CONSTITUTION OF TRICHUR TENNIS TRUST & KINATTINGAL TENNIS & SPORTS ACADEMY


WHEREAS it has been felt desirable to start an endowment for the propagation and research in the game of tennis

And further whereas it has been resolved to constitute an endowment under the provisions of TC ActXII/55;

Now therefore, we, the undersigned signatories to this Memorandum do hereby constitute ourselves into a Society within the meaning of T.C Act XII of 1955, upon the following Memorandum of Association.


1. The name of the Trust shall be TRICHUR TENNIS TRUST.

2. The Office of the Trust shall be situated at Puzhakkal, Thrissur District.

3 The objects of the Trust shall be as follows:-

a) To constitute an endowment for the propagation and advancement of the game of Tennis.

b) To conduct research in the techniques of the game of Tennis and to impart instructions concerning the same.

c) To publish books, periodicals and pamphlets touching upon games and sports in general and the game of Tennis in particular.

d) To associate or collaborate with the Trichur District Lawn Tennis Association and other statutory and non-statutory associations connected with the game of Tennis.

e) To acquire, hold and dispose of movable or immovable property for and on behalf of the Trust according to the Rules of the Trust.

f) To start and maintain club house, Bar, Card Room, Restaurant and Health Club exclusively for the welfare of the members of the Trust.

g) To also promote and encourage other sports like shuttle badminton, billiards, Table Tennis and swimming,

h) To Constitute a Managing Committee & entrust the affair of the trust to the said Managing Committee.

i) To conduct tournaments at Trichur either by the Trust itself or through authorized a gencies like Trichur District Lawn Tennis Association.

j) To do such things as are decided by 3/4th majority of the Managing Committee in consonance with the objects mentioned above.

4. Membership in the Trust shall not be denied to any person on the ground of caste or religion.

5. The Trust shall be a non-profit sharing one.

In affirmation of the above articles, we, the sponsors do and hereby subscribe our signature to this Memorandum of Association on this the 4m day of October, 1980.

The ten members who signed the Memorandum of Association were

1 Shri.Jose K. Francis M/s. Fashion Fabrics, M.O. Road, Thrissur-1
2 Shri. Thommy Chakola M/s. Chakola Spinning and WeavingMills, Kalamassery-683 104
3 Sri. JoseC. Chacko M/s. C.A. Ouseph and Sons, Jewellers, High Road, Thrissur
4 Dr. Varghese Paul Jubilee Memorial Mission Hospital, Fathima Nagar, Thrissur-5
5 Dr. Paul Kailukaran Plot No.210. Nehru Nagar Kuriachira, Thnssur-6
6 Sri. K.D. Paul Field View, IB. Road, Mission Quarters Thrissur
7 Sri. V, Parasuram Pushpagiri Village, Punkunnam, Thrissur-2
8 Sri. Joy Kavalakkat M/s. K.T, Brothers, Rice Bazar, Thrissur-1
9 Sri. Porinchu Padikkala Padikkaia House, Jubilee Road, Trichur-5.
10 Sri. V. Sukumaran Menon Chartered Accountant, Round West, Thrissur-1

1. Constitution and Membership;

A) This Academy shall consist of members without any discrimination of caste, community or creed.

B) For privithy sake we shall be using the name Kinattingal Tennis & Sports Academy all through the constitution. Whereever this name is mentioned it shall mean Trichur Tennis Trust & Kinattingal Tennis Academy & Sports Complex.


