Thottappilly Family Welfare Association
Rules And Regulations
1. Name of the Association: The name of the association shall be “ Thottappilly Family Welfare Association”
2. Aims and Objectives: The objectives for which the association is formed are generally of welfare and charitable nature and are more particularly as follows :-
Value: We grow not by age, wealth or by social status, but by the breadth of our mind, perspective and togetherness.
Vision: To keep up the spirit of one family, in the dividing world; and develop among all a sense of recognition, mutual help and cooperation.
Mission: We, the Thottappilly family, believe that our purpose as a family is to keep up the spirit of one family, in the dividing world; and develop among all a sense of recognition, mutual help and cooperation. We will accomplish this by:
· valuing people, ideas and change as our main guiding principals ·
· making our family a place of tolerance, acceptance, justice and growth. ·
· prioritizing members and their opinion above lesser values ·
· interacting with each other in a spirit of oneness. ·
· Ignoring those who try to discourage, brainwash or create conflict.
A. The main Aims and Objectives for which the Association is formed are as follows:-
1) To promote self help, individuality and self-reliance, patriotism, spirit of service to the Association, promote co-operation among members and inculcate equality in their minds and everything such as team spirit etc. so as to contribute to their general uplift and well being.
2) To provide and promote arts, cultural, literary and recreational activities.
3) To conduct indoor and outdoor games.
4) To initiate support and promote advancement of educational, cultural, social science, industrial and agricultural schemes and activities.
5) To build recognition among family members and meet at least once a year.
B. The following measures shall be taken for the attainment of the above mentioned aims and objectives:-
1) Accept subscriptions, donations, grants, presents and other offerings and deal with them for the furtherance of the objects of the association.
2) Maintain, manage and deal with all assets of the association
3) Conduct competitions, tests, etc. for promoting objectives of the association.
4) Co-operate and involve with other similar association in carrying out the objectives of the association.
5) To open bank accounts with Nationalised/scheduled banks and subscribe in chits/kuries in the name of the association.
3. Definitions:
a. Annual Day – Annual get-together of all the members normally in the 3rd week of May. This would be held in Kodakara, unless otherwise agreed upon in case of emergencies.
b. Assocation – means ‘Thottappilly Family Welfare Association’
c. Committee – means the committee constituted for the administration of the family activities with representation from all family lineage and location. This would include the Executive committee and subcommittee.
d. Executive committee – means the executive board of the association constituted as per the provisions made in the rules and regulations.
e. Family - means children, grand children, great grand children and so on i.e.the descendends and their spouses of Late Arikkat Raman Menon and Late Parukutty Amma from Kodakara.
f. Member – means any person from the family, who has been admitted to the fund by the committee and contributes to the welfare scheme regularly. A family is considered as the member:
· If married and living seperately; sopuse and children.
· If unmarried and living with parents; included with parents membership.
g. Non Member – Any person from the family who do not contribute towards the membership fee.
h. Support Committee – means committee formed to support the executive committee to carry out various activities of the association, especially at the time of the annual day.
i. The singular shall include plural.
j. The masculine shall include feminine.
4. Purpose:
· To keep up the vision and mission of the family.
· To provide financial assistance to the members for:
ü Education
ü Unforseen contingencies.
ü Medical Illness
ü Death
ü Marriage
The member must produce all valid documents before the committee as and when the committee demands for the same, in case required; to avail financial assistance.
5. Membership:
1) Basically there are two type of membership:
The Membership of the association shall consist of two categories viz. a) Ordinary members and b) Honorary members.
a) Ordinary Members: Ordinary member shall be open to the family members of the association. All members of the family of each member shall be the member of the association. The membership shall be in the name of the lineally descendent of the family, and not the head of the family; irrespective of age and gender. However they may authorize any other member of the family to act as a member in their place and enjoy the privileges and rights as mentioned above. Every family admitted to the association shall pay membership fee.
Membership Fee:
· Decade Membership: Contribute Rs. 5,000/- for 10 years. (Started in 2008)
· Annual Membership: Contribute Rs. 300/- per year.
· Any person above the age of 75 need not contribute.
· Contributions are non refundable under any circumstances.
b) Patron/Honorary Members: The Executive committee of the association in its absolute discretion shall have the right to enroll persons who are willing to associate in the activities of the association falling as Patron/Honorary Members subject to the ratification of the General Body. They are the persons who become associated with any of the family member by way of adoption or by way of any other reason
2) Person seeking membership of the association shall apply in writing, paying the prescribed entrance fee and subscriptions. On being accepted by the executive committee such persons shall deemed to have become the members of the association, whereupon they shall sign the register of members maintained by the association. The decision of the General Body in accepting or rejecting the application shall be final. The General Body shall have the power to decide by majority of votes, without being bound to give any reason for such action, to terminate at any time in writing, the membership of any member of the association, provided sufficient opportunity is given to the member to be heard. On termination of his membership such member shall forthwith cease to be a member of the association and shall have no right or claim whatsoever to any right or privilege of the association and of the General Body.
3) Every member of the association shall be bound by the provisions of the Rules and Regulations of the Association and by all decisions from time to time made or taken by the association in General Body or in the Executive committee.
4) Membership of the association shall be cancelled automatically, if:-
a) A member renders his resignation in writing to the association with valid reason or
b) Membership is terminated as provided by this rules and regulations or
c) Default is committed in payment of the monthly subscription for a continuous period of three years or
d) On death of the member are there are no other family members to continue with.
