Club Rules

Rule 1

NAME AND ADDRESS OF THE CLUB a. Name:
This club shall be called Sadashivanagar club.
b. Address:
No.21, 15th Cross, Sadashivanagar, Bangalore 560080

The gymnasium at the club has a wellness and fitness program that offers customised strength and fitness plans for members; including nutrition, and health programs. Our gym facility is world class, and we have a modern fitness centre with the most advanced equipments, under well guided professionals and experienced trainers for members of all age groups and their family.

We do have Sauna, Steam and Ayurveda Massage facility available.

Rule 2

OBJECTS

a. To provide its Members, sporting, cultural, social, recreational facilities.
b. To promote comradery and fellowship among its Members.
c. To run the club for the benefits of its Members from out of the subscription and contribution of its Members from other source keeping in mind its financial viability.
d. To receive donation and gift for the betterment of the Club and accept sponsorship for sporting and cultural events.
e. To enter into affiliation on reciprocal arrangements with other Clubs both in India and abroad.
f. To do all other acts and things that are conducive to the attainment of the attainment of the above object.

Rule 3

DEFINITIONS

For the purpose of these rules, unless otherwise defined, the following words shall have the following meanings.
i. Club means Sadashivanagar club.
ii. “Committee” means Executive Committee elected in accordance with Rule 8
iii. “Official year” means the period between the conclusion of one Annul General Body Meeting and the conclusion of the of the next Annual General meeting i.e., 30th June.
iv. (a) ”Dependent” means spouse, widow mother, son below the age of 25 years and unmarried daughter of the Members of the club.
(b) ”Senior Dependent Associate”, Mean sons and daughters of Permanent Members and who have applied for Permanent Membership and have been permitted to use the facilities of the club, subject to the approval of the office bearers, until such time their application for Permanent Membership is considered by the Executive committee.
v. “Member” means person admitted to any of the class of Membership as specified in Rule 4 hereunder.
vi. “Financial year” means the year beginning with the 1st April of the year and ending on the 31st day of the following year.
vii. “Office Bearers” means the team comprising the President, Vice President, Hon Treasurer.
viii. “Preferred Area” means Sadashivanagar, Lower Palace Orchards, Raj Mahal Vilas Extension (Stage1), Vyalikaval, Gayathri Devi Park Extension, Palace Cross Road & Kumara Park.
ix. “General Area” means all under Bangalore city except preferred area mentioned under rule 3(vii) x. “Term” means Annual General Body to next Annual general Body.
xi. “Bye law” means regulation of Rules formed not inconsistent with the Object and Rules, for day to day functioning of the Club by the Committee.
xii. “General body” means Annual General Body or special General Body or Extra ordinary General Body
xiii. “Disciplinary Committee”, means a disciplinary committee formed by the “Committee” for conducting enquiries.
xiv. “Returning officer” means a member of the club nominated by the Executive committee for conducting the Annual Election.

Rule 4

Classes of Membership:

The Club shall consist of the following classes of Membership, each of whom is entitled to use the facilities and services offered by the Club from time to time, subject to the rules framed hereafter:
a) (i) Honorary Members
(ii) Senior Members
b) Life Members
c) Permanent Members

  • (I) General Category
  • (II) a) Sons & Daughters of Members
  • b) Senior Dependent Associates
    (III) Spouse of Members
d) Institution Associates
e) Long Term Temporary Associates
f) Civil Service Association
g) Short Term Associates
h) Out Station Associates
Subject to the Rules of this club and preference being given to the residents of “Preferred area”, each of the classes of members mentioned above shall be selected in the following manner.

a) (i) Honorary Members:

The committee shall confer Honorary Membership on the following classes of persons: Any person having attained laurels in the field of sports at the National and/or international level, shall be invited to this class of membership.

(ii) Senior Members:

The Committee shall confer Senior Members of the following class of persons: Any Permanent or Life Member of the club, having a continuous Membership of 25 years of the Club and on attaining the age of 60 years shall be entitled to this class of membership for life.
b) Life Members:(Note: Admittance to this category of membership is discontinued)
c) Permanent Members:
i) General Category:
Any resident of Bangalore City, having completed 25 years of age shall, on the approval of the committee be entitled to become a Permanent Member of the club.

ii) (a) Sons/Daughters of Members Category:

Sons/Daughters of any Permanent, Life or Senior Member having attained 25 years of age shall be eligible to become a Permanent Member provided such Permanent, Life or Senior Members has completed 15 years of continuous membership of the club on the date of application for the first Son/Daughter and 20 years for the second son/Daughter.
In the event Member (admitted under Rule 4(c) (iii) applying for membership of his/her son/daughter under, the number of years of membership of the spouse in computing the 15 years of membership qualification clause.

ii) (b) Senior Dependent Associates:

(i) Son and Daughters of Permanent Members who have applied for permanent Membership under the category of sons and Daughter Members and have been permitted to use the facilities of the club, subject to the approval of the Office is consider by the Execution committee.
Son and Daughter of the Permanent Members who have applied for Permanent Members under the category of sons and daughters of Permanent Members shall be classified as Senior Dependent Associates. However, in the event of death of both their parents they may themselves apply for use of the club facilities and in such a case, subject to the relevant requirement as above, they shall be assigned a separate account number.
(ii) On receipt of a written application from the parent member, addressed to the Hon. Secretary of the club, they shall be allowed the privilege of using the facilities of the club.
(iii) The Spouse of the senior Dependent Associate may be permitted to use the facilities.
(iv) The Senior Dependent Associates shall have no voting rights and shall not be allowed to propose or second any application of a person seeking membership of the Club and shall not brig any guest.
(v) The Senior Dependent Associate shall pay the prescribed fee as contemplated under the rules and also a monthly subscription equivalent to that is applicable to a Permanent Member.

iii) Spouse of Members:

In the event of death of a Permanent, Life or Senior Member, his/her spouse can be admitted as a member of the same category out of turn and without paying the entrance fee and without applied/opted of this membership within a period of One Year from the date of the members death. However, on such induction the same shall not be treated as vacancy in the Permanent members category.

d) Institutional Associates:

i) Institutions like Nationalized Banks, Public or Joint Sector Undertaking, Public or Private Limited Companies with a minimum paid up capital of Rs.50 Lakhs shall, on approval of the “committee”, be entitled to become Institutional Associates of the club.
ii) An Institution, having been admitted by the “committee” as an Association, is entitled to nominate two of its Directors or Senior Executives to use the facilitates of the Club. However, such nominees shall be entitled to use the facilities of the club only if his/her nomination is approved by the Executive Committee in terms of Rule 6.
iii) The Institution Membership shall, unless earlier terminated under any other Rule of the Club, automatically terminates on expiry of 20 years.

