Memorandum of Association

The Name of the society is “THE OLD SANAWARIAN SOCIETY”.

The Registered Office of the Society is situated in The Lawrence School, Sanawar 173 202 in the State of Himachal Pradesh.

Aims and Objectives

To do all acts in the interest and for the benefit of The Lawrence School, Sanawar and the fraternity of Old Sanawarians. Without restricting in any way the generality of the above objective, the aims and objects of the Society shall inter alia include the following:

  1. Take over the assets and liabilities of the existing unregistered “OLD SANAWARIAN SOCIETY”.
  2. To promote and maintain closer bonds of goodwill and friendship amongst all members of the fraternity and render assistance to them and their dependents in all aspects.
  3. To uphold the traditions and values of the School and ensure that they continue to foster and grow.
  4. To do all that is necessary to protect and enhance the reputation of the School, to generate Public and Government awareness and support for the School and to assist the School as may be necessary, in the day to day activities, in particular to achieve and maintain excellence in academics and other spheres of educational and School activities.
  5. To assist furthering the objectives of The Lawrence School Sanawar Society, by various acts including nominating, if required, members of the Society to the Board of Governors of the School or any other Committees that mat be set up from time to time.
  6. To open Chapters in various cities all over the world and frame rules for such Chapters.

Rules and Regulations

The name of the Society is “THE OLD SANAWARIAN SOCIETY”.

The objects of the Society are set out in its Memorandum of Association and may be altered, extended or abridged in accordance with the provisions of the Societies Registration Act as applicable.

Membership

I. Life Members

a. All former students of The Lawrence School, Sanawar (herein after referred to as Sanawar) are eligible to become Life members of the Old Sanawarian Society provided they fulfill any one of the following conditions:

i. That he/she was in Sanawar prior to 1947.

ii. That he/she has completed 3 years in Sanawar and passed a public examination.

iii. That he/she has completed two years in Sanawar and passed the final school leaving examination.

iv. That he/she studied for 3 years prior to 1955 or for 4 years thereafter in Sanawar.

Provided however that clauses (i.) to (iv.) hereof shall not make a person eligible to acquire membership till his/her class batch finishes the final school leaving examination.

b. At the time of registration of this Society, all the eligible former students shall automatically become life members of The Old Sanawarian Society.

c. After registration of this Society, new eligible members shall become Life Members of The Old Sanawarian Society on payment of the prescribed fees.

d. i. A Life Member admitted to the Society shall have full voting rights.

ii. No Life Member shall be entitled to vote or participate in the proceedings of the Society if his/her membership has been suspended.

II. Associate Members

a. The Bursar, RMO and the teaching staff of The Lawrence School, Sanawar.

b. i. Any of the above who has left the school after serving for a minimum period of ten years.

ii. Old Students who do not fulfill the prescribed norms of The Old Sanawarian Society for life membership.

iii. Persons with a close or long association with The School and having sympathy with the objectives of the Society, subject to their applications being accepted by The Executive Committee.

c. i. The Associate Members shall pay no subscription fee.

ii. The Associate Members shall have no voting rights.

iii. The Associate Members shall continue to be so till they enjoy the confidence of The Executive Committee.

III. Termination/Suspension of Life Members

a. Membership of the Society may be suspended by the Nominating Committee on being satisfied, prima facie, of the unbecoming conduct of a member.

b. Membership of the Society may be suspended by The Executive Committee in case a member is convicted of a criminal offense involving moral turpitude.

c. Such suspension must be placed before the ensuing General Meeting which shall determine whether the same be revoked continued or the membership terminated.

IV. Membership Fee

Life Membership subscription shall be decided from time to time by the Executive Committee.

Management

The affairs of the Society shall be managed by an Executive Committee under the guidance of the Nominating Committee.

Nominating Committee

The current President of the Society shall be ex-officio Chairman of the Nominating Committee.

a. Membership

The Society shall have a Nominating Committee consisting of the following members:

i. All Past Presidents of the un-registered “OLD SANAWARIAN SOCIETY” duly elected at the Society’s Annual General Meetings held at the Founders of the School since 1981.

ii. All duly elected Past Presidents of this Society.

iii. The current President of this Society.

iv. Two elected representatives from amongst the life members of each 5 year block, except the last block which shall have six members.

v. All Coordinators of Chapters other than Associate Chapters.

