EX – WESTCOTTIAN ALUMNI (Founded 16th September 2007) Bye Laws And Rules and Regulations


1.0 Name of the Body: “Ex-Westcottian Alumni” herein referred as “EWA”


2.0 Office: Registered office of EVA shall be located at ” BISHOP WESTCOTT BOYS SCHOOL, Namkum-Ranchi-834010”. Bishop Westcott Boys School and Bishop Westcott Girls School situated at Namkum-Ranchi hereinafter shall be called “the institute”.


3.0 Objectives:


3.1 To provide a forum for the Alumni of the Institute.


3.2 To engage in such academic and social activities as shall contribute towards promoting liaison between the Alumni and the Institute.


3.3 To promote and protect the interest of members of EWA.


3.4 To establish and maintain relationships among the members of the different Associations/ Societies etc. either in Jharkhand or in different parts of other States.


3.5 To raise funds for EWA and to meet the expenses of EWA through subscriptions, donations or other resources and schemes.


3.6 To organize seminars, meeting cultural & social activities/programs or debates etc.


4.0 Members of EWA:


4.1 EWA shall consist of four classes of member’s viz., Members, Life members, Patrons and Honorary members.


4.2 Members:


4.2.1 Members: Any alumnus of the institute can become a member of the EWA by filing an application along with registration/enrolment fee for being admitted as a member of association, of such amount as may be stipulated by the Executive Committee from time to time and on so doing he/she shall be registered / enrolled as a member of alumni (NOTE: the word alumnus for the purpose of this clause shall include any individual who has spent at least one year in the institute as a student) and continue to be a member, he/she pays subscription at the amount determined under these rules, unless his/her name has been removed from registers in one of the manners laid down in the Rules.


4.2.2 The enrolled members of alumni shall pay the amount as may be stipulated by Executive committee from time to time for participation in Annual gathering/ Function, seminars cultural or social activities/program


4.2.3 The Executive shall have the right to admission in any functions/seminars etc, of Association towards any members of the alumni


4.3 Patron Member: Principal of the institute (Bishop Westcott Boys’ School & Bishop Westcott Girls’ School Namkum-Ranchi) will be Patron Members of the alumni.


4.4 Honorary Member: Any alumnus of the institute who has attained the age of 60 yrs or renowned individual from various fields of society shall be elected as an honorary members as stipulated by the Executive Committee from time to time.


4.5 Life Members: Any alumnus of the institute will be considered a life member of the alumni if she/he shall pay the amount stipulated by the Executive Committee from time to time and thereafter may participate in all gathering/function seminar social or cultural activities of the alumni without having to pay any other charges. Any amount paid to EWA as subscription by its member is non-refundable.


5.0 Privileges: Members/Life members, Patrons and Honorary members shall be entitled to:


5.1. Receive a copy of all publications of EWA


5.2. Participate in the activities of EWA


5.3. Participate in the General Body meeting of the EWA with right to vote


5.4. Nominate, Propose and second members for the office of the Executive Committee


6.0 Admission of Members:


6.1 Any student who have spent at least one year in the institute viz Bishop Westcott Boys school or in Bishop Westcott Girls school- Namkum -Ranchi, shall be automatically eligible to apply for the life membership/member of EWA and on being admitted by the Executive Committee, pay the prescribed subscription.


6.2 Principals of the institute i.e. Boys and Girls school shall be the patron of the alumni.


6.3 Any alumnus of the age of 60 and above or any renowned alumnus from Various fields of society would be enrolled as honorary member but without the need for payment of any subscription of the EWA and upon being selected/admitted by the Executive committee.


6.4 The EWA shall maintain a register of all members showing the date of admission, name, address, contact no.


6.5 Any member of the EWA shall be entitled to inspect the Register of Member after due service of a notice upon the Hony. Secretary of the EWA intimating his intention at least fifteen days prior to the date of inspection. The decision of Executive committee shall be final on approval for inspection.


7.0 Cessation:


7.1 Incase the member of the Alumni defaults in payment of subscription or any other dues for more than two consecutive years, his/her membership will be suspended, this will be at the desecration of the Executive committee on sufficient cause of being shown by the member concerned.


7.2 Member whose name have been suspended from membership in the manner aforesaid, his/her membership will be active upon payment of dues provided the Executive committee may in suitable case refer re-admission on recording reasons.


