THE FEDERATION OF KSHATRIYA SEVA SANGHAMS, HYDERABAD. MEMORANDUM OF ASSOCIATION
The Association shall be called “The Federation of Kshatriya Seva Sanghams” (which herein after referred as “Federation”)
2. REGISTERED OFFICE:
The Registered Office of the Federation shall be located at 2-1-284, 103, Block – 2, Kshatriya Towers, Nallakunta, Hyderabad – 500044
This Federation is constituted for achieving the following objects:
3.1 To work as coordinatingand guiding agency for various Seva Samithis, Sanghams, Societies, Samakhyas, Samajams, Parishats, Trusts, Associations, etc., with whatever names they are called, located in the State of Andhra Pradesh, Telangana, Karnataka, Tamil Nadu, other States, USA and other countrieswith common and similar aims and objects to serve the society at large irrespective of Caste, Creed or Religion;
3.2 To advance and promote educational interests of the people and for the said purpose establish, manage, maintain or assist educational institutions;
3.3 To provide medical facilities to the public by organizing medical camps, establishing insurance cover / medical insurance and give financial assistance to poor and needy for the said purpose;
3.4 To promote social, cultural and Literary activities;
3.5 To institute and award fellowships including travel fellowships and scholarships; sponsor students for higher studies; award medals and prizes and provide financial assistance for education to deserving and needy students;
3.6 To locate Regional offices of the Federation wherever required;
3.7 To organize District, Regional or State Level Conferences and ‘other activities in coordination with member-Samithis;
3.8 To promote cooperation and coordination with its counterparts in other States by organizing or representing the State in the National, International or Regional Conferences of Associations or others with similar aims and objects;
3.9 To Provide periodical information regarding the activities of the Federation to its member Samithis and others;
3.10 To identify special needs, issues and problems of the community at large and provide needy services in this regard,
3.11 To train or arrange to train and guide prospective candidates for various competitive examinations conducted by different educational or employment agencies for the purpose of appointments or for admission into academic and professional courses and studies etc.;
3.12 To assist and guide educated unemployed in seeking employment and also provide financial assistance for self- employment to needy persons.
3.13 To establish, manage or assist an employment career Guidance Bureau or Training Institution to help the youth in choosing a career;
3.14 To establish or assist a Marriage Bureau for the benefit of the youth in choosing their life partner;
3.15 To honor and encourage distinguished and deserving persons in public life, social services, Fine Arts, Literature, Science and Technology etc.;
3.16 To publish or provide assistance for publication of books, periodicals, etc., for the purpose of achieving the objects of the Federation;
3.17 To establish, maintain or grant aid to Homes, Hostels, Orphanages or other establishments for relief and help to the poor and needy and also provide financial assistance to widows, orphans, etc.;
3.18 To do all such things which are incidental and conducive to the attainment of the above objects.
4.1 “Certified that the Federation is formed with no profit motive and no commercial activity is involved in its working”
4.2 “Certified that the elected office-bearers are not paid from the funds of the Federation”
4.3 “Certified that the Federation would not indulge in agitational activates to ventilate grievances”
4.4 “Certified that the Federation would not indulge in any political activity”
4.5 “Certified that the Federation would serve people irrespective of caste, creed or Religion when need arises”
THE FEDERATION OF KSHATRIYA SEVA SANGHAMS, HYDERABAD
RULE AND REGULATIONS (BYE-LAWS)
The Association shall be called “The Federation of Kshatriya Seva Sanghams” (which herein after referred as “Federation”)
The Registered Office of the Federation shall be located at 2-1-284, 103, Block – 2, Kshatriya Towers, Nallakunta, Hyderabad – 500044
This Federation is constituted for achieving the Objectives as specified in the clause 3 of the Memorandum of Association.
The Kshatriya Samithis/Sanghams/Associations who fulfill the following requirements are eligible to be enrolled as members of the Federation, subject to acceptance of their application by the Executive Committee of the Federation, whose decision shall be final. No Individual Member is eligible for membership and wherever Local Federations exist their constituents only are eligible.
4.1 The Constituents of Local/State/Regional, Samithis/Sanghams/Associations who are duly registered under the relevant public societies Registration Acts.
4.2 The objects of the Local/State/Regional, Samithis/ Sanghams/ Associations are more or less similar.
4.3 The Bye-Laws of the Samithis/Sanghams/Associations, etc., provide for definite objects, classification of membership, membership fee, constitution of General Body and ExecutiveCommittee, their meeting, periodical election of office bearers, etc.
4.4 Regular accounts relating to Receipts and Payments etc., are maintained and duly audited every year by qualified auditors.
4.5 Periodical meeting of the Executive Committee/Executive Committee and General Body are held as per their Bye-Laws and the proceedings are duly minuted.
4.6 Membership fees are collected as per their Bye-Laws and membership strength is brought up-to date before the Annual General Meeting every year.
4.7 The Samithis/Sanghams/Associations are regularly working to achieve their objects.
4.8 The effective membership of the Samithis/Sanghams/Associations is not less than fifty at any given time.
5.CODE OF CONDUCT:
The Code offers a set of values, principles, and standards to guide decision making and conduct when ethical issues arise.
