REVISED BYE-LAWS OF
ZOU SANGNAUPANG PAWLPI, DELHI BRANCH (ZSP, DB)
(Zou Students Association, Delhi Branch)
We, the Zou Sangnaupang Pawlpi, Delhi Branch hereby solemnly resolved to constitute ourselve into a socio-cultural students association in order to:
- Preserve – Zou customs, culture and traditions;
- Promote – education, literature, games and sports;
- Encourage – selfless service, dignity of labour and excellence in various fields of learning;
- Uphold – unity, integrity and fraternity within the community; and
- Cooperate – with other sister organizations in the interest of the community.
In our General Body Meeting held on 2nd August, 2009, we do hereby adopt and enact that henceforth, this Revised Bye-Laws shall be the governing rule of the Zou Sangnaupang Pawlpi, Delhi Branch.
Article 1: Name
The name of the association shall be Zou Sangnaupang Pawlpi, Delhi Branch (Zou Students Association, Delhi Branch).
Article 2: Aims and Objectives
The Aims and Objectives of the ZSP, Delhi Branch shall be:
2.1. As define in the preamble; and in addition
2.2. To provide various available resources and guidance to our fellow students.
2.3. To encourage students’ involvement in the activities of the community.
2.4. To pursue any other issues in the best interest of the community.
Article 3: Motto and Emblem
The motto and emblem of the association shall be the same as that of the ZSP, General Hqtrs.
Article 4: Membership
4.1. Open to all who are willing to abide by the Bye-Laws of the ZSP, Delhi Branch and registered himself/ herself as such member.
4.2. Membership fee shall be payable annually.
4.3. Every member shall be duty bound to pay the membership fee and other funds as fixed by the Executive Committee (EC) from time to time.
Article 5: Rights of the members
5.1. Every member shall have the right to:
a). Vote in all elections of the association.
b). Hold any post/ office of the association subject to eligibility.
c). Participate in every activities of the association as members.
Article 6: General Body
6.1. All the members of the association shall constitute the General Body which shall be the supreme authority of the association.
6.2. A General Body Meeting (GBM) shall be convene at least once in a year. In addition, a GBM may be convened by the Executive Committee as and when necessary.
a). At least 15 (fifteen) days notice shall be given to convene a GBM clearly specifying the venue, date and time including the agenda.
b). In case of any emergency, any member of the association may suggest to convene a GBM to the President in writing. The decision of the Executive Committee, whether or not to convene a GBM on receipt of such a request, shall be final.
c). In a GBM, decision shall be taken by the majority of the members present and voting.
Article 7: Executive Committee
7.1. There shall be an Executive Committee (EC) consisting of the following:
b). Vice President
c). General Secretary
d). Joint Secretary
e). Finance Secretary-cum-Treasurer
f). Secretary – Education & Statistics
g). Secretary – Information & Publicity
7.2. Departmental Secretaries:
a). Games & Sports Secretary
b). Cultural Secretary
c). Music Secretary
e). Area Secretaries
7.3. ZSP Study Forum:
a). The Coordinator of ZSP Study Forum elected by the members of the Forum shall be the ex-officio Secretary of Education and Statistics.
b). As regard to the management and administration of the ZSP Study Forum, status quo shall be maintained.
c). The term of the functionaries of the ZSP Study Forum shall be co-terminus with the term of the Executive Committee.
Article 8: Terms of the Executive Committee and Departmental Secretaries
8.1. The term of the Executive Committee and Departmental Secretaries shall be two years.
8.2. The President, the General Secretary and the Finance Secretary-cum-Treasurer shall be directly elected by the members.
8.3. The remaining Executive Committee members and Departmental Secretaries shall be nominated by the elected Executive Committee Members except the Secretary – Education & Statistics.
Article 9: Powers of the Executive Committee
9.1. The EC shall be responsible for the management, administration and functioning of the association.
9.2. The EC may constitute a sub-committee(s) as and when it deems necessary.
9.3. All financial transaction shall be subject to approval by the EC.
Article 10: Advisers
10.1. There shall be three Advisers to be appointed by the Executive Committee.
10.2. The President of the Zou Youth Organization, Delhi Branch shall be one of the ex-officio Advisers.
10.3. The Advisers shall attend the EC Meeting as and when specifically invited.
10.4. The advice of the Advisers shall have persuasive value but shall not be binding.
Article 11: The President – Qualification and Powers
11.1. The President shall be:
a). Unmarried and at least Graduate or above.
b). A bonafide member of the ZSP, DB for at least one year.
c). Eligible for re-election for any number of terms.
d). The President shall continue in office until his/ her successor took charge from him/her.
11.2. Powers and functions of the President:
a). The President shall be the head of the association.
b). All activities of the association shall be carried out with the knowledge of the President.
c). The President shall summon, preside over and prorogue the EC Meeting.
d). The President shall exercise his casting vote in case of a tie in an EC Meeting/ GBM.
e). The President shall have the power to incur expenditure upto Rs.1500/- (Rupees One thousand five hundred only) to meet any exigency of the association, which shall be regularized and approved by the EC subsequently.
f). The President may ask for reports from any departmental secretaries as and when necessary.
