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Constitution

Last Updated (Tuesday, 27 January 2009 08:38)

 Article I

Our Motto: Mission with vision

Our Vision Statement: After our school days came to an end, and our varied paths divided, the high ideals of our school days’ youth have and will always continue to be our guide.

High ideals of purity, of duty and of truth, all this we learned while we bore Loreto’s flag in the sunny days of our youth.

Today we renew the commitment of our school days’ pledge, to have a mission with vision, to give back in whatever way- small or big, to our “Alma Mater” that has made us what we are, what we always will be, to the end of life’s journey.

Name: Loreto Alumnae Association Shillong (LAAS)

Registered Mailing Address:

• C/o Loreto Convent Shillong, Dhankheti, Shillong 793003, Meghalaya

Website: www.lcalumni.org

Telephone Contact Numbers:

Area of Operation:

Shillong, Meghalaya (India) & all stations where a Loreto Convent Organization operates

Article II:Aims & Objectives

For our country, state & school, we aim to

Our objectives will be, to endeavor always, to

• cater to the needs of the student community of the state, in which ever way possible
• provide infrastructure for innovative and improvised vocational training facilities to enhance skills as required by the student community of the present generation
• initiate change, support and assist in upgrading the school facilities as and when the need arises
• Form support systems for the Loreto “Outreach Programs” and help in the furthering of all Loreto plan and programs in the years to come
• pilot in efforts towards the “Development Volunteers Group” as envisaged by pioneers of the LAAS
• strive towards a consistent formation of the “Support Group for Counseling” that aims at addressing the mounting pressures of modern day living in the life of a student, including parenting issues
• generate financial assistance for all of the above ventures through proper channels

Article III: Membership

Eligibility for membership

• Any former student of Loreto Shillong, irrespective of year of study, age, gender or duration of study in the school.
• The enrolment shall be on voluntary basis, without discrimination of religion, caste, color or creed
• Eligibility of any individual as a member of the society is subject to the approval of the executive committee
• Staff, both teaching as well as non-teaching, will be eligible to enroll with LAAS, on condition of a service of not less than Ten (10) years, on recommendation by the Chief Patron
• Any person who wishes to enroll himself/herself as a member of the association shall have to pay a membership fee (Monthly Membership : Rs. 50.00, Annual Membership: Rs. 500.00, Life Membership : Rs. 5,000.00 and above),  and  registration fee of Rs. 100/- subject to revision from time to time.

Mode of registration of membership

• Dully filling of prescribed performer and its subsequent submission to the Secretary, LAAS, Shillong, Meghalaya; including the submission of membership fee either by cash or cheque, address to the Chief Patron/President/ General secretary, LAAS, Shillong, Meghalaya.
• Registration on the website with necessary payments of membership via cheque to the address stated above.

Conditions for membership

• The activities of the members should be within the framework of the constitution and shall fall within the purview of the Executive Committee or management of LAAS
• Members are prohibited from collecting donations in cash or kind without the approval of the Executive Committee

Article IV: Expulsion of Members – Procedure Thereof

• In the opinion of the Executive Committee, he/she if found to be indiscipline and detrimental of the smooth running of the association.
• His/her presence in the Association is considered prejudice to its aims and objectives
• Non-renewal of annual membership fee for a consecutive period of Three (3) years
• Before any decision for expulsion, removal or suspension of a member is arrived at, the Executive Committee should serve notice to the member concerned in writing. Such a member has to present himself/herself before the Executive Committee or to send his/her reply or communication to the Executive Committee within 10 (Ten) days from the date of receipt of the notice against him/her. The Executive Committee shall then forward its findings and recommendations to the General Meeting for its final decision.
• Demise or grounds of certified mental instability
• Immoral conduct which threatens or undermines the status of LAAS

The Executive Committee will be the sole authority to issue show cause notice, terminate and decide whether any particular action of a concerned member violates or interferes with the smooth functioning of LAAS

Article V: Resignation

• Any member who desires to tender his/her resignation may do so in writing and to submit the same to the President/General Secretary, and shall refer the matter to the EC for acceptance or otherwise.
• If the President/General Secretary desires to resign or withdraw his/her membership he/she shall submit his/her resignation to the Vice-President. However, if the General Secretary only desires to do so, he/she has to submit his/her resignation to the President.

Article VI: Fundraising Activities

• It shall be the duty of the Executive Committee and also every member to find way and means to raise funds for the benefit of the Association.
• These funds shall be raised by:
  • membership Fee
  • Receiving public donations in form of cheques, cash, gifts.
  • Government Grants
  • Organizing variety shows, fetes, and other means of entertainment.
  • Any other sources of income as devised by the Executive Committee.
• All Financial matters are to be duly approved by the Executive Committee, especially with regards to the raising and or acceptance of funds. These should be preferable be submitted in form of cheques, addressed to the Chief Patron/ President, LAAS, Shillong, reading Account No.SB/30001317072

No transactions can be made with the State Bank of India by the Treasurer, the President, the General Secretary, the Chief Patron, or any other member on behalf of the Association, without prior knowledge and subsequent approval of the Executive Committee.

