Lake Friends

The official year of the society shall commence on 1 st January and shall close on 31st December every year.

i) Honorary members;
ii) Life Members / Couple Life Members;
iii) Annual Members / Couple Annual Members;
iv) Associate Members.

The Executive Committee may admit to membership any person of any caste, creed or sex who has attained the age of 18 years and agreed in writing to be bound by the Memorandum of Association and Rules and Regulations of the club and who in the opinion of the Executive Committee will be interested in the advancement of the Society.

The power to admit members is the sole and absolute power of the Executive Committee and the Executive Committee may refuse to admit any person as a member without assigning any reason thereof.

i) Honoray Member :

Any person who has outstanding contribution in any field of activities of the society or related matters and/or whose connection or association with the Society is considered to be useful for the interest and development of the society may be admitted as a Honorary Member.

ii) Life Member / Couple Life Member :

Any person or couple who believes in the objects and purposes of the Society as contained in the Memorandum of Association of the club and who :* agreed to abide by the Rules and Regulation of the club and pay a lump sum amount may be admitted as Life Member / Couple Life Member of the club as decided by the Executive Committee. Existing Couple Life Members will continue as such. No new couple life members will be admitted.

iii) Annual Member/Couple Annual Members :

Any person or couple who believes in the objects and purposes of the Society as contained in the Memorandum of Association of the club and who agreed to abide by the Rules and Regulation of the club and who after completion of the necessary formalities pays the Admission fee and Membership fee for single member, Admission fee and Membership fee for couple members will be eligible for membership. The quantum of Admission fee and Membership fee and donation, if any, will be decided by the Executive Committee time to time. Existing Couple Annual Members will continue as such. No new Couple Annual Members will be admitted.

iv) Associate Member :

An associate member may be admitted for the swimming session commencing from April, and continuing upto September every year subject to variation of this period due to natural calamities and flood or any other circumstances beyond the control of the Club Management after he/she has properly filled in the prescribed form and complied with other -formalities and has been cleared by the sub-committee appointed by the Executive Committed provided he/she pays the Membership Fee as decided by the Executive Committee time to time.

3A. Patrons :

Persons who may substantially contribute to the Development and/or prosperity of the club and/or a sustained well-wisher of the club may be admitted as a patron in a regular meeting of the Executive Committee but the same will have to be subsequently approved in the next Annual / Special General Meeting.

3B. Spouses of the Annual Members / Life Members

i) The spouses of the Annual Members / Life Members will be allowed to avail the club facilities excepting taking part in election or be elected in any committee.
ii) In third year she will remain as guest but may submit application for Annual Membership, which will be considered by the Executive Committee on merit.

3C. Children of the Annual or Life Members

i) The dependent children of the Life Members / Annual Members below the age of 18 years shall be allowed the facilities of the club as an Associate Member on payment of the requisite fees, but they will be allowed to follow the timings of their parents or any time convenient to him/her.
ii) After 18 years of age such son/daughters of Annual Members /Life Members will be allowed to apply for annual membership of the club when the executive committee decides to take such annual members and those applicants if fulfills other conditions will be favorably considered by the Executive Committee in the matter of Annual Membership.

3D. General rules for processing admissions of Life Members and Annual Members

i) The Executive Committee will determine and decide the number of Life Members and Annual Members will be taken for a particular year or a block of years. Accordingly the notice will be issued to the Notice Board of the Club laying down conditions and all intending candidates will have to apply in the prescribed form to be available in the office of the club within the period specified in the notice.
ii) The candidate's names will be proposed and seconded by Annual / Life Members of 5 year's standing and the application forms will be scrutinized by a Committee / Membership Sub-Committee and the said Committee will call the candidates for personal interview to finally assess their suitability and submit their recommendations for final decision of the Executive Committee.
iii) The Executive Committee will finalise the list of members in earliest possible time and thereafter the candidates will be asked to deposit the Admission Fee, Membership Fee and an amount of donation as decided by the Committee.
iv) Life Couple Members and Annual Couple Members are entitled to participate in the Annual General Meeting and to elect and to be elected as a member of the Executive Committee.

i) Annual Members shall renew their membership within 20th January of every year.
ii) Any member not renewing within the specified date will be treated as defaulter, however their subscription will be accepted upto 20th February but they will not be allowed to participate and vote in the annual general meeting of the relevant year nor be allowed to stand as a candidate or participate in voting arid election.
iii) The defaulting member failing to renew his/her membership within 20th February will however be allowed to renew his/her membership up to 15th May with a capitation fee to be fixed by the Executive Committee time to time.

