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| NOTICE | ||||||||||||||||||||||||||
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APPEAL June 05, 2010 Presidents/ Secretaries and Members of all NITDAA Chapters. Dear Friends, This is bring to the kind notice of all Alumnus of RECD/ NITD that one of our brothers, Sri Chiranjib Bhattacharjee (1975 – 80) has been critically ill since last more than a month. He requires transplantation of Liver very urgently, to be carried out at Apollo Hospital at Chennai. The expenses for the same is around Rs 30 lakhs. Already a large amount has been spent for his treatment at Delhi and fund from his Company ASEB, Guwahati is not coming immediately. His batchmates and friends are giving their best to collect Rs 30.00 lakhs for his treatment and many Alumnus contributed. But, still he needs a lot of money to reach the Rs. 30.00 lakh figure. We are, therefore, making an earnest Appeal to all alumnus of RECD/ NITD to come forward to help Chiru in pursuing his treatment. The contribution may be sent to Chiru’s Bank directly. The details are as under : Name : CHIRANJIB BHATTACHARJEE Sri Asish Kole/ Supriyo Ghosh are doing their best to organize the collection. Pl. intimate the details of transfers to Asish /Supriyo for record. Friends, time is the essence, pl. don’t delay in making contributions. (Santi Ranjan Sarkar)
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INVITATIONGolden Jubilee Celebrations of
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Date |
Time |
Event/ Activities |
June 26, 2010 |
9.00 AM – 10.00 AM |
Registration |
10.00 AM – 11.15 AM |
Inaugural Session |
|
11.15 AM – 11.30 AM |
Tea Break |
|
11.30 AM – 1.30 PM |
Technical Session - I |
|
1.30 PM – 2.30 PM |
Lunch Break |
|
2.30 PM – 4.00 PM |
Technical Session - II |
|
4.00 PM – 4.15 PM |
Tea Break |
|
4.15 PM – 5.00 PM |
Presentation by Industries |
|
5.00 PM – 6.00 PM |
Recess |
|
6.00 PM – 8.00 PM |
Cultural Function |
|
8.00 PM – 9.00 PM |
Dinner |
All are cordially invited to attend the celebrations.
Ranjan Chakravarti Bodhisattwa Sarkar
Secretary Secretaryiatimes.com
98302 93543 98302 47322
INVITATION
NATIONAL INSTITUTE OF TECHNOLOGY DURGAPUR
ALUMNI ASSOCIATION (NITDAA)
GOLDEN JUBILEE YEAR – ALUMNI MEET
to be held at Atlantic City Convention Center, Atlantic City, New Jersey, USA
in conjunction with 30th North American Bengali Conference on
Saturday, July 10, 2010 (1:00 PM – 4:00 PM, EST)
Dear Friends,
Evolution of Regional Engineering College, born by the side of Ganga river, following the waves and ripples to National Institute of Technology, Durgapur, through the unfinished journey to the ultimate goal of “Center of Excellence” during the past 50 years will be celebrated across the Atlantic Ocean.
NITDAA New York/ New Jersey Chapter requests presence of all Chapter Members as the distinguished Guests of Honor and grace this milestone celebration.
We shall greatly appreciate your presence.
With warmest regards,
Apurba Basak (1970 Grad), President, NITDAA NY/NJ Chapter
Jiten Mitra (1969 Grad), Secretary, NITDAA NY/NJ Chapter
Basanta Konar (1969 Grad), Treasurer, NITDAA NY/NJ Chapter
Please contact Sri Santi Ranjan Sarkar, Secretary, NITDAA Apex Committee at for issuance of ‘Individual Invitation letter for Visa purpose’.
8th Global Meet
of
National Institute of Technology Durgapur
Alumni Association
(NITDAA)
was held on Sunday, January 10, 2010
in the Institute Campus at Durgapur.
Sri Simanta Ray Chaudhuri, President, welcomed the dignitaries, Industry heads, retired and present Professors, fellow Alumni with their family members and present students to this 8th Global Meet of NITDAA. Alumni members from all over the country and abroad had assembled here to rekindle the magic of those days and revel in the nostalgia.
This year is very special for all of us as our beloved Institute is completing 50 years of its glorious journey. NITDAA has already planned a ‘Year-long Golden Jubilee Celebrations’ at various locations. The first programme was kickstarted by NITDAA, California Chapter on July 04, 2009 at San Jose, USA.
NITDAA Ranchi Chapter is the pioneering Chapter in the country to organize the first programme on September 12, 2009. A day-long National Seminar on ‘Indian Steel Industries – Opportunities and Challenges’ was organized in a grand scale followed by evening of cultural fiesta. NITDAA intends to make this occasion a memorable one with many more grand happenings and a concluding programme at the Institute.
Mr Sajjan Jindal, Vice Chairman and Managing Director, Jindal Steel Ltd. addressed the meet as Chief Guest. He enthralled the audience with his lucid account on the present industrial scenario, role of O.P. Jindal group Companies in the inclusive growth of the country. He spontaneously interacted with the present students, who were highly enthusiastic, particularly after the selection of 23 final year students from JSW alone. He personally awarded four students with O.P.Jindal Scholarship.
Dr Bikash Sinha, Chairman, Board of Governors, NIT, Durgapur graced the occasion by his presence. We have witnessed a surge of activities after he joined NITD as Chairman of the Board of Governors. Dr Sinha, the world famous Nuclear Physicist, has already changed the face of the Institute. Every convocation witnesses a galaxy of Scientists, from all over the Globe. He has suggested Mr Jindal to institute ‘Jindal Chair’, where a reputed Professor may be attached with NITD.
Prof. Swapan Bhattacharya, Director, NIT Durgapur enlightened the gathering with the progress NIT Durgapur is making in recent years. He has requested Mr Jindal to come forward for technical tie-up and research collaboration with the Institute on any emerging subject.
As per our tradition of paying tributes to our retired Professors during Global Meets, this year Prof Tushar Roy of Metallurgy Dept. and Prof Mihir Roy of Chemical Engg. Dept. have been felicitated. Unfortunately, Prof Ashoke Sen of Mechanical Engg. Dept. who had kindly consented to be present for the felicitation, left for his heavenly abode on January 04, 2010. Let us pray for his soul to rest in peace.
Special mention deserves to be made for the students’ participation in the Global meet. Everybody present appreciated the way students actively endeavored to make the Global meet a success – starting from receiving the Guests, escorting them to dais/ auditorium, to assisting the Alumnus in registration, etc. During the interaction with Mr Sajjan Jindal, few students came up with very interesting and pertinent questions. During Students’ Interaction sessions with Alumni members in Business session, they came up with lot of queries on present industrial scenario, placement problems, academic issues – making the session very vibrant. They have also displayed their innovative skills- through Robocon.
Sri Santi Ranjan Sarkar, Secretary, informed the members that for the past three years, NITDAA is taking initiative to organize Silver Jubilee celebration of the batch that had graduated 25 years back. This year it was the turn of the 1984 pass-out batch. They were given a dedicated slot in the AGM and also in the evening cultural programme. The 1984 pass-out batch, in turn, has come out with flying colours and topped their spellbinding performance with an announcement in the afternoon programme to declare that they have collected a whooping Rs.5.25 lakhs for instituting a Scholarship for the present students in the name of ‘Graduating Class of 1984’. They have handed over the Cheque to the President NITDAA for doing the needful. All members highly appreciated the efforts and thanked the members responsible for initiating the process.