2. General Body

Membership of the Academy shall be of 6 Categories.

a) Founder Members of the Trichur Tennis Trust.

b) Life Membership of the Academy.

c) Ordinary MembershipoftheAcademy

d) Corporate Body Membership

e) Honorary Membership

f) Temporary Membership


a) FOUNDER MEMBERS OF THE TRICHUR TENNIS TRUST

Those members who have paid Rs.500/-(five hundred rupees) or Rs. 1000/-(0ne Thousand rupees} at the inception of the Trichur Tennis Trust and who have not availed of the facility given to convert their membership to that of the Kinattingal Academy and Sports Complex, come under this category They have the nght to vote at any General Body Meeting, They have no right to avail themselves of the facilities of the Academy but may convert their membership if they so wish to that of an Ordinary Member without any additional donation, by applying to the Secretary of the Academy in the prescribed form. This will enable them to avail of the all facilities of the Academy, but they shall be obligated to pay the monthly subscription as fixed by the Managing Committee from time to time, in addition to the fees for the use of specific facilities as any other Life Member. Membership once converted cannot be reverted.


b) LIFE MEMBERSHIP OF THE ACADEMY:

This category includes all those members of the Trichur Tennis Trust who have converted their membership to that of Kinattingal Academy and Sports Complex and those who have paid Rs.8,000/-, Rs.20,000/-. Rs.40.000/-Rs.60,000/- or join in future at the prevailing stipulated rate come under this category. From 31-01-2009 there shall be no difference between the privileges extended to both Founder Life Members and Associate Life Members. There shall be one single category called Life Members of the Academy. From 01-04-2012 onwards Membership donation to become a Life Member shall be Rs.2 Lakhs (Rupees Two Lakhs) only.

All the life members shall pay Rs.50/- per month to be paid annually as annual maintenance charges to the trust. The life member shall also pay prevailing luxury tax if any. if the payment of the said amount is defaulted, it will be considered as dues to the Academy/ Trust. The said charges will be considered as dues as stated in the rules.

As Shri. dose.K Francis donated one lakh rupees at the inception of the Trust, he was accepted as the Chief Founder Patron of the Trichur Tennis Trust and Life Member of the Academy This entitles Jose or his nominee to a permanent place in the Managing Committee for Jose’s lifetime. In the event of the death of trie Chief Founder Patron, his nominee {Subject to the approval of the Managing Committee} shall be co-opted into the Managing Committee for his or her lifetime, and he or she in his/her turn shall have the right to nominate his or her successor and so on. If the Patron has not stated his choice of nominee to succeed him after his death, his legal heir as accepted by the Managing Committee shall be nominated to the Managing Committee for his lifetime and he in his turn, shall have the right to nominate his successor and so on.

Since Sri. Jose.K.Francis has donated an additional amount of Rs.2 lakhs for the formation of the Tennis Academy and Sports Complex and also sponsored the laying of the artificial surface of the Indoor Tennis Court, his family name “Kinattingal” shall be given to the Academy. Henceforth, the organization shall be known as Kinattingal Tennis and Sports Academy and Sri. Jose. K.Francis has been accepted as the Chairman of the Academy for his lifetime. As the Chairman, he shall be the Chief Advisor of the Academy. In his capacity as Chairman he shall occupy the dais at all meetings of the Academy. In the absence of the President and Vice President he shall chair all the Managing Committee Meetings of the Academy.

Late Sri.Thommy Chakola M/s.Chakola Spinning and Weaving Mills) who had donated Rs.50,000/- (Fifty thousand rupees only) was accepted as a Major Founder Patron of the TrichurTennis Trust and Life Member of the Academy which entitled him or his nominee to a permanent place in the Managing Committee during his lifetime. As he passed away prematurely, his place in the Managing Committee, in the absence of his legal heirs has been filled with their representative with their approval and that of the Managing Committee. Future representation shall be decided by the Founder Patron’s legal heirs subject to the approval of the Managing Committee. The legal heir can remain in the Committee for their lifetime and they in turn shall have the right to nominate their successors and so on thereafter.

Sri.Jose.C.Chacko. Chirakkekaran House, who had donated Rs.15,000/-(FifteenThousand rupees only) shall be a Founder Patron Member of the TrichurTennis Trust and Life Member of the Academy.

In the event of the death of a Life Member, his or her nominee, or if the nominee’s name is not on record, his or her legal heir, as approved by the Managing Committee, shall be accepted as a Life Member in the place of the deceased member. An application shall be made to the Secretary of the Academy accompanied by an application fee of Rs.25/- for this purpose.

