Model Byelaws for a Federation (Multi-purpose)
without a Collegium
1. Name of the Federation: DROP ROBALL FEDERATION (INDIA).
2. The Registered Office of the Federation shall be at (complete postal address):
Gali No. 1, Ekta Colony, Rohtak, – 124001 (Haryana) India.
3. The Federation shall carry out its major activities in the All India.
4. Membership:
(1) The Federation shall have a maximum of 35 members including the founder
members/ original subscribers.
(2) Eligibility: In order to be admitted as a member of the Federation, a person:
(i) must be 21 years of age on the date of admission;
(ii) should subscribe to the aims and objects of the Federation;
(iii) must have deposited the admission fee and annual subscription fee and
must not be in arrears of payment of such fee as on the date of annual
general meeting for continuing as a member;
(iv) must not be an insolvent and of unsound mind; and
(v) must not have been convicted of an offence involving moral turpitude
involving imprisonment of one year or more.
(3) Kinds/ Types / Categories of Members: The Federation shall consist of four different
categories of members as under:
(i) Founder Members – A member who has been admitted as a founder
member at the time of registration of the Federation and has paid the
requisite membership fee to the Federation. The number of founder members
shall not exceed Seven Mr. Ishwar Singh, Dr. Ajay Ranga, Mr. Devender Kumar, Mrs. Seema, Mr. Jasbir Singh, Mr. Sunil Kumar, Mr. Naresh Kumar. The founder members shall also be deemed to have
become Life Members of the Federation and shall have the privilege of being
members of the collegium without election.
(ii) Life Members – There is no any provision of Life Membership in the Federation.
(iii) Ordinary Member – The Federation shall have a total of 28 ordinary
members who shall continue to enjoy their membership only so long as they
are not in arrears of payment of their annual subscription fee. An ordinary
member may be admitted as a tenure member, say, for a period of two to
five year(s), as the case may be, and he will cease to be a member of the
Federation on completion of his tenure, unless it is renewed by the Governing
body for another tenure.
(iv) Honorary Member – The Governing Body may admit individuals of
distinguished talent and merit or whose association is deemed to be
beneficial to the Federation or who has rendered services of outstanding merit
to the Federation or who is a distinguished citizen of India or any other country
as Honorary Member of the Federation, after obtaining consent of the
individual, without payment of any membership or subscription fees. The
number of such honorary members shall not exceed 11. The Honorary
members shall be entitled to attend the meetings and contribute to the
deliberations but shall have no right to vote.
(4) Membership Fee & Annual Subscription:
(i) The rates for membership of the Federation and the annual subscription shall
be as under:
As may be decided by the Federation in its Byelaws:
Sr.No.
Type of Member Admission Fee Annual Subscription
(i) Founder Members Rs. 3,100/- Nil
(ii) Life Member Rs. 2,100/- Nil
(iii) Ordinary Member Rs. 1,100/- Rs. 1,000/-
(iv) Honorary Member Nil Nil
(ii) The payment of annual subscription of a member shall become due as on
the 1st of April of every year, which may be paid latest by the 30th of June
of such year. The membership of a defaulting member shall be deemed to
be under suspension after the due date (30th June) and such member shall
not be entitled to cast his vote during the elections of the Federation held
after 1st July of the said year.
(iii) The suspension of membership on account of default in payment of the
annual subscription may be revoked after he has cleared the default with
along with 18% interest on the amount payable. However, he shall not be
eligible to cast his vote in any election held during the remainder of the
financial year.
(5) Admission Procedure (for members other than the subscribers):
(i) The admission of a person as a member of the Federation shall be decided by
its Governing Body from time to time;
(ii) An individual willing to be a member of the Federation has to submit an
application in prescribed form, and along with supporting documents to
the Secretary duly filled in and signed and recommended by a regular
member of the Federation.
(iii) The Secretary shall examine the application and place the same before the
Governing Body for a decision.
(iv) The Governing Body may accept or reject the application and the decision
of the Governing Body in this regard shall be final. It shall not be bound to
assign any reason for its decision.
(v) The approval of the Governing Body shall be intimated to the member, his
name shall be entered in the register of members, to be maintained in such
manner & form as prescribed under the Haryana Societies Registration and
Regulation Rules, 2012 and he/she will be issued an Identity Card of the
Federation.
