College of Engineering Trivandrum
Alumni Association (CETAA)
Reg no: T 1225/08
Bye laws and Regulations
(As amended at the Extra ordinary general body meeting held on 17th March 2017at CETAA Hall)
(Registered under charitable societies Registration Act XII of 1955)
(Amended up to : April-2017)
MEMORANDUM OF ASSOCIATION
1. Name of Association : College of Engineering Trivandrum
Alumni Association (CETAA).
2. Address : CETAA office, College of Engineering Trivandrum
Engineering College. P. O,
Thiruvananthapuram - 695016
3. Jurisdiction : All over India.
4. Aims and Objectives
4.1 To maintain the contacts of the alumni of the college with the alma mater.
4.2 To provide a forum for bringing together the students who have completed their course of study from the College, so that they can participate and contribute effectively to the cause of engineering education and research in the country.
4.3 To promote professional, cultural and social contacts among the members so as to develop a sense of tradition and heritage, this in turn will enhance the further growth and prosperity of this great institution and her progeny.
4.4 To institute awards, scholarships, research grants and book banks for the students of this college.
4.5 To provide with possible financial help to members doing research publications in international journals, conferences and workshops, which will ultimately bring fame to the College.
4.6 To create opportunities and kindle the spirit of entrepreneurship among students and to support in their development by sharing the expertise, knowhow & experience of the alumni.
4.7 To provide financial assistance throughout the course of their study to one or more financially weak and meritorious students who have secured admission in the College and is performing consistently in their academics.
4.8 To maintain a Website of the Association.
4.9 To help the students graduating from the College in securing professional training and employment consistent with their qualification.
4.10 To help the students of the college in identifying organizations for doing project works in connection with their curriculum.
4.11 To arrange in the College, technical talks by eminent alumni.
4.12 To help the community around the College by extending possible free technical consultancy in areas of their interest.
4.13 To help the children of the members in identifying better career prospects or options for higher studies.
4.14 To associate with the Government in matters connected with the Engineering Education in the State.
4.15 To present before the various forums at National level, the possible suggestions for revamping the Engineering Education in the Country.
4.16 To promote the extra-curricular talents of the children of the members by conducting annual competition in arts and sports activities.
4.17 To provide for online registration in the website of the association details of members seeking assistance among the members or for their associates.
4.18 To organize funds for having its own premises of the association in Trivandrum.
As per the general body meeting held on 7/3/2008, It was decided to register the association in the name of College of Engineering Trivandrum Alumni Association (CETAA) under Charitable Societies Registration Act XII of 1955.
Dr. J. Letha
Kaithamukku, Pettah P.O.,
Prof. N. Selvaraj
BYE- LAWS AND REGULATIONS
1. Name of the association : College of Engineering Trivandrum
Alumni Association (CETAA)
2. Address of office : CETAA Office, College of Engineering,
Engineering College. P.O
3. District : Thiruvananthapuram
Taluk : Thiruvananthapuram.
Village : Attipra
4. Jurisdiction : All over India
5. Aims and Objectives
5.1 To maintain the contacts of the alumni of the college with the alma- mater.
5.2 To provide a forum for bringing together the students who have completed their course of study from the College, so that they can contribute effectively to the cause of engineering education and research in the country.
5.3 To promote professional, cultural and social contacts among the members so as to develop a sense of tradition and heritage, this in turn will lead to the further growth and prosperity of this great institution and her progeny.
5.4 To institute awards, scholarships, research grants and book banks for the students of this college.
5.5 To provide with possible financial help to members doing research publications in international journals, conferences and workshops, which ultimately bring fame to the College.
5.6 To provide opportunities for developing entrepreneurship and practical know how among the students and also to impart vocational and career guidance to them.
5.7 To provide financial assistance through-out their course of study to one or more financially weak and meritorious students who have secured admission in the College and is performing consistently in their academics.
5.8 To maintain a Website of the Association.
5.9 To help the students of the College in securing professional training and employment consistent with their qualification.
5.10 To help the students of the college in identifying organizations for doing project works in connection with their curriculum
5.11 To arrange in the College, technical talks by eminent alumni.
5.12 To help the community around the College by extending possible free technical consultancy in areas of their interest.