All Life Members shall nominate their successors in writing which shall be recorded by the Secretary of the Academy in a register maintained for this purpose. Members can change their nominees as and when required.

This privilege of passing on succession free of charge to his or her nominee shall only be for a single time. A member whojoins the Academy on the basis of nomination on the demise of an incumbent Life Member shall not have the right to nominate his or her successor.
 

CHILDREN OF LIFE MEMBERS:

There was a provision in the previous constitution allowing the children of Life Members to become Life Members at a concessional rate of Rs.25,000/-(Twenty five thousand rupees). From 31.01.2009 only two adult children of a Life Member can become Life Members by paying a concessional rate of Rs.30,000/-each (Thirty thousand rupees). This privilege can only be availed of until the next Annual General Body Meeting of the Academy.

The clause will now read as:

“Two adult childern of a life member can become life member’s by paying only 30% of the amount of the then prevailing life membership fee. This is apart from the life member’s own nominee.”


c) ORDINARY MEMBERSHIP:

Existing ordinary members can continue their membership. These members shall be required to pay a monthly subscription as fixed by the Managing Committee and revised periodically, if necessary. No new member will be admitted under this category from today (28-1-2012). The exisiting members can convert their membership under this category to Life Membership by paying the balance of the fee for a Life Membership on their date of joining 31-3-2012.


d) CORPORATE BODY MEMBERSHIP:

Corporate Bodies or Registered Societies approved and accepted by the ManagingCommittee can become members of the Academy. The number of members and the total amount required for membership for the Corporate Body shall be fixed by the Managing Committee. The Corporate Body or Registered Society shall have only one collective vote in the Academy meetings. For this purpose the Corporate Body or Registered Society shall nominate their representative and inform the Secretary in writing.the name of the representative.

The Managing Committee reserves the right to expel any member of the Corporate Body or Registered Society, if he or she is found to be of undesirable character and conduct and does no; abide by the rules and regulations of the Academy. However the Corporate Body or Registered Society shall have the right to nominate another of their members in place of the expelled member subject to the approval of the Managing Committee of the Academy. These Corporate Bodies or Registered Societies shall have the right to change their nominees as and when necessary The members of the Corporate Bodies or Registered Societies can enjoy all the facilities of the Academy. They are subject to all the rules and regulations governing the Academy. Their Membership will automatically cease if they cease to be members of their sponsoring body.

From 31.04.2012 the minimum amount for membership for a Corporate Body or Registered Society shall be Rs. 8 lakhs for 5 members at the rate of Rs. 1,60.000/- (Rupees One Lakh sixty thousand rupees) as fixed by the Managing Committee. This membership will be in existance for 50 years from their date of joining. All this individual members shall pay the fees fixed by the Club for a Life Member.


e) HONORARY MEMBERSHIP:

The Mayor of Trichur Corporation, District Collector, District and Sessions Judge, Superintendent of Police, Commissioner of Income Tax and other Officers of the same rank or above in the District as approved and accepted by the Managing Committee shall enjoy all the facilities of the Academy without paying any subscription. Such members have no voting right at any meetings of the Academy. They cease to be members of the Academy on their transfer, deletion of their position or retirement.


f) TEMPORARY MEMBERSHIP:

Temporary Members shall have to pay Rs.4,000/- for every 6 months. Their monthly subscription for using any facility of the Academy shall be Rs.400/-. They shall be obliged to pay additional charges for use of the tights for playing tennis and shuttle badminton and shall also provide their own shuttlecocks and tennis balls. After six months they can apply for renewal of their membership to the Secretary and may be re - admitted at the discretion of the Managing Committee. All rules and regulations of the Academy are binding on these members. Any such Temporary Member whose conduct undermines the discipline and harmony of the Academy may be expelled by the Managing Committee and such persons shall have no claim to refund of donation or subscription paid.