e) Long Term Temporary Association:

Officers holding the rank of AGM and above working in State/ Central Government Undertaking including Scheduled Banks, residing in the city of Bangalore shall, on approval by the Committee be entitled to become L.T.T. Association. This class of membership shall be available to any such member for a term of 3 years. The membership shall automatically cease upon transfer or retirement.

f) Civil Service Association:

Person who are residing in the city of Bangalore and who are in continuous service of Consular Corps, United Nations, State or Central Government of class 1 status or category or grade as the committee be entitled to become a Civil Service Association. This Class of Membership will be available for any such Members for a term of 3 years. The membership shall automatically cease upon transfer or retirement.

g) Short Term Associates:

Any non-resident Indian or foreign national of not less than 25 years of age on a short visit to Bangalore on the approval of the Office Bearers, be entitled to become a Short-Term Associate for a period not exceeding three calendar months at one time fee of Rupees Five Thousand only. Such Associates need not pay any monthly subscription, cover charge and subscription for sports facilities. Such privilege is offered only once in a calendar year.

h) Out Station Associates:

Persons who are not residing in the city of Bangalore and who were permitted to use the facilities of the club. This class of Associates have no voting right. Existing Out Station Associates shall continue to remain under the said category. This class of Associates is discontinued by the club.

Rule 5

Strength of Membership

The maximum number of persons, who could be admitted to each class of membership of the club shall be as follows

I) Honorary Members No ceiling
II) Senior Members No ceiling
III)Life Members 114
IV)Permanent Members
a) General Members 1300
b) Sons/Daughters of Members No ceiling
c) Senior Dependant Associates No ceiling
d) Spouses of Members No ceiling
d) Institution Associates 50
e) Institution Associates 50
vi) Long term Temporary Associates 50
Vii) Civil Service Associates 50
Viii) Short term Associates 50
Ix) Out Station Associates 19


Rule 6

Procedure for admission of Membership of the club:

a) Application form for Membership/Associates Membership shall be issued on a written request accompanied by the prescribed fee for the form from an eligible member.
b) Every person or Institution proposing to a membership Associate shall as stated in Rule 4 herein above Honorary and senior Member shall make an application along with remittance of entrance fee as specified in Rule 7 herein below.
c) Each such application, except the application for Honorary Member, senior Membership, Institutional Associates, shall be proposed by member of the club having continuous membership of not less than 5 years. Any Members Proposing or seconding any or each of the class of the membership of not less than 5 years. Any Members Proposing or seconding any each of the class of the membership, but this restriction of proposing and seconding shall not apply while proposing seconding Son/Daughters of Members category. However, in respective of Sons/Daughters of Members, the proposer shall be father/mother whoever is the Member.
d) Valid application received shall be entered on security lists, one pertaining to the preferred areas as mentioned in Rule 4 and the other from general areas, based on the date of receipt of such application and separate registers shall be maintained giving full particulars of such applications.
e) The office bearers shall process the application, after due verification of the residential address, strictly on seniority based taking into Consideration Rule 6.d. All applicants, who in the Committee under a Resolution in its meeting ad, it or reject the applicants for the respective class of Membership of the Club. However, the Committee in an “Official year” shall not admit more than 50 (fifty) permanent members under General Category and no limit under Sons and Daughters category.
f) For every applicant from “General Area” being called for an interview, two applicants from the “Preferred Area” shall be called for Interview.
g) The Hon. Secretary shall intimate in writing each of the persons or institutes of their admittance to the membership Associate ship of such persons shall commerce. In case of rejected applicants shall not be eligible to apply for any class of membership/Association ship before the enquiry of three-year period from the date of such rejections.
h) The decisions of the Committee on admittance or otherwise shall be secret balloting only. The said decision of the Committee shall be binding on the applicant.

Rule 7

Fees and other compulsory subscriptions:

a) Entrance Fee
While accepting the application for membership/Associate ship such Applicant shall pay the following amount as Entrance Fee

Class Membership Entrance Fee (In Rupees)
I) Honorary Members Nil
ii) Senior Members Nil
iii) Life Membership Nil
a) General Category 10,00,000.00 (Rupees Ten Lakhs only)
b) Sons/Daughters of Members 20,000.00 (Twenty Thousand only)
c) Senior Dependant Associates Nil
c) Spouse of member Category Nil
d) Institution Associates 15,00,000.00 (Rupees Fifteen Lakhs only)
vi)Long Term Temporary Associates 60,000.00 (Rupees 20,000.00/- payable each year and renewable each year)
vii)Civil Service Associates 60,000.00 (Rupees 20,000.00/- payable each year and renewable each year)
viii) Short Term Associates 20,000.00

The Entrance fee paid by each applicant shall be refundable without interest till the applicants admittance to the membership of the Club and thereafter it shall be a non-refundable amount. Such applicant on being admitted shall pay the prevailing taxes and statuary levies.

b) Monthly General Subscriptions:
Each and every member of the Club shall pay a monthly general subscription in the following manner:
Class of Members Amount In Rs (In Rupees)
I) Honorary Members Nil
ii) Senior Members Nil
iii) Life Membership Nil
a) General Category 200
b) Sons/Daughters of Members 200
c) Senior Dependant Associates Nil
c) Spouse of member Category 200
d) Institution Associates(for each nominee) 200
vi)Long Term Temporary Associates 300
vii)Civil Service Associates 300
viii) Short Term Associates Nil
ix)Out Station Associates Nil
c) Cover Charges:

All members except Honorary, Senior Members and Short Term Associates shall pay a monthly cover charges of Rs. 200/- (Two Hundred only) provided each member or his/her Dependent not billing the club services, a minimum of Rs. 200/- (Two Hundred only) every month, in addition to the monthly general Subscriptions.

d) Amounts when payable:

All members payable to the Club by the Members shall be dealt in the following manner:

I) The Club shall send the monthly bills preferably not later than 10th of each succeeding month to the members.

II) Whether or not the members receive the monthly bill from the Club, each member of the Club shall clear the monthly dues to the Clubs, before the last day of the month after the month to which the dues relate to (for eg, Relating to January by the end of February, dues relating to August by end of September etc).
III) If a Member fails to pay the monthly due by due dates specified in sub-clause here in above, then such member shall be deemed to be a Defaulter.