Followed by presentation of Secretary’s report, Sri Tapas Chowdhury, Joint Treasurer, presented the Audited Accounts of NITDAA, both of which were passed by the members. This year contribution to Scholarship fund has been low while Life membership fees saw some growth. However, we request everyone to contribute generously to the Scholarship fund.
In the evening the venue shifted to the Durgapur House Annexe for the Cultural Programme. The Silver Jubilee batch (1984 pass-out batch) gave an enchanting performance. A local musical party took over from where it was left by the 1984 batch. Their performance too was exciting. Again, few present students – invited by the Alumni members to perform at the programme – drew applause from the audience.
The programme ended with the promise by all to take NITDAA’s activity to all corners of the Globe and take alma mater, a great Institute, to new heights of excellence.
Golden Jubilee Celebrations of
National Institute of Technology, Durgapur
NITDAA Ranchi Chapter is the pioneer Chapter in the country to organize the first programme of the Year-long Golden Jubilee Celebrations of our beloved alma mater
On
September 12, 2009
At
MECON Community Hall, Shyamali, Ranchi.
A day-long National Seminar on
‘Indian Steel Industries – Opportunities and Challenges’
Was organized in a grand scale.
Large number of Alumni members from Ranchi and adjoining areas participated in the programme.
Mr Drona Rath, CMD, MECON Ltd., Ranchi was the Chief Guest
&
Mr G.K. Pillai, CMD, HEC Ltd., Ranchi was the Guest of Honour.
Mr Abhijit Bhattacharya, President, Ranchi Chapter
welcomed the participants.
Mr Simanta Ray Chaudhuri, President, NITDAA Apex Committee briefed the audience about NITDAA’s Global activities.
Prof Gautam Sanyal, Dean (Students), NIT Durgapur
presented the various developmental activities of the Institute.
Mr Premangshu Kumar Sinha Roy, Secretary, Ranchi Chapter
delivered the vote of thanks.
The programme was followed by a Gala Cultural function & Dinner.
NITDAA California Chapter
kick starts first of the Year-long
Golden Jubilee Celebrations of its beloved alma mater
National Institute of Technology, Durgapur
On
July 04, 2009
At
San Jose Convention Center, California.
Smt. Aninidita Chatterjee, Vice-President, Apex Committee
\& Ex-President, California Chapter welcomed the participants.
Sri Simanta Ray Chaudhuri, President, NITDAA Apex Committee
lit the Inaugural Lamp.
Prof A.K. Mitra, Dean (Administration)
Prof Partha Pratim Gupta, Dean (Research & Consultancy) &
Prof Anirudhha Gangopadhyay, Registrar-in-charge
Represented NIT Durgapur on the occasion and
addressed the gathering.
Large number of Alumni members from far flung areas
participated in the programme.
Sri Satya Bijoy Bhoumik, Seniormost Alumni cut the
Ceremonial Golden Jubilee Cake .
Sri Subrata Chatterjee delivered the vote of thanks.
The programme was followed by self introduction by Alumni members & family members.
.
MOA and Regulations
of
NITDAA
as Registered
THE WEST BENGAL SOCIETIES REGISTRATION ACT 1961
MEMORANDUM OF ASSOCIATION
OF
NATIONAL INSTITUTE OF TECHNOLOGY DURGAPUR
ALUMNI ASSOCIATION
1. Name of the Society : National Institute of Technology Durgapur Alumni Association.
2. Registered Office of the Society shall be situated at :
NIT Campus, Mahatma Gandhi Road, Durgapur, West Bengal , India - 713 209
3. The Object for which the Society is established are :
a) to act as forum of human interaction for the Alumni of National Institute of Technology, Durgapur and their dependent children.
b) To help and support their Alma Mater to improve Educational and Professional standards, help and support needy meritorious students, help in Vocational training and Placement, and strive for improvement of the college.
c) To provide, without remuneration, dissemination of knowledge, and to undertake publication of journals, etc towards this goal.
d) To provide a forum for exchange of technical and professional information within the members of the Association.
e) To work for the well being of the brotherhood as a whole and National Institute of Technology, Durgapur in particular.
f) To acquire movable & immovable properties and assets and to administer the same in furtherance of the activities of Society.
g) To do such things as may be deemed incidental or conducive to the attainment of forging and related objects of Society.
h) The Society will be a non profit organization.
i) To do all such acts, deeds, matters, and things as may be deemed incidental or conducive to the above mentioned objectives.
The income and properties of the Society whatsoever derived or obtained shall be applied solely towards the promotion of the object of the Society and no portion thereof shall be paid to or divided amongst any of its members by way of profits.
4. The names, addresses and description of the Members of the Governing Body:
Name Address Designature
1) Mr. Samiran Chatterjec CG-106, Salt Lake City, President
Bidhannagar,
Kolkata - 700 091
2) Mr. Subhashis Banerjee 2nd Floor, CF-384 Vice- President
Salt Lake City
Bidhannagar
Kolkata-700 064
3) Mr. Simanta Ray Chaudhuri Flat No. - 401 (R) Secretary
Moore Apartment
65A, N.S.C, Bose Road
Kolkata-700 040
4) Mr. Mrinal Kanti Pal 2C, Bechu Doctor Lane, Joint Secretary
Kolkata - 700 025
5) Mr. Biswanath Bhattacharya 1/33/1, Bijoygarh, joint Secretarti
Kolkata - 700 032
6) Mr. Ashok Manaktala 74G/1A, Bondel Road, Member
Kolkata - 700 019
7) Mr. Subhamay Halder Quarter No: DS-3/ A Treasurer
NIT Campus,
Durgapur - 713 209
5. We, The several persons whose names, addresses and occupations are hereunto subscribed are desirous of being formed into an Association in pursuance of this Memorandum of Association.
Signature Address Occupation
1) Sd/- CG-106, Salt Lake City, Self Employed
Bidhannagar,
Kolkata - 700 091
2) Sd/ 2nd Floor, CF-384, Service
Salt Lake City, Bidhannagar,
Kolkata - 700 064
3) Sd/ Flat No-401 (R) Service
Moore Apartment,
65A, N.S.C. Bose Road,
Kolkata - 700 040
4) Sd/- 2C, Bechu Doctor Lane, Service
Kolkata - 700 025
5) Sd/ 1/33/1, Bijoygarh, Service
Kolkata - 700 032
6) Sd/- 74G/lA, Bondel Road, Self Employed
Kolkata - 700 019
7) Sd/- Quarter No: DS-3/A Service
NIT Campus,
Durgapur - 713209
Witness to the above Signatures
Signature : Sd/
Name : Mr. Debasis Ghosh
Address : C/O Mr. S.K. Ghosh, P.O. GIP Colony, Howrah - 711 221
Occupation : Service
Dated the : 30th June, 2004
THE WEST BENGAL SOCIETIES REGISTRATION ACT 1961 REGULATIONS
OF
NATIONAL INSTITUTE OF TECHNOLOGY DURGAPUR
ALUMNI ASSOCIATION
Unless otherwise required words and expressions, the contents contained in these regulations, shall bear the same meaning as in the W.B. Societies Registration Act, 1961 or any statutory modification thereof.
MEMBERSHIP
1. Admission :
a) The signatories to the Memorandum of Association and the office bearers of the Governing Body of the Society shall be first members of the Society.
b) The Governing Body may admit to membership any Ex-student of national Institute of Technology, Durgapur, of any caste, creed or sex who has attained the age of 18 years and agreed in writing to be bound by the Memorandum of Association and regulations of the Society and who in the opinion of the Governing body will be interested in advancement of the objects of the Society
Be it noted here that tht power to admit members is the sole and absolute power of the Governing Body and the Governing Body may refuse to admit any person as a member without assigning any reason thereof.