a) The defaulter Annual Member who will not renew his/her membership up to 15th May will cease to be a member of the club.
b) On his/her becoming insane or insolvent.
c) On his/her conviction of any offence in connection with the formation, promotion, management or conduct of affairs of society or a body corporate or of any offence involving moral turpitude.
d) Cessation of membership will also occur if a member tenders his/her resignation in writing to the General Secretary of the club and that is duly accepted by the Executive Committee.

ii) Re-admission

Any Annual Member of the club who ceases to be a member of the club will be eligible for readmission if he/she applied to the General Secretary stating his/her reasons for defaulter or discontinuance with satisfactory and convincing reasons and documents regarding his/her membership and the General Secretary shall place the matter before Executive Committee and on specific approval of the Executive Committee, the General Secretary will direct such person to pay all his/her arrear subscriptions in full within seven days from the date of readmission.

The society shall maintain a register of members containing the names, addresses and their occupations, name of the spouse/father, educational qualifications, the date of admission and the date of cessation of membership. The register will be kept open for inspection of the members of the society on requisition. All entries required to be made therein shall be entered within a period of 15 days from the date of admission/cessation of membership.

Any Life/Couple/Annual Couple Members of the society has the right-
a) to enjoy all the benefits of the club as available.
b) to elect and to be elected in any election of the society, subject to the limitation as stated herein.
c) to submit suggestion for discussion to the Executive Committee on any matter relating to society.
d) to inspect the accounts and the proceedings of the meetings of the society on appointment with the General Secretary.
e) to pay his/her subscription within the prescribed time. Defaulting members shall not be allowed to take part or vote in a meeting. Members shall have one vote each.

Frequent action of any member if found by the Executive Committee to be detrimental to the interest and is in -violation of the rules and regulations of the society, he/she may be after due enquiry, censured, suspended or expelled from the membership by the Executive Committee. In that case the Executive Committee shall first serve the member concerned with a show cause notice showing therein the charges framed and ask him/her to submit his/her statement of defense within a month. On receipt of the explanation the Executive Committee shall have the power to take suitable measures against the delinquent member after allowing him/her to defend his/her case. If no reply to the show cause notice is received within a month, the Executive Committee may take an ex-parte decision.

Members shall notify to the General Secretary in writing any change in their addresses.

The General Management of the Society and administration of its affairs shall be vested in the Executive Committee.

The Executive Committee shall consist of the following 15 members (all members are Honorary)
a) President
b) Two Vice-Presidents
c) One General Secretary
d) One Asstt. General Secretary
e) One Treasurer
f) One Secretary (Swimming)
g) Eight members of the Society (at least one of them shall be a lady).

The Executive Committee shall be elected every year in the Annual General Meeting from amongst the Annual/Life Members of the Club of not less than full 5 years' standing.

a) The newly elected office bearers of the Executive Committee shall take office within 10 days after they are elected.
b) The office bearers of the outgoing Executive Committee particularly the General Secretary and Treasurer shall be duty bound to facilitate smooth handover of the charges including the Membership Register, records, documents, funds and accounts of the club to the newly elected officer bearers of the Executive Committee within the said period.
c) Any officer bearer failing to do so or in any way blocking the takeover of the charges by the new committee by holding any record, documents or papers relating to club, accounts and assets will be deemed to be an act of breach of trust and he/she shall be proceeded against in accordance with the law of the land subject to provisions of the W. B. Societies Registration Act, 1961.

In case of any vacancy arising in the Executive Committee in the course of the year by reason of resignation, removal or death of a member or members the vacancy shall be filled up cooption by the Executive Committee within thirty days from the date of resignation etc.

The Executive Committee shall in addition to the duties prescribed elsewhere:
a) To fix the subscription and fees on all heads and control the dues and funds of the Society and expend the same.
b) Appoint Special Committee or Sub-Committee for specific purposes, as may be found necessary.
c) Fill up any temporary vacancy in the office-bearers of the Society or a member of the Executive Committee.
d) Expel or suspend any member or remove from office any member of the Society who is found guilty of working against the interest of the Society or deliberately acting in contraventions of any of the rules and bye-laws of the Society. Such decision should be taken at least by two thirds of the members or the Executive Committee present at a meeting called for the purpose and be subject to its being confirmed or over-ruled by a General Meeting of the members in a Special General Meeting convened for this purpose,
e) Have power from time to time, to make such bye-laws as may to them appear conducive to good administration of the affairs of the Society and to do all other acts and things as they think fit for promoting the objects and general welfare of the Society, provided that such bye-laws, act or thing are not repugnant to anything contained in these rules.
f) Have power to acquire by purchase or by taking lease/hire or otherwise, lands, building, and other immovable properties or transfer or alienate by sale lease or otherwise any such properties as aforesaid both the transaction i.e. to acquire and to transfer or alienate being for and in the interest of the society, provided that for this purpose the President and General Secretary will execute all necessary documents or title deeds and take/give possession of such properties for or on behalf of the Society, provided further that in the absence of the President, either of the Vice-Presidents will do necessary acts as aforesaid.

