Officers Club Constitution(Draft)

Modified

Draft Constitution of Officers’ Club , SgTPP

  1. Name :

The name of the Club shall be called “Officer’s Club, Sagardighi Thermal Power Station”.

  1. Address:

The Club shall be located at

Officer’s Club Building , SgTPP Township, P.O. – Manigram, Dist. – Murshidabad, PIN- 742237.

  1. Object:
    3.1 Officers’ Club is basically a family oriented Club. The object of the Club will be to develop the spirit of fellow feeling amongst its members and their families and to provide opportunities for their recreation. The Club will indulge in activities like Indoor & Outdoor Games, Picnic, Get-together, Cultural Performance, Festival , Literary pursuit and the like as may be deemed necessary for the interest of the Club’s members.
    3.2 The Club may organize social welfare activities such as blood donation camp, relief to distress persons and the like may be held as per decision of the Executive Committee.
  1. Membership:
    4.1 Member:

The membership is open to all the officers’ working under SgTPS. The officers intending to become a Member shall have to first apply in a prescribed enrolment form (Annexure- I), which after being duly approved by the Executive Committee shall make the Officer eligible for membership on payment of Admission Fees and Monthly Subscription from the month of acceptance of his/ her Membership.
       4.2 Guest Member:

The Guest Member will be extended to the officers of the firms/organizations connected with the activities of the West Bengal Power Development Corporation Limited subject to approval of the Executive Committee. Guest Member shall have to pay Admission Fee and Monthly Subscription as in the case of Member. The Guest Member has no voting right. The application for the Guest Membership shall be proposed by one Member and seconded by another Member.

   Note:    Guest Member/Associate Member shall have no Voting Rights.   Guest Member / Member’s Family Member won’t have any right to represent SgTPS  in  any Platform. 
         4.3 Associate Member:

Spouse of Members shall be Associated Member without paying any monthly subscription and admission fee. Associate Members have no voting right. Question of Associate Member will not arise in case of spouse is an officer of WBPDCL/ firms organization connected with WBPDCL.

  1. Admission Fee:

Admission fee will be Rs. 200.00 (Rs. Two Hundred only) only per Member/ Guest Member. It may be revised (if required) as per approvals of General Body at Annual General Meeting (AGM) or Extra Ordinary General Meeting (EOGM). Admission Fee will be non-refundable in nature which needs to be paid  along with the application form.

  1. Monthly Subscription:
    6.1 The rate of Monthly Subscription per Member/ Guest Member shall be Rs. 200.00 (Rs.Two Hundred) only. It may be revised (if required as per approvals of the Member at AGM/EOGM).
    6.2 Monthly Subscription covers the use of the Club facilities and participation in all the games and activities provided in the Club, except for such games and facilities for which special charges may be levied. The Executive Committee shall decide extra charges for such items.
    6.3 Associated Members shall be eligible for enjoying the same privileges as mentioned in clause 7.2.
  1. Cessation of Membership:
    7.1
      A Member whose Monthly Subscription for 6 (six) consecutive months will fall in arrear and who on being requested to clear his dues with a notice fall in arrear and who on being requested to clear his dues with a notice served by the General Secretary, fails to clear up the arrear within one month from the date of issue of such notice, shall be liable to loss his Membership. However such Member may be allowed re-admission on clearance of all his arrear dues along with payment of admission fees at fresh.
    7.2 By voluntary resignation by letter addressed to the General Secretary clearing all dues.
    7.3 Membership will be automatic convene ceased in case of Members superannuating or transferred to other project after clearing all dues.
    7.4 A Guest member whose monthly subscription for three consecutive months will fall in arrear and who on being requested to clear his dues with a notice served by the General Secretary, fails to clear up the arrear within fifteen days from the date of issue of such notice, shall be liable to loss his membership. However, such Member may be allowed to re admission on clearance on his arrear dues along with payment of admission fee afresh.
  1. Removal of Member/ Guest Member:

The General Body shall have the power to remove any member or Guest member from his Membership who has willfully acted in contravention of the by-laws of the Club, or for any act which in their opinion are pre-judicial of the interest of the Club, provided the resolution to this effect is passed by at least 3/4th of the Members present in the meeting.