8.0 Removal Of The Member: Executive Committee of the alumni may withdraw the membership of a member for misconduct or for working against the interest of EWA and thereafter shall have his/her name removed for the register maintained for the alumni.


9.0 The Executive Committee And The Office Bearers of EWA: EWA shall be managed by an Executive Committee constituted as followed:


9.1 One President


9.2 Two Vice President


9.3 One Hony. Secretary


9.4 Two Joint Secretary


9.5 One Treasurer


9.6 The Executive Committee shall induct ten members to form a Sub-committee.


9.7 The Executive Committee shall have the freedom to co-opt members from time to time for the smooth function of EWA.


10.0 Election And Tenure of Office:


10.1 The mode of election shall be by Secret Ballot / by the majority in the General Body Meeting.


10.2 The procedure of election shall be laid down by the Executive Committee and held by a Presiding Officer.


10.3 All terms of the elected members shall be for a period of two years.


10.4 Members can be elected to the Executive Committee for more than one term.


10.5 In the event of a vacancy at any level in the executive committee or sub committee, the Executive Committee shall have the freedom to elect a member to fill the vacancy.


11.0 Duties of The Executive Committee:


11.1 To co – ordinate the activities of EWA.


11.2 To consider all communications addressed to EWA.


11.3 To appoint suitable officers, clerks and such other subordinate staff.


11.4 To direct the application of EWA.


11.5 To be in-charge of and protect the properties of EWA.


11.6 To prepare and submit annual reports, including balance sheets, audited accounts/ statements of income and expenditure.


11.7 To collect dues from the members.


11.8 To undertake such tasks as will protect the objectives of EWA.


12.0 Duties of The Office Bearers of EWA:


12.1 Patrons: To advice, guide and help EWA to accomplish its objectives.


12.2 President:


12.2.1 He/She shall be the head of the Alumni.


12.2.2 He/She shall preside over all the meetings and may allocate suitable responsibilities.


12.2.3 He/She may appoint working groups, sub-committees etc. And nominate representatives of EWA on vacancies, Government /institutes and or other bodies when invited to do so.


12.2.4 He/she shall act on behalf of EWA.


12.3 Vice President: In addition to his/her duties as a member of Executive Committee he /she shall preside over committee meetings In the absence of the president and shall discharge such Duties as may be authorized by the president.


12.4 Hon. Secretary:


12.4.1 The Hon. Secretary shall be the Chief Executive officer of the Association and shall be in charge of administration subject to overall control of executive committee and beside his ordinary functions shall carry out those duties delegated to him/her by the Executive committee


12.4.2 The Hony. Secretary shall be the Convenor of the meeting of the Executive committee and one third members Shall form quorum of the meeting provided that no quorum shall be required for meeting once adjourned for want of quorum.


12.4.3 The Hony Secretary shall attend to the day to day Correspondence of EWA.


12.4.4 All business of the alumni shall be conducted by the Executive committee through the Hony. Secretary Or Joint secretary or committee or sub-committee conducted by general body


12.4.5 Maintain official records of the EWA


12.4.6 He/she shall be responsible for calling Meetings of the Executive committee in consultation with the President


12.4.7 He/she shall be responsible for filing of annual reports of EWA with the registrar of societies after every annual meeting and other special general meetings, Financial statements with the income tax officer ,and such statutory requirements.


12.4.8 He/she shall have power to collect money on behalf of EWA and to make disbursement of the same according to budget and rules rules against voucher or receipt along with the Treasurer of EWA


12.4.9 He/she shall carry directions and resolutions of Executive Committee and the general body of the members passed in the meeting .


12.4.10 The Hony. Secretary may delegate any of his functions To joint Secretary for convenience.


12.4.11 The Hon.sceretary shall see the payments receive and made on behalf of the association.


12.4.12 The Hon.sceretary shall have the power to defray expenditure up to a maximum Rs 5000/- out of fund called contingency but it shall be obligatory on his/her part to put up the expenditure report in the next meeting of the Executive Committee.


12.5 Joint Secretary:


12.5.1 The joint secretary shall assist the Hon. Secretary in discharging his/her Duties.


12.5.2 He/she shall carry out such other duties as may be assigned to him /her from time to time by the Executive committee.


12.5.3 He/she shall assume charge of Hon. Secretary in the absence of the Hon. Secretary


12.5.4 The Joint secretary of the alumni may be made In charge of particular work for management of the affairs of the association.