FEDERATION is a Non-Governmental and not for profit Organization doing social service for the benefit of the society. The organization is fully committed to the principle of honesty, integrity and fair play in the delivery of services
The members of the FEDERATION are expected to adopt the highest standards of dignity, ethics, integrity, and values. In performing their duties to FEDERATION no member shall act in a manner detrimental to the interests of the FEDERATIONor its Members or Public or will transgress any law of the Land.
All Executive committee members have to be signatories of this code.
It is incumbent on members of the Federation to abide by this Code.
5.1 Support the Federation’s work to advance its objective
5.2 Serve FEDERATION with loyalty and respect for confidentiality avoiding conflicts of interest and not involve in activities for personal advantage which are detrimental to FEDERATION or its members.
5.3 Bring to the attention of FEDERATION Executive Committees potential decisions or actions that they identify as unethical or illegal and inform the Board of Governors of the possible results of such decisions or actions.
5.4 Serve all members of FEDERATION with impartiality, providing no particular benefits to any member, and accepting no personal compensation from a member without the prior knowledge and approval of FEDERATION’s Executive Committee.
5.5 Shall not misuse their official position for personal gains or accept any bribes/gifts or to favor their relatives or friends or acquaintances.
5.6 Shall not participate in any agitational activities to vent grievances related to FEDERATION or other public issues.
5.7 Shall not involve in any political or other activities which are detrimental to FEDERATION.
5.8 Will engage in lasting development of the FEDERATION.
5.9 Inform FEDERATION of any member who may have acted in contravention of this Code.
The names, addresses and occupations of the present members of the Executive Committee to whom the management of the affairs of the Federation is entrusted are:
HERE, ORIGINAL FORMATIVE STAGE LIST TO BE INCLUDED
We the several persons representing the various Member Samithis, whose names are given below and have subscribed to this Memorandum of association, are desirous of forming ourselves into a Federation under the Andhra Pradesh (Telangana Area) public societies Registration Act 1350 Falsi (Act I of 1350.7).
Name Member Samithi Representing Signature
HERE, ORIGINAL FORMATIVE STAGE LIST TO BE INCLUDED
The member Samithis so admitted shall be classified as A, B, C, or D (Associate) categories depending upon their year of establishment, effective membership, resources, property and assets, activities, area of operation, etc. The newly established Samithis may be admitted as Associate members (D Type). The classification may be altered by the Executive committee from time to
time whenever necessary with prior approval of the Board of Governors. It is open for the committee to admit Samithis who do not fulfill the conditions of eligibility in entirely.
9.1 The membership fees payable by the Samithis at the time of admission shall be not less than the mentioned below:
|Category ‘A’ member||Rs. 25,000|
|Category ‘B’ member||Rs. 15,000|
|Category ‘C’ member||Rs. 5,000|
|Category ‘D’ Associate member||Rs. 3,000|
9.2 It is open for the Samithis to pay not less than 50% of the membership fees along with the application for membership and the balance within six months thereafter. The membership fees paid shall form part of the Corpus Fund of the Federation and as such isnon-refundable.
10.ANNUAL SUBSCRIPTION BY MEMBERS:
10.1 For meeting the day-to-day expenditure, to fulfill the objects of the Federation, the member Samithis shall pay subscription every year. The annual subscription payable in not more than two installments shall be as follows:
|Category ‘A’ member||Rs. 18,000|
|Category ‘B’ member||Rs. 12,000|
|Category ‘C’ member||Rs. 4,000|
|Category ‘D’ Associate member||Rs. 2,000|
10.2 The Member/Associate Member Samithis shall meet the expenditure incurred by the Federation. Any difficulty in meeting the expenditure incurred shall be made good by them in agreed proportion, whenever necessary, in addition to the Annual Subscription.
11.CESSATION OF MEMBERSHIP:
Any Member / Associate Member Samithi may resign its membership by writing a letter addressed to the Chairman of the Federation– enclosing a resolution of the Samithi to that effect, after clearing the dues if any, relating to the
membership fees and Annual Subscription. The resignation shall come into effect from the date of its acceptance by the Executive Committee.
The Executive Committee shall have the power to terminate the Membership / Associate Membership of a Samithi,which is quite inactive and is not fulfilling the conditions of eligibility, including the payment of Membership
/Associate Membership fees, annual subscription etc. Before taking such an action the Member / Associate Member Samithi concerned shall be given a reasonable opportunity and time,which shall be communicated in writing to state their position and views. If there is no reply within the stipulated time or the reply given is not satisfactory, the Membership/Associate membership of that Samithi may be terminated forfeiting the fees paid.
12.GENERAL BODY COMPOSITION:
The General Body consists of representatives/nominees of the Member/ Associate Member Samithis. The minimum number of representatives/nominees from the member Samithis shall be four (4) each from ‘A’ category Samithis, three (3) each from ‘B’ category Samithis and two (2) from ‘C’ category Samithis. The ‘D” category Associate Member Samithis may nominate one (1) representative each.
13.GENERAL BODY MEETING:
13.1 The General Body shall meet at least once in every year at such place and time as may be decided by the Executive Committee. Such meeting shall be called the Annual General Meeting.
13.2 The Quorum for a General Body meeting shall befifteen (15) or one-fourth of the total eligible member of representatives / nominees of the Member/Associate Member Samithis, whichever is less.
