KUDASSANAD OVERSEAS SAUHRUDA SANGHAM
(KOSS)
BYLAWS
(English Version)
1. Name: The name of the Trust shall be Kudassanad Overseas Sauhruda Sangham (KOSS).
2. The Head Office: The Head Office of this Trust shall be at Kudassanad.
3. Area of Activity: Area comprising Kudassanad, Poozhickad, Ulavuckad and South Kurampala will be the main areas of activity. Other legally permitted places could also be included with the consent of the General Body of KOSS.
4. Address: KOSS, Kudassanad – 689 512, Kerala, India.
5. Office: Keeppallil Buildings, Kudassanad Junction, Kudassanad (at the time of registration)
6. Objectives: KOSS is a non-religious, non-political Trust devoid of caste, creed or colour, formed for the welfare of general public in the areas of activity with the following objectives:
- Work for the social, cultural, economic, educational and moral betterment of the people
- Offer aid to the financially weak students of good academic performance
- Help and protect deserving patients, victims of natural calamities, aged, widows, oppressed and orphans
- Conduct out-reach and awareness programs for those addicted to alcohol and drugs and assist to rehabilitate them
- Organize educational seminars, fairs and road shows of science and technology
- Conduct personality develop programs for youth
- Assist deserving students in obtaining admissions in job-oriented courses
- Offer career consultancy service to job seekers
- Encourage the scholars in the educational, cultural, social and technical fields through KOSS awards
- Ensure a harmonious social set up in the areas of activity and look after the dependants of members through services channelled through the KOSS offices
- Undertake rehabilitation projects for Pravasee returnees
7. Membership Eligibility: Pravasee, Pravasee returnees and their immediate family members (father, mother and wife/husband) hailing from the areas of activity and agreeing to abide by the rules and regulations of KOSS are eligible for membership. Pravasee is defined as one who works abroad.
8. Membership categories:
8.1. Founder Membership: Those eligible and paying Rs.10000/- (Indian Rupees Ten Thousand only) either in full or in two instalments on or before 31st of December 2009 can avail the founder membership.
8.1.1. Privileges:
a) This membership is transferable to any of the immediate family members (father, mother, wife/husband and children above 18 years of age) with written consent at any time
b) In the unfortunate event of the demise of a founder member the membership will be automatically transferred to the senior most legal heir
c) This category of members get a total of 70 per cent shares in all rehabilitation projects for Pravasee returnees undertaken by the Trust
d) 70 per cent positions in the Director Board of KOSS and projects undertaken by the Trust is reserved for founder members. They will be elected by the General Body
e) Eligibility to avail all privileges offered to Pravasee organizations by Government and other public bodies
f) Eligible for benefits declared by the Trust for its members from time to time
8.2. Life membership: That eligible and paying Rs. 3,000 (Indian Rupees Three Thousand only) either in full or in two instalments (within a time limit of three months from the first payment) can avail the life membership at any time.
8.2.1. Privileges:
a) 25% of the board of Directors of KOSS and projects undertaken by the trust is reserved for Life members. They will be elected by the General Body
b) This category of members get a total of 25 per cent shares in all rehabilitation projects for Pravasee returnees undertaken by the Trust
c) Eligibility to avail all privileges offered to Pravasee organizations by Government and other public bodies
d) Eligible for benefits declared by the Trust for its members from time to time
e) This membership is non-transferable
8.3. Ordinary Membership: That eligible and paying Rs. 500 (Indian Rupees Five Hundred only) either in full or in two instalments (within a time limit of three months from the first payment) can avail the ordinary membership at any time.
8.3.1. Privileges:
a) 5 % of the board of Directors of KOSS and projects undertaken by the trust is reserved for ordinary members. They will be elected by the General Body
b) This category of members get a total of 5 per cent shares in all rehabilitation projects for Pravasee returnees undertaken by the Trust
c) Eligibility to avail all privileges offered to Pravasee organizations by Government and other public bodies
d) Eligible for benefits declared by the Trust for its members from time to time
e) Ordinary members can upgrade their status to life membership by paying an additional amount of Rs 2,500 in full at any time.
9. Membership Fees - Fixed Deposit: Membership Fees collected shall be kept in Bank, under fixed deposit; such FD shall be maintained under the directions of the Director Board.
