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HISTORY : RULES OF THE STC(G) OBA

There appeared to be some confusion with regard to Rules as existing and followed in practice due to changes of office bearers over a long period of time. It was felt that a complete revamping be done and culminated in the following resolution, being adopted unanimously, at the Annual General Meeting of the OBA on 23rd February 2003 held at Gurutalawa:

It is resolved and hereby approved that the Rules of the S.Thomas’ College Gurutalawa Old Boys’ Association adopted at a General Meeting of the Association held on 21.02.1959 and subsequently amended in the revised rules set out by the then Secretary on 16 July 1990 and also revised thereafter at the Annual General Meeting of the Association held in February 1993, be rescinded and be supplanted in toto, by a new set of Rules, as hereby formulated in the annexure to the notice of this Meeting held at Gurutalawa on the 23rd Day of February 2003.

S. THOMAS’ COLLEGE GURUTALAWA

OLD BOYS ASSOCIATION  (ESTD 21.02.1959)

RULES

NAME                 1.            The Association shall be known as the S.Thomas’ College  Gurutalawa Old Boys Association                     (hereinafter referred to as the “Association” )

ADDRESS           2.            The address of the Association shall be: c/o S.Thomas College, Gurutalawa but by resolution the Executive Committee, during its tenure, may give the address of any of its office bearers for the sole purpose of the expedient conduct of correspondence and the membership so informed.

OBJECTS             3.         The Objects of the Association shall be:

(1)         To rally round the College, all the old boys and well wishers of the College, who desire to  uphold the traditions and assist the College in every way they can.

(2)          To  promote activities for the benefit of the College.

(3)          To co-operate with and assist the Headmaster of the College for better administration and   management and to maintain traditions and proper standards.

(4)          To afford guidance and encouragement to the younger generation of Old Boys.

(5)          To enable Old boys to keep in touch with each other and promote fellowship among them.

 

MEMBERSHIP   4.         (1)        The Association shall consist of Life Members and Honorary Members referred to herein as                                             Members.

(2)        Old boys of S.Thomas’ College, Gurutalawa (referred to in these Rules as “the College”), Old Boys of S.Thomas’ College, Mt.Lavinia, and past and present members of the teaching staff of the College, may become Members of the Association on application and payment of a prescribed fee, as fixed by a resolution adopted at an Annual General Meeting and which fee is  presently Rs.500/-.

PROVIDED THAT:

Applicants of the Tutorial staff have served at least one full academic year at College.

AFFILIATION                 (3)            The Association may accord ‘affiliated’ status to any Groups of Old Boys who are constituted into a Body of not less than 25 members, and who are all members of the Association, at any Annual or Special General Meeting.

PROVIDED THAT:

The Rules, by which the said Body is constituted, are not in conflict with those of the Association and it makes any changes of its Rules in conflict, and shall keep the Association informed of any changes that arise in the future. 

HONORARY

MEMBERS         5. Any person shall become an Honorary Member of the Association on his being elected at an Annual General Meeting of the Association on the nomination by the Executive Committee , but the number of Honorary Members of the Association  shall not exceed ten at any given time.

PATRON             6. The Warden of S.Thomas’ College Mt.Lavinia, shall by virtue of his office, be the Patron of the Association and be a member of the Association for life.

PRESIDENT     7. The Head Master of the College, shall by virtue of his office, be the President of the Association and be a member of the Association for life.

OFFICE

BEARERS         8. The Office Bearers of the Association shall be;

(1)                A President (ex-officio)

(2)                A Senior Vice President

(3)                Three Vice Presidents

(4)                A Secretary

(5)                A Treasurer

(6)                An Assistant Secretary

(7)                An Assistant Treasurer

EXECUTIVE

COMMITTEE     9.         The Management and Administration of the Association shall vest in the Executive

                                                Committee consisting of:                             

(1)                The nine (9) office bearers of whom eight (8) shall be duly elected at an Annual General Meeting provided that any of them shall not be eligible for re-election if he has served 3 consecutive years as an office bearer in whatever office that may be,  and

(2)          Sixteen members of the Association of whom:

a.    Eleven members shall be duly elected at the Annual General Meeting on the    

following basis:

Two members in the age group less than 30 years

Three members in the age group of 30 to 40 years

Three members in the age group of 40 to 50 years,

and Three members in the age group over  50  years and,

b.       Five members who shall be co-opted by the Executive Committee of whom, one member shall be the outgoing Secretary, if not re-elected,  notwithstanding that he may have served three consecutive years in any office and not more than one member shall be among those members, who being eligible for membership, has not been an Old Boy or Member of the Staff of the College.                              

                 VACANCIES                          (3) The Executive Committee may fill any vacancy if sufficient members have not       been elected under Rule 9 (2) and also that may occur in the Committee during its period of office from among the membership and appoint any member as an office bearer in case of vacancy thereof.

(4)    The Executive Committee shall hold at least nine Meetings a year and  the quorum for   a meeting of the Executive Committee shall be  ten.

(5) Any member of the Executive Committee who fails to attend three consecutive   Meetings of the Executive Committee without notice of absence shall ipso facto cease to be a member thereof and the Executive Committee shall act in terms of Rule 9(3).

(6)          The members of the Committee elected at any Annual General Meeting shall remain so elected, till the next succeeding  Annual General Meeting is declared closed by the President.

