Sant Parviat Trust: c/O Sant Gurcharan Singh,
VPO Rattar Chattar, Dist. Gurdaspur, Punjab, India
Tel. +91 1871 282641, E-mail: firstname.lastname@example.org
Link to document or form
Rules & Regulations of The “ Sant Parivar Cheema Trust”, Vill. Rattar Chattar Tehsil Dera Baba Nanak Dt. Gurdaspur, Punjab.
The term, ‘Trust’, means the ‘ Sant Parivar Cheema Trust’ (SPT) , Vill. Rattar Chattar Tehsil Dera Baba Nanak Dt., Gurdaspur, Punjab.
The term, ‘Governing Body’, refers to the Board of Managers of the Trust.
The term, ‘Year’, means the period commencing from the 1st of April and ending with the 31st of March of the following year.
Rules of Membership :-
Subject to the provision under rule 3, any adult who firmly believes in the aims and objects of the Trust and is willing to abide by its rules and regulations, is qualified to become a member of the Trust. He should further fulfil all the terms and conditions laid down by the Governing Body.Each member shall pay a Membership Fee of Rs. 100/- at the time of admission and a monthly subscription of Rs. 200/- .
Note : The Governing Body of the Trust is competent to revise the rate of the Membership Fee as it may deem fit.
All applications for membership require the approval of the President, who has an absolute right to reject any application, without assigning any reason for his negative decision. The decision of the President is final.
d. The Applicant must have attained the age of 18 at the time of his application.
Grounds of Disqualification
i. No person shall be entitled to become a member of the Trust,
a. if he is of unsound mind.
b. if he works against the interests of the Trust.
ii. A person shall cease to be a member of the Trust, in the case of his insolvencydisqualifying himself as per Rule 3.non-payment of dues.
No remuneration or other benefits, in the form of cash or in any other form, shall be given by the Trust to any member/s except to cover the actual expenses incurred by a member in discharging a certain activity or assignment given to him in connection with a business of the Trust.
No portion of the income or property of the Trust shall be paid or transferred, either directly or indirectly, to a person who is a member or who had been a member of the Trust.
The Trust will manage the affairs of the property belonging to the “ Sant Parivar Cheema Trust”, Vill. Rattar Chattar Tehsil Dera Baba Nanak Dt., Gurdaspur (Punjab)” or any other property either affiliated to it or is placed under its control.
At any point of time, the Trust shall have a minimum number of five members.
FUNCTIONS AND POWERS
The Trust is vested with the following powers :-
To control the finances, pass the annual budget and the balance sheet.To control the funds and see that such funds are distributed and used in the best interest of the Trust. To open an account in a scheduled bank whereby the President of the Trust is authorised to open a account on behalf of the Trust. The said bank account may be opened by the President independently or by the Vice President and the Treasurer jointly.
To appoint, promote, demote, suspend, dismiss or remove from services or grant leave to any employee of the Trust.To control and administer in the best interest of the Trust all property belonging to the Trust, whether movable or immovable, acquired or to be acquired by the Trust in the form of a gift or in the form of a consideration.The Trust may give or lease out any part of its property or may use the property in any way as it may deem fit in the interest and benefit of the Trust.To take all or any of the said actions as may be incidental or conducive to the attainment of all or any of the above aims and concerns of the Trust.To control, monitor and report on all the Trust projects and activities. The reports are kept as record (min. 5 years) for enquires for Trust members and authorities.
The Trust may also frame new rules or sub-rules of business to ensure the efficient functioning of any institution under its control or any employee/s working for it.
The rules embodied herein shall be regarded as fundamental and no change may be made in this regard except by a resolution passed to that effect.
a. Prior to the resolution, a copy of the agenda calling for amendment should be circulated among the members at least 10 days in advance of the date set for the meeting of the Trust to cast a vote on the amendment.
b. The Amendment may be brought about only after a resolution is passed by a majority of not less than 50 % of the members present. This resolution may be passed only with the consent of the President and only after voting has taken place on this issue.
The Trust may delegate any of its powers to a member of the Trust or any skilled labourer or expert to carry out a particular job or assignment/s on behalf of the Trust.
Or Sub committees/Trust
The Trust is empowered to appoint a Sub-Trust consisting of suitable
candidates chosen from its members, as and when required and depending upon the nature of the task to be fulfilled.
That in case of an emergency, if required, a sum of upto Rs.5000/- may be spent even if no resolution has been passed to that effect.
The above-mentioned amount of upto Rs. 5000/- may be withdrawn from the account maintaned in the bank for such a purpose or the said amount may be taken from cash-at-hand. Only an authorised person of the Trust is empowered to either withdraw the said amount from the bank or use the amount held as cash-at-hand.
The first official meeting of the Trust shall constitute of all the members who have already been working with the General Body and all the persons whose names are enlisted in the Memorandum of Association of the Trust.
Meetings of the Trust
A General Body meeting of the Trust shall be held at least once a year. The date, place and time of the Meeting shall be arranged by the Secretary of the Trust in consultation with the President. Atleast two-thirds of the members present in person is required to constitute the Quorum of a meeting.
To convene a regular meeting of the Trust a three-day notice shall be given in advance. An emergency meeting may be called for at a shorter notice.
