RULES AND REGULATION
SPASTIC SOCIETY OF SIKKIM

I. INTERPRETATION

a) Spastic Society of Sikkim means Society for the welfare of Children and adult people of Sikkim suffering from Cerebral Palsy and Mental Retardation.
b) General Body means the and Members of the Society.
c) President includes Vice-President performing the functions of the President under delegated authority.
d) Executive Committee means members elected by the General Body of the Society to perform its day to day business..
e) Standing Committee means Committee set up by the Executive Committee of the Society.
f) The Spastic Society of Sikkim will herein henceforth be referred to and understood as the “ Society” for all purposes.
g) The Society will be a secular and a non political body. Its operations will be confined to Sikkim for the time being but it will extend service to all irrespective of their place of origin. Its services will be based on humanitarian grounds. Certain benefits given by Government of Sikkim to its beneficiaries will be honoured by the Society as per their rules.

II. The Advisory Board members will be nominated by the Executive Committee. Their tenure will be for a period of three years which may be extended if so desired by the Ex. Committee.

II(a). PATRON:

The Chief Minister of Sikkim shall be the Patron of the Society.

III. MEMBERSHIP:

a) The persons who attain the age of 18 years are eligible to be the members of the Society:

Each individual desiring to become a member of the Society shall have to register herself/himself in the prescribed registration form along with a subscription amount depending on the category of membership. The membership subscription is non-refundable irrespective of the category. The different categories of memberships will be as follows::
Category Subscription Amount

1. Ordinary(Annual) Rs. 200.00
2. Life Member Rs.1,000.00(one time payment)
3. Donor Member Rs. 5000/-(or above)
4. Corporate Member Rs.10,000 and above.

· Voluntary donations in any amount and/or kind can be accepted.

· All contributions to the Society are exempt under Sec.80G of Direct Taxes.
III.(b) The General Secretary of the Society shall maintain register of the category-wise members.

IV. CESSATION OF MEMBERSHIP

a) A member shall cease to be a member by tendering his/her resignation to the General Secretary of the Society.
b) (i) A member automatically forfeits his/her membership if the member fails to pay the subscription amount for two consecutive financial years without any prior information.
(ii) If any such member once again desires to become a member, he /she will have to file an application with the General Secretary of the Society which shall be considered by the Executive Committee (EC) for re-admission. If approved by the EC, individual will have to settle all the outstanding dues besides paying the Registration Fee and join the Society.
c) The Executive Committee of the Society may by a vote of two-third majority of the members present at the meeting may remove any person from the membership, after giving due notice to the member. This will include acts of indiscipline and misbehaviour, working against the interest of the Society etc.
d) Any member absenting from two consecutive General Body meetings without any information to the General Secretary stating valid reasons for absence shall automatically cease to be the member of the Society.

V. EXECUTIVE COMMITTEE (EC)

a) The EC of the Society will consist of the following Office bearers (not exceeding 15 members)
1. President - 01 post
2. Vice President - 01 post
3. General Secretary - 01 post
4. Secretaries - 04 posts

i) Secretary(Fund Raising)
ii) Secretary(Publicity & Networking)
iii) Secretary(Legal)
iv) Secretary(Human Resource Development)
5. Treasurer - 01 post
6. Joint Treasurer - 01 post
7. Parents’ Representative - 02 posts
8. Executive Members - 04 posts

b) The General Body (GB) at an Annual General Body Meeting will elect the EC Office Bearers for a term of three years by secret ballot/voice voting.
c) An Office Bearer shall not hold any post for two consecutive terms, unless decided otherwise by the GB d) All the Office Bearers will hold office in an honorary capacity.
e) Functions of the Office Bearers.

V.(i) President

1. He/She will preside over all the meetings including the Annual General Body Meeting (AGBM).
2. He/She will exercise financial powers as decided by the EC from time to time.
3. He/She will be the Chief Executive of the Society and will represent the Society at all the fora.
4. He/She will exercise the powers of the EC in case of any emergency, subject to ratification by the EC at its next meeting.