13.3 Executive Committee/General Body can declare that the nominees/representatives of the Samithiswhich are in arrears of dues for more than one year on the date of Annual General Meeting are not eligible to participate in the General Body meeting.
13.3a The member Samithis will designate one person as their representative to the General Body meeting who will have the voting right.
13.4 The Chairman and in his absence, the Vice-Chairman shall preside at the meetings of the General Body; in the absence of both of them, the members present shall elect one of themselves to preside over that meeting.
13.5 Twenty-one days’ (21) notice shall be given for a meeting of the General Body. However, the Executive Committee / Chairman shall have the power to convene a meeting of the General Body at a shorter notice in case of urgency.
13.6 Not less than fifteen (15) representatives / nominees of the Samithis to the General Body can give a notice in writing to convene a meeting of the General Body, the Chairman shall do so not later than thirty days from the date of service of such notice to him, giving at least fourteen days’ notice (14 days) to the members, provided the purpose and subjects to be discussed in the meeting are specially mentioned in the notice.
13.7 Each decision at a meeting shall be taken by simple majority of votes, except where otherwise provided in these rules; where there are equalities of votes, the Chairman of the meeting shall have a casting vote as a second vote.
13.8 If there is no quorum for a meeting the Chairman of the meeting shall adjourn the meeting for the same day of the subsequent second week (14 days) at the same time and at the same place. No notice need be given for an adjourned meeting. If at such an adjourned meeting also there is no quorum the members present, being not less than five shall form the quorum. Such an adjourned meeting can deal with any item of the agenda a l ready c i rculated. Ho wever, amendments to the Memorandu m o f Association and Rules and Regulations of the Federation cannot be considered in any meeting without the normal quorum. Notwithstanding, anything contained above, the requisition lapses if there is no quorum for a requisitioned meeting under sub-rule 13.2.
13.9 The Chairman may call a Special or Extraordinary meeting giving not less than seven (7) days’ notice in case of urgency.
14.GENERAL BODY POWERS AND DUTIES:
The General Body shall have the following powers and duties:
14.1 To review the activities of the Federation and set up guidelines for the Executive Committee for achieving its objects.
14.2 To elect members of the Executive Committee.
14.3 To appoint an auditor/internal auditor for auditing the accounts of the Federation.
14.4 To discuss and pass the annual budget and annual report of the Federation.
14.5 To review and approve the audited statement of accounts for the previous financial year.
14.6 To amend or make changes the Memorandum of Association and Rules and Regulations of the Federation in accordance with the procedure laid down in the public societies Registration Act. after approval of the Board of Governors.
14.7 To frame subsidiary rules for administration of the affairs of the federation, not otherwise provided in the rules and regulations after approval of the Board of Governors.
14.8 To transact such other business necessary and expedient for the fulfillment of the aims and objectives of the federation within its powers.
15.EXECUTIVE COMMITTEE COMPOSITION:
15.1 The management of the Federation shall vest in the Executive Committee, which consists of Eighteen (18) members comprising one Chairman (1), three Vice Chairmen (3),one General Secretary (1), one Treasurer (1), two Joint Secretaries (2), one representative of Kshatriya Seva Sangham,Budham, one representative of Entrepreneur Network, one representative of Youth, one representative of Women and six members.
15.1a In the Executive Committee at least one, either Chairman or Vice Chairman or General Secretary Should be from Hyderabad.
15.2 The immediate Past Chairman who will be the ex officio member.
15.3 Additionally, the Chairman of FEDERATIONwill have the powers to Co-Opt four (4) members as Special Invitees who will not have voting rights.
15.4 All the members of the Executive Committee, except the Chairman, shall be elected by the General Body from among the nominees / representatives of the member Samithis’ at the Annual General Meeting. There shall be representation in the Executive Committee from different categories of Member Samithis’ as follows:
From Category ‘A’ Member Samithis’ not less than six (6) members
From Category ‘B’ Member Samithis’ not less than four (4) members
From Category ‘C’ Member Samithis’ not less than two (3) members
From Category ‘D’ Member Samithis’ not less than one (1) member
From representative of Kshatriya Seva Sangham,Budham one (1) member
From representative of Entrepreneur one (1) member
From representative of Youthone (1) member From representatives of Women one (1) member
The immediate Past Chairman of FEDERATION will be the Ex-Officio member
15.5 There shall not be more than two (2) members from any city/town in the Executive Committee. For this purpose, the Chairman will not be counted.
15.6 The General Body shall have the power to alter the above representation of the member Samithis’ in the Executive Committee depending upon the prevailing circumstances from time to time provided that two-third of the representatives / nominees of the Member and Associate Member Samithis present at a meeting, with normal quorum, have voted for such alteration.
15.7 The Executive Committee shall hold office, for a period of three years from the date of election or until fresh election takes place whichever event takes place later, subject to the condition that the total period of office of an Executive Committee shall not exceed three (3) years and three (3) months. The term of the first Executive Committee shall cease with the conclusion of the first Annual General Meeting.
15.8 In an event if the tenure of the Executive Committee exceeds three (3) years and three (3) months the Board of Governors have the power to dissolve the Executive Committee and hold new elections.
15.9 Any vacancy arising among the members of the Executive Committee by resignation, otherwise may be filled-in by cooption by the Executive Committee from the nominees / representatives of the same category of membership and the person so co-opted shall hold office for the unexpired term of office of the Executive Committee.