IV) Members who become a default as per the sub-clause (III)herein above, apart from attracting levy of interest and any other penal action either prescribed it the rules or decided by the Committee from time to time, not to paying the defaulted amount within 15 days from the due to as prescribed in sub-clause (II)herein above, shall be liable to have his/her name displayed at such place in the club premise as the committee may decide upon from time to time and all the facilities of the club shall be stopped forthwith even as guest, till such time the entire dues to the Club are cleared by such member/s.

V) Non-payment of defaulter amount within one month from due date as specified in sub-clause. (II) herein above, the club shall send such member/s a notice by registered Post, giving 15 days’ time from the date of receipt of such notice by the member, to pay up the dues to the club and informing such members that failure to pay the notified amount shall attract removal from the club membership without any further notice and the club shall reserve the right of claiming the amount through legal action.

VI) If the defaulter member/s do not pay the defaulted amount/s as mentioned in the registered notice sent under sub-clause(V) the committee shall at its immediately following meeting consider the cases of such defaulters and remove such defaulted members from the membership of the Club.

VII) After the removal of defaulted embers, the committee shall take the following action: If the defaulted amount of such members as on the date of the removal such is less than Rs.3000/- Then the Committee shall take appropriate measures to recover the legal action to recover the Moneys together with interest appropriate legal action to recover the Moneys together with interest and other legal costs from such removed members. The Committee shall also inform the annual general body about such cases pending as on each general body.
D) Credit facility
A member can avail a credit facility of Rs.10,000/-(Rupees Tem Thousand only) per month. A Member who become defaulter three (3) times in an official year will lose the credit facility and service facility shall be denied even as a guest. The member shall deposit a sum of Rs.10,000/-together with the amount due to the Club for restoration for credit facility. Such interest free deposit of Rs.10,000/-shall be adjusted towards the subsequent bill relating to such members, after the expiry of one years from the date of the deposit.

F) Interest:
In the event of any member not clearing the dues to the Club by the specified dates, then each such member shall pay an interest at the rate of two percent per month or part of the month on the outstanding amount from the due date till the date of payment.

G)Disputed Payments:
The Hon. Secretary shall refer the disputes of payment, pertaining to any member received in writing to the office bearers meeting and settle the issue within one calendar month. The decision of the office bearers shall be final and binding on the member. However, the member shall deposit the disputed amount to the club before sending the complaint. Dispute related to policy matter, interpretation of rules etc, received in return shall be referred to the committee and its decision be intimates to the complainant.

H) Reinstatement:
The Committee shall reinstate such of those members whose membership has/have ceased by default for non-payment of dues to the club, provided such members fulfil the following conditions:

1) A written request is made by such members to the committee within three months from the date of the member being intimated of his/her/its removal from the membership of the Club, requesting for reinstatement.

All the dues are paid by the member with interest calculated the rate of two percent per month.
iii) One-year general subscription along with one year service charges for such services the member was using at the time removal is paid in advance.

iv) The benefit of being reinstated shall be available to each and every member only once in his in his/her tenure of membership of the Club. Such reinstated members shall not pay any entrance fee.

v) The Club shall maintain a Register recording the details of such reinstated members.

Rule 8 Management

8.1 The Executive Committee:

The Management of the Club shall vest with a Committee called & Executive Committee comprising:
i) President
ii) Vice President
iii) Hon. Secretary
iv) Hon. Treasurer
v) Nine Committee Members
vi) Immediate Past President

8.2 Eligibility

Each of the member of the committee shall be elected by the members of the club at an Annual General Body Meeting by adopting the following manner:

a) Any Permanent, Life or Senior member shall be eligible to file the nomination to the post of Committee member provided the member has completed 5 years of continuous membership in the club and is not a defaulter as on the date of filing the nomination.

b) Any Permanent, Life or Senior member shall be eligible to file the nomination for the post of Hon. Secretary and Hon. Treasurer provided such member has completed 5 years of continuous membership in the club, is not a defaulter as on the date of filing the nomination and has served in the “Committee” of the club at least for Two Terms.

c) Any Permanent, Life or Senior member shall be eligible to file the nomination for the post of President or Vice-President provided such member has completed 5 years of continuous membership in the club, is not a defaulter as on the date of filing the nomination and has served in the “Committee” of the Club at least for two terms including one year as Hon. Secretary.

d) The Immediate Past President shall continue in the Executive Committee as ex officio member on full term immediately after he retires as President of the Club.

8.3. Duration

a) Duration of the Office Bearers and Members of the committee shall be for one “Term”

8.4. Vacancies:

a) In the event of the office of the President becoming vacant between two Annual General Body meetings, the Vice President shall automatically become the President during the Period of vacancy.

b) In the event of the Office of the Vice President/ Hon. Secretary /Hon. Treasurer becoming vacant between two Annual General body meeting, the Committee shall nominate one of its eligible member to the vacant post and shall fill up the vacancy so caused by co-opting a member of at least 5 years standing of the club to the “Committee” but such co-opted members shall not enjoy the seniority during an election and his/her tenure shall not be considered as a “TERM”

c) Position/s Vacancies among the “Committee” Members occurring between two Annual General Body Meetings, shall be filled up by the “Committee” by nominating from among the Permanent, Life, Senior members, of at least five years standing, and who are not defaulters on the date of nomination.

d)Vacancies filled in such eventualities shall not be considered as a “Term”

8.5 Prohibitions

a) No member who has served the “Committee” for a consecutive period of three “Terms” shall be eligible for election to any of the posts in the “Committee” for the succeeding two terms. Subject to the above, no member shall hold the office of the President, Vice President, Hon. Secretary and Hon. Treasurer for more than two Terms consecutively.

b) No member of the committee in whatever capacity shall directly or indirectly deal or do any business with the Club.

c) The “Committee“ is not empowered to make grants or donations in cash or in kind to outside bodies or causes without the prior sanction of the General Body nor it is authorized to incur expenditure of any kind unconnected with Club/s affairs.

d) The “Committee” shall not pay or transfer directly or indirectly by way of dividend, bonus or otherwise by way of profit to the Members of the Club.