5.13 To help the children of the members in identifying better career prospects or options for higher studies.
5.14 To associate with the Government in matters connected with the Engineering Education in the State.
5.15 To present before the various forums at National level, the possible suggestions for revamping the Engineering Education in the Country.
5.16 To promote the extra-curricular talents of the children of the members by conducting annual competition in arts and sports activities
5.17 To provide for online registration in the website of the association details of members seeking assistance among the members or for their associates.
5.18 To organize funds for having the own premises of the association in Thiruvananthapuram.
6.1 There shall be three categories of members as below.
a) Life Members: All the students who have completed their course of study from the college and who pay the life membership fee as fixed from time to time by the General Body of the CETAA (currently Rs. 1000/-only) shall be life members of the Association.
b) Associate Members: All the past and present teachers of the college, who are not alumni of the College shall be associate members.
c) Honorary Members: Invited personalities of eminence and leaders in engineering profession proposed by the Executive committee and approved by the General Body of CETAA shall be Honorary Members.
6.2Only life members will have the voting rights
6.3Applications for the above categories shall be made in the prescribed form along with the specified fee.
6.4Online submission of application forms will be entertained on receipt of the required fee by way of DD / Cash / Bank Transfer.
Those who are eligible for admission shall submit an application in the prescribed form with the member fee as fixed from time to time by the General Body of the Association (Currently Rs.1,000/-, Rs. One Thousand only).
8.1 Those who are admitted as member shall subscribe their hand in the admission register.
8.2 The fact of cessation of membership shall be noted on the register of membership.
9.0 TERMINATION OF MEMBERSHIP
9.1 Resignation from Membership. The Resignation shall be accepted by executive committee.
9.2 If any member indulges in activities against the interests of the association or its bye-laws, the executive committee shall issue a show cause notice to such member for his explanation. If he fails to submit his explanation within the prescribed period of one week or if the Executive committee is of opinion that he has acted against the interests of the association or its bye-laws, the executive committee has the power to remove such members from the register of members of the Association.
10.0 WORKING FUND & FINANCE
10.1 The funds for the Association may consists of
a. Membership fee
b. Endowments (Separate rules shall be framed for operating endowment funds with the approval of the sponsors)
c. Contributions from members, public or various organizations
d. Affiliation fee from chapters of CETAA.
10.2 Treasurer shall be the custodian of the funds.
10.3 The funds of the Association shall be deposited only in Nationalised Banks in the name of the Association as decided by the Executive Committee.
10.4 The accounts shall be operated by the Treasurer as the first signatory and either the General Secretary or the President, as the second signatory.
10.5 All payments by the Association should be made by account payee cheques/bank transfer as far as possible.
10.6 All payment vouchers shall be made after approval by the General Secretary.
10.7 The Financial Year of Association shall commence from the 1st of April and close on the 31st of March of the succeeding year.
10.8 All accounts of the Association shall be maintained regularly. The accounts shall be audited by a Chartered Accountant duly appointed by the General Body at the Annual General Body Meeting. Every year the accounts shall be closed by 31st March.
10.9 Annual Budget for the day-to-day activities of the Association shall be prepared by the Treasurer and approved by the Executive Committee. Budgets for specific programmes and events shall be prepared by the Treasurer/ Sub-Committee for the purpose and the same shall be approved by the Executive Committee
10.10 Any expense up to Rs. 50,000/- shall be finalized and approved for payment by the President,General Secretary and Treasurer. Expenditure above Rs. 50,000/- shall be approved by the Executive Committee.
11. GENERAL BODY
11.1 General Body includes all categories of members.
11.2 The General Body shall legislate, guide and direct the Association in all its activities.
11.3 The Annual General body meeting shall be convened once in every year, normally in May .
11.4 There shall be minimum 14 days notice to Annual General Body meetings and 7days notice for extra ordinary General Body meeting.
11.5 The notice for the General Body meeting shall include the agenda, venue, date and time.
11.6 Extra-ordinary General Body meetings shall also be convened giving 7 days notice, if the written request singed by a minimum of 50 voting members are made to the General Secretary to discuss on a common issue and as cleared by the Executive Committee.
