-9-

 

                 

11. 11. MANAGEMENT: 

            The management of the affairs of the Trust shall be carried out in accordance with the Rules and Regulations of the Trust Deed by the Managing Committee (hereinafter referred to as THE CONTROL BOARD),to be elected from amongst the  Promoter Patron Trustees (PPT),   Patron Trustees(PT)/ Trustees in such a  manner  that those who have larger  stake in the Trust have the  major  say in the affairs  of the Trust i.e.  JIS KI JITNI SAJHEYDARI  UTNI USKI JIMMAWARI.  The number of such Trustees constituting the Board shall not be less then eleven.

Technically qualified persons in the fields of civil construction, Indian Revenue Service/ IA&AS , such as tax consultants,  from outside, may also be associated with the management. 

 

12. 12. GENERAL BODY:

The General Body shall consist of all Trustees admitted in accordance with the Rules and Regulations of the Trust and final authority shall be vested in the Body.

 

13. POWERS AND FUNCTIONS OF GENERAL BODY:

• To elect the Managing Committee, including the office bearers in a meeting specially convened for the purpose.
• To approve the accounts of the Trust for the preceding year.
• To amend Rules and Regulations of the Trust by 2/3rds majority of those present and voting, for which a specific agenda will be circulated.
• To remove an office bearer/Trustee  of the Managing Committee by 2/3rds majority of those present and voting, for which a specific separate agenda will be circulated. 

 

 

 

 

                                                 -10-

 

14. GOVERNING BODY (KARYAKARINI)

 (a)     OFFICE BEARERS   (PAD ADHIKARI)

 

1. President
2. Senior Vice President
3. Vice President
4. General Secretary
5. Treasurer
6. Secretary(Coordination)
7. Secretary (office)

(b)     There  shall be a Chairman of the Trust  in compliance with the Item 6(a) of the Trust Deed to safeguard the interests of the Trust.  His age, experience, financial contribution and efforts towards achievement of the aims and objectives of the Trust shall be the guiding factors for his selection.

 

(c)     OFFICE BEARERS   (PAD ADHIKARIS):  In its first meeting , the Office Bearers  will nominate  Trustees, who fulfill minimum eligibility requirements, as members of Governing Body ( Karyakarini sadasya) from different areas.  All subsequent Karyakarini  sadasyas, as and when required, will be nominated by the Governing Body (Karyakarini). The procedure stipulated in item 11 above  regarding election of office bearers will be followed and karyakarini members will preferably be from areas  adjoining  Sant Shiromani Namdev ji Bhawan, Tikri Kalan,  for easy approach to the meeting venue.

 

 (d)      Karyakarni in its meetings  shall invite outgoing president and general secretary as special invitees.

 

(e)     The term of office bearers and members of the Governing Body (karyakarini) shall be 2 years.

 

(f)      The office bearers may hold the same office consecutively for two terms only.

 

(g)     Trustees contesting elections should not be more than 70 years of age on the date of election.  (Applicable only in the case of elected office bearers).

                                   

 

 

 

 

                                                    -11-

 

15. POWERS AND DUTIES OF THE GOVERNING BODY:

• Governing Body is empowered to see that the aims and objectives of the Trust are fulfilled and the Trustees function as per rules and regulations of the Trust.

     (b)All executive functions will be carried out through the Governing Body.

 

It shall :- 

1. i) prepare annual budgets and calendar of the activities of the Trust.
2. ii) approve annual report to be presented in the General Body Meeting of the Trust.

iii) approve the accounts presented by the Treasurer before these are audited and submitted to the  General  Body meeting.

1. iv) pass all expenses above Rs.5,000/- in advance.

 

16. DUTIES/FUNCTIONS/POWERS OF OFFICE BEARERS:
17. PRESIDENT:

i)To preside over all the meetings of the Managing Committee.

ii)To exercise general supervision over the activities of the  Trust and see that all the rules and regulations are strictly followed.

iii).To dispose of all such urgent  matters which, for want of time, could not be put through the Managing Committee. 

 iv). In case of  emergency, sanction an amount of Rs.2100/- for a particular item    for the needs of the Trust for some urgent work.  The same will be reported to the Managing Committee in its next meeting for information and approval.

 

1. SENIOR VICE PRESIDENT:

 

1. i) To carry out such duties as may be assigned to him by the

    President ,from time to time.

 

ii)To act and execute powers of the President in his absence.    

 

1. VICE PRESIDENT: To carry out such duties as may be assigned to him by the President and Senior Vice President, from time to time. 

                                            

 

 

 

 

                                                            -12 –

 

1. GENERAL SECRETARY : 

 

1. He shall keep all types of records of the Trust and maintain a Register of

          Promoter Patron Trustees, Patron Trustees, Trustees and Members, indicating

          their names,  addresses, contributions and other brief particulars.