A. The President of the club shall have the following powers and duties

i) The President shall have the overall power of supervision of the work of all the officer bearers of the club.
ii) The President shall generally preside over the meetings of the Executive Committee, Annual General Meeting and Special General Meeting, if any, decide points of order, put questions to vote, in case of there being equal number of votes, the issue will be decided by the casting vote of the President.
iii) The President jointly with the General Secretary shall have the Power of executing deeds and documents in connection with the affairs of the society and to do all acts and deeds necessary for and on behalf of the club provided that in doing so they will have to obtain consent of the majority of the Committee in an Executive Committee Meeting.
iv) The President shall have the power to ask the General Secretary to call a meeting of the Executive Committee and to call such meeting himself if the General Secretary fails to do so within a reasonable time i.e. 3 days. The President shall have the same power in case of a Special General Meeting on requisition by the requisite number of members.

B. Vice President

i) One of the Vice-Presidents will preside over the meetings of the Executive Committee or Annual General Meeting or Special General Meeting in absence of the President.
ii) The Vice-President shall assist the President in all matters.

C. Powers and duties of the Genera! Secretary

The General Secretary shall, subject to the control and direction of the Executive Committee:
a) Exercise general supervision over all the affairs of the society and control the management of the society.
b) Carry on all correspondences on behalf of the society other than those conducted by the President.
c) Keep an up to-date register of all the members of the society with the addresses and revise such register from time to time as the occasion may arise.
d) Issue general circulars and notices.
e) Convene all meetings of the Executive Committee and as well as the General Meeting and keep minutes of such meetings.
f) Answer all questions put up by the members of the Executive Committee or at a General Meeting, for which at least 7 days’ notice shall be required.
g) Look into the accounts of the society and check and pass all disbursement vouchers.
h) Prepare and lay before the Executive Committee a draft Annual Report of the working of the society together with ah audited accounts.
i) May incur expenditure up to the limit of Rs. 1,000/- (Rupees One thousand only) in a bill during the intervening period of two meetings of the Executive Committee and such expenditure have to be placed with all relevant particulars and get approved by the next Executive Committee meeting which will have to be convened within a month.
j) The General Secretary will cause to place before the Executive Committee the periodical accounts expenditure incurred during the intervening period of the two Executive Committee Meeting for its approval.
k) Will handle the appointments and removal of the paid employees of the club and will be responsible for efficient discharge of their duties.

D. Asstt. General Secretary

The Asstt. General Secretary will mainly look after the office work and general administration and coordination of the work of the club as assigned to him by the General Secretary from time to time. He may have to keep liaison, follow up action with authorities like KMDA, KIT, KMC, State Govt. and the State Swimming Federation etc. In the absence of the General Secretary he will act as General Secretary.

E. Power and duties of the Treasurer

The Treasurer shall subject to the control and direction of the Executive Committee:

a) Receive all deposits of money and grant receipts for them.
b) Arrange for the safe custody of funds.
c) Pay all bills duly passed by the General Secretary.
d) Maintain account books, accounts and get the same duly audited by the Auditor.
e) Shall ensure deposits of all receipts to the Bank and keep impressed cash not exceeding Rs. 1000/-(Rupees One Thousand only).
f) Grant facilities for inspection of accounts books to members of the Executive Committee on any date and time convenient to him (Treasurer).
g) The Treasurer will submit the periodical accounts of expenditure to the General Secretary sufficiently before the Executive Meeting so that the General Secretary can go through it and place in the next Executive Committee meeting.

F. Power and duties, of the Secretary (swimming)

i) The Secretary (swimming) will be responsible for the Swimming Dept. -of the club. He/she-will under the general guidance of the General Secretary plan and execute the swimming programmes timings, selection of Training, keep pool and changing rooms in readiness and tidy and he/she will place his/her action plan and budget before the Executive Committee through the General Secretary.
ii) Regarding the admission of Associate Members and other work mentioned hereinbefore, he/she will be assisted by a swimming sub-committee consisted of minimum three members and the Secretary (swimming) and the General Secretary will be ex-officio members of the subcommittee,

The General Members will appoint a Chartered Accountant as Hony. Auditor at the Annual General Meeting, In case of temporary vacancy caused by death / resignation of the auditor, the executive committee will appoint an Auditor to fill the casual vacancy.