8.6. Responsibility:

a) The Committee shall be responsible for managing the Club affairs on a day-to-day basis with utmost diligence.

b) The Committee shall meet at least once in a calendar month and shall review the affairs of the Club and discuss and take such decisions in the best interest of the Club.

c) All decisions of the Committee shall be recorded in writing and shall be signed by the President and Hon. Secretary. The recorded Minutes shall be an important document of the club and shall be kept in the safe custody within the club premises by the Hon. Secretary. All decisions shall be in form of resolution, numbered serial wise and shall be recorded in a separate Resolutions book.

d) All decisions of the Committee shall be by majority. In the event of there being equal division among the members of the committee, then the Chairman of Meeting (normally being the President of the Club) shall have the extra vote and the matter shall be decided accordingly.

e) The quorum for each committee meetings shall be 7 Members of the Committee.

f) Each member of the Committee shall attend the meetings of the Committee regularly. Any member of the Committee absenting himself/herself from attending, without leave of absence, for three consecutive meetings of the Committee, shall automatically cease to be a member of the Committee and the vacancy shall be filled in line with the rules of the Club by the Committee.

8.7. The powers, duties and responsibilities of the Executive Committee:

i) To consider admission for membership.

ii) To raise funds for the purpose of carrying out the business of the Club on such terms and conditions which may be determined from time to time.

iii) To ensure proper maintenance of all accounts and also to ensure that the accounts are kept up to date and the annual accounts are duly audited and presented to the Annual General Body.

iv) To lay down the policies of the Club and generally to direct and conduct the affairs of the Club prudently and efficiently in the best interest of the Club.

v) To form Sub-Committees as may be necessary and to fix up their duties and responsibilities.

vi) To delegate any of their powers to the Sub-Committees.

vii) To incur expenditure necessary to conduct the business of the Club. Such expenditure shall generally be within the budget pro- vision approved by the General Body after following proper procedure.

viii) To acquire movable property for the Club.

ix) To accept sponsorship and donation whenever necessary.

x) To appoint, suspend, arrange or dismiss salaried staff of the Club and to fix up the amount and nature of security to be taken from each employee of the Club and to prescribe service conditions of the said employees.

xi) To arrange for internal audit and final audit of accounts of the Club and to take all actions connected therewith. xii) To convene meetings of the General Body and to lay before the General Body, at the Annual Meetings, the annual administrative report, the audited statement of accounts and audit report.

xiii) To institute, defend or compromise legal proceedings as per the provisions of the statute.

xiv) To fill up by co-option of vacancies arising among elected members of the Committee.

xv) To frame bye-laws for the conduct of the business of the Club.

xvi) To negotiate and settle all disputes in the best interest of the Club.

xvii) To appoint Returning Officer who is a member of the club for the purpose of conducting elections for the committee.

xviii) To appoint and regulate staff and fix their salaries. xix) To fix and regulate from time to time all charges for games facilities.

xx) To appoint Disciplinary Committees as and when required.

xxi) In the ordinary performance of their duties no member of the Committee shall be individually responsible for any liabilities of the Club unless such liability is a direct consequence of willful negligence or fraud.

xxii) The Committee shall perform and conduct the business of the Club in a transparent manner.

xxiii) The Committee shall follow the procedure as laid in “Appendix I” and approved by the AGM for all purchases.

xxiv) The committee shall have the power to make or amend Bye-laws as is deemed necessary for proper management and administration of the club and to alter or repeal the same. The proposed Bye-laws shall be circulated to all members of Executive Committee along with meeting notice. The Quorum for making or amending or repealing Bye-Laws shall be eight members and such action shall be approved by two thirds majority of those present and voting. All such Bye-Laws shall be consistent with these Rules and not ultra vires thereof. A copy of any new Bye-Law or amendment to or repeal of an existing Bye- Law shall be displayed on all the Club Notice Boards, after the approval of the “Committee” for a period of fourteen days and shall be finalized and brought into force only after the “Committee” has considered any objections received in writing from Members during the aforesaid period. All such Bye-Laws shall be binding on the Members but may be set aside by a resolution passed at a General Body Meeting of the Club. Such Bye-Laws shall have the force of Rules.

XXV) To comply with all statutory obligations.

xxvi) The Committee should prepare quarterly Income and Expenditure account of the Club and publish it in the Notice Board of the Club. This Income and expenditure Account must contain the details of the Bar promotion/Incentives/Re- bate received during the period and also the Stock variation.

xxvii) There should be co-ordination of all the Chairmen with the Office Bearers.

Xxxviii) The committee should review the existing contracts in respect of canteen, Housekeeping and any other maintenance contracts of the Club every year and take action.

h) POWERS AND DUTIES OF THE PRESIDENT
The President shall be the Chief Presiding Officer of the Club and shall have the following powers and duties. i) To preside over and conduct the meetings of the Committee and shall have powers to vote on all questions and in the event of equal division, to exercise a casting vote.

ii) To direct, guide and supervise the working of the Club having supervisory jurisdiction on all departments. To lead all delegations, negotiations etc.,

iv) To preside over the Annual/Special/Extra General Body Meetings.

v) To be an ex-officio Member of all Sub-Committees formed by the Committee.

vi) The Honorary Treasurer ordinarily along with the Honorary Secretary or President shall have the cheque signing authority.

i) POWERS AND DUTIES OF THE VICE PRESIDENT
ii) To assist the President and the Committee in the affairs of the Club.

ii) To chair the meeting of the committee in the absence of the President.

iii) To perform such other duties assigned by the Committee.

iv) Not withstanding Rule 8.7 the Vice-President shall be the Chair-man of Finance and Legal Sub-Committees.

v) To review quarterly, the financial status of the club and place it before the committee with his recommendation and remarks.

j) POWERS AND DUTIES OF THE HONORARY SECRETARY
Subject to the overall control of the Committee, the Secretary who is viewed as the Chief Executive Officer (CEO) shall have the following powers and duties.

i) To be in-charge of the day to day administration of the Club.

ii) To convene meetings of the Committee and to keep minutes and record of all proceedings of the Meetings.

ii) To sign on behalf of the Club and conduct all correspondence on behalf of the Club

iv) To ensure maintenance of accounts and registers correctly. v) To arrange for proper and safe custody of all documents and other property belonging to the Club.

vi) To exercise administrative control over the staff and take necessary disciplinary action on the erring staff. The power to suspend such staff for a period not exceeding 10 days without pay or impose fine not exceeding Rs.500/- at a time in the case of misbehavior or dereliction of duty by the staff.

vii) To sanction and incur contingent expenditure upto a maximum of Rs.25,000/- per month subject to procedure.

viii) To be an ex-officio member of all Sub-Committees formed by the Executive Committee.

ix) To review periodically the suggestions recorded by the members of the Club in the suggestion book to be kept in the premises of the Club and to place such suggestion before the Committee at its monthly meeting for action, if any. Action taken on the suggestion shall be indicated by the Secretary in the remarks column of the suggestion book.