15.10 It is open for the General Body to declare that a nominee / representative of a member Samithi which is in arrears or dues for more than one year on the date of the Annual General Meeting is not eligible to be elected to or continue to be a member of the Executive Committee thereafter.
15.11 The proceedings of the Executive Committee shall not be invalidated on account of a vacancy or vacancies of the membership of the Committee, which remains unfiled.
15.12 Anyone who is an elected member from a political party is not eligible to be a member of the Executive Committee. (i.e.: MP, MLA, MLC, Corporator, Ward Member, Executive committee member of a political organization, etc. they should not be serving committee members of any political organization).
15.13 Any member contesting elections should resign or will automatically be disqualified.
15.14 Any member who is under investigation or convicted by court of Law for fraud or criminal activity will automatically be disqualified.
15.15 The tenure of an Executive Committee Member will be a maximum of six years (which consists of two three-year terms) only. The same person will be eligible to become a member after a gap of three years.
15.16 Every Executive Committee member should abide by the Code of Conduct.
16.EXECUTIVE COMMITTEE – POWERS AND DUTIES:
The Executive Committee shall have among others, the following powers and duties:
16.1 To act on behalf of the Federation in all matters and to carry out its objects.
16.2 To admit Samithis as its Members / Associate Members.
16.3 To collect funds in the form of donations or otherwise from individuals, institutions and others and utilize the same for general or specific purposes of the Federation.
16.4 To open accounts in the name of the Federation in any Bank or Banks and operate the same.
16.5 To prepare the Annual Budget and Annual Report and place them before theAnnual General Meeting for its approval, with prior approval from the Board of Governors.
16.6 To do all transactions like purchase, sale, lease, mortgage and exchange of property for the benefit of the Federation, provided that in the case of any transaction exceeding the value of three Lakh rupees, prior consent of theBoard of Governors and then the General Body shall be obtained.
16.7 To establish Regional offices of the Federation at suitable places to advance the cause of Federation with prior consent of the Board of Governors.
16.8 To prescribe forms, registers and accounts to be maintained from time to time.
16.9 To appoint sub-committees for specific purpose.
16.10 To appoint or dismiss employees, fix their duties and emoluments and otherwise supervise their work and conduct.
16.11 To accept resignations of Member / Associate Member Samithis or members of the Executive Committee.
16.12 To institute, conduct, defend, compound, compromise or abandon any legal proceedings by or against the Federation and to write off any arrears dues.
16.13 To delegate any of its powers to any office-bearer or to a sub-committee and may withdraw any powers so delegated.
16.14 To borrow or otherwise rise funds on behalf of the Federation and to spend thesame for the achievement of its objects.
16.15 To make arrangement for the audit of its accounts.
16.16 To call for General Body Meetings and fix agenda for the same.
16.17 To invite any individual(s) whose help and guidance will be of immense use, toattend the meetings of the Executive Committee for a specific purpose or occasion or on a continuous basis during the term of the Committee.
16.18 To transect any other business incidental to the administration of the Federation and fulfillment of its objects.
17.EXECUTIVE COMMITTEE – MEETINGS:
17.6 The Executive Committee shall meet at least once in three months at a venue, date and time fixed by the Chairman / Executive Committee mutually agreed upon by its members.
17.7 The quorum for a meeting of the Executive Committee shall be 9.
17.8 The Chairman shall preside, in his absence the Vice-Chairman representing the region at which the meeting is held will Chair.
17.9 A notice of fifteen days (15 days) shall be given for a meeting of the Executive Committee but in case of urgency the Chairman may convene a meeting with lesser period of notice.
17.10 If 9 or more members of the Council give notice in writing to convene a meeting of the Executive Committee, the Chairman shall convene the meeting within twenty days (21 days) from the date of service of such notice to him, by giving fourteen days (14 days) notice to members under certificate of posting or email where ever available, provided the purpose and the subjects to be discussed at the meeting are specifically mentioned in such notice.
17.11 If any member of the Council absents himself / herself for three ordinary consecutive meetings without request for leave of absence, his / her membership of the Executive Committee shall cease. However, the Council may restore the membership at the written request of such member within two months from the date of such caesurae, one time during the tenure of the Council.
17.12 Any decisions of the Executive Committee shall be by simple majority vote. Whenever the members are equally divided, the Chairman of the meeting shall have a casting vote in addition to his normal vote.
18.6 The funds of the Federation shall consist of Membership and Associate Membership fees, annual subscription by member Samithis, contributions received from members and non-members for specific occasions and purposes, donations and gifts by individuals and institutions and all other money coming into the hands of the Federation in any manner what so ever.
18.7 The funds of the Federation, whether such funds constitute income or the corpus, shall be utilized only for the attainment of the objects specified and for the day-to-day administration of the Federation.
18.8 Funds specifically allocated to the corpus cannot be utilized for any purpose. They shall be put in as bank fixed deposit and only the interest earned can be utilized for the federation activities.
18.9 The funds of the Federation shall be deposited in Scheduled Bank(s) only, the Bank Account (s) shall be opened and operated jointly by the Treasurer along with either the Chairman or the Secretary.
18.10 The funds collected for the Kshatriya Prabha magazine subscription will be kept as a separate corpus and only the interest accrued on it can be utilized for the magazine or the website. The funds mobilized from the advertisements in the magazine or website can be utilized for its printing, postage, website maintenance and other expenses incurred for that purpose.
