1. NAME:
The Club shall be called and known as the Postal and Telegraphs Recreation club, Dhenkanal herein after referred to as the club.
2. JURISDICTION:
The jurisdiction of the club extends to all Postal Units located in Dhenkanal
3. Branch:
The club may open branches whereever necessary provided the activities of such branches are centrally directed and managed.
4. Year:-
The official year of the club shall be from the 1st April to 31st March of the succeeding year (financial year).
5. Aims and objects-
It shall be the aim of the club to promote the special cultural, recreation, indoor games holding of blood donation camp (circle wise), Plantation
6. The objects of the Club shall be:
a) To promote and foster the spirit of sportsmanship co-operation, Camaraderie and leadership amongst its members, by organizing and undertaking recreational social and cultural activities for the benefit of members.
b) To undertake such activities as are designed to promote the development of the talents amongst the members by organizing debates, study circles reading rooms, libraries , cinema shows exhibitions variety entertainments, social gatherings and such other activities.
C) To organize indoor and outdoor games and be hold or participate in annual sports, tournaments and athletic competitions etc.
d) To organize and manage all activities in the name of or on behalf of the club and generally to engage in activities incidental and conductive to the attainment if any of the aforesaid objects.
e) To create a sense of the pride for the department under whose patronage the club, would be functioning and sense of achievement for the department as well as the club.
7. MEMBERSHIP -
The membership of the club shall be open to Postal employees on payment of the prescribed entrances and membership fees fulfilling other conditions and rules of the Club. Members of the families of the employees may be enrolled as Associate member on payment of the prescribed entrance and membership fees without voting rights. Person not belonging to families of Postal employees should not be eligible to become members of the recreation club.
8. ADMISSION FEE AND SUBSCRIPTION RATES:-
The admission fee of Rs-10/- (Rupees ten only) shall be payment in advance by all members.
9. The rates of monthly subscription payable in advance shall be as follow:-
· By Postal employees or /retired employees Rs 20/- p.m.
· By dependents of an employee Rs.20/- p.m.
· By family members others than dependants (as may be prescribed)Rs.20/- p.m.
· By guest members Rs.30/- p.m.
10. Members of the club on leaving out of their headquarters for more than a month,shall be charged half the rate of the monthly subscription provided they give advance intimation to this effect to the Secretary.
11. FUNDS:-
The funds of the club shall be raised by means of entrance fees, monthly subscription, donations and grants received from the department or individuals or by sale proceeds of admission tickets to any function arranged in aid of or benefit of the Club.
12. The funds of the club shall be controlled and managed by the Governing council subject to the provisions of the Bye- laws.
13. The funds of the club will be deposited in a Bank or Post office according to the directions of the Governing council in the joint names of the two of the office bearers i.e. the president, Treasurer and Secretary provided that the Treasurer operated upon accordingly.
14. GENERAL BODY:-
The General body of the club shall comprise the members of the club who have paid all their dues to the club for the whole year provided that associate the members shall not be entitled to participate or vote in proceeding.
15. All members of the Club including associates members shall have the right to participates in all the activities conducted by and in the name of the club on payment of prescribed subscription.
16. Any members who is responsible for any loss to the property of the club shall make it good by paying the damages as may be assessed by the governing council Non payment of much dues shall render the member liable to be removed from the membership of the club.
17. GOVERNING COUNCIL:-
The affairs and policy of the club shall be administered and determined by a council of elected and ex-officio members known as the Governing council to be elected annually in the following manner.
(a) President:-
The president of the club shall be administrated and ex- officio members of the governing council and the senior most officer of the department within the jurisdiction of the club or any office nominated by him in small centers. The president ship of the club may be held by heads of units in rotation.
(b) Vice –President:-
To be elected by the general body annually.
(c) Members:
Six members to be elected by the general body so as to ensure that all categories of staff are properly represented ladies and class-IV officials may be given special representation. If necessary as the general body may decide in addition three members will be nominated by the head s if circles or the deluged authority by him for the purpose in case of difference of opinion, the head of the circle would act as the appellate authority.
18. Office bearers:-
The following office bearers will be elected by the governing council from amongst members.
a) General secretary
b) Joint secretary
c) Treasurer
(Secretaries to handle different activities. sub committees may be nominated by the governing council or general body.)
d) Auditor or Accounts
19. The governing council or general body may nominate sub committees for the conducting different activities from amongst the members of the club. Such committee shall be responsible to the Governing Body.