The Annual General Meeting of the society shall ordinarily be held on the last Sunday of February every year for the following purposes :
a) Adoption of minutes of last annual general meeting.
b) Adoption of the annual report and the audited accounts.
c) Election of office bearers and other members of the Executive Committee.
d) Appointment of the Hony. Auditor for the current year.
e) Consideration of any other business of which seven clear days’ notice has been given.

A Special General Meeting shall be called for any emergency which may arise or on requisition signed by at least by 50 members having voting rights stating the object or purpose of the meeting, being sent to the General Secretary who shall call such meeting within thirty days of the receipt thereof. No other business shall be transacted at such meeting.

a) Meeting of the Executive Committee shall ordinarily be held once every month, but such emergent meetings of the Committee may be convened as frequently as required by the General Secretary on his own initiative or on the motion of at least five member of the Executive Committee.
b) Minutes of all meeting shall be recorded and confirmed. Views of the Executive Committee in case of urgency, may be also ascertained by circulation, if necessary.
c) Any elected member of the Executive Committee, except the President and Vice- President absenting himself or herself from four consecutive meetings of the Executive Committee without assigning any valid reason, shall cease to be a member of the Executive Committee.

a) Annual General Meeting:- 15 days’ notice in writing to be given to all eligible members.
b) Special General Meeting: - Same as the Annual General Meeting.
c) Executive Committee Meeting:- At least 3 clear days' notice in writing.
d) Emergent meeting of the Executive Committee_:- At least 1 clear days’ notice in writing.
e) Sub-committee Meeting:- 2 clear days' notice in writing.

a) Annual General Meeting;- l/5th of the members having voting rights will form a quorum.
b) Special General Meeting:- 50 members having voting rights will form a quorum.
c) Executive Committee Meeting:- 5 members will form a quorum.
d) Emergent Meeting of the Executive Committee > As in Executive Committee Meeting.
e) Sub-Committee Meeting:-. l/3rd of the total number of members of the Committee (minimum 2).

If within half an hour from the time appointed for the meeting a quorum is not present, the meeting shall & stand adjourned to the same day in the next week at the same time and place, and if at the adjourned meeting quorum is not present, the members present, whatever their number, shall form a quorum.

Notice of any resolution to be moved at Annual General Meeting will have to be given in writing with a copy thereof to the General Secretary at least a week before the date of the meeting. Motions without due notice shall not be discussed or voted at the Annual General Meeting without the sanction of the Chairman and 2/3rd of the members present.

Every motion put up before the meeting including the general meeting shall be decided by the majority of votes of the members present. Each member shall have one vote only.
In the case of an equality of votes, the Chairman shall have a casting vote. No proxy be allowed.
b) Election of office-bearers shall be conducted by ballot at the Annual General Meeting.

a) The Executive Committee or the trustee of the society if any, shall be responsible for the safe custody of the funds, properties and assets of the society, will be given power to open and close the Bank accounts including deposit amounts in the name of the club.
b) The funds of the society shall be deposited with the Bank approved by the Executive Committee shall be operated jointly by any two of the following office-bearers, namely General Secretary with either Treasurer or Assistant General Secretary. General Secretary's signature will be a MUST.
c) Loan can be raised

The books of account and other statutory books shall be kept at registered office and shall be open to inspection of the members at such time as the Executive Committee directs on a written request made by any member.

The society may from time to time frame, alter, add to or repeal the rules at a special general meeting and /or annual general meeting at which 2/3rd of the members present shall vote in favour of such alteration or repeal.

The society shall be used and shall sue in the name of the General Secretary of the society, for the time being,

Subject to the provisions of Section 24 and 27 of the West Bengal Societies Registration Act, 1961 any ^ statutory modifications thereof, the society may be dissolved by a resolution to the effect passed by 3/4th of all eligible members of the society convened for this specific purpose. The said meeting shall also decide the manner of disbursement of the funds and assets of the club, if any, after dissolution.

Any matter not covered or provided for in these Rules and Regulations shall be governed by the relevant provisions of the West Bengal Societies Registration Act, 1961 and the Rules made thereunder.

RULES AND REGULATIONS