19.POWERS AND DUTIES OF OFFICE- BEARERS
Subject to such resolutions as the Executive Committee may otherwise pass in this behalf, the several officebearers of the Federation shall have among others, the powers and duties specified in Rules below.
20.6 The Chairman shall exercise general control and supervision of the affairs of the Federation and act on behalf of the Executive Committee, assisted by the other office – bearers in discharge of his duties.
20.7 The Chairman will be a member of the Board of Governors.
20.8 The Chairman shall be the convener of the Board of Governors meetings.
20.9 With the approval of the Executive Committee make arrangement for safe custody of money and other properties of the Federation.
20.10 Have power to take decision on urgent matters, subject to his getting them satisfied by the Executive Committee at its next meeting.
20.11 Have power to call for a meeting of the Executive Committee or any special Committee and in urgency of the General Body.
20.12 Preside over the General Body, Executive Committee or any special Committee meetings.
20.13 Be competent to countersign along with the Treasurer, for purpose of any bank transaction.
20.14 Exercise the powers delegated to him by the Executive Committee and may subject it to the approval of the Executive Committee, delegate any of his powers and duties to the Vice-Chairman or in special circumstances to a member of the Executive Committee.
20.15 Whenever any office bearer is obliged to be absent himself from headquarters or any other cause, the Chairman shall entrust the work to another member of the Executive Committee, subject to the approval of the Executive Committee, and the member so nominated shall discharge all the functions of that officer in his absence.
21.VICE – CHAIRMEN:
21.6 There will be three (3) Vice-Chairmen’s representing different regions.
21.17The Vice Chairmen shall perform such duties as were entrusted to them from time to time by the Chairman or the Executive Committee and they shall in general assist the Chairman in his duties.
21.8 Whenever the Chairman shall be absent or unable to act, the Executive Committee / Chairman may entrust the Chairman’s duties to any of the Vice-Chairmen or under special circumstances, to a member, of the Executive Committee staying in the Headquarters.
The General Secretary is the chief Executive officer of the Federation. He shall:
22.6 Be responsible for the general administration of the Federation and carry out the decisions and resolution of the Executive Committee and the General Body under the direction and guidance of the Chairman.
22.7 Convene meetings of the General Body, Executive Committee and sub-committees of the Federation with the permission of the Chairman.
22.8 Be the officer to sue or to be sued on behalf of the Federation and all bonds in the name of the Federation shall be in the name of his office.
22.9 Have custody of all records and registers of the Federation, maintain them and correspond on its behalf.
22.10 Maintain membership Register, prepare annual report and assist the Treasurer in getting the accounts audited and in preparation of the Annual budget.
22.11 Maintain or cause to the maintained the minutes of the proceedings of all meetings of the General Body, Executive Committee and sub-committees, which shall be signed by the Presidents of the respective meeting. These constitute the permanent records of the Federation.
22.12 Countersign along with the Treasurer for the purpose of any bank transaction.
22.13 Exercise the powers as may be delegated to him by the Executive Committee or the Chairman and may, subject to the approval of the Committee, delegate any of his powers to a Joint Secretary or an Executive Committee member for a specific period and may withdraw any power so delegated.
22.14 Do all that is necessary to carry on generally the day-to-day administration of the Federation.
22.15 The General Secretary will be an Ex Officio member of the Board of Governors.
The Treasurer shall be responsible for the financial transactions, funds and securities relating to the Federation.
23.6 The Treasurer will always be from the place of Registered office of FKSS. Maintain accounts including cashbook along with vouchers and produce them for audit.
23.7 Take charge of the money and other finances of the Federation and shall make disbursement in accordance with the direction of the Executive Committee, the Chairman and the Secretary.
23.3 Open and operate Bank Account (s) for withdrawal of any amount by issuing Cheques with the countersignature of either the Chairman or the Secretary.
23.4 Make payments of all bills countersigned by the Secretary.
23.5 Prepare budget estimates and annual statement of accounts with the assistance of theSecretary and submit the same along with the audited statement of accounts to the General Body through the Secretary.
23.6 Be responsible for depositing all the money of the Federation and for safe custody of thevaluables in such manner as may be decided by the Executive Committee.
24.1 There will be two (2) Joint Secretaries representing different regions.
24.2 The Joint secretaries shall perform such duties as were entrusted to them from time to time by the Executive Committee or the Chairman and shall in general assist the Secretary. Whenever the Secretary shall be absent or unable to act, the Executive Committee / Chairman may entrust the duties of the Secretary to the joint secretary or under special circumstances to a member of the Executive Committee.
25.CONDUCT OF ELECTIONS:
25.1 The Election will be conducted according to the rules framed by the Election Committee.
25.2 The Election Committee will consist of a total of three members of which two will be from the Board of Governors out of which one will be the convener of the Election Committee and one will be appointed by the Executive committee with prior approval of the Board of Governors.
25.3 The Convener of the Election Committee shall preside over the election meeting and conduct the election and record the proceedings of the election with the help of the other two members.
25.4 No person who is himself a candidate at that election shall conduct the election.
25.5 The Election Committee will initiate the process of arriving at a consensus, the names of office bearers and Executive Committee. In the event of failing to arrive at a consensus to arrange for Election by secret Ballot by the registered members of the Federation.