  1. Accounting year:

Accounting Year of the Club shall be from 1st day of July of each year to 30th day of June of the following year.

  1. Annual General Meeting:
    10.1
    The Annual General Meeting will have to be completed within the accounting year giving at least 15 days notice to all Members. The notice shall contain the Date and Time of the meeting and its agenda.
    10.2 Agenda: The business to be transacted of the AGM shall be
              a.  To confirm the minutes of the last AGM and of Extra Ordinary General Meeting if any.
             b.  To adopt, with or without modification, the General Secretary’s Annual Report.
             c. To pass audited accounted accounts/ statement of expenses report of the Club for the year ended.
              d. To appoint Auditor for the next year.
             e. To transact such business as may be fixed by the Executive Committee.
             f. To conduct General Election to elect the new Executive Committee as well as Office Bearers.
             g. Miscellaneous.
  1. Extra Ordinary General Meeting (EOGM):
    11.1
    Extra Ordinary General Meeting shall be convened by the General Secretary as decided by the Executive Committee, or on requisition by at least 1/3rd of the Members of the Club.
    11.2 At the meeting no point other than those notified shall be discussed.
    11.3 Such meeting may be convened by giving a notice of seven (7) days in advance as in general.
    11.4 If situation demands the notice period can be reduced to 24 hours minimum.
  1. Presiding over the General Meeting:

The President of the Club, or in his absence, the Vice- President shall preside over a general meeting/ extra ordinary general meeting. In absence of the President and the Vice-president, the Member shall elect one from amongst themselves to preside over the meeting.

  1. Manner and method of voting:

The President of the meeting (AGM/ EOGM) shall decide the manner and method of voting at outside of the meeting with a view to resolve the issue when any different of opinion arises.

  1. Quorum of General Meeting:
    14.1
    The number of Members required to be present for achieving quorum for a General Meeting shall be 1/3rd of the total number of Members as on date of giving notice to the meeting.
    14.2 If quorum of the Member is not achieved, the meeting shall stand adjourned to the same day in the following week at the same time and place and if at the adjourned meeting the quorum is not achieved within ½ hours from time appointed for holding the meeting, the Members present shall form the quorum. But if, in case of the meeting convened on requisition of the Members, the quorum is not achieved, the meeting shall be dissolved.
  1. Voting in General Meeting:
    15.1
    Every Member shall have one vote only.
    15.2 Every resolution of the General Meeting shall be decided by majority of votes of Members. In case of equality of votes, the President of the meeting shall be entitled to exercised a casting or second vote.
    15.3 Voting for election of the Executive Committee Member excluding that of the President may be exercised through secret ballot.
  1. Management of the Club:

The management of the Club shall vest on an Executive Committee. The new office bearers shall take charge through the newly elected General Secretary from the outgoing General Secretary with an inventory of Club’s property and grant receipt within one month from the date of formation/ election of new committee. The Executive Committee shall consist of:
              a)   President                                       :           1  (one)
             b )   Vice- president                            :           1  (one)
             c)    General Secretary                       :           1  (one)
             d)     General Secretary                      :           1  (one)
             e)     Treasurer                                     :           1  (one)
              f)    Cultural Secretary                      :           1  (one)
             g)     Indoor Game Secretary            :           1  (one)
             h)    Outdoor Game Secretary          :           1  (one)
              i)    Library & Literary secretary     :           1  (one)
              j)    Committee Members                 :           9  (Nine)

       Note:    GM, SgTPP will be the ex-officio President of the committee.