(6) Identity Card for every member: Every person admitted as a member will be
issued an identity card containing his/ her photograph, brief particulars and
membership category, duly signed by the individual Member and the General
Secretary of the Federation.
(7) Rights & Obligations of Members:
(i) All the members of the Federation shall be bound by the rules and regulations
of the Federation as contained in its byelaws and amended from time to time;
(ii) Every member, except an Honorary member, shall have a right to cast his
vote at the elections of the Federation provided such member is not a
defaulter in payment of any dues of the Federation and the annual subscription
for a period of three months beyond the due date;
(iii) Every member of the Federation shall have the right to inspect the books of
accounts, books containing the minutes of proceedings of the general
meetings, meetings of the Governing Body and register of members of the
Federation on any working day by giving a notice of seven days;
(iv) Every member shall inform the Federation about any change in his address,
which shall be duly recorded in the register of members of the Federation and
upon which the Federation shall issue a fresh Identity Card to such member.
(8) Cessation of Membership: Any person admitted as a member shall cease to be a
member of the Federation in the following events:
(i) Attracts the provisions contained in Section 22 of the Act;
(ii) Upon his/ her acting contrary to the aims and objectives of the Federation;
(iii) Upon such member being found guilty of a financial misappropriation of the
funds of the Federation;
(iv) Upon indictment and directions for removal by the District Registrar/
Registrar/ Registrar General of Societies;
(v) An Honorary member shall cease to be a member of the Federation, if the
Governing Body, decides so by passing a resolution in this behalf.
5. General Body:
(1) Every person admitted as a member shall be a member of the General Body of the
Federation and shall be entitled to cast his vote for the election of the Governing Body
of the Federation unless he is in arrears of payment of any dues of the Federation,
including the annual subscription.
(2) Every member shall cast his vote in person and no proxy voting shall be allowed.
6. Meetings of the General Body:
(i) A meeting of the General Body of the Federation will be held as and when
required. However, at least one meeting of the General Body of the
Federation, called as the Annual General Meeting (AGM) will be held in a year,
within six months of the close of the financial year for consideration and
adoption of the duly audited annual accounts of the Federation in addition to
transaction of any other business of the Federation as may be required.
(ii) The Governing Body of the Federation may convene an extra-ordinary meeting
of the General Body of the Federation at any time after giving due notice as
prescribed hereunder, either of its own or within 45 days of receipt of a
written requisition along with reasons for convening such meeting, from at
least 1/10th of the members of the General Body.
(iii) For any meeting of the General Body, a clear notice of at least 14 days
along with a copy of the agenda of the business to be transected, date,
time & venue of the meeting will be given to the members of the General
Body. A copy of such notice will also be endorsed to the District Registrar.
(iv) A meeting of the General Body may also be convened at a shorter notice, if
agreed to, by a majority (at least above 50% of the total members) of the
members of the General Body.
(v) Quorum for the meeting of the General Body will be 40% of the total
members entitled to vote and present in person, subject a minimum of four
members. In case of a meeting adjourned for want of quorum, the quorum
for the adjourned meeting shall not be less than 10% of the total members,
subject to a minimum of three. The General Body shall be competent to
transact all business in such adjourned meeting except the consideration of
any Special Resolution. Any Special Resolution can be passed in such
adjourned meeting only if at least 25% of the total members of the Federation
are present.
(vi) The proceedings of all meetings of the General Body will be recorded in the
minutes-book (bound or in loose leaves) maintained separately for the
purpose by the Secretary and such minutes will be signed by the Chairman
of the meeting and the Secretary of the Federation.
7. Powers, Functions & Duties of the General Body –
(i) To guide the Federation in determining and fulfilling its aims and objects.
(ii) To decide policy matters such as change of name of the Federation,
amendment in the Memorandum of Association and the Byelaws of the
Federation, approval of annual accounts of the Federation, approval for disposal of
immoveable assets of the Federation etc. and all such other acts as may be
required under the Haryana Registration and Regulation of Societies Act &
Rules, 2012.
(iii) To elect the members of the Governing Body.
(iv) To remove any member from the Governing Body and according approval to
the continuation of a person appointed as a member of the Governing Body
against a casual vacancy.
8. Governing Body:
(1) Composition: The Governing Body of the Federation shall consist of a total of 9
Office-bearers and 5 Members as under:
a) President – 1
b) Vice-President- 3
c) General Secretary /Secretary- 1
d) Joint Secretary – 3
e) Treasurer- 1
f) Six Executive Members, including co-option of any Honorary Member by the
Governing Body.