10. Conditions of Membership:
a) Duly filled in applications for membership should be submitted to the office bearers or KOSS Offices. Membership would be effective only after full payment and the approval by the Director Board.
b) Membership fee is non-refundable and non-transferable. Founder Membership can be transferred to immediate family members as specified in 8.1.1 (a)
11. Membership Termination:
a) Members are at liberty to withdraw their membership with a notice of one month. Such resignations have to be approved by the Director Board. Members resigning will have no claim on assets and profits of the Trust. However, Directors and other office bearers have collective responsibilities and they must see that their responsibilities and commitments are fulfilled before they withdraw their memberships from the Trust.
b) The Board of Directors reserves the right to terminate any membership with immediate effect if the member is found working against the interests and by-laws of the Trust. Their decision will be last and final, which cannot be challenged. Terminated members will have no claim on assets and profits of the Trust.
12. Membership Reinstatement: Membership may be reinstated if approved by majority of the general body. However, such members have to pay a new membership fee of the respective category to which they seek the membership.
13. Annual Subscription: All members of the Trust must pay an annual subscription of Rs. 200 (Indian Rupees Two Hundred only) by 30th June of the current year. Trust membership will be automatically cancelled if the annual subscription is not paid for three consecutive years without valid reason.
14. General Body: All members of the Trust are members of the General Body. Members have equal voting right, which is limited to one per member. Defaulters of the annual fee will not have the voting right. The general body must meet at least once in a year with prior notice of one month. The Annual General Body must be convened in the month of April. Statement of accounts of the previous year, annual report and budget for the next year would be the main items on the agenda of the annual general body. All members will be given log in id to KOSS Web Site to avail virtual participation in KOSS meetings through e-media. Thus e-opinions on items of agenda and e-poll for matters requiring voting would be facilitated. Members do not have to be physically present in the meetings. The general body meeting will not observe any quorum. All proceedings of the meeting will be electronically recorded and secured. The General Secretary in consultation with the President has to serve the notice for a general body if one third of the general body or two third of the board of directors demand so in writing. The board of directors has the right to hold emergency general body meetings with a notice of one week. In all cases majority of the physical and virtual participants together will be taken into account for reaching a resolution or decision.
15. Global Meet: Once in two years a global meet will be organized as per the general body decision at a convenient place for award and scholarship distribution. The General Body in connection with this global meet will elect the new board of directors who will subsequently elect the members of the Director Board for the next term.
16. Board of Directors: 15 members (10 from founder members, 4 from life members and 1 from ordinary members) elected by the General Body will constitute the Board of Directors having a term of two years from 1St April of the first year. The office bearers of the Trust i.e. The President, Vice President, Secretary, Joint Secretary and Treasurer will be elected from and by the Director Board. Those who have dues are not qualified for elected posts. Board of Directors drafts the guidelines of the activities of the Trust. Membership in the board will automatically be cancelled if a director is absent for three consecutive board meetings without valid reasons. The board must meet at least twice in a year with seven days notice. Meetings may be conducted through e-media as mentioned under the clause of general body. The quorum of the board meeting is 51%.
17. The President: The President is elected from and by the board of directors
17.1. Responsibilities
a) Preside over the meetings of the board of directors and general body of KOSS
b) Guide the Trust to achieve the common goals
c) Ensure executing appropriate decisions subject to the by-law of the Trust
d) Be the spokesman of the Trust
18. The Vice President: Vice President is elected from and by the board of directors.
18.1. Responsibilities
a) Assume the responsibilities of the President in his absence or up on instructions from the President
b) Be in charge of membership drive and their welfare
c) Ensure meetings are convened as per bylaw
d) Handle complaints and report to the Board
19. General Secretary: The General Secretary is elected from and by the board of directors. He is the chief executive of the Trust.
19.1. Responsibilities:
a) The routine administration of the Trust Head office
b) Manage all types of correspondence and communication
c) Convene meetings upon instructions from the President
d) Be the spokesman of the Trust when needed
e) Maintain the minutes, reports and documents of the Trust
20. Joint secretary: Joint Secretary is elected from and by the Board of Directors.
20.1. Responsibilities
a) Assume responsibilities of the General Secretary in his absence
b) Assist the General Secretary in all functions
c) Be in charge of the e-media of the Trust
d) Be the chief editor of the news letter or any other publication media
e) Work as the coordinator of units of KOSS in various countries
21. Treasurer: The Treasurer is elected from and by the board of directors.
21.1. Responsibilities
a) Maintain the accounts of the Trust
b) Present the budget and audited statement of accounts in the general body
c) Ensure financial matters are dealt with clarity and efficiency
d) Ensure annual subscription of members is paid in time
22. KOSS Local Committee (KLC): The Board of Directors of KOSS must constitute a KLC for their term of governance consisting of a Chairman, Secretary, Treasurer and 4 other members, thus a total of 7 individuals from the area of activity of KOSS. Responsibilities and authorities of KLC are the following:
- KOSS Local Committee (KLC) is responsible for the administration and functioning of the KOSS Office at Kudassanad and conducts various functions of KOSS in the area of activity as per the requirements and advices of the KOSS Board of Directors.
