JAAI Constitution

Constitution of the National Federation of Jesuit Alumni/ae

1. PREAMBLE

As beneficiaries and as inheritors of the Jesuit / Ignatian Legacy of Education, the members of several Alumni/ae Associations in India have come together to form a Federation of Jesuit Alumni/ae Associations. Bonded in love and fellowship we affirm we shall ever endeavour to be men and women for others and that we shall be Partners in the Jesuit effort of producing human beings grown to their full potential, freed from all bondage, who will give themselves to the service of others.

2. NAME AND MOTTO

2.1 The name of the Federation shall be:
“FEDERATION OF JESUIT ALUMNI/AE ASSOCIATIONS OF INDIA” hereinafter referred to as “Federation”.

2.2 It’s Motto shall be:
“To give and not to count the cost”.

3. PURPOSES & OBJECTIVES

The purposes and objectives of the Federation shall be:

3.1 To bring all Jesuit Alumni/ae Associations of India together for consolidating the voice and efforts of the Jesuit Alumni/ae of India and to provide a forum for networking, interaction and exchange of ideas and thoughts between different Alumni/ae Associations of India.

3.2 To encourage formation of Alumni/ae Associations in Jesuit Institutions in India where such Associations are not existing and also to revitalize the existing Jesuit Alumni/ae Association and to make them active.

3.3 To foster links with Alumni/ae Associations in other parts of the world, to act as the voice of the Jesuit Alumni/ae of India and to represent them before world bodies like the World Union of Jesuit Alumni/ae and to participate in the World Congress.

3.4 To play a constructive role in the shaping of public policies in favour of secularism, alleviation of poverty, empowerment of women upliftment of the marginalized, safe guarding of human rights, preservation of the environment and spread of literacy.

4. MEMBERSHIP

4.1 The Alumni/ae Associations mentioned in the Schedule hereunder are the Founder Members of the Federation. Other member Jesuit alumni/ae associations shall be admitted as members of the federation in the manner hereinafter mentioned.

4.2 Only Recognized Alumni/ae Associations of Jesuit Educational Institutions in India shall be entitled to become members of the Federation.

4.3 “Recognized Alumni/ae Association” shall mean an Alumni/ae Association of a Jesuit Educational Institution in India having a Certificate of Recognition granted by the Head of that Jesuit Educational Institution in the form that may be prescribed by the Governing Council of the Federation from time to time. In the event of a Certificate of Recognition being cancelled, withdrawn or suspended by the Head of any Jesuit Educational Institution such Alumni/ae Association shall automatically cease to be a recognized Alumni/ae association and its membership of the Federation shall stand cancelled/terminated.

4.4 There shall only be one Recognized Alumni/ae Association in respect of any Jesuit Educational Institution. However, in the event of an institution having both a School as well as College under its wings, separate associations may be recognized by such institution in respect of the School and the College and both such Recognized Associations shall be entitled to be members of the Federation.

4.5 Application for membership shall be submitted to the Governing Council in the prescribed form and the decision of the Governing Council regarding acceptance/rejection of membership application shall be final and binding.

4.6 All members shall be governed by the Constitution, Bye-laws, Rules and Regulations of the Federation.

5. ZONES

The Federation shall consist of four geographical Zones and each Zone shall consist of several Provinces on the lines of Jesuit Zones and Provinces in India, as follows:

The South Zone shall comprise of Kerala, Karnataka, Andhra Pradesh and Madurai Provinces. The West Zone shall comprise of Goa, Pune, Bombay and Gujarat Provinces. The Central Zone shall comprise of Dumka – Raiganj, Madhya Pradesh, Hazaribagh, Jamshedpur and Ranchi Provinces. North Zone shall comprise of Calcutta, Patna, Darjeeling, Delhi and Kohima Provinces.

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6. GOVERNING COUNCIL

6.1 There shall be a Governing Council comprised of three representatives from each Zone. Any member of the World Council of the World Union of Jesuit Alumni/ae, who is a member of any member association of the federation shall be an ex-officio member of the Governing Council with full voting rights.