2. Type of Members :
Membership are of three types
a) Ordinary Member : Any ex-student qualified to be member and paying prescribed ordinary membership fee may be admited as ordinary member of the Society
b) Life Member : Any ex-student may become a life member by paying the presribed Life - Membership fee.
c) Honorary Member : Any person whose connection with the Society is deemed to be useful, may with the consent of such person be elected as honorary member of the Society. Such members shall not, however, be eligible to be member of the Governing Body nor shall be entitled to vote in any meeting.
3. Cessation of Membership :
Any member shall cease to be a member
a) On his resignation from membership by a letter to the President of the Society and on acceptance of the same.
b) On death.
c) On failure to pay membership fees for two consecutive years.
d) On his conviction of any offence in connection with the conduct of affairs of
the Society and any offence involving moral turpitude.
e) On indulging in anti-Association activities.
f) On using the Association for political, and religious purpose.
4. Register of Members :
The Association shall maintain a register of members containing the names, addresses and their occupations, the date of admission and cessation of membership. The register will be open for inspection of the members of the association. All entries required to be made therein shall be entered within a period of 15 days.
5. Rights & Obligations of Members :
Any ordinary and life member has the right
a) To elect and be elected in any election of the Society.
b) To submit suggestion for discussion to the Governing Body and sub-committee on any matter relating to the Society.
c) To inspect the accounts and proceedings of the meeting of the Society on appointment with the Secretary.
d) To pay his subscription within the prescribed time. Defaulting members shall not be allowed to take part or vote in a meeting. Members shall have one vote each.
6. Expulsion & Removal of Members :
Frequent action of any member, if found by the Governing Body, is detrimental to the interest and is in violation of the rules and regulations of the Association, he/she may be, after due enquiry, censured/suspended or expelled from the membership by the Governing Body. Under that situation, the Governing Body shall first serve the member concerned with a ‘show cause’, showing therein the charges framed and ask him/her to submit his/her Statement of defense within a month. On receipt of the explanation, the Governing Body shall have the power to take a suitable action against the delinquent member after allowing him/her to defend his/her case. If no reply to the ‘show cause’ notice is received within a month, the Governing Body may take ex-parte decision
For any act of suspension or expulsion or termination, no such member shall be entitled to prefer any claim for compensation or damage even if proved on subsequent date that such act of expulsion or termination was wrongful and/or unlawful.
GOVERNING BODY
The Governing Body will act as the Apex Committee of the Society.
1. Composition, Election/Appointment, Resignation Removal, Terms of Office. There shall be a Governing Body consisting of not less than 7 members. The office bearers of Governing Body shall comprise President, Vice-President. Secretary, Joint Secretary, Treasurer and other Committee Members. The Office bearer and other Committee Members shall be elected at the A.G.M.
The resignation and removal of the Governing Body members shall by dealt with as has been prescribed in the case of other members noted hereinbefore.
The term of office of the Governing Body shall ordinarily be two years, unless it is dissolved/terminated early under unforeseen circumstances. After election, the old Governing Body will continue to function till the new Body takes over charge which shall under no circumstances be more than 30 days from the date of election.
1.1) In order to bring into its folds all ex-student groups in various parts of India and abroad, the organisational structure of NITDAA is designed as follows :
Regional Chapters : All metros, cities and towns in India & abroad will from NITDAA Chapters with ex-students residing in that particular metro/city/town or its proximity.
a) They will have their own committee, and will function to enhance the Aims &: Objectives of NITDAA.
b) They will build up their data bank of members, and up date it periodically, and
keep the main data bank maintained at NIT, Durgapur office updated.
c) They will raise and manage and audit their own funds.
d) They will collect and contribute funds towards Projects undertaken by the Apex Committee.
e) They will name themselves NITDAA-Mumbai Chapter/New York Chapter/Jamshedpur Chapter etc. and MUST get themselves affiliated to the main body.
f) They will keep the Apex Committee informed about their Activities, Committee meetings, etc.
g) They will maintain very good communication with the apex committee.
Secretary/Treasurer in the maintenance of account, etc.
(vii) To conduct any other business not specified herein for the attainment of the project of the Society provided such business is not repungent to such object.
SAFE CUSTODY OF PROPERTIES
1. The Governing Body shall be responsible for the safe scustody of the funds, properties and assets of the Society.
2. The funds of the Society shall be kept in banks /post office/mutual funds and be invested in any securities specified under Sec. 20 of the Indian Trust Act, 1882.
BOOKS OF ACCOUNT & INSPECTION
The books of account and other statutory books shall be kept at the registered office and shall be open to inspection of the members at such time and place as the Governing Body directs on a written request made by any members.
ACCOUNTING YEAR
The accounting year of the Society shall be from 1st day April of each year to 31st day of March of following year.
GENERAL MEETINGS
Annual General Meeting:
Notice : The Secretary shall annually call the Annual General Meeting as per provisions of W.B.S.R. Act 1961. giving at last 14 days notice to all members. The notice shall contain the place, date, day and time of the meeting.
Agenda : The business to be transacted at the A.G.M shall be :
a) To confirm the minutes of the last A.G.M. and of special general meeting, if any,
b) To adopt’ with or without modification, the report of the working of the Society for the previous year ;
c) To pass audited accounts of the Society for the previous year ;
d) To appoint qualified auditor or auditiors ;
e) To tranact such business as may be fixed by the Govening Body ;
f) To transact such other business asmay be brought forward by giving 14 days previous notice from any member ;
g) To conduct general election.
Quorum of the meeting : 1/3rd members personally present at the commencement of the Meeting shall constitute the quorum.
Manner and Method of Voting : The Chairman of the meeting shall decide the manner and method of voting at the outset of the meeting.
Special General Meeting:
A Special General Meeting may be convened by the Governing Body at any time in view of urgency of the matter. At least 7 days notice shall be given to every member for special general meeting.
Members may request the Governing Body for special general meeting by placing a requisition signed by 2/3rd of total members. In that case the Governing Body shall convene a special general meeting within a month from the receipt of such notice. In default by the Governing Body, the requisitionists shall hold such meeting provided no business other than those specified in the notice shall be transacted.
Extra-ordinary General Meeting :
The Governing Body may direct to convene an extra-ordinary general meeting for consideration of addition, alteration or amendment of the memorandum/ regulations of the Society. 7 days notice along with proposed draft of changes shall be sent to members before the meeting. The resolution for change, amendment etc. of the memorandum and Regulations be carried out if accepted by three fourths of the members present at the meeting.
DUTIES OF THE OFFICE BEARERS
President
He shall
a) Preside over all meetings of the Society;
b) Take all disciplinary actions such as removals, dismissal etc., in consulation with the Governing Body;
c) Advice the Secretary in any matter requiring urgent action;
d) Call emergency meeting.
Vice-president:
In the absence of the President the vice-president shall perform all duties of the President.
secretary:
He shall
a) Convene all meetings of the Society;
b) Maintain minutes books of all meeting,
c) Issue general circular and notice
d) Receive all application for membership which will be placed before the Governing Body,
e) Sign on behalf of the Society all receipts for all sums received as subscriptions etc.;
f) Sign and give pay order on all bills for payments;
g) Get the accounts of the Societv audited by a Chartered Accountant;
h) Ensure compliance with statutory requirements;
i) Transact all other business subject to the direction of the Governing Body;
Joint Secretary :
In the absence of the Secretary, the Joint Secretary shall perform all duties of the Secretary.