For the purposes of calculating the ‘Block’ the following rules shall apply:

a. The first current block shall be from 1996 to 2000. In the block starting from the year 2001, this current block shall become a part of the preceding blocks.

b. Every current block shall be considered a full block, even if it is consisting of less than 5 years.

c. Preceding every current block, there shall be six blocks each of 5 years.

d. The last block i.e the eighth block shall represent a block comprising of all the previous remaining years.

b. Duties and Functions of the Nominating Committee

i. To guide and assist the Executive Committee in furthering the aims and objects of the Society.

ii. To determine all questions regarding the general policy of the Society.

iii. To nominate/appoint members to any committees or societies as the need arises, including representatives to The Lawrence School Sanawar Society and the Board of Governors of The Lawrence School, Sanawar.

iv. To nominate the Secretary and 3 (three) members of the Executive Committee.

v. To arrive at a consensus out of the proposals received for the nomination of the President-Elect and put the same before the Annual General Meeting for ratification.

c. Election of Members of the Nominating Committee and Other Matters

 i. Members wishing to contest elections to the Nominating Committee shall file their nomination papers with the President prior to the commencement of the Annual General Meeting.

ii. The election for members representing blocks shall be a simple majority by a show of hands by and from the members of the respective blocks present and a decision of the President shall be final.

iii. Each member present shall have one vote and there shall be no system of Proxy.

iv. Any vacancy in the Nominating Committee shall be filled by elections at the next Annual General Meeting. The person/persons so nominated shall continue to be in the Nominating Committee for the balance term of the member in whose place he/she have been nominated.

v. No person shall continue to be a member of the Nominating Committee if he/she resigns, becomes unsound mind, is involved in/convicted of criminal offence involving moral turpitude or is suspended from the membership of the Society.

vi. The Nominating Committee shall continue to function not withstanding any vacancy or defeat in the nomination/election of any of its members. No act or proceeding of the Nominating Committee shall be invalid merely by reason of the existence of vacancy/vacancies or of any defeat in the nomination/election.

vii. The members so nominated to the Nominating Committee shall have a tenure of 2 years.

viii. The members of the Nominating Committee shall be eligible for re-election.

Executive Committee

 a. Membership

 The Executive Committee shall comprise of the following:

i. President

ii. Immediate Past President

iii. President Elect, to be nominated by the Nominating Committee

iv. Vice President, to be appointed by the President

v. Secretary, to be appointed by the Nominating Committee

vi. Three members to be appointed by the Nominating Committee

The immediate Past President shall be a member of the Executive Committee for one year until the ensuing Annual General Meeting and his place shall be taken by the President-Elect. The President-Elect shall automatically become the President after the completion of the two years term of the incumbent President.

 b. Duties and Functions of The Executive Committee

The Executive Committee shall take all such steps as may be necessary for the proper management and administration of the property and funds of the Society, which will include:

i. Making rules and regulations for the conduct of meetings and affairs of the Society and adopting and varying the same from time to time.

ii. Receiving grants, subscriptions, donations, holding functions, promoting activities, dealing in properties etc. for raising funds to achieve the objectives of the Society.

iii. Managing and regulating the finance, accounts, investments, property of the Society and for that purpose appointing such agents as it may think fit.

iv. Investing moneys of the Society in such securities or scheduled banks and dealing with properties of the Society as may from time to time be determined by the Executive Committee and utilizing funds of the Society for charitable purposes including granting scholarships to deserving students for such periods/amounts as the Executive Committee may decide.

v. Appointing the first Chapter-Coordinators of the new Chapters.

vi. Appointing Auditors of the Society.

vii. Other activities incidental to the running of the Society.

c. Method of Election of the Executive Committee

i. Members wishing to contest elections to the Executive Committee shall file their nomination papers with the President prior to the commencement of the meeting in which the elections are being held.

ii. The elections shall be simple majority by a show of hands and the decision of the President shall be final.

iii. Each member present shall have one vote and there shall be no system of proxy.