(2) Election of the Governing Body:
(i) The Term of the Governing Body shall be three years from the date of
approval of its election by the District Registrar;
(ii) The Governing body will declare the Schedule of Elections and appoint the
Returning Officer for conduct of elections and also notify/display a list of
members of the General Body entitled to vote at least 45 days prior to the
holding of the General Meeting for conduct of the elections. The Governing
Body shall also send notices for holding elections of the Governing Body to
all the members, conveying the date, time & the manner. The information
w.r.t. holding of election for the Governing Body shall also be sent to
District Registrar to appoint an observer, if he so desires.
(iii) Any objections qua the list of members of the Federation entitled to vote shall
be decided by the Returning Officer in consultation with the office-bearers
of the Federation. However, the decision of the Returning Officer shall be final
in the event of any difference of opinion. The Returning Officer shall,
thereafter, invite nominations to be filed within the period prescribed in
the Schedule of elections, scrutiny and withdrawal of nominations, if any,
for election of the office-bearers and the executive members of the
Governing Body.
(iv) The Returning Officer will display a list of the contesting members on the
notice board of the Federation. The returning officer will conduct the election
on the notified date. The members eligible to vote will be allowed to cast
their vote in person, and wherever disputed, on production of the identity
card issued by the Federation.
(v) After closing hours on the date of the poll, the returning officer will
declare the results and constitute the Governing Body of the Federation. A list
of the elected office-bearers and the executive members of the Governing
Body, duly signed by the Returning Officer, will be filed with District
Registrar within 30 days, who shall accord his approval of the same upon his
satisfaction.
(vi) The office-bearers of the Federation shall not be entitled to any remuneration
for rendering services to the Federation.
(3) Filling of any Casual Vacancy on the Governing Body –
Any vacancy arising on account of resignation or death of any member of the
Governing Body or for any other reason, may be filled-up by the Governing Body, if
required, from amongst the members of the General Body on adhoc basis till the
holding of next Annual General Meeting of the Federation. Such adhoc member of the
Governing Body shall cease to be a member of the Governing Body on the date of
the next Annual General Meeting, if his appointment is not approved in the Annual
General Meeting by a majority vote for the balance term of the Governing Body.
(4) Meetings of the Governing Body –
(i) The meetings of the Governing Body will be held as and when required.
However, the Governing Body shall meet at-least once in every quarter and
there will be minimum four meetings of the Governing Body in a financial
year.
(ii) A clear notice of three days of every such meeting will be given by the
Secretary of the Governing Body to the office bearers and members before
the date appointed for the meeting. However, the Governing Body may
meet at shorter notice, wherever so required, with the consent of at least
fifty percent of its members.
(iii) The quorum of the meetings of the Governing Body shall be at least 40% of
the total members of the Governing Body, subject to a minimum of 5
members. In case quorum is not present, the meeting shall be adjourned to
another date for which a proper notice shall be issued. The members
present in the adjourned meeting, subject to a minimum of three
members, shall form the quorum for the adjourned meeting.
(iv) The proceedings of every meeting of the Governing Body will be recorded
in the proceedings book separately maintained for this purpose. Such
minutes shall be signed by the Chairman of the meeting and the Secretary
of the Federation. In case the Chairman or the Secretary are not available to
sign the minutes, these will be signed by any two members present in the
meeting as may be authorised by the Governing Body.
(v) The minutes of every meeting of the Governing Body will be placed for
confirmation in the succeeding meeting of the Governing body.
(5) Powers, Functions & Duties of the Governing Body-
(i) The Governing Body will be responsible for achieving the aims & objectives
of the Federation and shall work in the best interest of the Federation, for which
it shall be empowered to deploy the funds & assets of the Federation for the
stated objectives;
(ii) The Governing Body will be competent to raise funds and purchase
property, movable and immovable, on free-hold or lease basis in its name,
as decided by it.
(iii) The Governing Body shall have full charge of all immovable properties and
moveable assets belonging to or vested in the Federation and these will be
managed in such a manner as it considers appropriate subject to the overall
control and directions of the General Body of the Federation.
(iv) The Governing Body shall be competent to invest the funds in the manner it
considers appropriate in the best interests of the Federation and it shall be
competent to borrow or mortgage or hypothecate the properties on behalf
of the Federation in the manner decided.