(ii) Vice President
In the absence of the President he/she will exercise all the functions of the President.
(iii) General Secretary

1. He/She will be responsible for the normal day-to-day functioning/activities of the Society.
2. He/She will have a financial power as decided by the EC.
3. He/She will call for the Executive Committee, Annual General Body Meetings and any other emergency meeting of the GB or EC. An advance written information preferably of at least 15 days before calling any meeting will be given. In case of emergency meetings, telephonic contact shall be acceptable with two days prior information.
4. He/She may nominate any one Secretary to function as the General Secretary in his/her absence.
5. He/She will maintain the minutes of all such meetings. He/She will prepare the Annual Report for presentation at the AGBM.
6. He/She will handle all the correspondence related to the functioning of the Society.
7. He/She will maintain a scroll of memberships.
8. He/she will be assisted by a team of the Secretaries of different disciplines.
.
(iv) Secretaries

(iv)a. Secretary(Fundraising)
1. He/She will be responsible for raising funds regularly for the Society.
2. He/She will attend to any other assignment through the General Secretary as and when required.
(iv)b. Secretary (Publicity and Networking)

1. He/She will maintain linkage with the media/press
2. He/She will generate publicity/awareness generation material.
3. He/She will prepare press release following all the activities/meetings. 4. He/She will publish the souvenir of the Society along with the General Secretary.
5. He/She will attend to any other assignment through the General Secretary as and when required.
6. He/she will constitute an Editorial Board within the Constitution of the Society for publication of magazines/periodicals from time to time.
7. He/She will maintain relationships with different individuals, Departments of the State Government. Central Government, other societies/NGOs, international bodies and other like institutions.
8. He/She will identify resource persons and coordinate training opportunities.

(iv)c. Secretary (Legal)

1. He/She will strive for the implementation of the People with Disability Act, 1995 in the State of Sikkim in coordination with other related Societies, witin and outside Sikkim.
2. He/She will represent the Society in all the legal matters.
3. He/She will attend to any other assignment through the General Secretary as and when required.

(iv) d. Secretary (Human Resource Development)

1. He/She will identify suitable candidates and recommend to EC for appointment and training to develop all the categories of unskilled and skilled manpower for the Society .
2. He/She will also identify resource persons and institutions for HRD within and outside Sikkim in coordination with General Secretary.
3. He/She will attend to any other assignment through the General Secretary as and when required.

(v) a. Treasurer

1. He/She will maintain all the books of accounts, organize reconciliation of bank account etc. in coordination with the General Secretary of the Society.
2. He/she will prepare the annual income – expenditure statement for the AGBM’s approval.
3. He/She will present the book of accounts for the annual audit.
4. He/She will attend to any other assignment through the General Secretary as and when required.
(v)b. Joint Treasurer

He/She will exercise all the functions of the Treasurer in his/her absence.

(vi) Parent’s Representative

1. He/She should be elected/ nominated by the Parents’ Body
2. He/She will act as interface between the parents and the Society at all fora.
He/She will function within the Constitutional framework of the Society.
3. He/She shall be one of the members of all the Committees that are likely to be set up by the Society, for specific purposes.
4. He/She shall form and represent a Parents’ Body that will work under the aegis and Constitutional framework of the Society.
5. Parents willing to be a member of the Parents’ Body will have to be at least an ordinary member of the Society.

(vii) Executive Members

He/She will carry out any assignment as desired by the President and/or the General Secretary of the Society.

6. ANNUAL GENERAL BODY MEETING.

a) The Annual General Body Meeting of the Society shall be held once a year. It will be convened by the order of the President.

b) At each annual general body meeting the annual report and the financial statement for the past year and budget estimates for the following year shall be presented and audited account of the Society shall be placed in the meeting for approval.

c) The meeting shall transact such business as may be specified in the Agenda.