Treasurer:
He shall
a) Collect and receive all sorts of subscriptions, donations and deposit of money and grant receipt thereof ;
b) Maintain and keep cash book and such other accounts as are necessary ;
c) Operate bank account jointly either the Secretary or the president;
d) Prepare the budget in consultation with the Secretary for consideration of the Governing Body.
MAINTENANCE AND AUDIT OF ACCOUNTS
The Society shall maintain account as required under Sec. 15(1) (a) of the Act. The accounts shall be audited by a duly qualified auditor as stated in Sec. 15 (2) of.the Act.
SUIT & LEGAL PROCEEDING
All suits and legal proceedings by or against the Society shall be in the name of the Secretary or such person as shall be appointed by the Committee.
ALTERATION OF MEMORANDUM & REGULATIONS
The Memorandum and Regulation may be altered, modified or added to by special resolution passed by the 3/4th members in a general meeting called for the purpose.
The Governing Body shall have powers to make, alter, modify or rescind such bye-laws as may be considered necessary for the smooth functioning of the Society.
DISSOLUTION OF SOCIETY
Subject to the provisions of Sections 24 & 27 of the West Bengal Societies Regulation Act, 1961 or any statutory modifications thereof, the Society may be dissolved by a resolution to that effect passed by 3/4 th members of the Society at a general meeting. The said meeting shall also decide the manner of disbursement of the funds and assets of the Association, if any, after dissolution.
We, the undersigned members of the Governing Body of the Society, do hereby certify that the above is a true copy of the regulations of the Society.
Signature of three members of the Governing Body
1. Signed by Samiran Chatterjee
2. Signed by Simanta Roy Chaudhuri
3. Signed by Ashok Manaktala
Date 30 th Day of June, 2004
NATIONAL INSTITUTE OF TECHNOLOGY DURGAPUR
ALUMNI ASSOCIATION
ALUMNI ASSOCIATION
(NITDAA)
BY- LAWS
1. Introduction
These By-Laws have been framed as per para 2 under heading “ALTERATION OF MEMO RANDUM & REGULATION” of Memorandum Of Association (MOA) of NITDAA as registered under the West Bengal Societies Registration Act, 1961 and the contents of By-laws have to be read in conjunction with the said MOA. In case of contradiction in regard to any of the contents in the By-Laws, the conditions prevailing in registered MOA shall prevail.
2. Organisational Structure
2.1) The NITDAA will be headed by Apex Committee, which is the Governing Body of the Association and those who constitute the Committee shall be Elected Repre sentatives following “Election Procedure” as laid down in this By-Laws under Clause 10.
2.2) Apex Committee : This is the central decision making body of NITDAA.
2.2.1) Will guide, monitor, and initiate all activities of the association and ensure that the Aims & Objectives are fulfilled.
2.2.2) Will frame policies and guide lines as required from time to time.
2.2.3) Will maintain a central data bank of all members, and update it as and when required.
2.2.4) Will plan and implement projects in consultation with the Director NIT Durgapur, for betterment of the college.
2.2.5) Will coordinate with all the Regional Chapters.
2.2.6) Will raise, control, and monitor funds collected and its expenditure at the center.
2.3) Regional Chapters : All metros, cities, and towns in India & abroad will form NITDAA Chapters with ex-students residing in that particular metro/city/town or its proximity.
The regional Chapters shall have to be affiliated to the Apex Committee and shall enhance the aims and objectives of NITDAA. The procedure for affiliation shall be as given below
2.3.1) Any ten ex-students can form a Regional Chapter in their city/town.
2.3.2) The members initially have to form an ad-hoc committee, having at least a President, a Secretary and a Treasurer.
2.3.3) On formation of the ad-hoc committee, the President of the Committee shall apply for affiliation to the President of the Apex Committee covering the following information:
a) Names of the Members.
b) Name, Address phone no and e-mail address of each of the office Bearers.
c) The Minutes of the first Meeting held. The Minute should contain a resolution adopted by the members to uphold and further the aims and objectives of NITDAA and abide by the Memorandum of Association & Regulations and By-Laws of NITDAA.
On receipt of such request as stated above from the Regional Chapter, the President of Apex Committee shall place the request in the forthcoming Apex Committee meeting and having passed the same would confirm the affiliation in writing to the respective Chapter within one calendar month of the receipt of the application along with copies of MOA and “Rules & Regulations”.
2.3.4) The regional chapters will have their own committees and will function to enhance the Aims & Objectives of NITDAA.
2.3.5) The regional chapters will build up their data bank of members, and update it periodically, and keep the main data bank maintained at NIT, Durgapur office updated.
2.3.6) The regional chapters will contribute Rs. 1,200.00 as the membership fee against each life member to the Apex Committee.
2.3.7) The regional chapters will raise, control, manage and audit their own funds.
2.3.8) The regional chapters will collect and contribute funds towards Projects undertaken by the Apex Committee.
2.3.9) The regional chapters will name themselves NITDAA - Mumbai Chapter/New York Chapter/Jamshedpur Chapter etc. and MUST get themselves affiliated to the NITDAA Apex Committee.
2.3.10) The regional chapters will keep the Apex Committee informed about their Activities, Committee meetings, etc.
2.3.11) The regional chapters will maintain very good communication with the apex committee.
3. Income & Properties
NITDAA will be the sole owner of all Movable and Immovable Properties and income of the society derived or obtained from whatsoever source and they will be utilised solely towards the promotion of the Aims & Objectives of the Association. No portion thereof should be paid or divided amongst any of the members by way of profits and/or utilized to further personal ambitions, provided that nothing herein contained shall prevent the payment in good faith of remuneration of any officers of the society or servants or employees of the society or other person in return of any services rendered to the society.
4. Membership
4.1) All ex-students who have enrolled themselves in any of the disciplines of National Institute of Technology, Durgapur, are eligible for membership to NITDAA. Every intending member shall fill up the prescribed application form, and along with the relevant fee submit it to the local chapter, or to the main NITDAA office at NIT, Durgapur. The decision to either accept or reject any application rests solely with the Apex/Regional Committee.
4.2) Enrolment of membership shall have to be done at the Regional Chapters only.
4.3) The enrolment form as designed by the Apex Committee shall be available with the Chapter Presidents.
5. Membership Categories
5.1) Ordinary Membership-No Fees
Any one who is eligible for membership, as per Clause 4, is eligible to become a regular member by paying the prescribed fee as determined by the executive committee. Currently the fee is set at zero. A regular member shall have no voting rights and he/she will not be eligible to be elected to the Apex Committee. In the event of death, his/her spouse will continue being a member, but shall not have voting rights.
5.2) Life Membership-One time Fees-Rs. 1,200.00
Any one who is eligible for membership, as per Clause 4, is eligible to become a life member by paying to the Local Chapter, the prescribed Life-Membership fee to be decided by Local Chapter of which Rs. 1200.00 is payable to Apex Commitee by the Local Chapter. The life members will have voting rights and also have the right to be elected to the Apex Committee. In the event of death, his/her spouse will continue being a life member, but shall not have voting rights.
5.3) Honorary Membership-No fees
The Apex Committee may admit a person of eminence as an Honorary Member of NITDAA, if it feels that association of such a person is beneficial to the cause of the Association. No fees will be charged. However, he/she shall have no voting rights. Validation of the continuation of such Membership will be reviedwed by the Apex Committee from time to time.
All Current as well Retired members of the faculty will automatically become honorary members of NITDAA. No fees will be charged. However, they will have no voting rights unless he/she is an ex-student NIT-D and a life member.