25.6 The Secretary shall put on the notice board of the Federation a list of valid members one month prior to the date fixed for election.
25.7 The filled in application for nomination of a person shall be handed over in the Federation office or sent by Registered post so as to reach the Federation office fifteen days before the date fixed for the election.
25.8 Nomination paper shall be signed by a proposer and a second by whose names appear in the notified list of members.
25.9 A list of valid nominations should be notified in the Federation office Notice Board on the day following the last day for filing of nomination papers.
25.10 Any person whose name is nominated for election may intimate his withdrawal from the election by notice in writing to the Convener, Election Committee on or before the due date notified for withdrawal.
25.11 Whenever election is necessary, the election shall be conducted by Secret Ballot on the date fixed for election.
25.12 The result of the election should be notified in the notice Board of the Federation under the signature of the persons conducting the election.
25.13 1f there are no sufficient nominations forth coming within the scheduled date of nominations from any category of members, fresh nominations may be invited on the spot at the Annual General Body meeting and election conducted to fill the vacancies with representation as per clause 15.4.
26.MEDIA & COMMUNICATION:
26.1 To notify the activities of the Federation Affiliated members, the Federation will use various media like publications, advertisements, website, Social media, etc.
26.2 Kshatriya Prabha will be a monthly multilingual publication which will be used to communicate all the activities of the Federation and its member Samithis to its subscribers.
26.3 Kshatriya Prabha will have a subscription fee fixed from time to time by the Executive Committee. All the funds collected towards the subscription fee will be put in the corpus fund of the Kshatriya Prabha.
26.4 The Chairman or Secretary or any member nominated by the Executive committee of the Federation shall be the Editor of Kshatriya Prabha.
26.5 The income generated by advertisement and the interest earned on the corpus fund of the Kshatriya Prabha will be used for printing and editing expenses of the magazine and maintenance of the website.
26.6 Change of Editor or Printer has to be notified to the Registrar of Newspapers, New Delhi.
26.7 w ww.kshatriyas.org will be the website for the FEDERATION which will be updated on a regular basis.
26.8 The Chairman/General Secretary after approval from the Executive Committee can use various media and communications to spread the message of the Federation activities.
26.9 The Kshatriya Prabha or website or other media cannot be used to spread messages which are against the interests of the FEDERATION and which are against the law of the land.
27.1 The Executive Committee shall appoint an auditor with prior approval of the Board of Governors.
27.2 The appointment of the Auditor shall be finally approved at the Annual General Body meeting and shall hold office till the conclusion of the next Annual General Meeting.
27.3 He shall audit the accounts of the Federation prepared by the Executive Committee with reference to the records.
27.4 He is entitled to call for and examine any records or documents belonging to the Federation and call for any further information in respect of his audit and make a report to the Federation in accordance with law.
27.5 The Auditor shall be eligible for such remuneration as may be determined by the Executive Committee.
For the purpose of the Federation, year means, the year commencing from 1st of April ending with 31st of March.
Any amendments or changes to the Memorandum of Association or the Rules and Regulations of the Federation shall be with the prior approval of the Board of Governors and then unless two-thirds of the members present at the General Body Meeting convened for the purpose have voted in favor of such amendments or Changes.
Amendments or changes to the Memorandum of Association or the Rules and Regulations of the Federation will not be valid unless such amendments or changes are registered with the Registrar of Societies.
It is mandatory for the Federation to file all annual filings with the respective government statutory bodies.
30.1 All documents to be filed for the Society Renewal with the Registrar of Societies.
30.2 Any amendments or changes to the Memorandum of Association or Rules and Regulation of the FEDERATION with the Registrar of Societies.
30.3 Audited balance sheet and P&L approved by the General Body of the Federation to the Income Tax department.
30.4 Kshatriya Prabha annual return to the Registrar of Newspapers, New Delhi.
30.5 Online submission of FCRA annual Returns.
30.6 All other Statutory Fillings as and when required.
In the event of dissolution of the Federation, all the remaining funds and assets of the Federation shall be transferred to any other institution with similar aims and objects registered under the relevant public societies Registration Acts.
32. BOARD OF GOVERNERS:
The Role and Responsibility of the Board of Governors of Federation of Kshatriya Seva Sanghams, Hyderabad (FEDERATION) is to act
32.1 As an Advisory and Regulatory body for the smooth and proper functioning of FEDERATION
32.2 Act as a Disciplinary committee and enforce the code of conduct of FEDERATION
32.3 As a watchdog for the smooth functioning of FEDERATION.
32.4 As an approver for all Policy decisions and amendments or changes to the Memorandum of Articles and Rule and Regulations of the FEDERATION before putting up to the General Body for final approval.
33.BOARD OF GOVERNERS COMPOSITION:
33.1 The Board of Governors consists a total of nine (9) members. Six (6) members will be selected from major donors, persons of eminence with administrative, managerial, legal and financial experience or professionals like Lawyers, Charted Accountants, Engineers, Doctors, Eminent Persons willing to
Contribute and do service for the achievement of FEDERATION’s objectives. Three members will be from the FEDERATION, Immediate Past Chairman, Present Chairman and General Secretary.