3. a) Admission of new members:

Application for admission of membership shall be made in the prescribed form signed by the applicant and addressed to the Secretary of the Academy. The Applicant should have completed the age of 18 at the time of admission, The Secretary shall place the application before the Managing Committee for its consideration and disposal. At the same time he shall put up on the notice board of the Academy the names of the applicants with their bio-data for a period of 2 weeks so that the members can voice their opinion about the candidates to the President of Academy confidentially. In the next meeting of the Managing Committee the applications shall be put to balloting either secret or otherwise and an applicant getting a 3/4"1 majority of the members present shall be admitted as a member of the Academy provided the candidate pays the stipulated amount within three months of his successful election. He can avail himself of the facilities of the Academy only after full payment of the donation. An applicant rejected by the Managing Committee can reapply for membership only after the lapse of another six months.

A membership register shall be maintained in the prescribed form by the Secretary showing the names and addresses of members and their nominees set forth in the applications. All changes in the address shall be intimated to the Secretary who shall note these changes in the register.


b) Disciplinary Action:

The Managing Committee shall have the power to take disciplinary action against any member of the Academy for any act which in their opinion is likely to be harmful to the reputation integrity and welfare of the Academy. The Managing Committee shall have the power to suspend an erring member for a maximum period of six months.

If the serious misconduct of a member in the opinion of the majority of the Managing Committee Members merits expulsion, the matter shall be referred to the General Body. If 3/4* of the members present in the General Body meeting vote for the expulsion, such a member shall be removed from the membership of the Academy. Such an expelled member shall not be readmitted at any time and shall not have any claim for refund of the donation given to the Academy. The successor of an expelled life member shall not have any claim for the inheritance of the membership.

The Managing Committee shall have the powerto suspend services to a member who defaults in the payment of his dues to the club. If the member continues to default dues, the Secretary shall send him a registered notice allowing him to settle his dues within a period of 3 months from the period of posting the registered letter. During this 3 months period his name shall put up on the notice board of the Academy as a defaulter. Non receipt of the notice for whatever reason shall not be a ground to challenge the action taken by the Managing Committee. If the defaulter does not settle his dues within the stipulated time the Managing Committee shall have power to remove his name from the roils of the Academy. However, such an expelled member can apply for readmission after paying up all his dues to the Academy and the Managing Committee shall have the discretionary power to reconsider its decision and readmit him if it is satisfied with the explanation given for the default

The Secretary shall be entitled to recover from a member any statutory levies that may be imposed on the club by Government/Local authorities or such other agencies from time to time. If the amount is not paid by the member before the stipulated time, the member shall not be eligible for any voting in any of the meetings. If after one repeat reminder by registered notice the member fails to remit the amount, he shall lose his membership.

A member in arrears of any sort shall not have voting right in the General Body Meeting or any other meetings


c) Resignation of Membership

Any member desiring to discontinue his membership shall do so in writing to the President of the Academy, Such resignations shall take effect only from the 1al day of the succeeding month.. The Academy shall have the right to enforce clearing of the dues, if any from such a member. There shall be no refund of any donation given by such a member. A successor of a Life memberwho resigns on his own, can state his claim for membership of the Academy only after the life time of the resigned member.


d) Termination of Membership:

i) When a defaulter of the dues to the Academy is removed from the rolls of the Academy by the Managing Committee.

ii) When the General Body takes disciplinary action against the member and disqualifies him from the membership.

iii) When a member is declared insolvent under the Indian Insolvency Act or declared a lunatic under Indian lunacy Act.

4. a) The management of the Academy shall be vested in the Managing Committee which is the policy making body of the organization The Managing Committee shall consist of 12 elected members, Major Donors and Major Patrons and Advisory Committee members without voting right in the Managing Committee. The twelve members shall be elected by Life members, Ordinary members, Founder members of the Trichur Tennis Trust and representatives of the Corporate Bodies Those eligible to stand for election for the Managing Committee are those belonging to the category of Life members, Ordinary members and representatives of the Corporate Bodies who have completed 3 years after joining the Academy. Any members desirous of standing for election for the Managing Committee, shall file the nomination form sponsored by 20 members of the Academy belonging to the category of Life members or Ordinary members, Founder members of the Trichur Tennis Tiuat ui icpiesentativesof the Corporate Bodies. The application shall be accompanied by a letter of willingness to serve in the Managing Committee if elected and should reach the Secretary 7 days prior to the Annual General Body Meeting. The application should be endorsed by the signature of each of the sponsoring members. A member of the Academy is entitled to sponsor only one candidate every year for election to the Managing Committee. The term of office shall be 3 years except for those recclected. Each year 4 members of the Managing Committee in order of seniority of membership shall retire and 4 new members shall be elected in their place. If there is a tie as to who should retire, It shall be decided by lot. The retiring member shall have the right to stand for reelection but can be a Committee Member only for two consecutive terms. He then can contest for election only after a breaK of two years.