7. QUORUM:

At all General Body Meeting the presence of one third of the total members of the Society shall form the quorum.

8. MANAGEMENT:

The general control of the affairs of the Society shall be vested in the Executive Committee which shall be the Governing Body of the Society.

9. VOTING

All the decisions taken by a majority vote either by secret or voice vote.

10. Executive Committee(EC)

a) The Executive Committee shall have powers to perform all such functions as are laid down in the memorandum of the Society.
b) The Executive Committee may set up a Standing Committee for specific purpose as and when necessary.
c) The Executive Committee shall be empowered to frame bye-laws to regulate its own procedure.
d) The decisions of the Executive Committee shall normally be taken at a meeting of the Committee.
e) The properties, purchase or acquired by the Society on behalf of the State Government, can be sold out or disposed off by the Executive Committee only after obtaining prior permission of the Patron/State Government.
f) The Executive Committee shall meet once every month.
g) Eight members of the EC shall form the quorum.
h) The EC shall have the power to manage all the properties of the Society.

11. MEETING OF THE EXECUTIVE COMMITTEE

a) Meeting of the Executive Committee may be called by the Gen. Secretary, at the direction of the President at any time and at least twice a year.
b) An extraordinary meeting may be called on a requisition by any five members of the committee.
c) An emergency meeting may be called by the President.
d) The meeting shall be presided over by the President or Vice-President.
e) Eight members shall form the quorum.

12. STANDING COMMITTEE:

a) The Executive Committee shall appoint a Standing Committee of not exceeding five from amongst its members in addition to its office bearers to look after day to day work of the Society. If any members of the Standing Committee other than office bearer absents himself/herself without intimation for more than three consecutive meeting he/ she shall cease to be the member of the Standing Committee.

b) Standing Committee shall exercise such powers and perform such functions as are laid down in these rules.

c) Standing Committee shall be responsible to the Executive Committee for its day to day functioning and shall keep the Executive Committee informed of all its actions and decisions.

d) The meeting of the Standing Committee shall be convened by the General Secretary. Decision may be taken by circulation if so desired by the President.

13. GENERAL RULES:

The Spastic Society of Sikkim shall maintain its office at Gangtok. The General Secretary shall be responsible to maintain the minutes of the meeting of the General Body. Executive Committee and Standing Committee authenticated by the Chairman of the meeting concerned. The Executive Committee shall have the power to manage all the properties vested in the Society. It shall be empowered to receive and disburse through the appropriate official of the Society in accordance with the provisions of the Standing orders. The administrative power to appoint, suspend, dismiss or any disciplinary action on the skilled/unskilled manpower of the SERC Institute will be vested upon the Executive Committee of the Society. The power of appointment of Head of Institute and skilled/unskilled manpower (SERC) will be vested upon the Executive Committee of the Society.

The Executive Committee shall have the power to appoint a Board of Trustees in whom the immovable properties of the Society may be vested.

14. FINANCIAL RULES :
a) The financial year of the Society will be from 1st April to 31st March.
b) The Executive Committee shall be responsible for all the financial matters of the Society, all forms of receipts and expenditure included.
c) An auditor appointed by the EC shall audit the accounts of the Society at the end of each Financial Year and present a statement of audited accounts.
d) The Annual report, financial statement together with the audited account and the budget estimates of the Society shall be considered and finalised in a meeting of the Executive Committee before its consideration by the General Body.
e) These rules shall not be amended or altered except by resolution passed by majority of not less than three-fourth of the Executive Committee present at the meeting.
f) Interpretation of these rules shall be vested in the Executive Committee of the Spastic Society of Sikkim.

15. Amendments
a) All these rules and regulations may not be amended or altered except by a resolution passed by a majority of the members present in the AGBM.
b) Any of the questions related to the interpretation of any of the provisions of these rules and regulations shall be decided by the EC and its decision shall be final and binding.
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