(v) To constitute various standing or adhoc Committees for looking after such
functions as may be assigned from time to time.
(vi) To create provision for engagement of regular or part-time employees of
the Federation to look after the secretarial, accounting and other functions in
a seamless manner.
(vii) To outsource certain functions e.g. cleaning, security and similar other
maintenance activities of the premises of the Federation.
(6) Powers, Functions & Duties of individual members of Governing Body-
(i) President:
a) To preside over all the meetings of the General Body and of the Governing
Body and regulate the proceedings of such meetings.
b) To do all such acts, deeds and things as may be authorized by the General
Body and/or the Governing Body from time to time.
c) To allow or disallow discussion on any matter which is not included in the
agenda.
d) To ensure proper & transparent functioning of the Federation/ Governing Body.
e) To ensure strict compliance of the provisions of the Haryana Registration
and Regulation of Societies Act, 2012 and the rules made thereunder.
f) To supervise and guide the overall activities/ achievement of aims &
objectives of the Federation.
(ii) Vice-president:
a) To assist the president in carrying out his duties.
b) In absence of the President, to act on his behalf and perform all duties and
exercise all the powers of the President.
c) To do all such acts, deeds and things, as may be authorized by the
Governing Body.
(iii) General Secretary/Secretary:
a) To conduct, organize, supervise and manage all the affairs of the Federation
and do all such acts and perform all such duties for the working of the
Federation as may be assigned by the President/Governing Body;
b) To receive, scrutinize and place applications for membership of the Federation
before the Governing Body and to enter the name of the members, it
approved, in the register of members under his initials and to intimate the
members about the same and issue identity cards to the members so
admitted;
c) To convene meetings of the General Body/Governing Body with the consent
of the President and serve proper notices as prescribed under these
byelaws.
d) To attend all the meetings of the General Body and the Governing Body and
assist the President in conducting the meetings and record proceedings of
all the meetings.
e) To prepare annual report of the Federation and place it before the Governing
Body along with audited annual accounts of the Federation, for approval to
place the same before the General Body in the Annual General Meeting.
f) To keep and preserve the records of the Federation/ Governing Body.
g) To help and assist the President in looking after the complete affairs of the
Federation and in attaining aims & objects of the Federation.
h) To ensure timely filing of all statutory returns/ documents in the office of
the District Registrar and such other authorities as may be prescribed under
the Haryana Registration and Regulation of Societies Act, 2012 and the
rules made thereunder.
i) To be the custodian for safe custody of common seal of the Federation and
affix the same, wherever required, as per the authorisation of the
Governing Body.
j) To conduct correspondence on behalf of the Federation/ Governing Body and
to sign letters and papers on its behalf and to ensure that all statutory
registers and records are properly kept and maintained.
k) To prepare before announcing of the date of election and the Annual
General Meeting, the list of all the members eligible to vote, duly updated
and to place it before the Governing Body.
l) Act as the overall in-charge of the administration and execution of all the
programmes of the Federation/ including financial affairs on behalf of the
Governing Body including creation of posts, fixation of salaries/
remuneration/ allowances etc., make appointments/ engagement of staff,
make purchases and do all other such things as may be necessary in the
furtherance of the aims & objects of the Federation in accordance with the
delegations by the Governing Body from time to time and where no such
delegation is specifically made, in consultation with the President of the
Federation.
(iv) Joint Secretary:
a) To assist the General Secretary/ Secretary of the Federation in carrying out his
functions and duties;
b) To discharge the functions and duties of the General Secretary/ Secretary
of the Federation in his absence to the extent authorised by the Governing
Body;
c) To look after such functions and duties and exercise such powers as may be
assigned and delegated by the Governing Body of the Federation from time to
time.
(v) Treasurer:
a) To keep accounts of all financial transactions of the Federation and of all the
sums of money received and spent by the Federation and maintain records of
receipts and expenses relating to such matters, and of assets, credits and
liabilities.
b) To get the accounts of the Federation audited by the chartered accountant
appointed by the Governing Body at the close of the Financial year, every
year.
c) To submit to the Governing Body through General Secretary/Secretary, the
audited annual accounts of the Federation, at least one month prior to the
date of annual general meeting.
d) To act as the overall custodian of all the books of accounts of the Federation,
financial statements, receipt books, expense vouchers, bank pass books &
cheque books, cash etc.