5.4) Student Membership-No fees
All final year students of NIT-Durgapur are eligible to become members of NITDAA. They are not required to pay any membership fees, but they will have no voting rights.
5.5) The Apex Committee will have the right to change the fee requirement at any time, for the different categories of membership, as deemed necesary.
6. Cessation Of Membership
6.1) On his/her resignation from membership by a letter to the Chapter/Apex Committee President.
6.2) On death.
6.3) On failure to pay membership fees for two consecutive years.
6.4) On indulging in anti-Association activities.
6.5) On using the Association for political, and religious activities.
6.6) In case of cessation of membership due to clause 6.3, the defaulting member may be re-admitted on payment of all past dues of the preceding years.
6.7) In case a member is expelled because of activities in clauses 6.4 & 6.5, he/she will have the right to appeal to the President.
7. Register of Members
The Association shall maintain a register of members containing the names, address and their occupations, the date of admission and cessation of membership. The register will be kept open for inspection of the members of the association. All entries required to be made therein shall be entered within a period of 15 days.
8. Rights & Duties of Members
8.1 To elect and be elected to the Apex/Chapter Committee (Life members only).
8.2) To suggest in writing means of improvement.
8.3) To help and support the Apex / Chapter Committees in fulfillment of the Aims & Objectives.
8.4) To work towards enhancement of the brotherhood spirit.
9. Expulsion & Removal of Members
9.1) If any member’s actions are found to be detrimental to the interest and is in violation of the rules and regulations of the Association, he/she may be, after due enquiry, censured/suspended or expelled from the membership by the Apex/Regional committee. Under that situation, the Apex/Regional Committee shall first serve the member concerned with a‘show cause’ notice, showing therein the charges framed and ask him/her to submit his/her statement of defence within a month. On receipt of the explanation, the Apex/Regional Committee shall have the power to take defend his/her case. If no reply to the ‘show cause’ notice is received within a month, the Apex/Regional Committee may take appropriate decision.
9.2) For any act of suspension or expulsion or termination, no such member shall be entitled to prefer any claim for compensation or damage even if proved on subsequent date such act of expulsion or termination was wrongful and/or unlawful.
10. Election Procedures
10.1.1 Apex Committee :
10.1.2 These Rules relate to the Governing Body (also called Apex Committee) of the National Institute of Technology Durgapur Alumni Association (hereinafter called NITDAA for convenience).
10.1.2 Election for the Governing Body of NITDAA shall be held at the Annual General Body Meeting (AGM) and shall form a part thereof.
10.1.3 Election for the Governing Body of NITDAA shall be held once in approximately two years.
10.1.4 Election shall be held by vote through secret ballot.
10. l.5 The President in consultation with the Governing Body shall in writing nominate the Presiding Officer who shall conduct the election and shall declare in writing the date of the election at least 90 days in advance.
10.1.6 No member will be eligible to contest the election for two consecutive terms in the same post.
10.1.7 In case a member runs for a position for the Governing Body for a particular English calendar year and succeeds in achieving the position, he will be under an obligation to pay his subscription for the two succeeding English Calendar years in order to continue his membership and avoid being debarred from continuance of his position.
10.1.8 The Student Members attending the AGM neither will have voting rights nor can participate in the election process.
10.1.9 The outgoing President shall not propose or second any candidate for election.
10.1.10 Prerequisites and qualifications for Office-bearers to be elected are given below:
10.1.11.1) Qualifications of a President
1. Must have studied after being enrolled in any of the disciplines of National Institute of Technology, Durgapur (RECD/NITD),
2. Must be an Indian citizen and residing in India
3. Never been proven guilty of any criminal wrongdoing or served any sentence.
4. Cannot have any criminal case pending.
5. Must be a registered member of NITDAA.
6. Must have his own system for global communications particularly through emails.
10.1.11.2) Qualifications of Vice Presidents
1. Must have studied after being enrolled in any of the disciplines of National
Institute of Technology, Durgapur (RECD/NITD)..
2. Never been proven guilty of any criminal wrongdoing or served any sentence.
3. Cannot have any criminal case pending.
4. Must be a registered member of NITDAA.
5. Must be proficient with systems for global communications particularly through e-mails
10.1.11.3)Qualifications of Secretary
1. Must have studied after being enrolled in any of the disciplines of National Institute of Technology, Durgapur (RECD/NITD.)
2. Must be an Indian Citizen and residing in India
3. Never been proven guilty of any criminal wrongdoing or served any sentence
4. Cannot have any criminal case pending.
5. Must be a registered member of NITDAA.
6. Must be proficient with systems for global communications particularly through e-mails.
10.1.11.4) Qualifications of Joint Secretaries
1. Must have studied after being enrolled in any of the disciplines of National
Institute of Technology, Durgapur (RECD/NITD).
2. Never been proven guilty of any criminal wrongdoing or served any sentence.
3. Cannot have any criminal case pending.
4. Must be a registered member of NITDAA.
5. Must be proficient with systems for global communications particularly through
e-mails.
10.1.11.5 . Qualifications of Treasurer
1. Must have studied after being enrolled in any of the disciplines of National Institute of Technology, Durgapur (RECD/NITD).
2. Must be an Indian citizen and residing in India.
3. Never been proven guilty of any criminal wrongdoing or served any sentence.
4. Cannot have any criminal case pending.
5. Must be a registered member of NITDAA
6. Must be proficient with systems for global communications particularly through e-mails.
10.1.11.6 Qualifications of Joint Treasurer
1. Must have studied after being enrolled in any of the disciplines of National Institute of Technology, Durgapur (RECD/NITD).
2. Must be an Indian citizen and residing in India.
3. Never been proven guilty of any criminal wrongdoing or served any sentence.
4. Cannot have any criminal case pending
5. Must be a registered member of NITDAA
6. Must be proficient with systems for global communications particularly through e-mails.
10. 1.11.7) Qualifications of Members
1. Must have studied after being enrolled in any of the disciplines of National Institute of Technology, Durgapur (RECD/NITD).
2. Never been proven guilty of any criminal wrongdoing or served any sentence.
3. Can not have any criminal case pending.
4. Must be a registered member of NITDAA.
5. Must be proficient with systems for global communication particularly through e-mails.
10.2 Functions of Presiding Officer :
10.2.1) The Presiding Officer shall devise nomination forms containing appropriate entries therein. Such entries must include the names of the persons who have proposed and seconded and the post for which nomination is submitted.
10.2.2) He shall then send them to all concerned at least 60 days prior to the date of election with a request for transmitting nomination at least 40 days prior to the date of election, failing which the nominations shall stand rejected.
10.2.3) He will scrutinize the nomination forms received and shall inform in writing, the list of candidates found eligible for election, to the President of Governing Body of NITDAA, at least 30 days prior to the date of election.
10.2.4) He shall circulate the ballot paper forms and may seek assistance from the Secretary of NITDAA.
10.2.5) He shall, in the presence of the candidates themselves seeking election or their duly authorized representative, open the envelops containing the votes cast and get the votes counted with the assistance from the Secretary, and thereafter certify in his own hand, the list of winning candidates with the number of votes polled by each of them and verbally declare the result then and there. He would also intimate the result in writing to the contesting candidates within 7 days of the holding of the election. He shall have the power to reject any ballot cast for sufficient reasons and such rejections shall not be challenged.
10.3 Eligibility to Vote:
10.3.1) Any life member whose name appears in the Register of Membership kept with the Secretary of the governing Body of NITDAA, 60 days prior to the date of election shall be eligible to cast vote for relevant Apex committee/Governing Body election, subject to Regional Chapter having deposited the appropriate fee to the Apex Committee to establish the validity of membership.