            From Sl. No. (b) – (h) shall be elected as follows:

    16.1  After notification by the General Secretary for the annual General Meeting and General Election, the President shall appoint an Election Commissioner to conduct the election. The Election Commissioner may be the member of the Club or not. Additional members may be appointed by the president to help the Election Commissioner, if necessary.
   16.2 The Election Commissioner shall notify the election programme at the Clubs notice board as follows.

a)     Voters’ list shall be notified on Club’s notice board on (say 1st day).

b)    Objection, if any, regarding voters’ list should be submitted within two days.

c)    Final voters’ list shall be notified on Club’s notice board on (say 4th day).

d)    Nomination papers (as Annexure- II) shall be available from (say 4th day).

e)    Last date for submission of nomination papers within 8 PM on (say 10th day).

f)     Candidates list after scrutiny shall be notified on Club’s notice board after 8 PM on (say 10th day).

g)    Withdrawal of candidature, if any, within 8 PM on (say 12th day).

h)   Final candidates list shall be notified after 8 PM on (say 12th day).

i)    Voting, if necessary, shall be done as per time schedule as decided by the Election Commissioner on the day of Annual General Meeting or before which will be convenient (say 15th day).

j)     The Election Commissioner will submit the Election Report to the President for declaration in the AGM.

16.3  If there is a tie or discrepancy pertaining to Election of any position, the Election Commissioner will decide upon as per General Election Guideline.
 16.4 The Monthly Subscription of the contestant, proposer, seconder and the voters must be cleared up to May of the concerned year of election, otherwise they will not be eligible to take part in the election proceeding.

  1. Eligibility to become Member of the Executive Committee:

Subject to the provision of the constitution, any Member who has enrolled himself/ herself as a Member of the Club for at least 60 days before the date of AGM is eligible to be elected as a Committee Member and also shall have the voting right. Any member who is an executive member of other clubs inside township cannot be a member of the executive committee.

  1. Power of the Executive Committee:

Subject to the authority conferred in a General Meeting and the provisions of the constitution, the Executive Committee shall have the power to:

18.1    Take steps or do such acts as considered proper for furtherance of objects of the Club.

18.2    Raise funds by donation or by holding charity performance shows etc.

18.3    Levy additional contribution that is necessary to meet exigencies.

18.4    Receive and disburse money.

18.5    Appoint sub-committees as deemed necessary from time to time and define their duties and power.

18.6    Remove and rectify all defects and irregularities pointed out during audit.

18.7    The Club can involve/ invite residents of the SgTPP Township employees of WBPDCL in such occasions where it will be felt necessary by the Executive Committee.

18.8    During some special occasion/ situation Executive Committee may form and Extended Committee Sub-committee which will be temporary in nature to manage the situation/            

  1. Duties of Executive Committee:

The duties (among other) of the Executive Committee shall include (but not to be limited to the following).

19.1    Maintenance of Book of Accounts, Library Book Register, Asset Register and others by specified person properly and regularly.

19.2    Submission in AGM an Annual Report, statement of accounts and Annual Estimate of expenditure.

19.3    Prompt action in case of all arrears and dues.

19.4    The vacancy, whenever it so falls in the Executive Committee, shall be filled up by co-option within a reasonable time.

19.5    The Executive Committee shall hole charge from the time of its election till the election of the next committee.

  1. Meeting of Executive Committee:

20.1    The Executive Committee shall hold meeting ordinarily once in a month or at time as deemed.

20.2    The General Secretary shall sent notice of meeting to every Committee member at least two days before the date of meeting. However, in case of emergency a meeting may be convened at six hour notice.

20.3    The President of the Club shall preside over all the meetings at which he is present. In his absence, the Vice-president shall take the chair. In case none of them is president, the Members shall elect one from themselves to preside over the meeting.

20.4    The quorum in a meeting shall be formed with presence of at least 50% of total strength of the Executive Committee.

20.5    Every resolution shall be decided by majority of votes and in case of equality in votes, the president shall exercise his casting vote reach a final decision.

20.6    A special Executive Committee meeting may be held on requisition of at least 6% of the Members of the committee but in such a case no business other than those specified in the notice shall be transacted.

20.7    Minutes of every meeting shall be drawn up and fairly entered in minute book, which shall be laid before the next meeting of the Executive Committee for signature of the President.

20.8    The Members present in a meeting shall sign his name in a book to be kept for the purpose.

  1. Sectional Sub-committee:

Each sectional Sub-committee shall be formed with.

21.1    The General Secretary or the Asst. General Secretary (in absence of General Secretary) as the chairman of the sub-committee.