-
The statement of accounts and receipts are to be maintained by the KLC Treasurer under the supervision of KLC. Such accounts will be intimated to KOSS Treasurer as and when required.
- A local account for the functions of KOSS has to be opened and operated by the Chairman and Treasurer of KLC
- Bank Interest of Fixed Deposits of KOSS and income from KOSS Office must be remitted to the above mentioned account.
- KLC should meet regularly, at least once in two months to discuss and decide on KOSS office functions.
- Instructions and suggestions from Global administration should always be channeled through KLC and at any cost KLC is not to be sidelined or ignored in the operation of KOSS. This is to ensure KLC functioning smoothly.
- KLC must have the following set up of Chairman, Secretary, Treasurer and 4 other members. All these are nominated by the Board of Directors of KOSS. Chairman steers the committee to take appropriate decisions. The secretary calls and minutes the meetings. The Treasurer supervises the office and maintains the accounts and transactions of the office. The Treasurer of KLC is different from that of KOSS Global. The KLC's term would be that of the Board of Directors who appointed them.
- KLC must be fully involved in all charity and scholarship distributions.
23. KOSS Chapters: KOSS chapters may be organized and operated in each possible country/city; they will function indepently as per the norms and practices laid down by those chapters.
24. Media Administrator: KOSS Director Board appoints an e-media administrator from KOSS members to manage and administer the e-media functions. His/her term will be that of the Director Board and he/she reports to the Joint Secretary who looks after e-media section.
25. Sauhrudam News Letter Co-ordinator: The Director Board appoints a news letter Coordinator who works in liaison with Varthamanam Coordinator and the joint secretary.
26. Varthamanam Coordinator: To flash day to day news of the KOSS area, a Varthamanam Coordinator is appointed by the KOSS Director Board for its term. He/she has to be essentially someone from the KOSS areas of activity.
27. Auditor: The annual general body will appoint an auditor for the forthcoming year for a term of one year to audit the account and present the report in the annual general body. He must be a paid auditor and a non-member of the KOSS family
28. Bank Account: KOSS maintains an account 001/2006 with Catholic Syrian Bank (CSB), Kudassanad Branch. The President, General Secretary and Treasurer are the signing authorities. Cheques are valid with two signatures. The office bearers are not allowed to keep the Trust funds in their private custody. Cash received must be remitted to the bank immediately, receipts of which should be kept with the Treasurer. The Board of directors can allocate petty cash, not exceeding Rs.5000.00 (Rupees Five Thousand only) which can be kept with the Treasurer. The financial year of the Trust would be from1st April to31st March. No one has the authority to open or close an account without the consent of the Director Board. Funds arising from the bank interest from the fixed deposits, sponsorship amounts to the functioning of KOSS Office and income from local functions if any at Kudassanad are to be transferred to KLC Account for KLC to operate.
29. Source of Income: Membership fees, Bank Interest from fixed deposits, annual subscription, donations, grants from Government and other public organizations, income from various activities of the Trust and loan from the members will be source of income of the Trust.
30. Amendments: These By-Laws may be altered, amended, repealed or added to by an affirmative vote of not less than sixty five (65%) percent of the members.
31. Records: Seal, letterhead, receipt books, general body register, periodicals, daily, store register, board and other essential documents are to be purchased and produced in the name of the General Secretary. In the event of land or any other type of registration, it must be jointly in the names of President, General Secretary and Treasurer. All records are to be kept in the KOSS office at Kudassanad in the safe custody of the general secretary.
32. Important Notes:
1. Other rules and regulations of the Trust will be as per the socio-charitable trust act prevailing in Kerala.
2. Decisions taken by the general body will be final and binding to all members.
3. These by-laws will take effect from the day on which it is registered at the Office of the District Registrar (General), Alappuzha District, and Kerala State.
33. Declaration: The authorized text of the Statutes of the Trust is the text of English version. If there is conflict in interpretation, then the English version of the statutes will take precedence.
34. In the event of terminating the function of the Trust by any reason the assets after clearing all the liabilities shall be contributed to another registered and functioning organisation or to the govt. of Kerala. By any reason Assets of the Trust shall not be distributed among the members of the Trust.
This is to declare that there is no other Trust functioning in the same area of activity with the same name and objectives.
True copy of the By-Laws approved by the general body meeting held on 12.10.08
N Sathyadevan (President)
Babu Varghese (General Secretary)
Benny Sam (Treasurer)