10.3.21) One vote of each eligible member present at the AGM shall be counted subject to acceptance of the ballot paper by the Presiding Officer.
10.3.3) An eligible member attending the AGM may carry proxy vote on behalf of other members, provided he/she also carries a letter of anthorization, duly certified by the respective Regional Chapter president, from the member/members on whose behalf he/she proposes to give proxy vote.
10.3.4) Each ballot intended for proxy vote shall be kept in a sealed envelop duly filled in and signed by the concerned voter. He shall then forward the sealed envelop to the Presiding Officer after he duly signs on the outer face of the envelop with indication in his own hand of his membership number.
10.3.5) No other method of transmission of ballot for the purpose of voting save and except the methods above shall be alowed
10.4) Eligilibility for being a candidate for election :
10.4) Any life member eligible to vote as per clause 10.3 above is eligible to be a candidate for election subject to fulfilling conditions mentioned in relevant clause above.
10.4.2) A member seeking to be a candidate for election shall have to fill in the prescribed nomination form duly supported by the names of the members who have proposed and seconded his/her name and submit it to the Presiding officer at least 40days prior to the date of election, failing which the nominations shall stand rejected.
10.5) Ineligibility Clause for being a candidate for election:
Deleted as per decision taken at 5th A.G.M. dt. 14.01.07.
10.6) Posts for which election to be held
10.6.1) Governing Body/Apex Committee Structure :
a. President - 1 post
b. Vice-President - 3 posts
c. Secretary - 1 post
d. Jt. Secretary - 2 posts
e. Treasurer - 1 post
f. Jt. Treasurer - 1 post
g. Member - 3 posts
h. The outgoing President will be an ex-officio fourth member.
i. The Director, NIT-D automatically becomes a member of the Apex committee, but he/she will not have any voting right.
j. One student of the final semester batch will be allowed to attend all Apex committee meetings, representing the students. He/she will not have any voting rights. The students will be allowed to choose their own representative as they wish.
10.6.2) After the election, the post of Vice-Presidents and Jt. Secretaries may be designated as Junior and Senior at the first Apex Committee Meeting for better control on division of responsibility.
10.6.3 ) The Regional Chapter shall decide their respective committee structure.
However the Outgoing President shall be an ex-officio member.
10.7) Tie :
10.7.1) In case two contending candidates seeking election for the same post secure same numbr of majority votes with the consequence that a tie evolves, the outgoing President shall exercise a special power of casting a vote to resolve the tie.
10.8) Arbitration :
10.8.1) In case disputes or differences arise with regard to any matter or matters relating to the instant Election Rules, so far as the conduct of election to the Governing Body of NITDAA or the Regional Chapter Committee is concerned, written complaint must be made to the Presiding officer within 24 hours after the election results are verbally announced. The same shall then be referred to an Arbitrator by the Governing Body after obtaining his consent to such appointment.
11. Removal of Elected Member :
11.1) If the majority of the Apex Committee Members feel that a permanent member (including the President) of the Apex Committee should be removed, a vote will be taken at the Apex Committee Meeting on that issue. If the majority of the members vote in favour of the removal, the President will be bound to call a Special General Meeting. If the charges are to remove the President, then it will be the responsibility of the Secretary to call for the Special General Meeting. The procedure for holding such meeting should follow Clause 15 of the registered Regulation under heading “General Meetings”. At that meeting, the President/Secretary shall call for a resolution to remove the member in question. A debate needs to be conducted and the member in question must be given chances to defend himself/herself. At the end of debate, a vote will be taken. At least two third of the attendees must vote in favor of the action before a member can be removed. At least 50% of the registered voters, who were present at the election where the person was elected, must be present at the special meeting to legitimize the voting process.
12. Emergency Situtaton :
12.1) President
In case of sudden demise of the President or if the President becomes incapacitated or the President resigns or if the President is removed from his/her position, the senior-most V.P. will take over as the interim President until the next election.
12.2) Senior Vice President
In case of a sudden demise of the Senior Vice-President or if the Senior Vice President becomes incapacitated or if the Senior Vice-President resigns or if the Senior Vice President is removed from his/her position, the Junior Vice President will take over as the interim Senior Vice President until the next election.
12.3) Junior Vice President
In case of sudden demise of the Junior Vice President or if the Junior vice President becomes incapacitated or if the Junior Vice President resigns or if the Junior Vice President is removed from his/her position, the General Secretary will take over as the interim Junior Vice President until the next election.
12.4) General Secretary
In case of sudden demise of the General Secretary or if the General Secretary becomes incapacitated or if the General Secretary resigns or if the General Secretary is removed from his/her position, the Senior Joint Secretary will take over as the interim General Secretary until the next election.
12.5 ) Senior Joint Secretary
In case of sudden demise of the Senior Joint Secretary or if the Senior Joint Secretary becomes incapacitated or if the Senior Joint Secretary resigns or if the Senior Joint Secretary is removed from his/her position, the Junior Joint Secretary will take over as the interim Senior Joint Secretary until the next election.
12.6) Junior Joint Secretary
In case of sudden demise of the Junior Joint Secretary or if the Junior Joint Secretary becomes incapacitated or if the Junior Joint Secretary resigns or if the Junior Joint Secretary is removed from his/her position, the Treasurer will take over as the interim Junior Joint Secretary until the next election in addition to his existing responsibility.
12.7) Treasurer
In case of sudden demise of the Treasurer or if the Treasurer becomes incapacitated or if the Treasurer resigns or if the Treasurer is removed from his/her position, the Joint Treasurer will take over as the interim Treasurer until the next election.
12.8) Joint Treasurer
In case of sudden demise of the Joint Treasurer or if the Joint Treasurer becomes incapacitated or if the Joint treasurer resigns or if the Joint Treasurer is removed from his/her position, the Apex committee will have the right to chose any NITDAA member to act as the interim Joint Treasurer.
12.8) Member(s)
In case of sudden demise of a Member or if a Member becomes incapacitated or if a Member resigns or if a member is removed from his/ her position, the apex committee will have the right to co-opt any NITDAA member to act as the interim member of the apex committee. This Member will not have the voting rights in any functioning of the Apex committee.
13.Duties (Apex Committee) :
13.1) To summon the Annual General Body meetings & Extra-ordinary General Body meetings.
13.2) To circulate to all members the agenda for General Body meetings. Notice and agenda of such meetings must be circulated at least 6 weeks in advance.
13.3) to propose amendments to the Charter of the association and get it ratified by the General Body.
13.4) Plan & execute Development Projects and Programs for improvement of the college in consultation with the Director of NIT, Durgapur.
13.5) Fix subscription rates for the Regular & Life members.
13.6) Create a central Data Bank of all members, and periodically update it.
13.7) Encourage and support formation of Regional Chapters all across the Globe.
13.8) Publish a NITDAA news magazine, and maintain a Website.
13.9) To arrange and conduct the Annual General Body meeting and get-together of all members at NIT campus, Durgapur.
13.10) To raise and manage funds needed to meet the goals of the association.
13.11) To be the custodian of all movable and immovable properties and other assets of the association.
13.12) To establish administrative procedural systems, regulations, and norms required for managing the association.
13.13) To establish procedural systems, regulations, and norms for Fiscal Discipline.
13.14) To appoint Sub-Committees with such power and responsibilities as may be necessary for planning and execution of projects. The President, Secretary, and Treasurer will be ex-officio members of such sub committees.
13.15) Liaise with the Government and other statutory bodies.