11.7 The quorum of the General Body shall be 50.
11.8 Notice of the Annual General Body meeting and its agenda shall be emailed to the members whose email addresses are available in CETAA records. The same shall also be made available in the Website of the Association. The above intimations have to be made 14 days prior to the general body meeting.
11.9 The Principal of the College shall be President ex-officio of the association.
11.10 The President or in his/her absence, the senior-most Vice President present shall preside over the Annual General Body Meeting.
11.11 General body will identify / appoint a returning officer for the conduct of elections to the Executive Committee members.
11.12 Nominations duly proposed and seconded by the voting members along with written acceptance of the proposed members should be submitted to the General Secretary at least 5 days before the General body meeting.
11.13 The General Body at its meetings shall transact the business, on agenda communicated it shall also transact other business, if proposal has been given to the General Secretary by a voting member not less than 5 days prior to the scheduled date of the meeting.
11.14 The annual report and the balance sheet & audited statement of accounts of the Association shall be presented by the General Secretary and Treasurer respectively at the Annual General Body meeting. The Annual Report and audited statement of accounts shall be made available at the office and in the website at least 14 days prior to the Annual General Body Meeting.
11.15The Chairman and Secretary of the various chapters shall be called for the Annual General Body meeting for presentation of report of activities of their chapter.
12.1In addition to the President, the following are the members of the Executive Committee to be elected by the General Body.
a) Vice-Presidents-3 persons (external to the College)
b) General Secretary- (from the College)
c) Joint Secretaries- 4 persons (1 external and 3 from the College)
d) Treasurer-(from the College)
e) Newsletter Editor-(from the College)
f) Members-12 persons (8 external and 4 from the College)
12.2 The President, three Vice-Presidents, General Secretary, four Joint Secretaries and Treasurer shall be the office bearers of the association .
12.3 No member shall be eligible for election to the post of Office bearer (except President) for more than two terms of one year each in succession.
12.4 No member shall be eligible for election to the post of member, EC for more than three terms of one year each in succession.
12.5 Immediate past General Secretary and immediate past Treasurer shall be ex -officio members in the new executive committee for continuity purpose .
12.6 All nominees contesting for the post of Vice-Presidents, General Secretary or Treasurer must have served as a member of the Executive Committee at least for one term.
12.7 The Executive Committee shall meet at least once in every month.
12.8 The quorum of the Executive Committee shall be 12.
12.9 The Executive Committee may invite any person to a specific meeting, if in their opinion his presence shall contribute in carrying out the assignments of the association.
12.10 If an office bearer except President is not present continuously for three meetings without intimation to the President / General Secretary, his membership in the committee shall stand cancelled and the Executive Committee can co-opt a new member to fill such vacancy for the remaining period. Office bearers who are absent for more than 50% of the total number of Executive Committee meetings during the year will not be eligible to be a member of the Executive Committee in the subsequent year.
12.11 President or in his/her absence the senior-most Vice-President shall preside over the Executive Committee meeting.
12.12 The Executive committee shall identify a Charted Accountant for auditing the accounts for the subsequent year, but his appointment shall be approved by the General Body.
12.13 Decisions of the Executive Committee shall be based on the majority of the members present and eligible to vote in the Committee.
12.14 The Executive Committee shall have the power to incur from the funds of the association any reasonable expenditure consistent with the financial resources of the Association and necessary for carrying out the objectives of the Association.
12.15 To approve the list of recipients of various awards instituted by the Association.
12.16 To constitute the following Committees in connection with various activities in the College.
a. Committee for College Development.
b. Committee for Arboretum in the College.
12.17 Ad-hoc Committees may also be established by the Executive Committee on its own initiative or at the direction of the General Body for a specific short term purpose and they shall be dissolved as and when their duties have been completed.
12.18 The old executive committee shall continue in office till the new committee assumes charge of the office.
12.19 The list showing the newly elected committee members shall be submitted to the Registrar within 21 days from the date of the general body meeting, along with balance sheet and audited accounts duly signed by President/ General Secretary, Treasurer and auditor and approved by the AGM.