X) To institute and represent by and on behalf of the Club any legal proceedings.

xi) To represent in the meeting of other Clubs, Associations, Institutions, Conferences etc, if invited.

xii) To arrange for the conduct of the business of the Club and to perform all duties entrusted to him by the Committee.

xii) To order payment of bills on day to day basis in consultation with the President or such other payments with the approval of the Committee.

xiv) The Honorary Treasurer ordinarily along with the Honorary Secretary or President shall have the cheque signing authority.

xv) To perform such other duties as may be entrusted to him by the Committee not herein above mentioned and/or in accordance with the rules.

K) POWERS AND DUTIES OF THE HONORARY TREASURER

The following shall be the powers and duties of the Hon. Treasurer:

i)To be the custodian of finance and accounts.

ii)To receive and make payment of bills sanctioned by the committee/President/Secretary, as per powers delegated.

ii)To receive all fees, subscriptions, levies, contributions etc, and pass appropriate receipts for them.

iv) To maintain up to date receipts, vouchers and other books of accounts.

V) To prepare receipt and payment account every month and place before the committee, bringing out any salient points like outstanding subscription etc.,

vi) To arrange to get the books of accounts and statement of accounts duly audited and approved by the General Body, supported by proper evidentiary document etc.,

To deposit the money received in any one or more of the schedule Banks as approved by the office bearers. Such de- posit will be subject to ratification by the committee.

viii) To ensure and arrange for any investments made by the Club, to be made in safe investment as approved by the office bear- ers. Such deposit will be subject to ratification by the committee.

ix) To perform such other duties as may be entrusted to him by the Committee.

X) The Honorary Treasurer ordinarily along with the Honorary Secretary or President shall have the cheque signing authority.

8.8. Sub-Committees:

a) The Committee shall form sub-committees for the following

Departments:

i) Finance & Legal
ii) Bar
iii) Canteen
iv) Library & Cards
v) Tennis
vi) Badminton, Squash, Table Tennis and Billiards
vii) Cultural
viii) Health Club & Housekeeping
b) The “Committee” may form more sub-committees should the need arise.

c) The Sub-Committee so formed shall function as a recommendatory body to the Committee, under the chairmanship of a member of the committee. It is the Prerogative of the President to nominate/Change any member of the committee as the Chairman of any such Sub Committee.

d) Each of the sub-committee so formed shall function within the framework as prescribed and as laid down by the Committee from time to time.

e) The President and the Hon. Secretary shall be ex-officio members of all the sub-committees.

f) The Chairman of the sub-committee shall be responsible for the smooth and efficient functioning of their respective departments.

g) The members of the sub-committee shall be members of the Club.

h) The Sub-Committee shall meet once a month and submit its report to the Hon. Secretary.

8.9 OFFICE-BEARERS

The Office Bearers shall meet at least twice in a calendar month and record the proceedings. They shall review the audited report of the internal auditors, obtain certificate from the Manager for having paid all statutory payments, inform the Chairmen of the “Committees” about deficiency if any pointed by the auditors and attend to important and/or urgent works which cannot wait until the “Committee”

Rule 9 GUESTS:
a) Non-members shall not be admitted to the Club unless accompanied and introduced by a member.

b) Where the introduction or presence of a guest or guests is objected to by any member, the matter shall be referred to the Hon. Secretary or the person authorized by him and his decision shall be final, subject to confirmation by the Executive Committee.

c) Every member introducing a guest shall enter the guests name and address together with the member name and a/c number in the Guest Register at the Reception counter as well as in the guest register available in different sections whenever the guest is being taken and shall be responsible for the guests behavior and compliance with the rules of the Club.

d) The Committee shall have power to make the party halls of the Club available for special functions organized by a member on such terms and conditions as may be decided upon.

e) Member shall not introduce more than four guests at a time and not more than three times in a month.

f) Every member introducing a guest shall pay Guest charges at Rs. 50-00 per guest on each occasion from Monday to Thursday and Rs. 70/- on each occasion from Friday to Sunday. This rule will not apply to parties arranged by members bringing guests on occasions when the Club specifically authorized the members to do so. On occasion when the Club has expressly barred guests for any function in the Club, members shall not bring guests to any department of the Club.

g) Payment of the Guest charges of Rs. 50-00 and Rs. 70-00 on each occasion will be exclusive of the Guest charges fixed for participation in the games and amenities of different section of the Club.

h) Penalties shall be levied as the Committee deems fit for not entering the guests in the register.

i) Guests will not be allowed inside the club from the commencement till the completion of any type of General Body
Meetings and Elections.

Rule 10 Cessation of Membership:
a) A member who wishes to resign, from the membership of the Club, shall do so by a letter sent by registered post acknowledgement due or by personally delivering a letter addressed to the Hon. Secretary and obtain an acknowledgement and it shall become effective from the date on which the request is approved by the office bearers provided all dues of the member are cleared as on date of the resignation.

b) Membership of the Club shall also cease,

1) By operation of Rule 7 supra for non payment of subscription, club bills or both.

i) By death

iii) By a resolution carried by majority of the members voting at Extra Ordinary General Body meeting of the Club called for a purpose by operation of Rule 16.

c) A member whose membership ceases under Rule 7 supra may apply for fresh membership which may be considered by the Executive Committee on payment of full entrance fee, after a lapse of six months from the date of cessation of membership, provided that he has cleared all his dues and provided further that he has not been ceased for more than once.
Rule 11 General Body Meetings:

11.1 Annual General Body Meeting (AGM)

a) The Annual General Body Meeting of the Members shall be held on the last Sunday of the month of June every year. In- case of Breach, the names of the Office Bearers will not be displayed in any portion of the display Board. Notice of such meetings shall be delivered or sent by courier to every member of the club, twenty one days prior to the date of AGM. The acknowledgement given by the member or the receipt issued by the Courier Company shall be the proof of having sent the notice in time.

