at such notified place and at such time and date as the Executive Committee may determine to transact the following business:
6.4.1 Notice for AGM: At least 21 days notice shall be given for holding the Annual General Meeting. The Secretary's report and the audited statement of accounts of the preceding financial year shall be circulated and/or posted on the Association’s website at least seven days prior to the date of Annual General Body Meeting.
6.4.2 Approval of Annual Report and Accounts: To approve the annual report and the audited statement of accounts of the Association for the previous financial year ending, 31st March.
6.4.3 Election of the Executive Committee: To elect the members of the Executive Committee of the association and office bearers as required.
6.4.4 Appointment of Auditor: To appoint auditor or auditors to hold office from the conclusion of one Annual General Body Meeting to the conclusion of next Annual General Body Meeting.
6.4.5 Resolution of General Matters: To discuss, and resolve matters of general interest to the members which may be placed before the meeting or any other matter for which seven days notice has been received from any member, subject to the permission of the chair.
6.5 An Extraordinary General Meeting (EGM) of the members of the association may be called by the executive committee.
6.5.1 EC Initiated EGM: An Extraordinary General Meeting of the members of the association may called by the executive committee on its own.
6.5.2 Members Requested EGM: Such Extraordinary General Meeting shall also be called at the request made to the Executive Committee in writing by at least 250 registered members of the Association.
6.5.3 The announcement of the EGM shall be done within one month from the date of receipt of their requisition in writing, and the actual meeting conducted not later than 30 days from the date of the announcement. For holding an Extraordinary General Body Meeting, 30 days clear notice shall be given to the members specifying the business to be transacted.
6.5.4 Mode, Medium, and Voting at AGM/EGM:
i) AGMs and EGMs could be a combination of physical and virtual online meetings.
ii) Members can cast their votes on the motions / agenda items, via internet in the POLL which will be kept open for a minimum of 3 days prior to the EGM or AGM.
iii) The POLL will be set up in such a way to authorize the Chairman of the Meeting to act as the Proxy for each of the members participating in the POLL.
7.QUORUM AND VOTES
7.1 Quorum for an AGM: should be a minimum of 100 members physically or virtually present.
7.2 Quorum for an EGM: should be a minimum of 100 members, physically or virtually present and voting, of which at least 25 members should be physically present at the time and place of EGM notified by the EC, whether convened by EC or requisitioned by the members.
7.3 Quorum for Changing Byelaws, in the AGM or EGM, should be minimum 100 members, the physical/virtual composition of which being the same as in Clause 7.2 above.
7.4 For revising the 'Quorum' of AGM/EGM upwards to any higher figure than specified in 7.1 or 7.2 above, at least twice the number of members proposed as the new quorum should be present and be voting, physically or virtually, in the AGM/EGM.
7.5 Member Voting Rights in the AGM/EGM: Every Alumnus Member shall have one vote and in case of equality of votes. The President of the EC shall be the Chairman of the meeting, and shall have a Casting Vote. A member shall NOT vote by proxy except as provided in 6.5.4 (iii).
7.6 Meeting Mode, Medium, and Voting Process: Since EGM's, AGM's may be physical / virtual meetings, a member should be allowed to record his/her acceptance of the proceedings through polling that is kept open for a week prior to the EGM or AGM. There is no need for all the 100 members to be physically/virtually present on the day of the EGM/AGM.
8.The EXECUTIVE COMMITTEE (EC): FORMATION, ITS ROLE, AND FUNCTION
a) The affairs of the ASSOCIATION will be managed by an EXECUTIVE COMMITTEE (EC) per the Clauses below.
8.1 Executive Committee (EC) consists of
8.1.1 Six (6) Eelected office Bearers
- 1) President
- 2) Executive Vice-President
- 3) Secretary
- 4) Treasurer
- 5) Joint-Secretary(I)
- 6)Joint-Secretary (II)
8.1.2 One Faculty member nominated by the Patron as the Head, Office of Alumni Affairs
8.1.3 President of IITMAANA (IIT Madras Alumni Association of North America
8.1.4 Immediate Past president of IITMAA
8.2 Election of EC Members Including Office Bearers
8.2.1 Election: The General Body shall elect, at its annual meeting, six office bearers, for positions described in Clause 8.1.1. The General Body shall also ratify the three members described in Clause 8.1.2, 8.1.3 and 8.1.4.