12.20 The President has powers to nominate new committee members as and when vacancies arise after the election with the concurrence of the executive committee. Nominated member should not have any debt or charges.
12.21 If an Executive Committee member is not present continuously for three meetings without intimation to the President/ General Secretary, his membership in the executive Committee shall stand cancelled. He/ She shall be allowed to continue if the executive committee so decides.
12.22 The president shall hand over charge to the senior most vice president if he/she wants to quit the office, which shall be approved by the executive committee.
12.23 The General Secretary shall convene an Extra ordinary general body meeting and elect a new executive committee as and when the majority members of the committee tender their resignation.
12.24 The income and expenditure account relating to each financial year with necessary bills, documents, vouchers etc. shall be duly audited by the firm of Chartered Accountant appointed for this purpose and the Balance Sheet and Audited Statement of Accounts prepared. The executive committee meeting shall then examine and pass the audited statement of accounts before making it available for discussion in AGM. The Executive Committee shall have the authority to look into any deficiency in the accounts and take appropriate action to rectify the same.
12.25 To frame Rules and Regulations to govern the staff and employee.
12.26 To frame rules for the subsidiary institutions.
12.27 To present new subscribers before the General Body for the betterment of the Association.
12.28 The application and other documents for the Loan and advances taken by the CETAA shall be signed by President, General secretary and Treasurer with the approval of executive committee.
12.29 The Executive Committee shall have the right to co-opt members from time to time for specific purposes, for the efficient functioning of the Association, subject to a maximum of six such members. Such co-opted members will not have voting rights.
13.0 DUTIES AND REPONSIBILITIES
(a) Shall preside over the Executive Committee and General Body meetings.
(b) Shall supervise and control the activities of the Executive Committee..
(c) Shall advise the General Secretary to call for AGM and Extra-ordinary General Body meetings.
13.2 VICE PRESIDENTS
The Vice Presidents shall assist the President in all matters for the conduct of the objectives of the Association and shall exercise the duties of the President in his/her absence.
13.3. GENERAL SECRETARY
(a) Shall coordinate the activities of the Joint Secretaries
(b) Shall give representations to various forums as per directions from the Executive Committee to achieve the objectives.
(c) Shall be responsible for co-ordination with Chapters in matters of affiliation, renewal etc.
(d) Shall call meetings of the Executive Committee and General Body in consultation with the President.
(e) Shall carryout the decisions of the Executive Committee and the General Body and coordinates all activities of the Association.
(f) Shall maintain all records of the Association.
(g) Shall record, prepare and circulate the minutes of the various committee meetings.
(h) Shall present the report of activities in all the Executive Committee meetings and Annual General Body meetings.
(i) Shall be responsible for the day to day administration activities of the Association.
(j) Assign and supervise work of employees of the Association.
(q) Shall be responsible for compliance with all statutory requirements of the Association.
13.4. JOINT SECRETARIES
For administrative convenience the activities of the Association shall be coordinated under various Joint Secretaries as follows and as decided by the Executive Committee.
a. Joint Secretary-1: to look after the membership development activities and also responsible for the publication of newsletter of the Association.
b. Joint Secretary: 2: to maintain the website of the Association and updating it with latest information.
c. Joint Secretary-3: to arrange for the various CETAA awards of the year and to coordinate the activities in connection with the CETAA day.
d. Joint Secretary:-4: to take care of the functions of the Executive Committee and General Body meetings.
(a) Shall maintain all accounts of the Association.
(b) Shall collect the life membership fee in coordination with the college office, when students leave the college on completion of their studies.
(c) Shall present the accounts of expenditure incurred in every Executive Committee meeting.
(d) Shall present the balance sheet & audited statement of accounts in the Executive Committee meeting and Annual General Body meeting.
(e) Shall withdraw money from the bank account of the Association for meeting the day-to-day expenditure of the association.
(f) Shall issue receipts for the money received towards the Association funds.
(g) Shall make all payments towards expenditure incurred in connection with the activities of the Association.
(h) At any time the Treasurer can keep in hand a cash amount not more than Rs. 5,000/- of the Association fund.
(i) Shall be ex-officio member of all sub-committees/ ad-hoc committees involving financial implications.