Article VII: Office Bearers

The Association will have the following recommended office bearers, who will be duly elected by the General Body as recommended fore-with. This body also constitutes the Executive Committee of the Association:

• Chief Patron (1 Number)
• President (1 Number)
• Vice President (1 Number)
• General Secretary (1 Number)
• Assistant G. Secretary (1 Number)
• Treasure (1 Number)
• Press Secretary (1 Number)
• Event manager (1 Number)
• Assistant Event manager (1 Number)
• Chief Coordinator (1 Number)
• Coordination Secretary (1 Number)
• Core Members (4 NumberS)

Term of Office Bearers:

The term of the office Bearers shall be 2 (Two) years, as long as they enjoy the confidence of the members. If otherwise, a new body/ office bearers is to be constituted, the office bearers are also eligible for re-election is the general body so recommends.

Article VIII:Types of Meetings

There shall be 3 (Three) types of meetings, these are:

• Annual Meeting
• General Body Meetings
• Executive Meetings

It should however be noted that not less than 45 days notice shall be given to the members before the date of the General Body meeting, enclosing the agendas specifying the date, time and venue of the said meeting.

Article IX: Executive Committee and General Body

Executive Committee

The Executive Committee shall comprise of all the office bearers and other recommended members elected from among the members of the Association by the General Body Meeting. The Executive Committee shall have the powers to:

• Manage all the business of the Association except major issues which requires the approval of the General Body
• Implement all the resolutions and decisions made by the General Body
• To meet as often as necessary and at least once every two (2) months.
• To co-opt any member as and when necessary.
• To form the calendar of events/activities with time-bound programs for implementing proposed plans and objectives.

General Body

• The General Body will consist of all members of the LAAS. It will be empowered with decision making powers. It can over-rule any decisions of any bodies of the LASS by putting the matter to vote.
• It is from the General Body that members will elected to the different functionaries of LAAS

Quorum

Half of the members of the Executive Committee present at the meeting shall form the required quorum or otherwise the President/Vice-President and the General Secretary shall exercise their powers to decide the quorum of the meeting depending upon the exigency of the matter.

General Meeting

Article X: Elections

The General Body, every alternate year, will elect all the office bearers of the LAAS Executive Committee. The office bearers can be re-elected if they win the confidence of the house. However, it is strongly recommended that the EC shall avoid entertaining the re-election of a member for her/his fourth consecutive term.

The mode of elections will be preferably conducted by the process of Secret Ballot, in the presence of the Chief patron, who automatically performs the task of the Returning Officer for the same.

Contenders for the posts of the different Officer Bearers shall duly fill the recommended Performa and duly submit them for scrutiny by a selected body to be picked from the general body of LAAS

Article XI: Powers & Duties of the Office Bearers

Chief Patron

The Chief patron of the LAAS shall always be a representative of the Loreto Christian Organization, and preferable the current Principal of the school or any such person appointed by her. Her duties will include:

• Be a signatory of all important decisions made by the LAAS
• Be one of the signatories to all withdrawals of cash from the bank account at all times
• Exercise general supervision over the works and activities of the LAAS and the Office bearers
• Jointly sign all the proceedings of the Executive Committee and the General Meeting with the General Secretary
• Have the power to suspend, expel any member from the meeting if the latter misbehaves and shows his/her insubordination to the chair
• Supervise personally all the activities of the LAAS, keeping in mind the exigency/merit of the case/cases
• To take a leading role for mobilizing ways and means for raising funds and producing the necessary items required for implementing any proposed plans
• To have the power to receive grants, donations, etc, and to authorize the treasurer to make necessary payments on recommendations of the Executive Committee
• She shall be an ex-officio member to all the branch committees

President

The President of LAAS will be elected by the General Body and shall function for the allocated tenure of Two (2) years. She will have the following duties assigned to her office:

• Preside over all meetings of LAAS
• Be a signatory of all important decisions made by the LAAS
• Be one of the signatories to all withdrawals of cash from the bank account at all times
• Exercise general supervision over the works and activities of the LAAS and the Office bearers
• Jointly sign all the proceedings of the Executive Committee and the General Meeting with the General Secretary
• Have the power to suspend, expel any member from the meeting if the latter misbehaves and shows his/her insubordination to the chair
• Supervise personally all the activities of the LAAS, keeping in mind the exigency/merit of the case/cases
• To take a leading role for mobilizing ways and means for raising funds and producing the necessary items required for implementing any proposed plans
• To have the power to receive grants, donations, etc, and to authorize the treasurer to make necessary payments
• She shall be an ex-officio member to all the branch committees