b) The Managing Committee has the right to elect the Office Bearers of the Academy namely President, Vice President, Secretary, Jt, Secretary and Treasurer. The term of office of these office bearers shall be one year from the time they assume office until the succeeding committee and office bearers are elected. The election of the office bearers of the Academy shall be by a single, non-transferable vote exercised by a show of hands or secret ballot. Office bearers shall be elected only from the twelve members elected by the General Body, and Major Donors or Major Patrons.

c) The Managing Committee shall meet at least once in every four months and further as and when the need arises. The quorum required to conduct a Managing Committee meeting shall be seven Intimation for all meetings of the Managing Committee shall be issued by the Secretary in writing, to all members, along with the agenda for the meeting at least two days prior to the meeting.

d) All decisions of the Committee except those regarding the admission of new members shall be according to a simple majority of vote by a show of hands or secret ballot as decided by the Chair. If there is a tie, the President shall have the casting vote. The meeting shall be presided over by the President or in his absence the Vice President. If both President and Vice President are absent, the Chairman shall preside over the meeting. In the absence of all the three, a senior member nominated by the Committee shall preside.

e) The minutes of the meeting shall be properly recorded by the Secretary and shall be approved at the same meeting. At the start of each meeting the minutes of the previous meeting shall be read and passed by the Committee and signed by the President and Secretary. All the minutes of the meeting held shall be confidential. However the General Body or any person authorized by the General Body shall have the right to examine the Minutes Book in the presence of trie Secretary.

f) Advisory Committee: There shall be an Advisory Committee to advise the Managing Committee regarding the smooth functioning of the Academy. The members of the Advisory Committee are entitled to attend all Managing Committee Meetings of the Kinattingal Tennis and Sports Academy The advisory committee shall be of two categories.

(1)Persons who donate substantial amounts of money as decided and accepted by the Managing Committee towards the construction of the Club Building or the Indoor Tennis Court or the Indoor Shuttle Badminton Court or the Swimming Pool or Club Auditorium at the Kinattingal Tennis and Sports Academy at Puzhakkal, will be designated as Major Donors for the respective structures Such Major Donors accepted by the Managing Committee shall be members of the Managing Committee of the Kinattingai Tennis and Sports Academy for their lifetime. Such a Major Donor can also nominate another person acceptable to the Managing Committee to be a member of the Managing Committee in his absence. The Major Donor or his nominee shall have voting right in the Managing Committee Meetings. The Major Donor shall have the right to replace his nominee in the Managing Committee with another person acceptable to the Managing Committee. Such a Major Donor shall also have the right to nominate his successor acceptable to the Managing Committee to continue in the Managing Committee after his lifetime, and such a nominee shall inherit all the rights of the Major Donor & Major Patron and these rights shall continue for future generations of such nominees.

(2) Members who are donating amounts fixed by the Managing Committee are also advisory committee members. They can attend all Managing Committee meetings but shall have no voting rights in the committee.

Those members who have been accepted by the Managing Committee as Advisory committee member without voting rights in the Managing Committee shall also be life members of the Kinattingai Tennis & Sports Academy. The donation amount required for becoming an Advisory Committee member without voting right after 31 -01 -2009 is Rs. 10 Lakhs.