However, Institutional Associates, Long Term Temporary Associates, Short Term Associates, Civil Service Associates, Out Station Associates, Senior Dependent Associates, defaulted/ suspended Members are not eligible to attend any General Body Meetings and have no voting rights on any subjects. There shall be no voting by proxy.

b) The following business shall be transacted at the Annual General Body Meeting:

i) Consideration and adoption of the Annual Report and the Audited statement of account.

i) Discussion of the resolution with explanatory notes proposed by the “Committee” which has been duly displayed in the notice board of the club and circulated to the members not less than 7 days prior to the AGM. ii) Discussion of resolutions with explanatory notes received from Members which the Club has received not less than 15 days prior to the AGM, has to be duly displayed in the notice board of the club and duly circulated to the members not less than 7 days prior to the meeting.

iv) Election of Office Bearers and the members of the Executive Committee.

v) Appointment of a Statutory Auditor, who is not a member of the Club or a firm of Auditors none of whose partner/employees is a member of the Club and fixing the remuneration.

11.2 Special General Body Meeting: (SGM)

The name or the Rules of the Club may be amended by additions, deletions, changes etc., by a resolution passed at Special General Body Meeting specially convened for this Purpose, notice of which shall be sent as described in this Rule under Annual General Body Meeting.

11.3 Extra Ordinary General Body Meeting (EGM)

An Extra Ordinary General Body Meeting may be convened at any time on the requisition of the President or on the requisition of simple majority of the Committee or at the requisition of not less than one hundred members of the club entitled to vote submitting the proposed resolution, for which they wish the meeting to be convened and “Committee” shall within 10 days from the date of receipt of such requisition, proceed duly to call a meeting for the consideration of the resolution stated on a day not later than forty days from the date of receipt of the requisition notice of which shall be sent as described in this rule under Annual General Body Meeting.
Rule 12

12.1 Proceedings of the General Body Meetings

a) The President of the Club, in his absence, the Vice President or in the absence of both, one of the members present duly proposed and seconded shall be the Chairman of the General Body Meeting.

b) The Chairman shall conduct and regulate the proceedings of the meeting and so far as the meeting is concerned, his decision on points of order shall be final.

c) The Chairman shall not allow any resolution to be moved or discussed at a General Body Meeting, which in his opinion reopens a question which has been decided by a General Body Meeting within the previous six months.

d) A resolution coming up for the decision at a General body meeting shall be decided in the first instance by show of hands. If a poll is demanded, Chairman shall make suitable arrangements for the conducting of a poll. The resolution with an explanatory note proposed by a member at an AGM and a Rule in the form of a resolution with an explanatory note pro- posed by a member at a SGM has to be moved by the pro- posed member. In his absence the resolution shall not be taken up for discussion. When the votes are equally divided, the Chairman shall have in addition to his own vote, a casting vote.

f) The minutes of any and/or all General Body Meetings shall be filed with the Registrar of Societies within 15 days from date of the meeting.

g) The minutes of any and all General Body meetings shall be circulated to the members within 45 days from the date of the meetings.

12.2 Procedures for the Mode of Conducting Elections:

a) The calendar of events for conducting the elections for the Committee shall be issued by the Returning Officer in consultation with the Hon. Secretary as under: i) Calling for nomination for Committee.

ii) Last date of filing Nomination, Scrutiny of Nominations. and Publication of preliminary list of candidates contesting for elections.

iii) Withdrawal of nominations and Publication of final list of candidates contesting for elections. iv) Election.

b) The outgoing President, Vice President, Hon. Secretary, Hon. Treasurer and member of the Executive Committee shall be eligible for re-election subject to the conditions laid down in Rule 8

c) The dates in calendar of events shall be arranged so that there shall be atleast two clear working days between each dates.

d) All members whose names are included in the list of voters as maintained by the Club shall be eligible to propose and second nomination, to vote or to contest in the elections. However, no defaulters shall be eligible to file nominations to contest in the election. List of defaulters shall be published by the Hon. Secretary at least ten days before the date of election. Members shall not be eligible to file nomination for more than one post at a time.

e) Notwithstanding sub-rule (c) if any member desires to contest election to the committee, he/she shall have continuous membership of not less than 5 years before filing his/her nomination. Nomination shall be filed as per calendar of events notified by the Returning Officer.

f) A member who has completed 5 Years of continuous Club membership and is not a defaulter may Propose and Second any one member who is eligible to contest in the elections. Such member nomination paper shall indicate the consent of the candidate so proposed and the same shall be delivered to the club office in accordance with the calendar of events.

g) The nomination papers shall clearly indicate the date, member. ship number and the signatures of all concerned together with their names in block letters.

h) Members who have been proposed and seconded by other members for the committee may by giving notice in writing to the Returning Officer withdraw their candidatures. The date for such withdrawal shall be so fixed as to provide at least seven days before the date of election. The nomination papers shall be scrutinized by the Returning Officer appointed by the committee along with two Past Presidents nominated by the committee and the decision on acceptance or rejection of the nomination by the Returning Officer shall be final and binding on the concerned candidate.

j) If the number of qualified candidates is less than or equal to the number of members to be elected for the committee then:

(1) The Returning Officer shall intimate the names of such candidates to the Chairman of the Annual General Body Meeting who shall read the names of the qualified candidates and shall declare all of them elected.

(ii) In the event of the number of qualified candidates is less than the number of members to be elected to the committee, the vacancies if any shall be filled up by the newly elected committee by co-option.

k) If the number of qualified candidates is greater than the number of members to be elected then the names of all such candidates shall be displayed on the notice board of the Club at least seven days before the date fixed for the Annual General Body Meeting.

l) The Returning Officer shall arrange to keep in safe custody in the Club in a sealed box, the ballot papers and their counter foils, the register containing the signatures of members who attended the meeting and the report of the Returning Officer. This may be destroyed three months after the date of election, in case there is no dispute, and the same be done in the presence of the President or Secretary.

u) Any decision of the Returning Officer on the conduct of election shall be final and binding on the candidates and members.

v) Entire staff of the club shall co-operate with the Returning Officer in aid of the election process under his direction.

12.3 Code of conduct for Elections

a) Sending appeals / circulars, distributing hand bills, displaying banners etc., providing false information/s and any type of in documents of members are strictly prohibited. Contravening of such prohibitions shall result in disqualification of such candidates by the Returning Officer.

b) The bio-data of the contesting candidates preferably along with photographs in a specific format described below shall be circulated to all the Members.

(Format)
Name:
Age:
Educational Qualifications: Occupation and Position held:

Year of becoming a Member of the Club:
Previous experience in the Management of the Club: Membership of other Clubs: Has the member been reprimanded / suspended by the “Commit- tee” If yes, details.

