SAGES

RULES AND REGULATIONS OF THE SOCIETY

1. Name of the Society: Shimla Amateur Garden & Environment Society (SAGES).

2. Office: SAGES, 4 Elfin Lodge, Chaura Maidan, Shimla, 171004

3. Definition: In these presents unless there is anything repugnant in the subject context:-

(a)     The ‘Office’ means the registered office of the Society i.e. Shimla Amateur Garden & Environment Society (SAGES)       .
(b)     The ‘Secretary’ means and includes any person appointed to perform the duties of Secretary of the society.
(c)     The ‘Society’ means the Governing Body of the society.
(d)     The ‘act’ means the Society Registration Act, of 1860.

AIMS AND OBJECTIVES:-

(i)      To promote ornamental horticulture in Shimla area particularly the aesthetic and utilization aspects of gardening amongst its residents, societies and institutions.
(ii)     To organize flower shows, seminars symposia, workshops, demonstrations, festivals, award ceremonies and other related events to promote gardening and environmental consciousness.
(iii)    To print and publish newsletter and other popular literature for the advancement of the aims of the society.
(iv)    To arrange the supply of seeds, plants, garden tools, implements, fertilizers, pesticides etc. to the members.
(v)     To render technical advice to members.
(vi)    To establish and maintain mutual relations with other similar organizations within India and abroad.

EXECUTIVE COUNCIL

10. The management of the affairs of the Society shall vest with the executive council.

11.     The Executive Council shall act on the general policy laid down by the society and the actions by the council shall be subject to review at the next Annual General Body Meeting of the Society.

12.     The Executive Council shall consist of:
(i)      One President
(ii)      Two Vice President
(iii)    One Secretary
(iv)     One joint Secretary
(v)     Fifteen Executive Councilors

13. The Executive Council shall be elected after two years in the general body meeting and the office bearers of the Executive Council shall be elected by the Council members. Each office bearer can be elected only for two consecutive terms on the same post.

14. The Treasurer shall be responsible for all the financial affairs. He shall keep accounts, receive deposits and make payments under the directions of the Executive Council.

15. The Secretary shall be responsible for day to day working of the society. Joint Secretary shall actively assist him. The day-to-day working of the Executive Council shall be governed by rules of business to be drawn up for the purpose.

16. All the above office bearers of the society shall work in honorary capacity and shall not receive and remuneration for the service rendered to the Society.

ELECTIONS OF THE OFFICE BEARERS

17. All the elections to the Executive Council shall take place at the Annual General Body Meeting of the Society, interim vacancies being filled up by the Executive Council by co-option.

18. The following procedure shall be adopted for elections to Executive Council.
(i)   Nominations for election shall be invited from the floor of the house.
(ii) All voting shall be by secret ballot.
(iii) Voting by proxy is not permissible.
(iv) The votes shall be scrutinized by a committee nominated at the Annual Meeting for the purpose.
(v)   Election will be decided by a majority of valid votes. Tie ballots shall be decided by drawing lots.
(vi)   All retiring office bearers shall be eligible for reelection.
(vii)  The office bearers of the council will be elected by the Executive Council in its first meeting.

MEETINGS

19. Before the 31st March each year, an Annual General Body meeting shall be held for the presentation of a report on the year’s working of the society, together with a statement of accounts and for the election of the Executive Council. Twenty days clear notice shall be given by post by the Secretary to all members and an agenda approved by the Executive Council will also be circulated at the same time. No matter that is not on the agenda paper, shall be considered at the Annual General Body Meeting, without, without the consent of the President.

20. An Extraordinary General Body Meeting of the Society shall be convened on the request of the President or, on the written request of not less than one third of the members in good standing, provided the requisition clearly states the purpose of calling such a meeting. The notice of such a meeting alongwith the agenda will be posted to members at least twenty days in advance.

21. Thirty percent of the members present shall be the quorum for each meeting of General Body.

22. The Executive Council shall meet once a month or periodically at the discretion of the President or at the request of one third members of the council.