iv. Any vacancy in the Executive Committee may be filled by the same authority that nominated or elected the office bearers. Such person/persons shall continue on the Executive Committee for the balance tenure of the member in whose place he/she is appointed.

v. No person shall continue to be a member of the Executive Committee if he/she resigns, becomes of unsound mind, is involved in/convicted of a criminal offence involving moral turpitude or is suspended from the membership of the Society.

vi. The Executive Committee shall continue to function not withstanding any vacancy or defect in the nomination/election of any of its members. No act or proceeding of the Executive Committee shall be invalid merely by reason of the existence of vacancy/vacancies or of any defect in the nomination/election.

vii. The tenure of the office bearers and the members of the executive committee shall be for a period of 2 years.

viii. The office bearers and the members of the executive committee shall be eligible for re-election for a second term provided they do not hold the same office for more than 2 consecutive terms.

The president shall hold office for one term only and shall not be eligible for re-election for 6 years after completion of his/her team.

d. Duties and Functions of the the President

i. To convene and preside over all meetings of the Society excluding Chapter Meetings.

ii. The President shall be Chief Executive Officer of the Society exercising financial powers as may be decided by the Executive Committee.

iii. Questions arising at the meetings of the Executive Committee shall be decided by majority votes with the President exercising a Casting vote.

e. Duties and Functions of the Vice President

i. To perform all duties of the President in his/her absence.

ii. To exercise such powers and perform such duties as may be delegated by the President.

f. Duties and Functions of the Secretary

i. Subject to the control of the Executive Committee, to be the Chief Administrative Officer of the Society.

ii. To keep records of meetings of the Executive Committee and the General meeting of the Society.

iii. To maintain and oversee the accounts of the Society.

iv. To operate accounts of the Society as a compulsory joint-signatory.

Accounts

a. The books of the accounts shall be kept at the office of the Society or at such other place as the Executive Committee thinks fit.

b. The registers and documents required to be kept by the Society shall be open for inspection by prior appointment with secretary/Executive Secretary.

c. Bank accounts in the name of the Society shall be operated with the joint signatures of the President/Vice President and Secretary.

d. The Executive Committee shall cause regular accounts to be kept of all its moneys and properties and to have them audited by qualified auditors.

e. Copies of the Audited Accounts with Auditors report shall be available for inspection by members at the Annual General Meeting.

Quorum

a. The quorum for the Annual General Meetings of the society shall be a minimum of 100 Life members present in person.

b. The quorum for Executive Committee meeting shall be 4 members of whom one must be the President unless the President has sought leave of absence in writing.

c. The quorum of the Nominating Committee shall be a minimum of 10 members of the Nominating Committee present in person. However, Chapter Co-ordinators representing chapters may send an authorized nominee subject to his/her being a member of that Chapter.

Official Year

The official year of The Old Sanawarian Society will be from 1st April to 31st March.

Meetings

a. The Annual General Meetings of the Society will be held on 4th of October at 3:00 PM each year at the Lawrence School, Sanawar. The Executive Committee may, however, fix any other place, date or time during the course of Founders and shall cause a notice to that effect to be put on the Notice Board of the School at least prior to the meeting. Should it not be possible to hold the Annual General Meeting in the aforesaid manner on account of a force majeure, such Meeting shall then be held as per the decision of the Nominating Committee.

b. An Extra Ordinary General Meeting may be called by a decision of the Nominating Committee or by a requisition in writing of at least 50 members. Notice of such requisition should be sent to either the President or the Secretary who shall be bound to convene an Extra Ordinary General Meeting within 90 days from receipt of the requisition. Extra Ordinary General Meeting shall, however be held only at Sanawar.

c. The Nominating Committee meetings shall be convened by the President. At least three meeting including the Annual General Meeting shall be held each year. The Nominating Committee can also be requisitioned in writing by at least 5 members of the Nominating Committee.

d. The Executive Committee Meetings shall be convened by the President and at least 4 such meetings, including Annual General Meeting, one in each quarter, will be held each year. The Executive Committee Meetings can also be requisitioned in writing by 3 members of the Executive Committee. Notice for Executive Committee Meetings shall be sent at least 7 days prior to the meeting unless all members of the Executive Committee agree to a shorter notice.

e. No notice need be sent to each member for the Annual General Meeting. However, for Annual General Meeting convened by the Nominating Committee for an Extra Ordinary General Meeting, a notice shall be given in The Sanawar News-Letter published at least 21 days prior to the date of such a Meeting but no individual notice need be sent.

f. The Annual General Meeting/ Extra-ordinary General Meeting shall be presided over by the President or in his/her absence by the Vice President/ a Past President/ President-Elect/any other member elected at the General Meeting of the society for this purpose.