6.2 The First Governing Council of the Federation shall consist of the following persons:

6.3 Each Zone shall through the Zonal Council nominate three representatives for becoming members of each subsequent Governing Council. Such nomination shall be made in accordance with the prescribed rules. The names of such representatives shall be submitted to the Governing Council in office at least three months prior to the expiry of its term.

6.4 The National Co-ordinator for the time being of the Society of Jesus shall be the Advisor to the Governing Council and may take part in its meetings but may vote only in the event of a tie.

6.5 The office of the Governing Council shall be situated at such place or places as the Governing Council may determine from time to time. The office of the First Governing Council shall be at Mumbai.

6.6 The Governing Council shall at its first meeting elect from amongst its members (except the Ex-officio members) a President, three Vice-Presidents, a Secretary, a Joint Secretary, a Treasurer and a Joint Treasurer. The President and the three Vice Presidents shall each be from different Zones.

6.7 The term of office of a Governing Council shall be three years which shall commence at the end of a National Congress and shall end at the conclusion of the next National Congress.

6.8 The Governing Council shall meet at least once a year Such meeting shall preferably be held in different Zones on a rotational basis.

6.9 The incoming Governing Council shall at the end of the National Congress, hold its first meeting at the same venue.

6.10 The quorum for any meeting of the Governing Council shall be two-thirds of its total strength.

6.11 Notwithstanding anything to the contrary contained elsewhere, the Governing Council may transact business, take decisions and pass resolutions by circulation through registered mail to all members of the governing council and confirmation or signature of at least two-third of the total members of the Governing Council on any decision or resolution shall automatically validate the same and no formalities like giving of notice or holding a meeting etc. shall apply in such cases.

6.12 Except where stated otherwise, the decisions and resolutions of the Governing Council shall be made by two-thirds majority of the members present at any valid meeting.

7. POWERS AND FUNCTIONS OF GOVERNING COUNCIL

7.1 The Governing Council shall –

a) formulate policies and take steps for pursuing the purposes and objectives of the Federation;

b) monitor and supervise the activities of the Federation and its administration and those of the various Committees and Sub Committees;

c) monitor and guide the activities of the Zonal Councils and their administration.

7.2 The Governing Council shall have the jurisdiction control and supervision over all programs, functions and projects of the Federation.

7.3 The Governing Council shall have the powers to suspend and/or cancel the membership of any member association and/or to declare any member association to be not in good standing in accordance with the rules that may be made in this regard.

7.4 The Governing Council may from time to time constitute Committees and/or Sub Committees comprising of representatives of the member associations for specific purposes and such Committees and Sub-Committees shall function under the guidance and control of Governing Council.

7.5 All officers and/or members of the Governing Council, Committees and Sub-Committees shall act under the control and supervision of the Governing Council.

7.6 The Governing Council may ask for any Report or information regarding any matter from the Zonal Councils, Committees and Sub-committees who shall furnish the same without delay.

7.7 The Governing Council shall have the powers to frame determine and/or amend from time to time, the bye-laws, rules and procedures relating to the conduct of business (including the duties and functions of the office bearers) of the Governing Council, the National Congress, and all Committees and Sub-Committees.

8. NATIONAL CONGRESS

8.1 An assembly of all Accredited and Ordinary Delegates of member associations of the Federation shall be held once in every three years and shall be called “National Congress of Jesuit Alumni/ae”.

8.2 Every National Congress shall decide the venue of the next National Congress and such venue shall rotate in turn, amongst different Zones of the Federation.

8.3 The National Congress shall deliberate on the activities of the Federation and only the Accredited Delegates (other than the Province Co-ordinators) shall be entitled to vote and pass Resolutions regarding the long term policies and activities of the Federation.

8.4 The National Congress shall be held under the guidance of the Governing Council and in accordance with the rules and procedures that may be determined by the Governing Council from time to time in this regard.

8.5 Notices of National Congress shall be despatched to all member associations at least six months prior to the date fixed for the National Congress.