 

ii )  He shall call  meetings in consultation with the President/SeniorVice

           President/Vice President and record the minutes of   the meetings. 

 

iii)       Incur an expenditure of an amount of Rs.1500/- . Such expenditure shall be

          reported to the Managing Committee in the next  meeting for approval.  

 

1. iv) Shall be responsible to the Managing Committee for all activities of the

          Trust and shall conduct correspondence on its behalf.

1. v) Submit a report on the working of the Trust for the preceding year at the

         annual general body meeting.  

 

1. vi) Execute contracts on behalf of the Managing Committee duly authorized by it.

     

1. TREASURER:- He shall –

 

• Be responsible for making collections of subscriptions, donations, including

           receiving cash /cheques and give receipts thereof on behalf of the Trust.

 

• Open and operate bank account along with President and General Secretary.

 

• Keep regular account of money received and disbursed and be responsible

          for proper maintenance of the account books and other registers concerning

          accounts of the Trust.

iv     Work as Financial Advisor to the President/General Secretary and the

          Managing Committee.

1. Keep cash in hand upto Rs.1000/- and deposit excess funds, in the bank.

           

vi.Prepare an annual statement of accounts//balance sheet at the end of the financial

year and  after  approval of the Managing Committee, get it audited  and submit  it  to the  General Body,  (along with Auditor’s   Report and replies thereto) 

 

vii.He shall watch, control and carry out all the business of the Trust and

      properties connected therewith. 

 

 

                                                         -13-

 

1. SECRETARY (COORDINATION):

He will be assigned the work of  coordinating various activities  of the entire setup and to tie up  the loose ends so that the Trust functions as a cohesive whole.

 

1. SECRETARY (OFFICE): He shall assist the General Secretary in his duties.

 

17.AUDIT OF ACCOUNTS:

         Audit of accounts shall be done by a qualified Auditor appointed by the Governing Body.  He shall audit the accounts of the Trust and obtain clarifications in this regard, if necessary from the concerned office bearer.  He shall suitably endorse the report on the annual statement of accounts and on the list of the assets of the Trust. 

 

18. BANK ACCOUNT OPERATION:

         Account in the name of the Trust shall be opened with a Nationalised Bank and it will be operated  jointly, on behalf of the Trust,  by the Treasurer, General Secretary / President.  The cheques  issued can be encashed  by the signatures of any two of them.

 

19. FILLING OF CASUAL VACANCIES:

 

         Managing Committee shall fill the casual vacancies of the office bearers by appointing  a member of karyakarini from amongst the members of  karyakarini

by majority of votes.  Such  appointment shall be valid till the next election.

 

20. ELECTION AND ITS METHOD:

 

(i)All office bearers of the Managing Committee (MC) shall be elected, every two years, at the annual general body meeting.  Elections, when due, shall be held, as far as possible  in the month of  May.  The MC shall decide the exact date of election and appoint a Returning Officer  , who shall notify the election schedule within seven days of his appointment.  The  notification will be issued by the Returning Officer at least thirty  days  in advance of the election date.

 

(ii)Trustees, who had enlisted themselves at least three months before the date of

the election, shall be eligible to vote.                            

 

 

                                            

 

 

                                                          -14-

 

(iii)Trustees, eligible to vote, should be present at the time of election and no proxy will be allowed. 

 

(iv)Voting shall be by secret ballot.

 

(v)Nomination forms, duly proposed, seconded and accepted by the contestant Trustee, for a particular office, shall be received by the Returning  Officer, by certain date and time fixed by the RO  and  should be at least seven clear days before the date fixed for the election.

 

(vi)No person can hold more than one office at a time and therefore shall be eligible to contest only for one office. Voter shall have one vote for each office.  

 

21. MEETINGS:

 

1. A general body meeting of the Trust shall be convened once a year, preferably in the month of May after giving clear notice of 15 days in advance.  Quorum for the general body meeting will be 1/3^rd of the members on roll. In case there is no quorum, meeting  shall be adjourned for 15 minutes.  Quorum shall not be , necessary  for the adjourned    

 

1. An extraordinary meeting can be called after 7 days clear notice stating the purpose of the meeting and the matter to be dealt with. 

 

• Meetings of the Governing Body (Karyakarini) will be held as and when business requires but at least once a month.   Notice will be given to all members at their address or on telephone/ by whatsApp. Quorum for the  meeting will be 1/3^rd of the members. In case there is no quorum, meeting  shall be adjourned for 15 minutes.  Quorum shall not be necessary for the adjourned      

 

 

 

 

 

                                                            -15 –

 

       GENERAL PROVISIONS:

 

Minimum  eligibility requirement  to be a Member of  Control Board  –

A .  Promoter Patron Trustee:

 

21. A person who contributed an amount of Rs.21.000/- in terms of item

4(a)(i) of Trust Deed.