If after the lapse of the first fifteen minutes of the time set for a meeting, the quorum is still not complete, the meeting shall stand adjourned.
The said adjourned meeting shall be reconvened three days thereafter at the same time and at the same place as the first meeting. Such an adjourned meeting is empowered to make all decisions and conduct all the business transactions on the agenda with or without the required number to form the quorum and the entire proceeding shall be deemed valid for all purposes.
Every member shall have the right to move any resolution at a meeting, provded it is in conformity with the aims and objectives of the Trust.
On the requisition made by a two-thirds majority of the Trust members to hold a meeting in order to discuss or deal with some new issue or matter of concern, the Secretary, may call for a meeting after consulting, with the President.
DUTIES AND POWERS
Duties and Powers of the Office-Bearers
1. The President
i. The President of the Trust shall preside over all the meetings of the Trust. He shall also preside Ex-Officio over any meeting of a sub-Trust. In the absence of the President, the Vice President is empowered to preside over a Trust meeting or a meeting of the
ii. All questions or issues raised at a meeting shall be decided by voting, whereby a majority of votes is binding. However, in procedural matters, the decision of the President shall be final and binding on all the members.
iii. If after voting, both the sides achieve the same number of votes, the President shall have a casting vote.
iv. The President shall confirm and attest the Minutes of the previous meeting before a new agenda is taken up for consideration.
i. Subject to the directions and recommendations of the Governing Body, the Secretary shall coduct all correspondence for and on behalf of the Trust.
ii. All correspondence addressed to and meant for the Trust shall be received and duly attended to by the Secretary or any person or persons authorised by him, to that effect, in writing.
iii. The Secretary shall in consultation with the President, keep a record of all the meetings and shall maintain the minutes of all the proceedings in properly and systematically maintained books and files set aside only for the said purpose.
3. The Treasurer
The Treasurer shall control, deal and manage all the cash, the funds, all the movable and immovable property belonging to the Trust on behalf of the Trust. In doing so, he shall keep an account of all the transactions, the receipts of payments made and amounts received.
ii. He shall place before the Trust the complete account of the income and expenditure incurred by the Trust n the form of an annual financial report at the close of each year.
He shall maintain and persevere to maintain a true day-to-day account of the income and expenditure in a regular and systematic manner.
iv. He shall also maintain a record of the assets and liabilities of the entire property belonging to the Trust, both movable and immovable.
He shall maintain all the accounts in such an orderly manner that it can be made readily and openly available for inspection by any member at any reasonable time set for it.At least once a year, all the accounts shall be audited by an internal auditor.He is required to deposit in the bank all the amounts received by him for and on behalf of the Trust. The amounts shall be deposited in the Account opened in the name of the Trust.
vii. A maximum amount of Rs. 10,000/- may be set aside and kept by the Treasurer as cash-at hand for unprecedented expenses that might occur from time to time. A separate account shall be kept of all such expenses incurred, as and when they arise.
4. Vice President
The Vice President shall preside over the meeting of the Trust in the absence of the President.
Winding-up or Dissolution of the Trust
If it comes to a winding-up or to a dissolution of the Trust, after settling all the liabilities, all the remaining assets in whatever of the Trust form they maybe, shall be handed over or transferred to the person or persons determined by a 50% vote of the members of the Trust, including the vote of the Presdient.
No member shall have more than one vote at any of the meeting of the Trust except when:
the number of votes are equal and a decision cannot be made – in which case, the President may cast the deciding vote.there is a vacancy in the Governing Body due to whatever reason – in which case, it shall be filled by the President.
Any addition, alteration or omission to be made in the rules and regulations of the Trust, may be brought about only after a minimum of 50% of the members of the Trust, including the President, pass a resolution to that effect.
FILLING-UP OF A VACANCY
Filling-up of a Vacancy or Vacancies
i. In case of a vacancy, caused due to the death, inability or resignation of a member of the Trust, the President is empowered to nominate any other person to take his place.
ii. If a person refrains from or ceases to comply with the rules of the Trust or refuses to do his part as a member, will be disqualified and have right to act on behalf of the Trust.
The nomination of the new member filling in a vacancy, shall take place officially at a meeting convened specially for that purpose. A member, once nominated as such, shall enjoy the the same power, rights and privileges that his predecessor had enjoyed.
TENURE OF OFFICE
Tenure of Office of a MemberAny person, who becomes a member of the Trust, may remain as such for life, provided he enjoys the confidence of the majority of the members of the Trust.
ii. If a member wishes to leave the Trust for some private reason, or at his own free will, he may do so, without any restriction.
iii. Sukhwant Singh is the Founder of the Trust. He has been appointed as the President of the Trust for life. After his demise, his son, Bhawjot Sharon (Amrit) Singh, shall replace the President as Chairman of the Trust and this procedure shall be followed likewise as a tradition, in future.
Amendment of the Constitution of the Trust
i. To bring about an amendment in the constitution of the Trust, the consent of a minimum of 50% of the members of the General Body, including that of the President, is required.
ii. The Quorum for such a meeting is complete when at least 50% of the members are present.
The agenda indicating the amendment of any provision of the constitution of the Trust must be circulated 30 days in advance.