8.6 Every Province shall be entitled to nominate two members as Accredited Delegates and names of such Accredited Delegates should be intimated in writing by each of the Province Coordinators to the Executive Council at least one month prior to the National Congress. Every member Association of the Federation, who has paid all its dues to the Federation, shall be entitled to nominate as many Ordinary Delegates to the National Congress as it may desire.

8.7 The Province Co-ordinator of the Society of Jesus of each Province shall be the third Accredited Delegate from that Province without voting rights.

8.8 An Extra-Ordinary National Congress may be called at any time by the Governing Council for discussion and decision on any matter of great importance. Special rules shall be framed in this regard.

8.9 Only Accredited Delegates shall be entitled to deliberate at the National Congress and the Extra- Ordinary National Congress. Only the Accredited Delegates (other than the Province Co-ordinators) shall be entitled to vote at the National Congress and the Extra-Ordinary National Congress.

9. OFFICE BEARERS

9.1 No remuneration or salary shall be payable to any member of the Governing Council, Executive Council, Committees or Sub-committees.

9.2 Any member of the Governing Council, the Executive Council or any Committee or Sub-Committee shall cease to be a member in the following events:

a) upon acceptance of his resignation;

b) upon his absence from two consecutive meetings without proper leave of absence being granted;

c) upon his death;

d) upon his removal;

e) upon his ceasing to be a member of the member association or

f) upon the termination/cancellation of the membership of the Association to which the member belongs.

9.3 In the event of any member of the Governing Council or the Executive Council ceasing to be a member thereof for any reason, the vacancy shall be filled in by the Governing Council in accordance with the recommendation of the Zonal Council of the Zone to which the earlier member belonged. The new member so appointed shall hold the office for the remainder of the tenure of the Governing Council or the Executive Council, as the case may be.

10. ZONAL COUNCILS

10.1 Each Zone shall have a Zonal Council.

10.2 Each Zonal Council shall consist of three members from each Province of that Zone.

10.3 The Province Co-ordinators of all Provinces of a Zone shall also be members of the Zonal Council and may take part in its meetings but may vote only in the event of a tie.

10.4 Each Zonal Council shall hold a Zonal Congress once in every three years. Such Zonal Congress shall be held about six months prior to the next National Congress.

10.5 The first Zonal Council for each Zone shall be formed by the National Co-ordinator within three months of the adoption of this Constitution. The term of office of the first Zonal Council shall end at the conclusion of the next Zonal Congress which shall be held about six months prior to the holding of the next National Congress.

10.6 The term of office of succeeding Zonal Councils for each Zone shall be three years which shall commence at the end of the Zonal Congress and shall end at the conclusion of the next Zonal Congress.

10.7 The Zonal Council may frame Bye-laws, Rules and Regulations that may be necessary for carrying out the activities and responsibilities entrusted to the Zonal Council and for proper administration of its affairs.

10.8 Each Zonal Council shall be responsible for nominating three members from its Zone to the Governing Council. For such purpose appropriate rules shall be framed for the Zonal Councils in a manner that more or less equal representation is given to each Province under that Zone.

10.9 Each Zonal Council shall act as the link between the Member Associations within its Zone and also as the link between the Member associations in its Zone on the one part and the Governing Council and the Executive Council at the national level on the other part.

10.10 Each Zonal Council shall always act under the guidance of the Governing Council and/or the Executive Council and shall be answerable to it on matters pertaining to the Federation.

11. FUNDS

11.1 The financial year of the Federation shall be from April 1st of each year to March 31st of the next year.

11.2 Each member association of the Federation shall pay to the Federation such annual subscription as may be determined from time to time by the Governing Council. Such annual subscription is initially fixed as RS. 500/-.

11.3 The annual subscription shall be paid by each member Association by June 30th of each year.

11.4 In case of non payment of annual subscription within the prescribed time, the concerned member association shall be deemed to be not in good standing and shall also be liable to have its membership cancelled.

11.5 Each member association of the Federation shall pay to the Federation an Entrance Fee that may be determined from time to time by the Governing Council. Such Entrance fee is initially presently fixed as RS. 2,000/-.

11.6 The Zonal Councils shall be responsible for collecting annual subscriptions and Entrance fees on behalf of the Federation from the member associations within their respective Zones and shall remit such collection to the Secretary or Treasurer of the Governing Council within July 15th of each year.