Article 12: The Vice President – Qualification and Powers
11.1. The Qualification of the Vice-President (VP) shall be the same as that of the President.
11.2. The VP shall perform the duties and exercise the power of the President whenever the President is unable to discharge his/ her duties for any reason.
Article 13: The General Secretary – Qualification and Functions
13.1. The General Secretary (GS) shall:
a). Be unmarried and at least a Graduate or above.
b). Maintain files and other official documents/ records of the association.
c). Be responsible for the issue of all meeting notices.
d). Maintain records of all the proceedings and circulate the minutes of the meetings.
e). Perform the duties of the Finance Secretary-cum-Treasurer, whenever the later is unable to discharge his/ her duties for any reason, till the Finance Secretary-cum-Tresurer resume his/ her duties.
f). Have the financial power to withdraw an amount not exceeding Rs.1000/- only in case of emergency, which shall be regularized and approved by the EC subsequently.
Article 14: Joint Secretary
14.1. The qualification of the Joint Secretary (JS) shall be the same as that of the General Secretary (GS).
14.2. The JS shall perform the duties and exercise the power of the General Secretary whenever the GS is unable to discharge his/ her duties for any reason.
Article 15: Finance Secretary-cum-Treasurer
15.1. The Finance Secretary-cum-Treasurer shall be responsible for the proper maintenance of the accounts, including all financial transaction and custody of the funds of the association.
15.2. The Finance Secretary-cum-Treasurer shall issue proper receipts on all income and also obtain vouchers against all expenditures.
15.3. The Finance Secretary-cum-Treasurer shall give periodical reports of the financial status of the association as may be required by the Auditors/ EC from time to time.
Article 16: Secretary – Information and Publicity
16.1. The Secretary – Information and Publicity nominated by the Executive Committee (EC) shall also be the Editor of Zokuomthawn, a periodical journal of the ZSP, Delhi Branch.
16.2. The Secretary – Information and Publicity/ Editor of Zokuomthawn shall be responsible for the management and administration of the periodical journal.
16.3. The Secretary – Information and Publicity shall discharge his/ her duties in co-ordination with the Area Secretaries.
Article 17: Area Secretaries
17.1. The Executive Committee shall appoint area wise secretaries as and when it deems necessary.
a). The Area Secretaries shall perform such duties and responsibilities as assigned to them by the President/ EC from time to time.
b). In general, they shall assist the General Secretary (GS) in the discharges of the duties.
Article 18: Auditors
18.1. The EC shall appoint two Auditors to carry out annual audit of the accounts and financial transactions of the association.
18.2. The Auditors shall have the powers to call for all financial records and insist the presence of the Finance Secretary-cum-Treasurer or any other person(s) in connection with the due discharge of their audit duties.
18.3. The Auditors shall give their reports duly signed by them as the correct financial position of the association.
Article 19: Resignation
19.1. All resignations shall be address to the President.
19.2. The President shall decide the merits of the case and if he/ she feel the case is worth consideration, he/ she may forward the case to the EC within fourteen days of the receipt of the resignation.
19.3. The EC shall then deliberate upon the matter and its decision shall be final.
19.4. In case of the resignation of the President, he/ she shall address the Vice-President and the merit of the case shall be decided by the EC.
Article 20: Impeachment
20.1. Any members of the EC may be impeached from office on any of the following grounds:
a). Prolong absence or willful negligence of executive duties entrusted.
b). Misappropriation of association’s funds and properties.
c). Indulgence in conduct or activities against the interest of the association or the unity of the Zou society.
20.2. Impeachment Procedure:
a). Any member may initiate impeachment motion in writing address to the President. In case of impeachment of the President, the motion shall be address to the Vice-President/Advisers.
b). The impeachment motion shall be admissible only with the written support of at least two-third majority of the Executive Committee (EC) members.
c). The Executive Committee shall summon an emergency General Body Meeting (GBM) at the earliest within 14 days after the impeachment motion is admitted by the EC.
d). If the motion is admitted, the member sought to be impeached shall be given full opportunity to defend his or her case, and thereafter, the case shall be decided by simple majority of the members present and voting in the GBM, which shall be final.
Article 21: Quorum
21.1. The quorum for an Executive Committee Meeting shall be four members.
21.2. The quorum for the General Body Meeting (GBM) shall be at least 25 (twenty-five) members subject to presence of two-third majority of the Executive Committee (EC) members including the incumbent President and General Secretary.
Article 22: Election
22.1. The out going Executive Committee (EC) shall appoint election Commissioners for the purpose of conducting the elections.
22.2. The election to the Executive Committee (EC) shall be held once in two years.
22.3. The voting shall be done through secret ballot with one-man one vote basis.
22.4. The elected executive members shall take the prescribed oath of office on the Annual Freshers Meet.
22.5. Handing/ Taking over in charge of the outgoing/ newly elected Executive Members shall be held within one month from the date of oath taking.
Article 23: Amendment
23.1. Amendment to the Bye-Laws can be initiated by any member with the support of two-third of the Executive Committee (EC).
23.2. The EC then shall summon an emergency GBM at the earliest within fifteen days of the receipt of such request or motion.
23.3. The proposal for amendment shall be implemented if agreed by two-third majority of the members present and voting in the GBM.