23. The date and time of holding each meeting of the Executive Council shall be notified by the Secretary to each members of the council at least one week before the date on each members of the council at least one week before the date on which such meetings are to be held. Non- receipt of such notices by an member of the council shall in no way invalidate the proceedings of the meeting.

24. Five members of the Council shall form a quorum. In thee ven of incomplete quorum, the members present shall be competent to take into account the subject awaiting discussion and to propose resolution (s) upon them for consideration and confirmation by the council.

REMOVAL

25. The right to remove a member should vest with more than fifty percent of Executive Council Members voting in favour of the motion out of a minimum of three-fourth of the Executive Council Members present in the meeting.

DISCUSSION

26. The Society cannot be dissolved unless it is voted for by more than three fourth majority of the members, with a minimum of 50% members present in the meeting.

AMENDMENT

27. Any motion moved for altering the existing rules or for enacting new ones shall be submitted to the Executive Council which shall convene a special meeting for the propose. If three fourth majority of the members vote in favour of such a motion, then this shall be included in the agenda of the next Annual General Body Meeting which shall have the power to ratify or override the motion.

28. In order to be effective, the amendments proposed by the Executive Council, shall be passed by the General Body Meeting, by over three fourth majority of the members present and voting.

AUDITING OF ACCOUNT

29. The accounts of the Society shall be got audited annually and shall be put up before the general body meeting for ratification.

SHIMLA AMATEUR GARDENING & ENVIRONMENT SOCIETY

RULES OF BUSINESS

FINANCIAL

1.a. Money Receipts, expenditure will be handled through a bank account. Bank account will be opened with the authorization of the Executive Committee in the name of Shimla Amateur Garden & Environment Society (SAGES). Four person of the executive Committee will be nominated by the Executive Committee and any two of the four persons shall sign the cheques.

1.b. Treasurer shall be responsible for all the financial affairs. For day to day working of accounts, Treasurer will maintain a receipt book, cash book, ledger, expenditure voucher file, cheque books, pass books & official stamps.

In the absence of Treasurer, Secretary/Joint Secretary shall collaborate to ensure smooth handling of the financial affairs.

1.c. All the money receipts will be deposited in the bank, the counter foil will be preserved and proper entries shall be made in the cash book.

1.d. Secretary can draw a contingent amount of Rs. 500/- for day to day expenditures. The detailed account of the expenditure will be maintained in a register and recorded in the cash book. The expenditure will be verified by the executive committee on its meeting.

1.e. Any expenditure of more than Rs. 500/- at a time, will be made through crossed cheques and the expenditure will be got approved from the President and later on got ratified in the next Executive Committee Meeting.

1.f. The annual balance sheet will be got audited by a Chartered Accountant & will be passed in the annual General Body Meeting & Published in the Society newsletter alongwith the annual report.

GENERAL RULES:

2.a. The Society shall empower Executive Committee to take any decision on behalf of the Society according to the guidelines laid down in the Memorandum of Association.

2.b. The Executive Committee will act on behalf of the society for the upliftment/benefit of the community according to guidelines laid down in the Memorandum of Association.

2.c. The purview of the Executive Committee will be:
i.    to take decisions regarding expenditure of flower shows, seminars, symposia workshops etc.
ii.  To employ any person for the smooth functioning of society.
iii. To authorize resource persons for consultancy etc.
iv.  to authorize purchase & sale of garden materials etc.
v. to authorize publication of newsletters, bulletins or any magazine related to the Society functioning.
vi.      to authorize contingent expenses like postage, stationary, telephone electricity, office expenditure, entertainment etc.
2.d. The Executive Committee will be authorize to take any decision to raise funds for the working of Society by donations (Government & NGO) & advertisement etc.

2.e. The annual report will be prepared by the Executor Committee and presented in the annual General Body Meeting.

PUBLICATION

3.a. Executive Committee Constitute an editorial board to lookafter any publication of the society.

3.b. The editorial board will be working for the benefit/unliftment of the aims and objectives of the society.

3.c. The editorial board shall be responsible for the publications of the society through the directions of the Executive Committee.

Any amendment in these rules will be made in the General Body meeting.