13. 16) To operate Bank A/C in the name of the Association. This account will be operated jointly by any two of the president/secretary/treasurer.
13.17) To establish a proper accounting system, and present audited accounts to th annual general body meeting for ratification.
13.18) to appoint Auditors and fix their remuneration.
13.19) to incur such expenditure as may be required for fulfilment of goals and objectives of the association.
13.20) To appoint a presiding Officer for election/selection of New Apex Committee.
13.21) Will recommend a member of NITDAA as a representative to the Board of Governors of NIT, Durgapur, during each tenure of the Apex Body. The recommendation must be ratified by the Alumni members during AGM. The name of the alumni will be forwarded to the Chairman BOG.
13.22) The term of the Apex Executive Committee shall be approximately for two years.
14. Office Bearers & Their Duties :
14.1) President :
14.1.1) Shall be the chief executive, and all responsibilities rests with him.
14.1.2) Shall preside over all meetings.
14.1.3) Shall guide and lead the Apex Committee towards fulfilment of the Aims & Objectives of NITDAA.
14.1.4) Shall take disciplinary actions as required.
14.1.5) Shall spearhead all programs, projects, and activities of NITDAA, and shall take appropriate steps and measures to achieve such programs and projects.
14.1.6) Allocate responsibilities to the Vice-Presidents and other members of the Apex Committee.
14.1.7) Shall supervise and monitor all activities of the Association.
14.1.8) Shall control & be responsible for Fiscal discipline.
14.2) Vice President :
14.2.1) Will assist and support the President in achieving Aims & Objectives of NITDAA.
14.2.2) Will be allocated responsibilities by the President, and will descharge them under the supervision of the president.
14.2.3) Will chair committee meetings in President’s absence.
14.2.4) Suggested divisions could be as : communication, administration, finance, Projects. However, the President may at his discretion allocate tasks as per the exigencies of the situation.
14.3) Secretary :
14.3.1) Shall call all meetings as advised by the President.
14.3.2) shall maintain minutes of all meetings.
14.3.3) Will issue minutes of meetings within 7 calendar days of the meetings held.
14.3.4) Shall issue general circulars, notices etc.
14.3.5) Shall be responsible for administration of the association.
14.3.6) Shall receive all applications for membership and place them before the committee for approval.
14.3.7) Shall transact all routine business subject to the direction of the committee.
14.3.8) Shall prepare the annual report.
14.3.9) With the help of the Treasurer ensure that books of accounts are audited and placed before the Annual General Body.
14.3.10) Shall maintain the member’s data bank.
14.3.11) Shall check and scrutinize all bills payable and place them to the President for authorisation of payment.
14.4) Joint Secretary
14.4. 1) Will assist and support the Secretary in execution of his duties and responsibilities.
14.4.2) Duties and responsibilities will be allocated to them by the Secretary.
14.4.3) Will officiate for the Secretary in his/her absence.
14.5) Treasurer
14.5.1) Shall collect and receive all subscriptions, collections, cash and grant receipts thereof.
14.5.2) Shall keep and maintain the Cash Book, and other accounts as necessary for audit.
14.5.3) Shall operate the bank account along with other signatories.
14.5.4) Shall disburse all amounts authorized for payment.
14.5.5) Shall prepare audited accounts for the Annual meeting.
14.6) Committee Members
Each member shall discharge their duties as and when allocated by the President.
14.6.1) Will establish a data bank of members.
14.6.2) Will collect subscription from their members, and raise funds as required.
14.6.3) Will support and help the Apex committee in planning and execution of projects.
14.6.4) Will raise funds for projects.
14.6.5) Will organize social get to-gethers.
14.6.6) Will keep the Apex Committee informed about their activities.
14.6.7) Will roll and enroll members as per the guidelines of the Apex Committee.
15. Meetings :
15.1) The committee meetings should be held as and when necessary, but at least once every month.
15.2) Any 7 members of the Apex / Regional committee may request a meeting of the Apex Committee through a letter to the Secretary. The Secretary must call such emergency meetings within 14 days of receiving the call letter failing which the requester may do so provided that no other business is conducted other than the specified agenda as mentioned in the notice.
15.3) Quorum will be constituted by any 7 members present.
15.4) In the absence of a quorum, the meeting will be adjourned. An adjourned meeting needs no quorum.
15.5 ) The Secretary will issue minutes of the meetings within 7 calendar days of the meeting duly approved by the President, and circulate to all Apex committee members, and to all Regional Chapter Presidents.
15.6) The President of the Apex & Regional Committees must present a. quarterly “Status Report” of the activities. This will be put up on the website.
16. Modalities o Maintenance o Accounts :
16.1) The compliance of procedure as per Societies Act solely depends upon proper maintenance of Records of Accounts and Statutory Audit. The following procedure must be adopted with full transparency on Expenditure, Receipts that needs internal surveillance through regular Trial Balance and finally to get final accounts audited by a recognized Auditor as contained in the MOA under heading “Maintenance and Audit of Accounts”. It is essential to follow registered Regulation in respect of “Books of Accounts and Inspection” and “Duties of Office Bearers” for Maintenance. The Treasurer and the Secretary are jointly responsible for any matters related to the Accounts.
16.2) NITDAA will maintain a separate account for the scholarship fund. Donations received for scholarship fund only, will be deposited in the separate account for the scholarship fund. Money from this account can not be transferred to any other account and can not be expended for any other reason. However money from the other accounts can be transferred to the scholarship fund, if deemed necessary.
16.3) All donations, collections and income, excepting money donated specifically for scholarship fund, will be deposited in a separate account/fund.
16.4) A Board of Trustees will have the responsibility of overall management of the funds.
17. Expenditure :
17.1) All expenditures up to a sum of Rs. 500/- must have prior approval of the Secretary and beyond that sum it must have prior approval of the President. If necessitates President may take consent of Apex committee on heavy expenditures depending upon merit of the case. Incase of Expenditures on specific projects, it must be approved by the Apex Committee with a budget being prepared for the cause. The expenditure voucher then be prepared by the Treasurer at the instance of Secretary/President with their endorsement. All records of Approval must be maintained for auditor.
17.2) Cash Book and Petty Cash Book must be properly maintained by the Treasurer on weekly reviewing basis. All cash and Bank transactions must be posted regularly within the reviewing schedule every week.
17.3) Cheque Booksto be kept with the Treasurer and must be issued with authorized signatories namely any one of President and Secretary as first signatory and Treasurer as second signatory.
17.4) Cash expenditure at one time should not exceed Rs. 500/-.
17.5) The Treasurer in consultation with President and Secretary should prepare a draft budget on annual expenditure at the beginning of each Financial Year and get the same approved by the first Apex Committee Meeting at the start new Financial Year.
17.6) Meeting Expenses : The members of the NITDAA Apex Committee shall be reimbursed for their travel, hotel, parking, and meals (the limits to depend on the financial situation of the Association, as determined by the Apex Committee through resolution) expense incurred while attending such Apex Committee meetings, with prior approval of the President and/or the Secretary. Reimbursement money shall be derived from fund-raising pools generated by the Chapters.
18. Receipts :
18.1) Receipts must be issued against each collection serially against payment both by Cash as well as by Cheque in serialy maintained printed Receipt Book.
18.2) The receipt book should be kept with the Treasurer and use of duplicate book can only be done on specific cases with the approval of the Secretary.
18.3) The Receipt Book should be issued to Treasurer serially and numbered by the Secretary who shall maintan the records on number of Books issued in a particular Financial Year.
18.4) Each Financial Year should start with a fresh Receipt Book.