11.7 In the event of any Association becoming member of the Federation after the commencement of the financial year, no rebate shall be allowed and subscription for the entire year shall be payable by such Association.

11.8 The Governing Council may either directly and/or through the Executive Council or any Committee / Sub-Committee accept donations and contributions and other monies on behalf of the Federation against issue of proper receipts.

11.9 All the assets properties and funds of the Federation shall be held managed controlled and administered by the Governing Council directly and/or through the Executive Council or any Committee/Sub-Committee.

11.10 The Bank Accounts of the Federation shall be opened and operated by any two members of the Governing Council and/or the Executive Council who shall be authorized in this regard by the Governing Council.

11.11 The Executive Council shall prepare the yearly budget of the Federation and get the same approved by the Governing Council.

11.12 All disbursements and expenditure out of the Federation funds shall be made only in accordance with the bye-laws. Allocation of Federation funds between the Governing Council & the Executive Council shall be made in accordance with bye-laws.

11.13 The Executive Council shall not incur any obligation which would be or is likely to result in an in balanced budget or a deficit in the relevant fiscal year.

12. RESERVE FUND

12.1 Fifty per cent of the Entrance Fees collected by the Federation shall be deposited in a separate fund called the Reserve Fund.

12.2 The Governing Council shall be entitled to invest the amounts lying in the Reserve Fund from time to time.

12.3 The income generated from the Reserve Fund shall be used towards the objectives of the Federation by the Governing Council.

13. ACCOUNTS AND AUDIT

13.1 Proper accounts shall be maintained and the Annual Final Statement of Accounts shall comprise, inter alia, of the Balance Sheet and the Income and Expenditure Account incorporating therein also the corresponding figures of the previous year.

13.2 The accounts of the Federation shall be audited annually by a Chartered Accountant or a firm of Chartered Accounts to be appointed by the Governing Council. The audit of accounts shall be completed within four months of the close of the fiscal year and the Auditor’s Report and the audited Annual Final Statements of Accounts together with the financial report of the Federation shall be circulated to all the member associations not later than 6 (six) months from the close of the fiscal year.

14. NEWS LETTER

14.1 The Federation shall publish a News-letter, which shall be the Official Publication of the Federation, at such intervals as may be decided by the Governing Council from time to time.

14.2 A separate account will be maintained for the income and expenditure relating to the publication of the aforesaid newsletter.

14.3 A copy of each issue of the published newsletter shall be sent, directly to each member Association of the Federation.

14.4 The news-letter shall be controlled and managed by a Committee appointed by the Governing Council consisting of not more than eight persons, who shall be members of member association of the Federation.

15. WORLD CONGRESS / WORLD UNION OF JESUIT ALUMNI/AE

15.1 The Federation shall take steps for associating with the World Union of Jesuit Alumni/ae.

15.2 The Governing Council shall have the option of either permitting the Member Associations of the Federation to participate and vote in the World Union Congress of Jesuit Alumni/ae as independent associations or collectively through the Federation.

15.3 The Governing Council shall be entitled to nominate the representative/s from India for becoming members of the World Council.

15.4 All references to the World Union of Jesuit Alumni/ae shall include any other international body, association or federation of Jesuit Alumni/ae.

16. MISCELLANEOUS

16.1 The Federation through the Governing Council may confer honour on persons of eminence and/or make them Patrons of the Federation.

16.2 Members of the Governing Council and/or the Executive Council shall continue in office in spite of expiry of their term of office till such time as the new members take charge.

16.3 Any individual Alumni/ae of a Jesuit Educational Institution which does not have a recognized Alumni/ae Association may attend the National Congress as an Ordinary Delegate provided however that he/she shall not be deemed to be a member of the Federation and shall not be entitled to any rights. The Governing Council may from time to time fix yearly contribution that may be required to be paid by such individuals.

16.4 The Governing Council as well as the Executive Council may employ such staff from time to time as may be deemed necessary and salaries and other emoluments may be paid to such staff as may be decided from time to time.