6. Governing Body:
The scheme shall be administered by a committee constituted for the purpose and shall have not less than 6 members; elected in the Annual General Body. From them will be nominated President, Secretary and Treasurer. W.e.f. 2012,
Chairman: Prema Rohit who was the president, for number of years, and would be the permanent advisor going forward.
Executive committee:
a) The management and control of the Association shall be vested in an Executive committee of not less than six members who would be elected by the General Body Meeting and such Executive Committee shall hold office for a period of one year or until the next elected Executive Committee takes over. Any vacancy in the Executive Committees shall be filled by the Executive Committee and the person so appointed shall hold office only until the next Annual General Meeting of the Association. An Executive Committee shall, however have power to act not withstanding any vacancy in its constitution.
b) The Executive Committee shall from amongst themselves elect a President, Secretary and Treasurer.
c) The quorum for the meeting of the Executive Committee shall be three.
d) The Executive Committee shall meet at least once in three months. The meeting shall be convened by the secretary after giving three days notice to each member. However if the committee decides to meet on designated day/days of the month, no further notice need to be issued to the members. The president may however convene the meeting of the committee at any time whatsoever.
e) The executive committee shall have the entire control and management of the affairs of the Association and shall have all such powers of the Association enabling them generally to carry on the aims and objectives of the Association.
f) The president shall be the prime person of the Association. He shall convene meetings, preside over them. In the absence of the President another management representative shall preside over that meeting.
g) The secretary shall be the person on whom the executive power of the Association is vested. He shall be the person who looks after all day to day affairs, and may at his own discretion do the needful as and when required. He shall maintain up to date register of members of the Association and also record and maintain minutes of all meetings. He shall also be in charge of all correspondence on behalf of the Association and generally carry out all resolutions.
h) The Treasurer shall be the custodian of all funds and properties of the Association and shall keep up a correct and transparent position of the account books of the Association. He shall be the competent authority to receive all subscriptions, donations, and all moneys on behalf of the Association and issues receipts of the same. He shall maintain proper accounts of Income and Expenditure of the Association and shall present before the meetings as and when required.
Support Committee: Elected from youngsters in the family, to support and co-ordinate various activities; to keep association in the forefront, and updated and organize events in the General Body.
7. Powers and duties of committee:
a. The sanctioning of the benefits under the scheme shall be done on the unimous decision of the committee. However, in case of failure to arrive at an unanimous decision, it shall be left to the majority of the members to decide any such matters. If the committee divides equally, the matter shall be referred to the Chairman whose decision shall be final and binding on the committee. Chairman being an elected person by the annual body, his/her decision would be final.
b. The president or his representative and two more member will constitute QUORUM for the meeting.
c. Generation of funds: Committee can generate ideas to increase the funds.
d. Be strong and create strength: ·
ü financially: We need active contribution from members. Monetary and Non Monetary. · intellectually: We need ideas. ·
ü emotionally: · relationally with each other: We need cooperation ·
ü communally in our environment: ·
ü physically: ·
ü spiritually:
e. Emphasise on cooperation, and co-ordination and not competation
f. Ensure and emphasise that boozing is strictly prohibited in the meetings.
g. The Executive Committee may call an EGM of the Association whenever it is necessary expedient in their opinion to do so or on receipt of requisition signed by not less than one/fifth of the total number of members of the Association. stating the purpose for which the said meeting is to be convened.
8. Operation of the Funds:
ü The funds shall be kept deposited in a separate savings/fixed deposit.
ü The bank account shall be operated jointly by Mr.Devdas and Adv. Anil.
ü The committee should approve all payment from the fund.
ü The accounts of the funds shall be audited yearly and copy of the accounts read by the treasurer in the AGM.
ü If found illegal, committee reserves the right to reject any claim for benefit under this scheme and it has also the right to grant a higher or lower amount under this scheme as per the facts and circumstance of each case.
9. General Body Meeting:
1) An Annual General meeting (AGM)mshall be convened every year before the 31st day of May at such time and place as the Executive Committee may decide. The AGM shall transact the following business.
a. Consider and pass the minutes of the previously held AGM and EGM if any.
b. Receive and adopt the report of the Executive Committee.
c. Consider and pass the audited accounts of the Association.
d. Elect members to the Executive Committeee for the ensuring tem, if due.
e. Appoint an Auditor.
f. Transact any other business brought by any other member with the prior permission of the President.
2) The Secretary shall give notice to all the members of the Association in writing specifying the date, time and place of AGM before fifteen clear days of the meeting. Such notice shall contain the full agenda of the meeting.
3) The quorum of the AGM as well as for any other EGM shall be one third of the total number of members. If on the date on which the AGM is convened could not be proceeded with, for want of quorum such meeting shall be automatically stand adjourned.
4) In the absence of the president, one of the executive committee member shall preside over the meeting.
5) All matters considered in the GM shall be decided by the majority opinion of the members present. The majority may be decided either by a show of hands or by a poll, if the President so directs. In the poll each members shall have one vote and in the case of the tie, the President shall have a casting vote.
10. General:
All members of the Association are liable and bound to follow the Rules and Regulations strictly. The Rules and Regulations shall not be added to, altered, amended or varied except at a GM of the Associaiton convened for the purpose with at least ten days notice of the proposed addition, alteration, amendment or variation and unless approved by not less than three/forth of the members present and voting.
This being the 14th year of the constitution, the present byelaw comes into force on the 22nd May 2014.
Signed on the the …..day of ……..in the the presence of Committee members:
For Members:
Together we grow, accepting people as they are and aiming to attract positive vibes and thoughts from around.