Vice President

• In the absence of the President, the Vice President shall function and perform the duties of the President
• The Vice President shall automatically be one of the Chairpersons of all Branch Committees of LAAS
• She shall assist the Chairperson in the supervision of the smooth functioning of all programs and plan of LAAS

General Secretary

• Maintain and keep proper records of all the important papers and registers of LAAS
• Record the proceedings of the executive committee
• Prepare agendas, on consultation with the President/ Chief Patron before convening any executive meeting
• Carry out all correspondence and receive them on behalf of LAAS and to serve notice for the same
• Be the ex-officio member of all the branch committees
• Exercise general supervision and be responsible for the smooth-running of LAAS
• Prepare the annual reports and place them before the general meeting
by the executive committee

Treasurer

• In the absence of the general secretary she shall function all her duties and responsibilities
• Assist the general secretary in all works of LAAS as may be allotted by the general secretary from time to time
• To help in serving notice

Chief Coordinator

• To carry out monetary transactions after the authorization by the Chief Patron, President & General secretary on approval of the Executive Committee
• To coordinate with all the secretaries in the different activities in consultation with the general secretary and the president LAAS
• To exercise discretionary power in case of emergency/deadlock of monetary difficulties
• To be assisted by the accountant for the maintenance of the accounts, preparation of statement of accounts to be placed in the general meeting

Press Secretary

• To liaise and network with the press in all matters related with LAAS in consultation with the executive committee
• To prepare/ procure all necessary publicity materials like poster, placards, PA System, notices, voluntary help as and when required for executing the proposed plans of the LAAS
• To function as Manager of the alumnae website and to update and link with past pupils on behalf of LAAS

Event manager

• To liaise and network with all field event of LAAS as and when the need arises
• To be in-charge of catering and refreshments on location of all activities
• To contact and liaise with performers and artists on all field requirements as and when the need arises
• To liaise with government departments on behalf of LAAS for required permissions and grants, as and when the need arises
• To supervise publicity requires in collaboration with the Press secretary as and when the need arises

Assistant Event manager

• To assist the event manager
• To collaborate with all branch committees as and when the need arises

Coordination Secretary

• To coordinate between all events in collaboration with the Chief Patron, President & General secretary as and when the need arises
• To independently take charge of main activities of the LAAS as and when recommended by the executive committee
• To frame rules & regulations of individual events whenever required
• To liaise with necessary agencies for the smooth running of all LAAS activities
• To serve as a nodal officer with the executive committee in all of LAAS activities

Core Members (4 Numbers)

The LAAS will always have four (four) Core members who will be appointed to office for tenure of Two (2) years, these shall ideally be senior alumnae members. Their selection will be left to the wisdom of the Executive Committee, who will be in consultation with the general body of LAAS. These will be constituted of alumnae with special caliber and skill, capable of assisting the Executive Committee towards the aims and objective of the association. Their duties will include:

• Advice the LAAS on special assignments
• Serve as a Core Consultation Group for all of LAAS important assignments
• To scrutinize the rules framed by the Branch Committees for running of events of LAAS and to approve the same in consultation with the President & General Secretary
• Shall coordinate with the President & General Secretary in matters related to authenticity of miscellaneous matters
• To serve as Chief Volunteers for the smooth running of all events

Article XII: Auditor

The funds of the LAAS shall be audited once every Two (2) years by a qualified auditor appointed by the Executive Committee or by the General Body

Article XIII: Operation of Bank Account

The LAAS will transact with the STATE BANK OF INDIA, MALKI BRANCH, under the bank account NO. SB/30001317072 The President, Chief Patron & Treasurer of LAAS are empowered to operating the Bank account on behalf of LAAS, with due advice by the Executive Committee or the General Body as and when the need arises.

The General Secretary will sanction the require amount in writing to the Treasurer, who will then write the required cheque with the necessary signatories.

Article XIV: Power to Sue & to be Sued

The LAAS shall sue or be sued in the name of the President or the General Secretary or any office bearer duly appointed by the executive committee or the general body on that behalf

Article XV: Dissolution of the Association

If upon the dissolution of LAAS, there shall remain, after the satisfaction of all, its debts, liabilities and property whatsoever the same shall not be paid or distributed among the members of the LAAS or to any of them but shall be donated to the LORETO INSTITUTION, to be determined by the votes of not less of 1/3rd majority of the members present personally in the general meeting.

Article XVI: Functioning of Branch Committees

The Executive Committee, LAAS will have the power to create sub-committees temporally as and when the need arises. These committees will function only on short term basis following which they are to be dissolved until reconstituted. These committees will be presided over either by the President, Vice President, General Secretary, Press Secretary, Event Manager, Coordination secretary or Core Members of LAAS.

Article XVI: Amendment of the Consititution

Amendment of any part/ clause/clauses of the Constitution shall be adopted by a special resolution to be undertaken by the following stated procedure. It shall be affected by at least 3/4th of the total members present of LAAS at a general body meeting specifically convened for the same purpose.