8.2.2 EC Position and Election Characteristics: The following position and election characteristics will be preserved when conducting elections to the EC:
1) All positions are GLOBAL except Secretary and Treasurer who should be Chennai based;
2) Global General Elections for EC, with one Common Electorate
3) Each alumnus has ONE VOTE for each position in the EC via one Common Voting mechanism across via the Internet at the Central MAA Website, allowing all alumni from all over the world to vote.
4) Electronic polling will be kept open for a minimum of one week prior to AGM which will coincide the last date of the polling.
8.2.3 Eligibility Criteria for contesting EC elections: The following alumni are eligible to contest for any of the positions in the EC, including office bearers. In any election an alumnus can contest for only one post.
Elected Members: As described in Clause 8.2.2 who have completed five years of membership of the Association..
Nominated Members: As described in Clause 8.2.3.
8.2.3.A Presiding Officer will be appointed by the Executive Committee for the purpose of the conduct of the elections. The list of the eligible nominees for the various posts shall be clearly communicated and / or posted on the Association’s website immediately after the last date for nominations and the updated list after the last date for withdrawals.
8.2.4 Presiding Officer will be appointed by the Executive Committee for the purpose of the conduct of the elections. The list of the eligible nominees for the various posts shall be clearly communicated and / or posted on the association's website immediately after the last date for nominations and the updated list after the last date for withdrawals.
8.2.5 Secret Ballot: The election will be held through secret ballot by a reliable physical and/or electronic, internet based voting.
8.3 Term of Office for Elected EC Members and Office Bearers
8.3.1 Term of Office Bearers: The office bearers and members of the Executive Committee will be elected for a period of two years.
8.3.2 Reappointment of EC members and Office Bearers: Members are eligible for reappointment, but can serve as Executive Committee members for a maximum of two terms, consecutively, after which they need to have a break, of at least one term, before being eligible to stand for elections again.
8.3.3 Interim Transition Period and Caretaker EC: In the event there is an interim period between the expiry of term of the existing EC, and the installation of the new EC, for whatever reason, the old Executive committee shall be entitled to remain in office as a Caretaker EC, until the next elected EC is ready to take charge of the management of the association including all assets and liabilities as on the date of the take over from the outgoing committee. The period of such Caretaker operation shall not exceed 30 days.
8.3.4 Limited Role of the Caretaker EC in the Interim Period: During this interim period the outgoing Executive Committee shall not take decisions on financial or policy matters of the association.
8.3.5 Extraordinary Termination of EC’s Term of Office by General Body: Notwithstanding any other clause in the Association bye laws an Executive Committee shall be deemed to have ceased to be in office upon a resolution passed by at least ¾ of Majority of members present at a General Body Meeting attending and voting by a minimum of 100 members (including members present and members online) against such a committee. A Caretaker EC will be appointed by the General Body to continue operation in the interim period, until a new Elected EC takes over. Its role will be as defined in Clause 8.3.4 above.
8.4 Stepping Down & Resigning From the EC
8.4.1 Office Bearer Stepping down from Office Bearer position but is still EC Member: An Office bearer may step down any time for personal reasons and still remain an EC member. Another member in the EC can replace the office bearer who wishes to step down as approved by the EC.
8.4.2 Filling of Vacant Office Bearer Positions (as a result of Stepping down): In case the President steps down, the Exec. Vice President will serve as Interim President until the new President is elected. In case the Secretary steps down, the Joint Secretary will function as the interim Secretary, until a new Secretary is elected. The election to fill vacant Office Bearer positions will be conducted simply by the elected EC members amongst themselves within 30 days of vacation of office. In case other office bearers step down, their position will be filled by other elected members in the EC. The office bearer stepping down will assume the portfolio of such member replacing him/her as office bearer.
8.4.3 Resigning from the Executive Committee: In case of an office bearer resigning or ceasing to be a member of the Executive Committee for any reasons, the post will be filled from among the elected Executive Committee members. This person will officiate till the next Annual General Body meeting, when a new person will be elected.
8.4.4 Filling Vacancy resulting from EC Member Resignation: Any vacancy created by the resignation of an elected committee member may be filled up temporarily by Nominating a member from GCC, who will discharge the duties in the interim period, till the post is filled by election from amongst elected GCC members
8.5.1 Monthly Meetings: The association should have an Executive Committee meeting once a month. Date/day and time will be decided by the President taking into consideration the convenience of all the EC members.
8.5.2 Meeting Chairperson: The President shall preside over and conduct all the meeting of the committee, as the meeting Chairperson and shall have the power of a casting vote. In the absence of the President the Vice President shall exercise the powers of the President.