12.4 Quorum for AGM's, SGMS & EGMs:

Fifty members present shall form the quorum for the transaction of any business at any or all of General Body meetings. If the meetings cannot be held for lack of the required quorum, then the meeting shall stand adjourned by half an hour the same day. No quorum is required for such adjourned meeting.
Rule 13

Accounts

a) The Club shall maintain proper accounts recording each and every transaction of the Club and the Hon. Treasurer shall be responsible for the proper maintenance of these accounts as described in Rule 8.6.

b) Annual accounts like Balance Sheet, Income and Expenditure Account and supporting details shall be prepared out of books of account so maintained. The accounting period of the Club shall be the financial year.

c) The Annual Accounts and the books of accounts shall be audited by the Statutory Auditor, appointed by the Annual General Body Meeting and shall hold the post from the conclusion of Annual General Body Meeting till the conclusion of the immediate next Annual General Body Meeting. In the event of any vacancy of the Statutory Auditor in between two Annual General Body Meeting, then such vacancy shall be filled up by the Committee, which is to be informed in the following AGM.

d) 100% of the entrance fee in respect of pending applications and 50% of the entrance fee collected by the Club from admitted members of all categories shall be kept in fixed deposit as a reserve fund. This amount shall not be withdrawn without the prior approval of the General Body. The balance of the entrance fee amount can be used only for development works under the head 'Capital Expenditure'. Every annual audited statement of account of the Club shall contain certificate from the Auditor that this Rule has been complied with.

e) The scope and duties of the Internal Auditor shall be as laid out in "Appendix II" approved by the AGM.
Rule 14

Capital & Revenue Expenditures:

a) Any Capital and Revenue expenditure exceeding Rupees Fifteen Lakhs each to be incurred by the Club in an "Official year" shall have the prior sanction of the AGM/EGM.

b) The Committee shall follow the procedure for executing the Capital and Revenue Expenditure works as laid out in "Appendix III" approved by the AGM.

c) If it is considered by the Committee to raise a loan for incurring capital or any expenditure of any extraordinary nature, the Committee with the sanction of not less than two-thirds of the members present at a General Body Meeting, borrow from among the members of the Club themselves by issue of debentures or by means of a loan from Government and Scheduled Banks any amount required for a specific purpose on such terms as the General Body may decide, on the security of all or any of the properties of the Club, movable or Immovable. Debentures so issued shall not be transferred to a person other than a member of the Club.

d) All capital expenditure exceeding rupees Twenty Lakhs shall be got approved at an Extra Ordinary General Body Meeting specially convened only for this purpose.
Rule 15

Members of Affiliated Clubs:

The Executive Committee may allow affiliation to any other Club in India or abroad of comparable standard and facilities with the Club on a reciprocal basis, subject to the following conditions.

a) The members of such Clubs shall have the privilege of using the residential rooms of the club if and when provided for

b) No member of any affiliated Club, who does not reside in the residential rooms of the Club shall be entitled to use the Club more than 10 days in a month. No member of any affiliated Club may introduce guests to the Club except the spouse and children.

d) No affiliated Club member can arrange a party in the premises of the Club, e) Members of affiliated Club will have no powers of voting and serving as members of any Committees of the Club and proposing or seconding new candidates for membership Members of affiliated Club shall be entitled to admission on production of a current/valid identity card or letter of introduction from their own clubs and shall enter their Membership details in the Guest register at the Reception Counter.

g) Affiliated Club members will have to settle their bills by payment by cash and if and when smart Card is introduced then through Smart Card.

b) Infraction and violation of the rules and regulation of the Club on the part of the members of the affiliated Clubs will entail disciplinary action, in the first instance by the Hon. Secretary with due report to the affiliated Club concerned, not excluding suspension of the use of facilities for such periods as may be deemed warranted.

of amounts to indiscipline, shall refer the same to a Disciplinary Committee, which should be constituted not later than 15 days from the date of the decision of the Committee. The committee may from time to time decide upon the procedure to be followed in a Disciplinary Proceedings to be conducted against the erring member. No member of the committee shall be member of the disciplinary committee. The Committee however has the power to suspend the erring member/associate for a period not exceeding three months pending constitution or commencement of the disciplinary committee, in the event the committee bonafidely believes that the act complained amounts to an in disciplined behavior of a grave nature. Notwithstanding the suspension, a suspended member/associate shall pay all the dues to club payable as on the date of suspension and shall continue to pay monthly subscription as and when they become due. However, such person be exempted from payment of cover charges. A member/associate who has been suspended either by the Hon. Secretary or by the committee shall not come to the club even as a guest of any member.

(e) On a complaint being referred to a Disciplinary Committee, the disciplinary committee in the enquiry shall follow, as far as possible, the principle of natural justice and shall submit its report to the committee within 3 months of the commencement of the enquiry. The suspension, if any shall be deemed to have been continued till the disciplinary committee completes the enquiry. No member associate shall engage an advocate before the disciplinary committee. If the member/associate before the disciplinary committee does not co-operate, it shall be open to the disciplinary committee to proceed ex-parte

6 The findings of the disciplinary committee shall be placed before the committee and the decision including penalization by the committee shall be final.

Disciplinary Proceedings:

a) All complaints shall be addressed to Hon. Secretary. Whenever the Hon. Secretary receives any complaint against any member/associate, the Hon. Secretary may suspend forth- with, any member/associate for a period not exceeding one month in the event the Hon. Secretary bonafidely believes that the act complained of amounts to an in disciplined behavior of a grave nature. Notwithstanding the suspension, a suspended member/associate shall pay all the dues to club payable as on the date of suspension and shall continue to pay monthly subscription as and when they become due. However, such per- son be exempted from payment of cover charges. The suspension, if any imposed by the Hon. Secretary shall have to be approved by the "Committee" at its next meeting. In the absence of such an approval the suspension shall be null and void

b) In the event of a complaint against the Hon. Secretary, the same has to be addressed to the President who in turn shall place the same before the Executive Committee in the immediate next meeting. In such event the Hon. Secretary cannot be a part of the committee at the time of consideration of the complaint.

c) Without prejudice to the above, upon receipt of a complaint, the Hon Secretary shall call for an explanation from the member/associate against whom the complaint is made. After the receipt of the explanation, the complaint along with the explanation, shall be placed before the Committee forthwith for nee action

d) The Committee on considering the complaint and the explanation shall have the power to either dismiss the complaint or on a prima facie finding that the act complained

g) The power to penalize includes the following:

Minor Penalty :-

(i) Reprimanding/Warning
(ii) Imposition of fine
(iii) Withdrawal of Club facility
(iv) Suspension

Major Penalty:

Removal from membership of Club

In the event the penalty being removal of membership, then the same shall be subject to the approval by the ensuing General Body Till such time the suspension shall deem to have been continued A member once removed by the General Body shall not be re-admitted to the club by any committee.