Appointments

If felt necessary, the Executive Committee may appoint a paid Executive Secretary / other officials who shall not be members of the Executive Committee. They shall assist the President and Secretary in the administrative work.

General

a. A member may withdraw from the society by giving one months’ notice in writing to the Society of his/her intention to do so and upon the expiry of such notice he shall cease to be a member.

b. No member of the Executive Committee shall participate in meetings where any contract or arrangement is under consideration with a company, firm or person in whom such member is interested.

c. For all legal purposes, the person in whose name the Society may sue or be sued shall be the Secretary of the Society.

d. Once every year, on or before the 14thday succeeding the day on which the Annual General Meeting of the Society is held, a list of the names and addresses of the members of the Executive Committee presently entrusted with the management of the affairs of the Society shall be filed with the Registrar of Firms and Societies.

e. The Society may by a 3/4 majority in the Annual General Meeting, alter, amend, a bridge, modify, delete or add to the objectives/ purposes of the Society.

f. The members of the Society in Annual General Meeting may unanimously decide on its dissolution or an amalgamation of the Society, wholly or partially with any other Society having similar objectives, upon which the Executive Committee shall take all the necessary steps for the settlement of its claims and liabilities.

Pursuant to the dissolution of the Society and settlement of debts/liabilities, its remaining assets shall be passed on to The Lawrence School Sanawar Society.

Chapters

I. Constitution

a. The Executive Committee shall decide the opening of Chapters all over the world.

b. The Chapters may be organised as a Trust and a suitable Trust Deed may be executed by the concerned Chapter at the time of commencement of such Chapters. The Co-ordinator of the Chapter shall be the Ex-officio Trustee of such Chapter.

c. No Chapter shall be formed, unless it has an eligible membership of at least twenty or more Old Sanawarians residing in the geographical area to which the Chapter represents.

d. Associate Chapters may be formed where the number of Old Sanawarians is five or more, but below twenty.

II. Aims & Objectives

a. The aims and objectives of the Chapters will be identical to that of the Society.

b. The Chapter shall contribute to the Society annual subscription fee as decided by the Executive Committee of the Society from time to time.

III. Management of Chapters

a. Each Chapter shall have a Coordinator and a Secretary. The first Chapter Coordinator shall be appointed by the Executive Committee who shall hold office upto the 1st election.

b. The Coordinator and the Secretary shall hold the office for 2 years. After retirement they shall be eligible for re-appointment.

c. The appointments shall be by a simple majority from within the Chapter members. The Chapters shall hold elections during the last quarter after the Annual General Meeting in the year in which the elections of the President of Executive Committee are held. The term of the current officials shall automatically terminate after these elections.

IV. General

a. The Chapters may maintain a bank account in their names and shall be financially independent.

b. The official year of the Chapters shall be from 1st April to 31st.

c. Each Chapter shall function under the overall control of the Executive Committee.

d. The members of the Society in an Annual General Meeting may unanimously decide on the dissolution or amalgamation of the Chapters wholly or partially with any other body having similar objectives, upon which the Chapter Coordinator shall take all necessary steps for the settlement of its claim or liabilities. Pursuant to the dissolution of the Chapter and settlement of debts / liabilities, its remaining assets shall be passed on to The Lawrence School Sanawar Society.

e. For all legal purposes the person in whose name the Chapter may sue or be sued shall be the Secretary of Chapter.

The Provisions of the Societies Registration Act of 1860 (Punjab Amendment Act, 1957), as applicable to the State of Himachal Pradesh shall apply to this Society.