12.6 Treasurer:


12.6.1 The treasurer shall maintain all the accounts of the EWA.


12.6.2 Be an ex-officio member of all committees involving financial implication and shall be the chairman of the finance Committee.


12.6.3 Receive and hold for the use of the all money paid to the EWA.


12.6.4 The hon.sceretary shall have the power to defray expenditure up to a maximum Rs 5000/- out of Fund called contingency but it shall be obligatory in the next meeting of the Executive Committee.


12.6.5 He/she shall have power to collect money on behalf of EWA and to Make disbursement of the same according to Budget and the rules against voucher or receipt along with Hon.Secretary of EWA.


12.6.6 The treasurer shall maintain and cause to be maintained Account of all income and expenditure in cash book.


12.6.7 The treasurer shall carry out directions and resolutions Of Executive Committee.


12.6.8 The treasurer shall maintain account books, cash book and guard files in which vouchers shall be pasted systematically tallying with the number in the cash book for every expenditure made .Other books of accounts shall be maintained as and when necessary for Proper maintenance of accounts.


13.0 Finance:


13.1 The financial year of the EWA shall commence from 1st April of a year and close on 31st March of the succeeding Year.


13.2 There shall be one auditor of Association elected by the Executive Committee. The Auditor shall audit the accounts of the Association.


13.3 The Auditor shall have power for physical verification for stocks and verification for the purpose of expenditure made and to make a report of the same to the Executive Committee.


13.4 The funds of EWA shall be deposited either in a schedule bank(s) or post office in the name of EWA and shall be operated jointly by the treasurer and the Hon. Secretary or any other member of the Executive Committee duly authorized by the Executive committee.


13.5 No withdrawal shall be made without the sanction of the Executive committee in meeting attended by not less than three members including the President ,the Hon. Secretary and treasurer.


13.6 For purpose of such a meeting of the Executive committee may be called in emergency.


13.7 The annual budget or any cultural or social program, seminar, Annual gathering etc, shall be placed in a special meeting of The Executive committee for the sanctioning of the Budget.


13.8 Any amount exceeding Rs 2000/- shall be sanctioned by the Executive Committee.


13.9 Expenditure made must be supported by the voucher or Vouchers clearly indicating the purpose of the expenditure and place before the Executive committee every month for sanction.


13.10 No business beyond the agenda shall be taken up either in the general or Executive committee meeting except with the consent of a majority of Executive members present at such meeting , but no such agenda with the consent of the majority of the executive members shall be considered which has the effect of changing or deviating from existing rules or object of the Alumni . The proceedings of meeting shall be confirmed in the next meeting.


13.11 No resolution either of executive within six months. of its adoption committee or the General body shall be revised , recalled or amended


14.0. Meeting/Annual Gathering:


14.1 The general body/annual gathering of the EWA shall meet at least once every year ,preferable Second Sunday of December every year and Has been declared as the “ALUMNI DAY” By EWA.


14.2 The annual gathering will be for all members along with their spouses and for the present staffs of both the schools.


14.3 The annual gathering will be one day program followed by cultural items by members of EWA and present students of both the schools/ Institution, interactive session , games or other Silly sports etc, the arrangement of meal shall be in the school dining hall for all with Evening(social/dance) program (on the same Lines as the socials held in our school days) followed by dinner.


14.4 Members of EWA attending Annual gathering will be donating such amount as may be stipulated by the Executive Committee from time to time.


15.0 Auditors: A certified Auditor shall be appointed by the General Body at its annual meeting to audit the accounts of the EWA


16.0 Subscription: Subscription to all categories of Membership shall be as per decision taken by the executive committee from time to time.


17.0 Chapters:


17.1 Local chapters may be formed in other cities with the approval of the Executive Committee.


17.2 Local chapters will be governed by the bye-laws , rules and regulations of EWA. The local chapters may form their own committees for its day to day functioning and frame rules as found necessary but should not in any way contradict the bye-lay of EWA.


17.3 No Alumni/Chapter shall be formed without the approval of the Patrons of the Alumni 18.0 Dissolution Clause: In the event of dissolution on winding up of the EWA, assets remaining as on date of dissolution shall under no circumstances be distributed among the members of the Executive committee of the EWA or members of the Alumni but the same shall be transferred to another charitable trust/society/Association or institute whose object are similar to those of the EWA and which enjoy recognition under section 80(G) of the income tax act 1961.