18.5) Cheque/Cash to be deposited to the Bank on weekly basis with deposit Slip Book collected from the Bank, should be maintained serially with one book used at a time till all the slip pages are utilized.
19. Trial Balance :
19.1) Trial Balance to be prepared every 3 months figuring total Collections/Expenditures starting from 1 st April every year.
19.2) A final Trial Balance to be prepared annually for the period 1 st April to 31 st March next year.
19.3) Balance Sheet :
19.3.l) All Receipt & Payment Account, Income & Expenditure Account along with Balance Sheet to be prepared every year starting from I st april and ending on 31st March for submission to the Auditor for audit along with all supporting documents like receipts, vouchers, sanctions etc. as required and asked for by the Auditor.
19.3.2) Treasurer is responsible to satisfy Auditor all his/her queries in regard to documentation, authentication and correctness of accounts. He may seek help of Secretary in this matter.
19.3.3) Treasurer shall present auditecl account before the AGM and get the same passed.
19.3.4) After the audited account is passed by the AGM, Treasurer shall submit the copy of audited account along with Secretary’s report to the Registrar of societies within 3 months for renewal of registration of NITDDA. This is statutory for every year.
19.3.5) Treasurer should submit within 31st October, the Income Tax Return every year.
20. Terms of Reference of various sub-committees :
20.1) Depending upon necessity of smooth running of NITDAA activities, it may necessitate to form subcommittees focusing or qualifying on a particular function e.g. on By-Laws, codes of Conduct, Scholarships, benevolent Funds, Global Meet and likewise many other additonal functions where in-depth study and executiou on that particular aspect is required.
20.2) The sub-committee should consist of 5 members of NITDAA selected by the Apex Committee after investigating their capability to handle the job responsibly and efficiently. Experts in the specific field may be co-opted if necessary. Every individual in the sub committee should have a proven record of accomplishment, great managers in their own fields. Since finally the Apex committee is asnwerable to the members regarding their activity, it is essential that the members chosen should have in impeccable record in ethical behavior.
2.0.3) The terms of reference for each of the Sub-Cominiltecs should be explicitly written down by the Apex Committee and after detailed discussions and debate, to be presented by the President/Secretary, before the leader of the Sub-committee in presence of other members ,the terms of reference shoud contain objectives, timeframe, budget, authority, responsibility re-porting, system etc. as decided by the Apex Committee depending upon thc requirement to benefit NITDAA. These Subcommittees will meet Apex Committee at regular interval to discuss and report on issues.
20 .4) The Sub-committee shall report to the President of NITDAA. The coordination of activities will be done by the Secretary. The modalities ot expenditure should he controlled by Treasurer following the terms of reference.
21. Regional Executive Committee :
21.1) Accreditation of Regional Chapters
21.1.1) For Accreditation the President must address a letter stating the names of the Committee members with details of year of Graduation Contact nos. & addresses.
21.1.2) A copy of the resolution signed by at least 10% of the projected membership or all members present at the initiation Meeting.
21-1.3) The Resolution must state that the Committee will up-hold and further the aims & Objectives of the NITDAA, and abide by its Rules & Regulation.
21.1.4) The President will acknowledge in writing his consent. He may seek further clarifications if necessary.
21.1.5) The Regional Executive committee will be selected/ elected from amongst the members of that particular region.
21.1.6) Will select / elect their own president and executive office bearers.
21.1.7) Will work towards fulfilling Aimis & objectives of NITDAA.
22. Respansibility of the Executive Committee of the Regional Chapters :
22.1) To incorporate new members and forward the application to the Apex Committee for acceptance of the membership.
22.2) The President of the Regional Chapter shall forward 25% of (the annual /life membership fees to the Apex committee as and when it is collected from new members on a quarterly basis.
22.3) The Chapter President shall forward Minutes of the Regional Chapter Meetings, Annual Accounts of the Chapter duly Audited, Project and Programme undertaken for each financial year to the Secretary of the Apex Committee.
22.4) The co-ordination between Apex Committee and Chapters shall be maintained by the respective Presidents.
22.5) Each chapter will provide the updated list of members once a year in December to the Apex Committee.
22.6) All Regional Chapter Presidents will automatically become members of the Apex Committee. Each Regional Chapter President will have the voting rights, provided he/she is a life member of NITDAA.
23. Other Stipulations :
23.1) NITDAA can not affiliate itself with any political party or any political group.
23.2) NITDAA can not be used as a political platform for any political party or any political group.
23.3) NITDAA can not affiliate itself with any religious party or any religious group.
23.4) NITDAA can not be used as a religious platform for any religious party or any religious group.
23.5) NITDAA can not discriminate any one for anything on thc basis of a person’s race, religion, sex or sexual orientation.
24. Amendments :
Proposed amendments (which does not include typographical or grammatical corrections in this definition) to the Bylaws must be published and sent to the Apex Committee members at least 30 days before the next regular meeting or, if the Apex Body deems it necessary, a mail vote may be taken provided the Amendment is published and distributed no less than 60 days prior to voting.
If an amendment to these Bylaws is considered for mail vote, its contents and intents shall be published and send to qualified members of the Association and alumni chapters for individual and group reactions no less than 60 days prior to being issued in an official form for consideration by the rnembership. An amendment to these Bylaws, when submittted to mail vote, must be accompanied with opinions, pros and cons.
An affirmative vote of two-thirds (2/3) of the Apex Committee members present at a regular meeting or two-thirds (2/3) of the vote received in a mail ballot shall be required to adopt a proposed amendment.
25. Dissolution :
Upon the affirmative vote of a majority of the Apex Committee Members and the approval by two-thirds of the membership of this Association, this Apex Body shall be dissolved and the Treasurer shall transfer all Bank balance, assets and property of the Association, to Trustees of benevolent Fund, for full and unrestricted use and benefit of the latter following West Bengal Societies Registration Act,1961.
Secretary
NITDAA
CIRCULAR
October 28, 2009
(For all alumni of National Institute of Technology, Durgapur)
National Institute of Technology, Durgapur, formerly Regional Engineering College was established in the year 1960 and would complete its glorious 50 years journey in 2010. To commemorate the occasion, NIT Durgapur Alumni Association (NITDAA) is celebrating year-long, Golden Jubilee Celebration from July, 2009 to July, 2010 all over the Globe.
NITDAA California Chapter kick-started its first programme at San Jose, USA on July 04, 2009 and the next programme has also been successfully organized in a grand scale by the Ranchi Chapter of NITDAA on September 12, 2009.
The next programmes proposed are as under :
February 21, 2010 : Durgapur
March, 2010 : UAE Chapter;
April, 2010 : Hyderabad /Delhi;
June, 2010 : Kolkata;
July 04, 2010 : Atlanta, USA;
July/August, 2010: Closing Ceremony by NITD
In order to have all the programmes organized successfully, the Apex Body of NITDAA is pleased to inform that the Founder President of our Association Mr. Samiran Chatterjee has been nominated as the “Chairman of Golden Jubilee Celebration” heading a team of alumni volunteers to make the 50th Anniversary Celebration, bracing every corner of the Globe wherever our Alumni are present, a Grand Success. We are confident that Samiran-da will draw support from all alumni because of his long association with NITDAA.
Mr. Samiran Chatterjee may be contacted at nitdgoldenjubilee@gmail.com
All our Alumni brothers and Sisters are requested to come forward to make the Golden Jubilee Celebrations all over the Globe a grand Success.
Best Wishes,
For NIT Durgapur Alumni Association,
Santi Ranjan Sarkar
Secretary
1968/Chem.
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