Any member who has been suspended more than 3 times during his tenure as member of club shall automatically stand dismembered or removed from the membership of the Club.

A suspended member cannot stand for election to any post of the club for a period of 3 years from the day he/she is suspended.

The word of suspension occurring in this rule means suspension order approved by the Committee.

k) In this rule the word member means and includes all types of members, office bearers and other members of the Executive Committee.
Rule 17

RIGHT TO INFORMATION:

The resolutions passed by the "Committee", "Office Bearers" and "Sub-Committee" shall come under the purview of the Members with notice at the Office during "Office Hours".
Rule 18 Language

The language of the Club shall be English / Kannada.

Rule 19

General

a) Dependents other than the spouse are not permitted to bring guests to the club. Also Children/teenagers below the age of 18 years can remain in the club premises after 7-30 p.m. only if accompanied by either of their parents. Dependents below the age of 7 are permitted to stay in the club premises subject to such rules or conditions as may be prescribed by the committee from time to time.

b) Dependents other than the spouse are permitted to use the facilities and services offered by the Club and to sign bills and vouchers of the Club with the written permission from the member and subject to such rules and conditions as may be prescribed by the Committee from time to time. These Rules shall supersede all previous rules and all Resolutions passed by the previous General Body
Rule 20

Dissolution:

Any proposition to dissolve the Club must follow the procedure laid down in Section 22 of the Karnataka Societies Registration Act 1960. Vouching of Cash and bank payments.

Preparation of quarterly Income and Expenditure statements with specific comments on the increase or decrease of Income and Expenditure during the quarter.

DUTIES:

The internal auditor while auditing a particular section, should intimate the Chairman of the said unit. The Chairman with the assistance of the office should see that all the Registers and Records are made available to the Auditors. If the auditors observe any detect they should give a half margin memo to the unit supervisor who should famish a reply in writing.

If the replies are not satisfactory, he should indicate the same in report and also inform the Chairman of the sub-committee to take remedial action. The Internal Auditor should hand over the report to the Hon. Secretary under acknowledgement.

As the Finance Sub-Committee has to discuss the audit report in its meeting the Internal Auditors should see that the audit report is submitted to the Hon. Secretary 3 days in advance, so that all the members of the Committee are given a copy for discussion.

APPENDIX III

EXECUTION OF PROJECTS THE POWERS OF THE EXECUTIVE COMMITTEE

As per rule the Executive Committee may sanction capital expenditure not exceeding Rs. 15,00,000/- in an official year commencing from 1st July of every year. A marginal increase of 10% subject to ratification by the General Body is permissible. When the estimated expenditure exceeds Rs. 15,00,000 prior approval of the General body must be obtained. Any such increase should be in exceptional circumstances and not taken for grad Under no circumstances it should become a routine feature, every year.

APPENDIX I PROCEDURE TO BE FOLLOWED FOR PURCHASES:

Three quotations to be obtained by the respective Chairman for all purchases above Rs. 10000/- and forward them with his/her remarks to the Hon. Secretary. The Hon. Secretary shall place the quotations and the Chairman's remarks before the forthcoming Office Bearers Meeting and take a decision. Such decision is to be brought to the notice of the EC. in the form of Secretary's Report The EC Members have a right to inspect the documents at the EC Meeting. The Office copy of the Purchase Order shall bear the sig nature of the Chairman and the Purchase Order shall bear the signature of the Hon. Secretary. The supplier's bills are to be certified by the Club staff for quality, quantity and rate and amount and should be initialed by the concerned chairman before effecting payment.

APPENDIX II INTERNAL AUDITORS:

As per rule the Executive Committee shall appoint an Internal Audi for and fix his/her remuneration based on the following scope of work and duties:

SCOPE

Reconciliation of members accounts with Sundry Debtors account on monthly basis.

Reconciliation of Bank Accounts on monthly basis.

Verification of subscription and tournament fees in individual sections

Physical verification of stock of Bar on monthly basis. Cross verification on monthly basis of sales at individual sections with sales reflected in the books

Vouching of Members bills

Vouching of Cash and bank payments.

Preparation of quarterly Income and Expenditure statements with specific comments on the increase or decrease of Income and Expenditure during the quarter.

DUTIES

The internal auditor while auditing a particular section, should intimate the Chairman of the said unit. The Chairman with the assistance of the office should see that all the Registers and Records are made available to the Auditors. If the auditors observe any defect they should give a half margin memo to the unit supervisor who should furnish a reply in writing.

If the replies are not satisfactory, he should indicate the same in report and also inform the Chairman of the sub-committee to take remedial action. The Internal Auditor should hand over the report to the Hon. Secretary under acknowledgement.

As the Finance Sub-Committee has to discuss the audit report in its meeting the Internal Auditors should see that the audit report is submitted to the Hon. Secretary 3 days in advance, so that all the members of the Committee are given a copy for discussion.

APPENDIX III EXECUTION OF PROJECTS THE POWERS OF THE EXECUTIVE COMMITTEE

As per rule the Executive Committee may sanction capital expenditure not exceeding Rs. 15,00,000/- in an official year commencing from 1st July of every year. A marginal increase of 10% subject to ratification by the General Body is permissible. When the estimated expenditure exceeds Rs. 15,00,000/- prior approval of the General body must be obtained. Any such increase should be in exceptional circumstances and not taken for granted. Under no circumstances it should become a routine feature, every year.

As soon as the New Executive Committee assumes office, priorities of new works must be worked out in its meetings.

The Chairman of the Sub-Committees concerned while proposing new works shall explain the necessity of such works proposed and prepare the project report comprising plans and estimates and submit the same to the Hon. Secretary.

The Hon. Secretary should place the same at the forthcoming Office Bearers meeting.

If the Office-Bearers come to the conclusion that the work should be taken up, they must place the same before the Executive Committee as a subject. The approval has to have a two thirds majority. A copy of the project report with all the details and the opinions of the Office Bearers should be furnished to every member of the Executive Committee well in advance.

Once approved by the EC, a copy of the plan with brief details may be exhibited on the Notice board of the Club, for the information of members. If the proposal does not meet with the approval of the Chairman then the Office Bearers shall inform the concerned Chairman in writing the reason for the non approval. The Executive Committee should also fix up the time schedule, quality control, guarantee period and penalty clause.