(7) Cessation of members of the Governing Body- An office-bearer/ executive
member of the Governing Body shall cease to be an office-bearer or executive
member:
a) upon submission & acceptance of his resignation;
b) if he ceases to be a member in accordance with sub-clause (8) of Clause 4
of these byelaws;
c) if he is removed by a resolution passed in the meeting of the General
Body.
(8) Exclusions from the Employment of a Federation:
a) No member of the Federation shall be in full-time or part-time employment of
the Federation;
b) No dependant or family member or close relative of the office-bearers and
members of the Governing Body shall be engaged as an employee of the
Federation during its term;
c) Every office-bearer and member of the Governing Body shall make a
declaration in case any person in the employment of the Federation is his close
relative.
(9) Amendments in the Memorandum of Association, Byelaws, Name of the Federation,
etc. – Any amendment in the Memorandum of Association and Byelaws, or Change
of Name, amalgamation or division of the Federation will be done only with the
approval of the General Body by way of a special resolution. The intimation of any
such amendment or change, along with attested copy of the requisite documents,
shall be filed in the office the District Registrar by the General Secretary/
Secretary within such time as may be prescribed under the Haryana Registration
and Regulation of Societies Act, 2012 and the rules made thereunder.
(10) Management of Assets and Funds of the Federation
(i) The sources of income of the Federation will include receipts on account of
membership fee, annual subscription, rent from property/ assets, interest,
consultation fees, donations, gifts, grants, etc. The Federation can also raise
funds through interest-free short term loans from its members or from
scheduled banks on interest. Loan from the scheduled banks on interest will
be taken only for purchase of creation of capital assets and not for meeting
any recurring revenue expenditure under any circumstances.
(ii) The Governing Body will prepare and approve an annual budget of the
Federation on the basis of its estimated income and the capital & revenue
expenditure during the first quarter of the financial year and shall also
place a copy thereof before the General Body in its Annual General Meeting
for information.
(iii) The Bank accounts of the Federation will be jointly operated by such
members/ office bearers as may be decided by the Governing body from
time to time.
(iv) All assets and funds will belong to the Federation and vest in the Federation.
(v) All receipts and payments of the Federation shall be made through Bank
Instruments (i.e. DD/ Pay Order/ Cheques/ Bank Transfers/ RTGS) including
all receipts towards the Membership Fees and the annual subscriptions from
the members. However, the Governing Body may determine the limits of
financial transactions which may be conducted in cash in certain other
cases.
(11) Accounts of the Federation:
(i) The Treasurer of the Federation will be responsible for keeping and
maintaining proper books of accounts i.e. cash book, ledger etc. as
required under the Income Tax laws and/or any other authority including
the Institute of Chartered Accountants of India, at its Registered Office
with respect to all sums of money received and expended by the Federation
and the assets and liabilities of the Federation.
(ii) The books of accounts of the Federation shall be open to inspection during the
business hours by the Registrar General, Registrar, District Registrar or any
officer authorised by them and by any member of the Federation.
(iii) The annual accounts of the Federation will be signed by any two authorised
office-bearers of the Federation.
(iv) The Governing Body will appoint a chartered accountant, who shall not be a
member of the Governing body or family member of any member of the
Governing Body, for auditing the accounts and filing of income tax return of
the Federation for each financial year, at such remuneration as may be
determined by the Governing Body.
(12) Common Seal:-
The Federation will have a common seal which shall be kept in safe custody of the
General Secretary/Secretary and shall be affixed wherever it is required in
accordance with the authorisation by the Governing Body.
(13) Amalgamation of the Federation :-
The Federation may amalgamate itself with any other Federation established with the
identical aims and objects or allow any other Federation to amalgamate with itself by
a Special Resolution passed in this behalf in accordance with the provisions
contained in Section 51 of the Act and rule 25 made there under.
(14) Dissolution of the Federation:
(i) The Federation may resolve to dissolve itself in accordance with the provisions
contained in the Act and the rules there under in case it becomes difficult
to carry on with the operations of the Federation, or it becomes insolvent or
for any other pressing and unavoidable reasons;
(ii) In the event of dissolution of the Federation, no assets of the Federation shall
devolve on or distributed amongst the members of the Federation;
(iii) Its assets and properties shall be first used to liquidate any liabilities and
the left-over properties/ assets, if any, shall be considered for transfer to
any other Federation established with identical aims and objects or to the
District Collector for use thereof in the general public interest.