21.2    Secretary of the section concerned as the convener.

21.3    One Executive Committee Member.

21.4    At least two Members from outside to be co-opted by the Executive Committee.

  1. Cessation of Membership of Executive Committee:

A Member of the Executive Committee who fails to attend 3 (three) consecutive meetings without sufficient reasons, shall loose his place in the committee, except in the case of President and vice-president.

  1. Power and duties of President and Vice-president:

23.1    The President, as ex-officio Chief Executive of the committee will exercise his power to suit the interest of the Club in best possible way so as to meet the aspirations of the Executive Committee of the Club.

23.2    The President or Vice-president (in absence of the President) may in case of exigency excise all powers of executive body, but the decision taken or the acts so performed, shall have to be placed before the Executive Committee in the next meeting for ratification.

  1. Power and duties of General Secretary:

24.1    The General Secretary shall be responsible for implementing decisions of Executive Committee and for taking necessary steps for furtherance of the objects and functions o the Executive Committee.

24.2    He shall not do anything or act in a manner contrary to the rules of business framed or the provisions of the constitution and which are not conductive to the interest of the Club.

24.3    He shall maintain proper and accurate record for the working of the Club.

24.4    He shall have the power to incur and expenditure up to a limit of Rs. 5000.00 (Five thousand only) at a time subject to budget provision. He shall also have the power to grant advances in consultation with treasurer from the Club fund for any bonafide expenditure with due regard to financial position of the Club and subject to ultimate approval of the Executive Committee. All such advances shall be adjusted as early as possible.

  1. Power and duties of Asst. General Secretary:

He will ordinarily assist the General Secretary and in his absence, shall discharge the duties of the General Secretary and exercise his power as well.

  1. Power a duties of Treasurer:

26.1   He shall receive all money on behalf of the Club and issue receipts in effective discharge of the money stated to have been receipt therein.

26.2   He shall maintain the books of accounts and registers, shall prepare annual statement of accounts and expenditure on behalf of executive committee and shall keep cash up to Rs. 20,000  (Rupees Twenty Thousand only). Exceeding this amount will have to be deposited in Club’s bank account within 15 banking days.

  1. Power and duties of the Indoor Game Secretary:

27.1    He shall be in-charge of conducting of all sorts of Indoor games and sports activity.

27.2    He shall at the beginning of the year submit a game calendar and an annual budget of expenditure for running Indoor games & sports effectively and smoothly, for approval in the 1st executive meeting of the session.

  1. Power and duties of the Outdoor Game Secretary:

He shall be in-charge of conducting of all sorts of Outdoor games and sports activity.

He shall at the beginning of the year submit a game calendar and an annual budget of expenditure for running Outdoor games & sports effectively and smoothly, for approval in the 1st executive meeting of the session.

  1. Power and duties of Cultural Secretary:

29.1    He shall be responsible for all Cultural activities.

29.2   He shall; at the beginning of the year submit a calendar of cultural activities and an Annual Budget.

29.3    Before any cultural performance/ program he shall submit a budget expenditure to this effect to the Executive Committee for its approval.

  1. Power and duties of Library and Literary Secretary:

30.1   He shall be responsible for smooth functioning of Library, reading room and publication of magazine, if any.

30.2 He shall at the beginning of the year submit a calendar of activities and an annual budget.

  1. Implementation of Fund:

31.1   The fund of the Club shall be deposited with the bank. The account shall be opened in the name of the Club and shall be operated by the Vice-president, the General Secretary and the treasurer (any two of them).

31.2  The fund in excess can only be deposited to any fixed deposit scheme at the same bank subjected to the same being passed in the Executive Committee.

  1. Auditor:

An Auditor duly selected at the Annual General Meeting shall audit the accounts of the Club.

  1. Amendment of Constitution:

33.1   In respect of interpretation or any clause of the constitution the decision of the Executive Committee shall be final till it is altered or modified in General Meeting.

33.2   Any of the rules of this constitution may be altered or rescinded subjected to be ratified in the next EOGM/AGM with the consent of at least 2/3 of the Members of the Club.

Notice of the meeting must be given along with proposed amendment details.