 

1. Patron Trustee/Trustee; A Trustee of Rs.51,000/-,  who himself  or his family donated/collected  a minimum amount  for two or more rooms for the Trust.  There shall be no election for such a PPT/PT/Trustee  and he shall be a member of the Control Board.(Definition of one room is that it is taken as a unit for donation of  1,25000/-).

 

• There shall be no election for the post of an office bearer as President and the president shall be a person who himself/his family donated/collected highest amount from amongst the PPTs/PTs/Trustees and donated the such amount to the Trust.  He will continue as president till any other PatronTrustee/Trustee  donates more money than the sitting president.

1. A Patron Trustee/Trustee  who has donated one room and is nominated by the Governing Body(karyakarini).

 

(B)    Governing Body shall consist of President, elected office bearers, Promoter 

PatronTrustees of Rs.21,000/- and  Patron Trustees  of Rs.51,000/ and members

nominated by them from amongst those  who have donated one or more room each.

 

1. i) Accounts of the Trust shall be open to its Trustees.
2. ii) Control Board: A list of  members of the Control Board (MC)  shall be filed once in two  years  as required  under Section 4 of the Societies Registration Act, 1860,  as applicable to the Union Territory of Delhi.

 

iii)      Governing body members shall contribute a minimum amount of Rs.1000/-  

 per   month towards sanchalan (maintenance) expenditure of the Sant Shiromani Namdev ji   Bhawan.

 

1. iv) Any member of the  karyakarini who  does not attend  its three meetings consecutively shall  cease to be a member of the karyakarini .  Likewise, any member of the karyakarini who does not pay his subscription towards sanchalan                                                                                                                                       e. maintenance expenditure of the Bhawan, will forfeit his membership of karyakarini.  Membership shall be restored on receipt of payment of all his dues.

                                            

               

                                                           -16-

 

                     AMENDMENTS MADE UPTO   11.11.2023

 

           TRUST DEED

 

4. Digit 2 on page 2 is repeated.  It should have been 4. It is, therefore,  typed as clause 4 (amended) instead of  clause 2.

 

New clause 4 (P.2) is thus reworded as the Trust and all the powers thereunder shall vest in the  Control  Board  consisting of office bearers provided they meet the requirement laid down under General  Provisions (A) to become eligible to the respective  posts  of office bearers and  members of the Governing Body (karyakarini) nominated by the office bearers (pad adhikaris).

 

 (B) ADMISSION OF TRUSTEE /PATRON TRUSTEE:

 

      Eligible person, for becoming a Trustee/Patron Trustee, shall submit an application, in the prescribed form, recommended by a Promoter Patron Trustee/Patron Trustee and is subject to the acceptance by the Board.

  

(C)  PROMOTER  PATRON TRUSTEES are promoters (PPT) of the Trust

who paid Rs.21,000/- each /-  in terms of item 4(a)(i) of Trust Deed at the time of registration of the Trust and are for life and/ or their legal heirs/nominees (only one) after their demise till the subsistence of the Trust.  This position obtained before   14^TH June,  2015 .  On  this date,  a decision was taken at the General Body meeting of the Trust to the effect  that those who paid  Rs.21,000/- each  before  14^th June 2015  and later raised the  amount to Rs. 51,000/- or paid  an amount of Rs.51,000/-  are  PATRON TRUSTEES  for life or their legal heirs/nominees (one only) after their demise till the subsistence of the Trust.                                    –

                                            

(D)Sub-clauses  ( r) and (u) of Clause  5   (p.5 of the Trust Deed) give mandatory/unfettered powers to  the Trustees. Hence these stand deleted and subsequent clauses are renumbered.

 

     (E) Serial Nos.  11 to  21  are added  at the end of the Trust Deed to serve as Constitution, Memorandum of Asssociation and Rules and Regulations (bye laws) of Rohilla/Taank Charitable Trust  with a view   to provide more clarity  about  democratic functioning  of  the  Trust.  

 

 

 

 

                                                             -17-

 

 (F)These clauses  relate to (item 11)  management;  general body, ( items 12 and13) its powers and functions;  ( item14) office bearers and their respective functions; ( item 15)  powers and duties of  Governing Body / (item 16) duties/ functions powers of office bearers;  (item 17) audit of account;     ( item 18) bank  account operation ; (item  19)    filling of casual vacancies    ( item 20); election and its method and ( item 21)  meetings. 

 

Place: Delhi                                                                                                   (S.R. ROHILLA)                    

Date: 11.11.2023                                                                                             PRESIDENT