14.0 CETAA Chapters
14.1 Chapters of the association may be formed in various centers within India and outside the country, provided there are not less than 25 old students of the College as Life Members of the Chapter.
14.2 Chapters shall be named as “Name of Chapter – Chapter affiliated to CETAA”.
14.3 The association (CETAA) shall be the parent body of all such chapters.
14.4 Membership in chapters shall be restricted to students who have completed their course of study from the College of Engineering Trivandrum.
14.5 The fees for affiliation and renewal of Chapters shall be as follows:
Location of Chapter
Annual Renewal Fee
14.6 The request for affiliation shall be submitted to CETAA with following documents for approval for chapters.
a. Bye laws and regulation of chapters.
b. Copy of membership list duly approved by Chairman and Secretary of chapters
c. Affiliation fee as fixed from time to time by AGM.
14.7 The Chapter shall renew the affiliation before 31st May every year by paying the prescribed renewal fees along with audited accounts, report of activities, list of new members, bye law changes if any. A late fee of Rs. 1000/- (USD 100) shall be levied as fine for renewals not made within the prescribed time.
14.8 Chapters shall have their own byelaws consistent with that of the parent body(CETAA). The Chapter shall also seek the concurrence of association for changes, if any, in its bye-laws to be approved by Executive committee of CETAA.
14.9 The chapter shall have a managing Committee consisting of Chairman, Vice-Chairman, Secretary, Joint Secretary, Treasurer and at least two members, elected at the annual general body meeting of the chapter.
14.10 The names of Managing Committee members for a year shall be intimated to the parent body within a month.
14.11 President and General Secretary of the parent body shall be the ex-officio members of all the Chapters.
14.12Chapters may raise funds for carrying out their activities and organize programmes in accordance with the objectives of the Association.
14.13 An Internet based Chapter can also be formed which shall be approved subject to the decision of the Executive Committee.
14.14 The application for affiliation shall be verified by a sub-committee of the Executive Committee and decision for affiliation maybe made by the Executive Committee of CETAA
14.15 In case dissolution of chapters, all assets shall be transferred to CETAA-Parent body or College of Engineering Trivandrum.
15.0 CETAA Day
15.1 Alumni Day, known as CETAA Day, shall be celebrated on the Fouth Saturday of July every year, by giving wide publicity and inviting all members and their family.
15.2 The distribution of awards shall be arranged during Feb/ March every year in the College and in the presence of Sponsors, CETAA executive members and all Students so as to motivate the other students also.
15.3Cultural programmes by the children of alumni and the senior most alumni shall be encouraged as far as possible during the CETAA day Celebration.
16.0 RECORDS TO BE KEPT BY THE ASSOCIATION
The following books, files and registers shall be maintained by the association:
16.1. Membership register.
16. 2. Register for various membership and affiliation fees.
16.3. Register for recording the contributions received.
16.4. Register for recording various awards and endowments and the list of each recipients.
16.5. Stock Register for keeping the assets of the association.
16.6. Minute books for the executive meetings.
16.7. Minute books for the AGM and EGM meetings.
16.8. Receipt book and Cash book
16.9. Files of vouchers
16.10. Register for recording the Names of various Chapters and their Managing Committee Members.
16.11. FD register and cheque book register.
16.12. Bye law and regulation of association.
16.13. Income and expenditure register.
16.14. CETAA day files.
16.15. CETAA day expenditure and vouchers.
16.16. Miscellaneous file.
17. CASES FOR AND AGAINST THE ASSOCIATION
17.1 The General Secretary has power to conduct the cases for and against the association at Thiruvananthapuram.
17.2 The association is responsible for all loans and advances taken by the association.
17.3 The executive committee has power to collect the dues due to the association
17.4 Jurisdictions will be the Courts in Thiruvananthapuram.
18. DELIQUENT MEMBER
All the members including the Executive Committee members are liable to losses that may be caused due to the negligence of such members.
19. DISOLUTION OF THE ASSOCIATION
The Association shall be not dissolved unless three fourth of the voting members as per the official records of the association at the end of the previous year demand for its dissolution.