33.2 General Secretary shall be Ex officio members of the Board without voting rights.
33.3 Additionally, All Past Chairmen will be Ex officio members of the Board of Governors without voting rights.
33.4 Anyone who is an elected member from a political party is not eligible to be a member of the Board of Governors. (i.e.: MP, MLA, MLC, Corporator, Ward Member, Executive committee member of a political organization, etc. they should not be serving members of any political organization).
33.5 Any member contesting elections should resign or will automatically be disqualified.
33.6 Any member who is convicted by a court of law for fraud or criminal activity will automatically be disqualified.
33.7 Any vacancy arising in the Board of Governors will be filled by a special committee consisting of five members. Three members from the existing Board of Governors of which one will act as a Chairman, one member from Federation Executive Committee and the Chairman of the Federation who will also act as the Convener of the Special Committee
33.8 The tenure of a Board of Governors will be maximum of Six years (which consists of two three-year terms) only. The same Person will be eligible to become a member after a gap of three years.
34.BOARD OF GOVERNERS MEETING:
34.1 The Board of Governors shall meet at least once in four months.
34.2 Quorum for the meeting shall be five.
34.3 The Chairman of AIKF will be the Convener of the Meeting.
34.4 The Board of Governors should elect one of its members as a Chairman, to Chair the meeting to transact Board of Governors/FEDERATION activities.
34.5 The Chairman and Immediate Past Chairman of AIKF cannot be the Chairs.
34.6 Any decisions of the Board of Governors shall be by simple majority vote. Whenever the members are equally divided, the Chairman of the meeting shall have a casting vote in addition to his normal vote.
34.7 If any member of the Board of Governors absents himself for three consecutive meeting without a request for leave of absence his membership of the Board shall cease automatically. Even with leave of absence if the member is absenting for four consecutive meetings he will automatically cease to be a member of Board of Governors.
35.POWERS AND DUTIES OF THE BOARD OF GOVERNORS
35.1 The Board of Governors shall be a Regulatory and Advisory body.
35.2 The Board of Governors shall approve all Policy decisions and any amendments or changes to the Memorandum of Articles and Rules and Regulations of the FEDERATION before putting up to the General Body for final approval.
35.3 The Board of Governors shall review both the community development and financial performance and functioning of the FEDERATION once in four months. For this purpose, the Executive Committee shall submit copies of the minutes of its meetings to the Board of Governors together with the action taken reports on the decisions taken by the Executive Committee and General Body.
35.4 The internal audit half yearly report should be submitted byend October and end April of every year. The internal audit will be conducted by an auditor appointed by the Executive committee after approval from the Board of Governors and General Body.
35.5 The Board of Governors shall have power to approve or reject all proposals or transactions like purchase, sale, lease, mortgage or exchange of property for the benefit of the FEDERATION in case those transactions exceed a value of Rs.10,00,000/- and also expenditure of over Rs.3,00,000/- on any single item. In case of Rs.10,00,000/- or above on any single item prior approval of General Body shall be obtained.
35.6 Annual budget of the FEDERATION should be submitted to the General Body after its approval by the Board of Governors together with Internal Audit reports on the utilization of funds. Any deviation / alteration what so ever in the approved budget shall be with the express approval of the Board of Governors.
35.7 The Board of Governors should have a joint meeting with Executive Committee at least twice in a year to review the activities of the FEDERATION apart from the General Body.
35.8 In an event if the tenure of the Executive Committee exceeds three (3) years and three (3) months the Board of Governors shall have the power to dissolve the Executive Committee and hold new elections.
Introduction:It is a condition of all levels and types of membership that members and staff observe the highest standards of professional and ethical conduct in connection with their work activities. Members or staff who display serious incompetence, act unethically or otherwise bring the FEDERATION into disrepute through their behavior, acts or omissions, may be subject to the Disciplinary Procedures set out here.
36.1 Disciplinary Procedure: Any member of the Executive Committee of FEDERATION or any member of affiliated Samithis’ shall have the authority to invoke the disciplinary procedure for any member or staff of the FEDERATION whose conduct is alleged to be in breach of FEDERATION Code of Conduct.
36.2 An allegation of a breach of the Code may be upheld against a member or staff where he/she:
36.2.1 Acts unethically, displays serious incompetence or otherwise brings into disrepute the FEDERATION through their behavior.
36.2.2 Is found guilty of any criminal offence
36.2.3 Involved in sexual harassment
36.2.4 Is subject to a disciplinary action imposed by any regulatory/statutory body
36.2.5 Intentionally makes a false or misleading statement to the FEDERATION.
36.2.6 Disturbing the activities of the FEDERATION due to unstable mental state.
36.2.7 Misuse of Official Position: Executive Committee members who misuse their official position for personal gains or to favor their relatives or friends are liable to disciplinary action. (Examples of misuse include an Executive Committee member responsible for the selection of suppliers giving undue favor or accepting bribes/gifts or leaking financial information to his friends/acquaintance/relative’s organization with a view to favor them)
36.3 Sexual Harassment cases will be dealt as per Vishaka Guidelines against Sexual Harassment in the work place.
36.4 The Chairman of the FEDERATION, the Chairman of the Disciplinary Committee and the Committee as a whole may at all times delegate their tasks under these rules to other people.