8.5.3 Adhoc Meeting Chairperson: If Both President and Vice President are absent at a committee meeting, then one executive committee members shall be elected Adhoc Chairperson (for that meeting), from among the members present at the meeting, and shall have an additional casting vote.
8.5.4 Meeting Attendees: The meeting will be attended by all Office Bearers, Elected Members, Ex-Officio Members and Nominated Members.
8.5.5 Resolution of Differences on Meeting Agenda Items (General): In case of differences among the members over any agenda item, the issue will be decided through an opinion POLL amongst all the members attending the meeting including Nominated Members.
8.5.6 Resolution of Differences on Meeting Agenda Items (Financial): Agenda items involving financial implications will be decided through voting amongst elected members.
8.5.7 Meeting Modes and Medium: As meetings call for Global participation, meetings should be virtual meetings using internet facilities like Yahoo or Google Messenger Chat or Skype or audio and video conferences as agreed to by Executive Committee members
8.5.8 Setting and Posting of Meeting Agenda: The Secretary will set the agenda in consultation with other EC members and post the agenda for the next meeting one week ahead of time.
8.5.9 Recording of Minutes: The Secretary will be responsible for recording the minutes of the meeting.
8.5.10 EC Discussion Forum: Besides the monthly EC meetings the entire executive committee may use the EC Discussion Forum 24/7 on any topic any member believes is relevant for discussion.
8.5.11 Office Bearers Meetings: Office bearers can choose to call for meetings amongst themselves as and when the need arises.
8.5.12 Quorum for the Monthly Executive Committee meeting shall be minimum 5 elected EC members.
8.6 Attendance At EC Meetings
8.6.1 The Executive Committee has the power to ask any member, who is unable to attend meetings regularly and/or contribute to the functioning of the EC, to resign as an extreme action, subject to prior warnings and process described in Clause 8.6.2 below
The Delinquent EC member will be given two opportunities to follow the rules failing which,
8.6.2 the EC will take the extreme step endorsed by a 75% or higher) majority vote and a minimum of 12 members voting in favour of the extreme action.
9.POWERS AND DUTIES OF THE EXECUTIVE COMMITTEE OF IITMAA
The following shall be the powers and duties of the executive committee of IITMAA:
9.1 Fundraising and Funds Management: To raise funds for the management of IITM Alumni Association on such terms and conditions as may be determined from time to time by the executive committee.
9.2 Enhancement of Membership and Alumni Participation: To actively work towards increasing the membership in IITMAA and participation.
9.3 Financial Assistance to Chapters for Activity Support: To provide funds from the association to State Chapters to assist with activities that serve alumni in these regions as decided by the executive committee. Funds to be handed over to State chapters on receipt of invoice only to the extent budgeted by the executive committee.
9.4 Maintenance of Accounts and Financial Accountability: To ensure proper maintenance of all accounts and also to ensure that all accounts are kept up to date and the Annual accounts are duly Audited and presented to the general Body at the AGM.
9.5 Execution of Policy and Mission of the Association: To lay down the policies of the Association and generally to direct and conduct the affairs of the association prudently in the best interests of the association.
9.6 Organize and Conduct Association Programs and Events: The executive committee is empowered to manage the services to members of the association to organise special occasions like the Adieu- (Graduands dinner) Alumni Day, New Years Day, Independence day etc.
9.7 Formation and Oversight of Project and Function Subcommittees: To form such sub committees as may be necessary and fix their duties and responsibilities.
9.8 Delegation of Powers: To delegate powers to a subcommittee or office bearer or a committee member.
9.9 Expenditures Incurrence and Management: To incur expenditure necessary for running the affairs of the association. Such expenditure shall be generally within the budget approved by the General body of the association However in exceptional circumstances like complying with court directions or statutory requirements, expenditure may exceed budget provisions.
9.10 Assets Acquisition and Management: To acquire movable and immovable assets for the association.
9.11 Funds Management: To arrange for investment of funds when necessary in a timely manner in the interests of the association.
9.12 Staff Resource Management: To appoint, suspend arrange or take any disciplinary action against or dismiss the staff of the association and to prescribe conditions of employment for all paid staff of the association.
9.13 Audits and Financial Accountability: To arrange for an internal audit and final audit of accounts of the association and to take all actions connected there with
9.14 AGM Convention: To convene AGM of the general body and lay before the General Body at the meeting the annual administrative report, the audited statement of accounts and the audited report.