There shall be a Club building, an Indoor Tennis Court, an Indoor Shuttle Badminton Court, a Swimming Pool and a Club Auditorium at the Kinattingal Tennis and Sports Academy at Puzhakkal- The above mentioned structures shall be given the names suggested by the respective Major Donors accepted and approved by the Managing Committee of the Kinattingai Tennis and Sports Academy. The exact amount of money to be donated for each structure shall be fixed by the Managing Committee of the Kinattingal Tennis and Sports Academy and an agreement shall be executed between the Major Donors and the office bearers of the Academy regarding the rights and privileges of the Major Donors and Major Patrons.


Members:-

Mr.Jose.K.Francis, Proprietor M/s. Fashion Fabrics, M.O.Road, Trichur. Donated 10 lakhs for Club building.

Mr.Jose AV. Partner, M/s. Alukkas Jewellery, Trichur. Donated Rs.580000/-for Indoor Tennis Court

Dr.Varghese Paul, Geetanjali, Cheroor Road, Trichur-20. Donated Rs.200000/- for Indoor Shuttle Badminton Court.

Mr.T.LOuseph Tharakan, Pattathayil House, Koonammoochi.P.O. Donated Rs.12 lakhs for the Swimming Pool.

Mr.MathewChakola, C/o.Brooklands, Peringavu.P.O. Donated for Rs.12 lakhs for the Auditorium of the Academy


SWIMMING POOL:

Those Members belonging to the category of Life Members, Ordinary Members and Corporate Body Members have the right to use the Swimming Pool by paying a nominal charge. Those Members belonging to the aforesaid categories of Membership, who have paid the stipulated amount of Rs.5000/- or subsequently paid the stipulated amount of Rs.8000/- as a one time payment can use the Swimming Pool for the Members Lifetime only, without any additional charge for themselves, their spouses and their children below the age of 21.

Those who have become Life Members after 1-03-2007 by paying Rs.60000/- and Life Members who join subsequently can use the Swimming Pool without any additional payment. Life Members who joined the Academy prior to 01-03-2007, Ordinary Members and Corporate Body Members who have not paid the additional amount of Rs.5000/- or Rs.8000/- are required to pay a fee of Rs.20/- per head for availing the use of the Swimming Pool each time for themselves, their spouses, their children and their guests. The Managing Committee has the authority to revise charges as and when necessary.(11)


GUESTS:

Any Member is entitled to bring any person of good reputation and standing as a guest by paying the prevailing guest fee fixed by the Managing Committee. The Managing Committee shall have the power to revise the charges as and when necessary. The maximum number of days a member can avail of the facilities of the Academy shall be seven days in a month. A guest who has been previously sponsored by a member during the month cannot be further sponsored for extension by any other member during the remaining days of that month. Each time a member brings a guest to the Academy, he shall forthwith enter the name and other particulars of the guest in the guest register maintained by the Secretary for this purpose in the Academy. The host shall be bound to pay to the Academy all expenses incurred by the guest including the cost of damages if any, caused by the guest to any properties of the Academy


5. MANAGING COMMITTEE:

a) Any casual vacancy in the Managing Committee shall be filled up by the Managing Committee by co-option from the members. Such a co-opted member shall retire at the next Annual General Body meeting and his vacancy shall be filled up by election by the General Body.

b) Any vacancy in the Managing Committee shall not render its acts and proceedings as invalid.

c) The Managing Committee shall have the power to manage the affairs of the Academy and exercise all such powers on behalf of the Academy subject to the approval and acceptance of the General Body. The Managing Committee has also got the power to invest the funds of the Academy in such manner and conditions as from time to time be decided by the committee and to incur expenditure in connection with the functioning of Academy.

d) The Managing Committee shall have the following Powers:

i) To institute, defend, compromise, withdraw or abandon any legal proceedings or to refer cases for arbitration subject to the approval of the General Body.

ii) To suggest amendments, alteration or cancellation of any bye-law or rules framed by the Trust and also frame new bye-laws for consideration by the General Body.

iii) To appoint the auditor for the Academy subject to the approval of the General Body

iv) To fill up casual vacancies in the Managing Committee and in the office of the auditor or auditors.