36.5 Any changes to the Disciplinary Procedures may be made by the majority vote of the Disciplinary Committee. These changes will be presented to the Board of Governors for ratification and adoption. Any changes adopted by the Board of Governors to the Disciplinary Procedures will be notified to all members prior to the date of implementation either directly or via FEDERATION website or News Letter.
37.RAISING AN ALLEGATION:
37.1 Information about an alleged breach of the Code of Conduct by a member of FEDERATION may be presented by a member.
37.2 The allegation must be made in writing and, where possible, supported by appropriate documentary evidence. It must be addressed to the Chairman of the Disciplinary committee or anyone designated by the Board of Governors for this purpose.
37.3 Each allegation must be recorded in a Register and acknowledged by FEDERATION within ten working days.
38.1 The Disciplinary Committee shall consist of three members including its Chairman.
38.2 Any Two members from the Board of Governors and one member the Chairman of FEDERATION or he can nominate one member form the Executive Committee.
38.3 The Chairman of the Disciplinary Committee will be appointed by the Board of Governors.
38.4 Any member of the Executive Committee or the Chairman of FEDERATION who is the subject of a Disciplinary investigation or action may not sit on the Disciplinary Committee when it investigates the same.
38.5 If any member of the Disciplinary Committee has any relationship or conflict of interest with the member under investigation, they cannot take part in the process.
39.1 When information about a potential breach is received, the Chairman of FEDERATION shall refer the allegation and any documents submitted or known to her/him to be relevant to the Chairman of the Disciplinary Committee. The Disciplinary Committee shall then appoint one of its members (or failing that, a member of the Executive Committee) as the Independent Investigator for that allegation. If an independent member of the Disciplinary Committee cannot be appointed, the Executive Committee may appoint an independent investigator.
39.2 The Independent Investigator is required to determine whether, on the basis of the evidence provided, the allegation is sustainable and justifies a formal investigation. S/he may request further information or evidence from the originator of the allegation.
39.3 The decision of the Independent Investigator as to whether there is a case to answer, and whether a formal investigation should take place and reasons for those conclusions shall be communicated to the Chairman of FEDERATION who shall provide copies to the Chairman of the Disciplinary Committee.
39.4 The Disciplinary Committee shall consider the Independent Investigator’s Report and decide on the basis of it whether there is a case to answer and whether to institute a formal investigation of the allegation or any part of it.
39.5 The Disciplinary Committee will consider the complaint, the independent investigator’s findings and any other relevant evidence and record its conclusions as a decision. The Decision of the Disciplinary Committee will be communicated to the Chairman.
39.6 If the Committee decides there is a case to answer the member who is the subject of the allegation will be informed that an allegation has been made and that it is being investigated. He/She has the right to object to the person appointed as Investigator. In this event, another Investigator must be appointed and the new Investigator will act as from 35.3
39.7 If the Committee decides there is a case to answer the member subject to the allegation of misconduct shall be provided with copies of the paperwork held by the Disciplinary Committee in advance of any oral or other hearing.
39.8 if the Disciplinary Committee takes the view that any matter arising during the investigation of the allegation should be reported to any regulatory/statutory body, it may do so at any time during the proceedings.
39.9 If the Disciplinary Committee decides there is no case to answer the party making the allegation will be informed and the case will be closed.
40.1 If the Disciplinary Committee decides to institute a formal investigation of the allegation, the procedure adopted shall be determined at the discretion of the committee. This may, but is not required to, include an oral hearing at which the member may be required to attend. The Disciplinary Panel may also invite the person or persons making the allegation and any relevant witnesses to attend any such hearing. All FEDERATION members are expected to co-operate in all reasonable ways with the Disciplinary Committee in its investigation of an allegation against a member or staff.
40.2 When the formal investigation into the allegation has been completed, the Disciplinary Committee shall then decide whether to uphold the allegation in total or in part. The Disciplinary Committee shall reach its decision by simple majority voting. In the event that the Disciplinary Committee is unable to reach a decision in this way on any matter, the Chairman’s vote shall be decisive on all matters.
40.3 The Decision of the Disciplinary Committee shall, subject to these rules, be binding on all members. It shall be communicated to the member.
41.1 The Disciplinary Committee may dismiss the allegation in full or in part. If it upholds the allegation in any respect, it must impose one of the sanctions set out below. In determining the sanction to be imposed, the Disciplinary Committee may have regard to any additional information about the member or the circumstances of the allegation.
41.2 CENSURE: The Disciplinary Committee may censure a member. This shall take the form of a written reproach sent by the Chairman of FEDERATION to the member. That reproach may consist of a communication to the member that the allegation is upheld and that s/he has been censured. This may be made public or remain private.
41.3 SUSPENSION: The Disciplinary Committee may order suspension of the member from FEDERATION and the relevant Register for a specified period of time, not exceeding 3 years.
41.4 EXPULSION: The Disciplinary Committee may order the expulsion of the member from FEDERATION and consequent removal from a Register. An expulsion can also be done in case of any member found to be involved in any criminal activity. An expulsion order may also be made against a person who, since the initiation of the investigation of the allegation, has resigned from the FEDERATION.
41.5 The Disciplinary Committee shall determine the extent of the publicity to be given to the result of its proceeding.
The Telugu translation of the Memorandum of Association and Rules and Regulations or Bye Laws has been provided. In case of contradiction in interpretation of the clauses the English Version will be final.