9.15 Legal Proceedings: To institute defend or to compromise legal proceedings in the interest of the association.
9.16 Fill up Vacant EC Positions: To fill up vacancies arising among elected members of the executive committee, by nominating/conducting elections from ERB representatives' pool.
9.17 Subsidiary Rules: To frame subsidiary rules for the conduct of the business of the association. Such rules to be placed before the General body for Ratification.
9.18 Legal Dispute Settlement: To negotiate and settle all disputes in the interests of the alumni association.
9.19 Distribution of Duties: The President shall distribute the duties amongst the office bearers evenly amongst all office bearers from time to time for smooth functioning of EC.
10.OFFICE AND STAFF
10.1 Association Operations and Office Management: The day to day operations of IITMAA are managed by an office which is supervised by an Office Manager and supported by support staff. Persons employed at the office are employees of IITMAA.
10.2 Office Staff HR Management: The Executive Committee has the power to appoint and remove employees as deemed fit for the management of the office. The Executive Committee also has the power to decide on the salaries and benefits for the staff employed at the office of IITMAA.
11.1 Association Income: Money received from membership fees, donations, subscriptions, and other sources shall constitute the income of the Association.
11.2 Funds Management: The funds of the Association shall be invested in such banks or in such authorized securities as may be decided by the Executive Committee, and shall be operated jointly by the Treasurer with the President or Secretary or any other member authorized by the Executive Committee.
11.3 Budget Setting and Management: The budget has to be prepared and approved by the Executive Committee and the Treasurer must ensure that funds are operated within reasonable limits of the budget.
11.4 Bank Account Management: Bank Account shall be operated jointly or severally against any two signatures of persons authorized by the executive committee. All payments and financial transactions must be approved by the Treasurer and the executive committee as per policies laid down by the Executive Committee.
12.KEEPING OF ACCOUNTS
12.1 Treasury Account Keeping: The Treasurer with the help of staff at IITMAA office shall keep an account of the general funds of the Association. Together they shall maintain an account of all income and expenditure of the general funds of the Association in the manner prescribed.
12.2 Auditing of Accounts: The accounts of the Association will be subject to annual audit by an auditor to be appointed by the Members in the Annual General Meeting
13.AUDIT OF ACCOUNTS
13.1 Enabling the Audit Process: The executive committee shall at least once a year submit the accounts together with a general statement of the same and all necessary vouchers up to 31st March for audit, to person or persons appointed as auditor or auditors.
13.2 Providing Access to Auditors: The auditors shall have access to all the books and accounts of the association and shall examine every balance sheet and annual return and other receipts and payments or income and expenditure, funds and effects of the association and shall verify the same with the accounts and vouchers relating thereto.
14. INSPECTION OF BOOKS
14.1 Providing Access for Inspection of Books to Members: The books of accounts of the Association shall be open to the inspection of any member of the Association at all reasonable hours at the registered office of the Association or at any place where the same are kept, and it shall be the duty of the Secretary to produce the same on request by the member at free of cost.
14.2 Posting Copies of Memorandum and Bye-Laws of the Association and audited statement of accounts shall be posted on the Association’s website, if available. If a member desires a printed copy, the same may be furnished to the member on application with payment of fees at cost per copy of each document.
14.3 Filing of Annual Report Documents with Registrar of Societies: The secretary shall file with registrar within one month after the date of Annual General Body Meeting -
14.3.1 An authenticated copy of income and expenditure accounts, balance sheet and report of the auditors and secretary.
14.3.2 A statement of the names, addresses and occupations of the persons who, at the expiry of the financial year, were members of the association, and
14.3.3 A declaration to the effect that the association has been carrying on business or has been in operation during the financial year.
14.4 Display of Financial Documents at Association Office: It shall be the duty of the executive committee to keep a copy of the last balance sheet of the association, together with the report of the auditors, displayed in a conspicuous place at the registered office of the association.
15.NEW RULES AND ALTERATION OF RULES
151 15.1 No new rules shall be made nor any of the rules herein contained shall be amended, altered or rescinded except with the consent of three-fourth of the members present and voting at a General Body Meeting of the Association specially called to discuss such changes as included in the agenda.
16.DISSOLUTION AND WINDING UP
16.1 If, on the winding up or dissolution of the Association, there shall remain, after the satisfaction of all its debts and liabilities, any property whatsoever the same shall not be paid to or distributed among the members of the Association or any of them but shall be dealt with in such manner as the Government of India may determine.