v) To organize coaching camps and conduct tournaments for youngsters in Tennis, Shuttle Badminton, Swimming and other games and Sports Activities.

vi) To perform all other acts and things connected with the administration of the Academy and transaction of its business and protection and safety of its properties subject to the approval of the General Body.

e) The Members of the Managing Committee shall not be entitled to any remuneration.

f) Any Committee Member who absents himself for three consecutive meetings of the Managing Committee without communicating any valid reason to the Secretary in writing, may be removed from the Managing Committee.

g) Members of the Managing Committee shall not be personally liable for any acts done bonafide in the discharge of their duties as such members. All acts done by the Managing Committee shall be valid not withstanding that it be afterwards discovered that there was some defect in the appointment of any committee or sub-committee members or that they or any of them were disqualified as if every such person had been duly appointed and was duly qualified.


6. President

The President shall have the general control over the affairs of the Academy and shall preside over the meetings of the Managing Committee and of the General Body. He shall also have the power to convene special meetings of the Managing Committee either on his own initiative or on the written requisition of the majority of the members of the Managing Committee specifying the reasons thereof.


7. Vice President

The Vice President shall assist the President in all his duties and preside over the Committee meetings in the absence of the President. In the absence of the President the Vice President shall exercise such powers of the President as may be authorized by the Managing Committee.


8. Secretary

The Secretary shall be the administrative arm of the Managing Committee and shall generally perform the functions specified below and such other functions as may be assigned to him from time to time by the Managing Committee. He shall receive all applications for membership of the Kinattingal Tennis & Sports Academy and place them before the Managing Committee for its consideration and disposal. He shall arrange for, and maintain the proper custody of all official papers of the Academy and attend to all correspondence on behalf of the Academy. He shall convene al! such meetings of the Managing Committee and the General Body as may be required by the rules. He shall keep a page numbered Minute Book where in, the proceedings of the Managing Committee and of the General Body shall be recorded. He shall make arrangements for the conduct of all such programmes of the Academy as may be decided by the Managing Committee. He shall also have the power to incur such items of ordinary contingent expenditure as may be deemed necessary by the Managing Committee. He shall render an account of the expenditure incurred by him supported by vouchers, to the Treasurer from time to time and get himself reimbursed as often as may be necessary. The Secretary shall maintain a register in which the details regarding all movable and immovable assets of the Academy shall be recorded. At the end of his term of office he shall handover the movable properties of the Academy to his successor along with an inventory, which shall be signed by both the outgoing and incoming Secretary.


9. Joint Secretary

The Joint Secretary shall assist the Secretary in all his duties and in the absence of the Secretary, the Joint Secretary shall exercise such powers of the Secretary as may be authorized by the Managing Committee.


10. Honorary Treasurer

He shall be the sole custodian of all the cash and valuables and connected account books, receipt books vouchers etc. of the Academy. He shall operate the current account or savings bank account of the Academy in such banks as may be approved by the Managing Committee He shall sign the cheques on behalf of the Academy together with the Secretary and President of the Academy. If the President or Secretary is out of station or indisposed, the Treasurer shall sign the cheques along with either the President or the Secretary with the knowledge and permission of the Managing Committee. He shall maintain proper records and books of accounts in respect of all cash dealings of the Academy and shall place them before the Managing Committee at its meetings for its approval. He shall be responsible for supervising the collections, donations or other contributions and for accounting of such of the collections as are made by or through him. The annual accounts of the Academy along with the annual income and expenditure statements, statement of assets and liabilities shall be audited atleast once in every year and not later than three months after the close of each financial year of the Academy, by such auditor or auditors as may be appointed by the General Body.

The audited Annual Accounts of the Academy along with Annual Income and Expenditure Statement and Statement of Assets and Liabilities shall be presented to the General Body as its Annual General Body Meeting.