16.5 The Federation shall not be a profit making body and any excess of income over expenditure shall be used solely for the purposes and objectives of the Federation.

16.6 The Federation may form a trust for Public Charitable Purposes.

17. BYE-LAWS

17.1 The Governing Council may frame necessary Bye-laws, rules and regulations relating to any of the provisions of this Constitution.

17.2 The first Governing Council shall, within three months of taking office, prepare and adopt Bye-laws, rules and regulations relating to such matters which are necessary for proper administration of the Federation in accordance with this Constitution.

17.3 All Bye-laws, rules and regulations shall be published and distributed to all member associations within 30 days of the making of the same.

17.4 All Bye-laws, rules and regulations framed/made by the Governing Council shall be valid and binding only upto the next National Congress when they shall be placed for ratification. The National Congress may ratify the same with or without modifications by a two thirds majority of the Accredited Delegates (except the Province Co-ordinators) present and voting and upon ratification by the National Congress the relevant Bye-laws, rules and regulations shall become valid and binding.

18. DISPUTE RESOLUTION

All disputes differences and complaints whatsoever between any member Association on the one hand and any other member association or Zonal Council on the other hand and/or between two Zonal Councils shall be decided by the Governing Council after giving an opportunity of hearing to the parties in dispute. The Governing Council shall be entitled to consult any legal expert or experts for such purpose if it so desires. The Governing Council shall communicate its decision to the parties in dispute and the same shall be final and binding on the parties.

19. AMENDMENTS

19.1 Proposal for amendment of the Constitution and/or the Bye-laws, Rules and Regulations may be made by the Governing Council or by a member association.

19.2 Any Member Association proposing any amendment shall send its proposal in writing to the Governing Council with a statement explaining the purpose and reason for such proposal.

19.3 The Governing Council shall keep an Agenda for consideration of all proposals for amendment of the Constitution and/or the Bye-laws, Rules and Regulations at the next National Congress. The Governing Council shall cause a statement explaining the purpose and reason for such proposals to be despatched to all member associations at least twelve weeks prior to the date fixed for the next National Congress The next National Congress shall deliberate and vote on such proposals and the Constitution and/or the Bye-laws, Rules and Regulations shall stand amended upon the passing of a resolution called the Amendment Resolution supported by at least two-thirds majority of the Accredited Delegates (except the Province Co-ordinators) present and voting at the National Congress.

19.4 The Bye-laws, Rules and Regulations of the Federation may be amended also by the Governing Council, at its own initiative or upon consideration of a proposal of any member Association, by passing a resolution called the Temporary Amendment Resolution supported by at least three-fourths of total strength of the Governing Council. Such amendments shall be valid and binding only upto the next National Congress when they shall be placed for ratification. The National Congress may ratify the same by a two-thirds majority of the Accredited Delegates (except the Province Co-ordinators) present and voting and upon ratification by the National Congress, the relevant Bye-laws, rules and regulations shall stand amended.

19.5 All amendments shall be published and distributed to all members within 30 days of the passing of the same.

20. DISSOLUTION

Proposal for dissolution of the Federation may be made by the Governing Council or by Zonal Council. Any Zonal Council proposing dissolution shall send its proposal in writing to the Governing Council with a statement explaining the reason. Any such proposal for dissolution of the Federation shall be discussed at the next National Congress or at an Extra-Ordinary National Congress called for this purpose. At least twelve weeks prior written notice with explanatory statement shall be sent by registered post to all member Associations regarding the proposal for dissolution. The Federation may be dissolved at any time by the National Congress or an Extra-Ordinary National Congress by passing of a resolution to this effect having the support of at least three-fourths of the Accredited Delegates (other than the Province Co-ordinators) present and voting at the National Congress or the Extra- Ordinary National Congress. Upon dissolution, the assets properties and funds belonging to the Federation shall be donated for charitable purpose and/or disposed of by the Governing Council in a manner consistent with the objectives of the Federation after discharging of all liabilities of the Federation. No part of the assets properties and funds of the Federation shall be distributed by way of profit or otherwise amongst the members of the Federation under any circumstances.