April Meeting
a) Confirmation of the minutes of the last meeting.
b) Passing of the annual report and audited accounts.
c) Election of the governing council.
d) To pass budget estimates for the next years working.
e) Appointment of Auditors
f) Any item of which previous notice has been given,
g) Any other item or items with the permission of the chairs
September Meeting
a) Confirmation of the minutes of the last meeting.
b) To pass six monthly reports & Accounts.
c) To discuss any items of which previous notice has been given.
d) To pass revised budget estimates .if necessary
e) Any other item or items with the permission of the chair.
20. The president or the Governing council with the permission of the president may direct the secretary to call a special meeting of the general body .After giving 7 day a clear notice the members to discuss and take a decision on the items or items for which the meeting is specifically called.
21. On a requisition by at least ½ of the total membership a general meeting of the General body shall be called by the secretary.
22. Quorum: - For an ordinary or a special meeting of the general body 1/3rd or the members roll shall form a quorum.5 shall be the quorum for the meeting of the governing council .No quorum shall be required for adjourned meetings.
23. Meeting of the Governing council shall be held at least once a month or as often as may be necessary three days notice to the members shall be given for such meeting.
24. Attendance of meeting or the Governing Council.
a) Should any member of the Governing Council be unable to attend a meeting he shall inform the honorary secretary In writing stating the reason within a reasonable time.
b) Should any council member fail to attend without genuine and adequate reasons, three consecutive council meetings has ipso-facto cease to be a member of the council and his place shall be filled by the governing council by cooption.
25. Vacancies in the Governing body:-
Any vacancy occurring in the governing council, in the course of the year shall be filled bye the governing council by co –option .The members so co-opted shall hold office until the next general election.
26. Powers & Functions of the Governing Council.
The governing Council shall generally administer the affairs of the club under the directions given and policy laid down by the general body and supervise the working of sub committee etc.
27. Duties of office bearers.
President
The president shall be the executive head of the club. He shall preside over the meeting of the Governing Council &General body. The Vice President shall function as president in the absence of the president.
General Secretary
The general Secretary shall be responsible for the correspondence of the club, maintenance of records minutes of meetings issue of the notice and shall supervise the general working of the club .He shall be responsible for his work to Governing Council. The Secretary shall be given on imprest cash of Rs 150/- for emergent expenditure.
The treasurer
The treasurer shall be responsible for collection of dues and proper accounting and maintenance of the clubs fund and relevant record h e is also responsible to submit his books to auditor half yearly & to place before the Governing council and observation mad by the Auditor on his Accounts.
The joint Secretary
The joint secretary shall generally assist the general secretary and deputies for him during the latters observes.
The Auditor
He shall responsible to the correct auditing of accounts and submission of accounts and submitting his report at least twice a year for consideration by the governing council as well as by the general body.
28. Financial powers of the governing council:-
For an expenditure on an item not provided for the budget the governing council can up in case an expenditure up to Rs.100/-(Rupees one hundred only) or any given item . Such expenditure should be formally placed before the next general body meeting.
29. Any member of the club can be removed by the general Council of he or she acts contrary to the interest of the Club provided 2/3 of the members present at the meeting. So decided and reasonable opportunity is given to such a member to explain his or her conduct such a member may appeal to the General Body whose decision will be final.
30. Any member who fails to pay his dues in time or in its arrears for more than two months shall automatically be deemed to have ceased to be member of the Club. He can be readmitted or an application ,provided he pays fresh entrance fees and other dues of the club,
31. Any member who wants to resign his membership may do on writing and his resignation shall take effect from the date of acceptance of the resignation by the Governing Council.
32. Auditors:-The General Body in their April meeting shall affect a panel of 3 auditors and the Governing Council shall get the accounts of the club including those of the sub-committees audited by any of them.
33. Rules of the procedure:-Ordinary rules of procedure shall be applied to regulate the business of all meetings convened on behalf of the Club. Unless, otherwise, provided in the bye-laws and the decision of the President of the Club or the chairman of the meeting or any point of order or procedure raise at such a meeting shall be final.
34. AMMENDMENT OF THE RULES-
The rules can not be amended unless 2/3rd of the members present at the General Body meeting convened for the purpose so decide and at least 15 date clear notice are given to all members in the usual way. The amendment that any members may purpose to move should be in the form of a resolution.
35 DISSOLUTION
The Club shall not be dissolved unless the majority if ¾ th of the members present as a General Body meeting called specially for the purpose so decide a dissolution the clubs shall vest in the Government on the enclosure of a branch the property shall rest in the club.
PRESIDENT Secretary
Postal Recreation Club
Dhenkanal
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