Annexure- I
Application for Enrolment As
Member/ Guest Member/ Associate Member
In
OFFICERS’ CLUB
Sagardighi Thermal Power Project

  1. Name of the Applicant                         :…………………………………………………………

(In Block Letters)                    

  1. MIS No.                         :…………………………………………………………
  2. Designation                         :…………………………………………………………
  3. Name of the Employee
  4. Status of Membership applied for :…………………………………………………………
  5. Permanent Address with phone: :…………………………………………………………
  6. Present Address with phone
  7. For Guest Members/ Associate members only:  
           a)   Signature of Proposer: :…………………………………………………………
           b)   Signature of the seconder: :…………………………………………………………
  8. Blood Group :…………………………………………………………

    ……….            ………………                                                           …………………..

Date:                                                                                                    signature in full

………………………………………………………………………………………………………………………

FOR OFFICE USE ONLY

The membership/ Guest membership/ Associate Membership of Mr./ Mrs. ……………………………………… is hereby accepted/ not accepted by  the Executive Committee of the Officers; Club, SgTPP.

Date:

……………………………….                                                                          …………………………..

Signature of General Secretary                                                                                    Signature of the President

Annexure- II

OFFICERS’ CLUB

Sagardighi Thermal Power Project

SgTPP Township, Murshidabad

I propose that Sri/ Smt. ……………………………………………… Member of the Club be considered for election to the Executive Committee as …………………………………. For the year 20……. .

………………………………………..                                                  ………………………………………..

            Name of the proposer                                                                  Date & Signature of the Proposer

I second the proposer

………………………………………..                                                        ………………………………………..

            Name of the seconder                                                                  Date & Signature of the seconder

I agree to contest the election and to serve the Executive Committee if I am selected/ elected by the General Body.

                                                                                                                                   …………………………..

Signature of the nominee

Club Events

Upcoming Events
May
9
Sat
2020
4:00 pm Rabindranath Tagore Birthday @ Officers Club Buildging
Rabindranath Tagore Birthday @ Officers Club Buildging
May 9 @ 4:00 pm – 11:00 pm
Rabindranath Tagore Birthday @ Officers Club Buildging | Manigram | West Bengal | India
Rabindranath Tagore ( 7th May 1861- 7th August 1941), also called “Gurudev” or “Kaviguru”, was a Bengali poet, novelist, musician, painter, playright, social reformer and thinker who reshaped Bengali literature and music. He was awarded[...]
May
9
Sun
2021
4:00 pm Rabindranath Tagore Birthday @ Officers Club Buildging
Rabindranath Tagore Birthday @ Officers Club Buildging
May 9 @ 4:00 pm – 11:00 pm
Rabindranath Tagore Birthday @ Officers Club Buildging | Manigram | West Bengal | India
Rabindranath Tagore ( 7th May 1861- 7th August 1941), also called “Gurudev” or “Kaviguru”, was a Bengali poet, novelist, musician, painter, playright, social reformer and thinker who reshaped Bengali literature and music. He was awarded[...]
May
9
Mon
2022
4:00 pm Rabindranath Tagore Birthday @ Officers Club Buildging
Rabindranath Tagore Birthday @ Officers Club Buildging
May 9 @ 4:00 pm – 11:00 pm
Rabindranath Tagore Birthday @ Officers Club Buildging | Manigram | West Bengal | India
Rabindranath Tagore ( 7th May 1861- 7th August 1941), also called “Gurudev” or “Kaviguru”, was a Bengali poet, novelist, musician, painter, playright, social reformer and thinker who reshaped Bengali literature and music. He was awarded[...]
May
9
Tue
2023
4:00 pm Rabindranath Tagore Birthday @ Officers Club Buildging
Rabindranath Tagore Birthday @ Officers Club Buildging
May 9 @ 4:00 pm – 11:00 pm
Rabindranath Tagore Birthday @ Officers Club Buildging | Manigram | West Bengal | India
Rabindranath Tagore ( 7th May 1861- 7th August 1941), also called “Gurudev” or “Kaviguru”, was a Bengali poet, novelist, musician, painter, playright, social reformer and thinker who reshaped Bengali literature and music. He was awarded[...]
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