All assets shall be transferred to the College of Engineering Trivandrum in case of dissolution approved by the AGM.
20. OFFICIAL PERIOD
The official period of the Executive Committee shall be from AGM date to succeeding year AGM date for smooth transfer of records and assets to the new committee.
21. BYE LAW AMENDMENTS
Amendments to the byelaws of the Association are to be proposed in the Executive Committee and has to be passed by the executive committee with two third majority. Such amendments shall be placed in the General Body meeting for approval.
Amendments may also be proposed by a petition by at least 50 voting members which shall be placed in the subsequent General Body meeting for approval.
The proposal for amendments shall reach the Executive Committee two months before General Body meeting to enable the executive committee to circulate the same.
A copy of such amendment, if lawful, shall be mailed to the members to be discussed in the General Body.
The amendment shall be passed by two-third majority of the members present & voting in the General Body.
Amendments shall take effect thirty days after adoption.
22. The association shall have a name Board, seal and a Registered Office.
23.1. In the event of dissolution/winding up of the association the assets remaining as on the date of dissolution shall, under no circumstances be distributed among the trustees/members of the Executive committee/Governing body, but the same shall be transferred to the College of Engineering Trivandrum.
23.2. The investment of the funds of Institution /Organization shall be made in accordance with provisions of section 11(5) read with section 13(1) (d) of the Income Tax Act.
23.3. The association formed shall be irrevocable one.
23.4. If powers to effect amendment to Memorandum of Association/Bye-laws have been given to the President/Office bearers, it would not extend to altering the basic character/Objects of the Society and further no such amendments which may prove to be repugnant to the provisions of sections 2(15), 11, 12, 13 and 80G of the Income Tax Act, shall be made.
23.5. The Objects of the association shall be carried out only in India.
23.6. The accounts of the association shall be regularly maintained and every year, the accounts shall be closed by 31st March and the same shall be audited by qualified Chartered Accountants.
23.7. The Income and funds of the association will solely be utilized for the objects and no portion of it will be utilized for payment to the President /Members/Office Bearers by way of profit/Dividend/Interest etc.
23.8. The benefits of the association are open to all, irrespective of caste, religion, creed, sex etc.
23.9. The association will not function in the nature of conducting any business activity and not for the purpose of profits.
23.10. The association will satisfy the conditions stipulated in section 11(4) and provision to Section 80G (5) (1) of the Income Tax Act 1961.
23.11. The Association has powers to delete any clauses or add any additional clauses in the bye-laws by passing resolutions in the General body and such resolutions shall be submitted to the Registrar within 21 days from the date of AGM.
Read and approved by EGM at the meeting held on …/03/2017.
President : Dr. K.C. Raveendranathan
College of Engineering Trivandrum
General Secretary : Dr. Ciza Thomas
Prof. in Electronics Engineering
College of Engineering Trivandrum
As per the EGM held on 17/03/2017, AS approved the amendment of certain clauses and added additional clauses for the smooth functioning CETAA under Charitable Societies Registration Act XII of 1955.
The list executive committee members are attached.
College of Engineering Trivandrum
Dr. Ciza Thomas
College of Engineering Trivandrum
EXECUTIVE COMMITTEE MEMBERS
Dr. K.C .Raveendranathan (President)
College of Engineering
Sri. B. Lalprabhath
Sri. S. Radha Krishnan
Dr. Abhilash Suryan R.
Sri. J. P. Raju
Prof. Ajeena beegom A. S.
Sri. A.G. Unnikrishnan
Poojappura P o
Dr.Susan R. J.
Dr. Ciza Thomas
Dept. of Electronics Engg.
Dr. Shibu A.
Dr. Manju V. S.
Dr. P.M.C. Nair
Sri. N. Mohandas
Sri. Jose H Jones
Sri. Simon P. Varghese
Dr. Jisha V R
Dept. of Electrical Engg.
Dr. K Madanan
Prof. Deepa Rani R
Sri. Anil Kumar V
Sri. Anoop John
SP 11/962, Pananvila
Powdikonam P. O.
Trivandrum – 695588
115, Nila, Technopark,Tvm
Dr. Lal priya
Dept. of Electrical Engg.
Dr. Baiju B