11- GENERAL BODY-

a) The first Annual General Body Meeting shall be held within 15 months from the date of registration of the Academy and thereafter within 12 months from the preceding Annual General Body Meeting.

b) Notice of the General Body Meeting of the Academy with copies of the Managing Committee’s report regarding the working of the Academy during the year and the audited statement of accounts for the year shall be sent to all members of the Academy who are on the rolls as on the last day of the month preceding the month of the meeting. The notice shall specify the day, hour and the place of the meeting and the business to be transacted, and be sent so as to reach all members at least 14 days before the date of the meeting.

c) A special meeting of the General Body may be summoned for any special purpose by the President of the Academy or on request addressed to the Secretary by not less than 80 Members with voting rights.

d) No other subject except the one mentioned in the requisition shall be discussed at such meeting.

e) Notice of any General Body Meeting shall be deemed to have been duly given to the members if the notice is posted to the address of the members as recorded in the register at least 16 days before the date of the Annual General Body Meeting and 9 days before the date of the Special General Body Meeting.

f) Any accidental non receipt of the notice by a member of any Annual or Special General Body Meeting of the members shall not invalidate the proceedings of such meetings.

g) The quorum of the Annual General Body Meeting shall be 35 Members or more with voting rights.

h) If within one hour of the appointed time, the stipulated quorum necessary to conduct the Meeting is not present, the Meeting shall stand adjourned till the same day and time of the following week.

i) All the members of the Trust except Temporary members shall have voting right in the General Body Meeting

j) THE GENERAL BODY SHALL HAVE THE FOLLOWING POWERS:

i) To approve the annual report of the Academy and also trie Audited Balance Sheet and Profit and Loss account.

ii) To appoint the auditor who should be a Chartered Accountant.

iii) To suggest measures for the advancement of the objectives of the Academy.

iv) To amend the Rules by 3/4'h majority of the members of the Academy present in the General Body Meeting. However the General Body shall not have the right under any circumstances to remove the Kinattingal family name from the name of the Academy or alter in any manner the present prevailing rights and privileges of the Major Patrons and Major Donors.

v) To decide whether to sanction or not decisions taken by the Managing Committee to dispose of any major assets of the Academy.

k) Any member desirous of moving a resolution at any General Body Meeting shall send a draft of the resolution to the Secretary at least 7 days before the date fixed for the meeting. No resolution other than a motion for adjournment, which does not comply with this condition, shall be liable to be considered at any General Body Meeting.

I) All questions before the General Body shall be decided by a simple

i) majority of votes except in the case of amendments of the constitution and while taking decisions regarding disciplinary action against any member of the Academy, if the votes are equal the President shall have a casting vote

ii) Each member entitled to attend shall have one vote on a show of hands. Votes shall be exercised tn person by the members present at the meeting. If a poll ts demanded by any Member, the voting shall be by secret ballot.

m) On any question of procedure or conduct of the business at any ordinary or special Genera! Body Meeting or any points of order raised thereat, the decision or ruling of the President of the Academy of the meeting shall be final.

12. The Academy shall have a seal and the Secretary shall be the custodian.

13. All documents executed by the Academy shall be signed by the President, Secretary and Treasurer on behalf of the Academy and shall bear the Academy’s seal.

14. In all legal proceedings before Courts by or against the Academy, the Academy shall be represented by the Secretary and it would be proper and sufficient representation of the Academy if the Secretary is impleaded as a party in such proceedings.

15. Dissolution of the Academy

In the case of the dissolution of the Academy at any time, if there should remain any residue after the satisfaction of all debts and liabilities of the Academy, the said residue shall be dealt with in accordance with the provisions of the Sections 24 to 26 of the Travancore- Cochin Literary, Scientific and Charitable Societies Registration Act XII of 1955,

16. Amendments

None of the above Rules shall be altered rescinded or added to (except at the meeting of the members of the General Body of the Academy) without the votes of atleast 3/4*1 of the Members present at the meeting. All Amendments are subject to the approval of the Commissioner of Income Tax Trichur

17. The official year of the Academy shall be from 1st April to 31s1 March.

PA. PORINCHU (Sd/-)
DR. VARGHESE PAUL (Sd/-)
JOY KAVALAKAT (Sd/-)

 

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Kinattingal Tennis & Sports Academy
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