(7)          The Executive Committee shall also nominate a Member to represent the Association in the Board of Governors in terms of Rule 1.4 of the Rules of S.Thomas’ College Board of Governors, when an election to the Board of Governors is due, or the current member, if from the Association, resigns or relinquishes his office.

CONTROL OF

FUNDS                   10.       (1)            The Executive Committee shall be responsible for the Funds of the Association

and proper  disbursements thereof and shall present an Audited Statement of Accounts made  up to the year ending 31st December in each year at the Annual General Meeting. It shall also send this Statement of Accounts to the members with the Agenda of the Annual General Meeting, for adoption as in Rule 12(2)e.

(2) The Executive Committee shall open Bank Accounts of the Association as    considered necessary by resolution and authorize the President, Senior Vice President or any Vice President to be one signatory while the Treasurer or the Assistant Treasurer shall to be the other signatory.

(3) Expenditure in excess of Rs.500,000/- for any specific  project other than for the College, must be  voted on and  passed at an AGM or SGM.

RESPONSIBILITIES OF THE OFFICE

BEARERS            11.            Responsibilities of the Office Bearers shall be

(1) The President: Shall chair all Annual & Special General Meetings and the Meetings of the Executive Committee.

He shall have a casting vote in addition to his own vote in the event of equal votes at any of the above Meetings.

(2)      The Senior Vice President: Shall chair any Meetings in the absence of

the president and have the same privilege of a casting vote.

(3)      The Vice Presidents:  One of whom, being the most

senior in admission to the College, shall chair any Meetings in the absence of the President and the Senior Vice President, and enjoy the same  privilege of a casting vote.  

(4)      The Secretary: Shall convene all Meetings as required by these Rules

and shall maintain a Book of Minutes of the proceedings at all Executive Committee & General Meetings. He shall carry out the decisions of the Executive Committee and shall cause a Report of Activities of the Association duly approved by the Executive Committee to be submitted at the Annual General Meeting. He shall maintain and update the Register of Members of the Association and ensure the issue of Membership Cards.

(5)      The Treasurer: Shall maintain a true and accurate record of all accounts and

transactions. He shall promptly issue official receipts for all payments received. He shall table a statement of the monies received and sums disbursed and give the balance in the banks at every Executive Committee Meeting. He shall be responsible to prepare the final statement of accounts for approval of the Executive Committee and cause them to be presented at the Annual General Meeting after Audit.

(6)           Assistant Secretary: Shall assist the Secretary and act for the Secretary during his       absence and discharge the due responsibilities.

(7)      Assistant  Treasurer: Shall assist the Treasurer

and act for the Treasurer during his absence and discharge the due responsibilities.

ANNUAL GENERAL

       MEETINGS       12.           (1)             An Annual General Meeting shall be held each year as far as practicable, as  has been customary on a date of the weekend in the third week of February, as shall be determined by the Executive Committee and in any event before 31st  March every year, considering the due convenience of the Members of the Association.

 

AGENDA                           (2)        The Business to be transacted at an Annual General Meeting shall be:

a.                   Notice of Meeting to be read out by the Secretary.

b.                   Condolences.

c.                   Adoption of Minutes of previous Annual General Meeting and/or Special General  Meeting,  if any.

d.                   Tabling the Report of Activities for the year in the form of a Secretary’s Report to Members.

e.                   Tabling the Statement of Accounts and adoption of same.

f.                    Election of Office Bearers & the Members of the Executive Committee.

g.                   Tabling the Head Master’s Report.

h.                   Any Motion/Resolution of which due notice has been given.

i.                     Appointment of Auditors.

j.                     Any other business.

 

    QUORUM    (3)                       he Quorum for an Annual General Meeting shall be thirty Members.                                   

     NOTICE                   (4)           (i) The Secretary shall give thirty five days Notice of  the date of the  Meeting in the Press calling for such Resolutions as any Member/s wish to propose under  item 12 (2) b of the Agenda laid down for an Annual General Meeting.                                                                       

(ii)                 Any member may submit to the Secretary, a resolution to be considered at the Meeting within fifteen days of the Notice of the Meeting and the Secretary  shall circulate to the members entitled to receive the notice of the meeting, such resolution and any statement in respect of the matter referred to in the proposed resolution, within fourteen days of the date of the meeting.

(iii)                No notice shall be required on such matters as commendations, appreciations and the like, which may be raised by any member and taken under “Any Other Business”.

 

(5) The Audited Statement of Accounts, the Secretary’s Report, any Motions/Resolutions received, and the draft of the Minutes of the previous Annual General Meeting or Special General Meeting (if any) shall be sent to the Members by the Secretary, at east fourteen days before the Annual General Meeting.

SPECIAL

GENERAL

MEETINGS         13.       Special General Meetings of the Association

(1)    (a) May be summoned by the Executive Committee of it own motion or,

(b) Upon any Fifteen Members giving notice of a Motion or Resolution in writing

(2)    The Secretary shall summon a Special General Meeting giving at least 10 days notice to Members indicating the nature of business to be transacted except in the case of changes to the Rules, when twenty five days notice shall be given.

(3)    The quorum shall be the same as for an Annual General Meeting.

(4)     No other business other than for which the Special General Meeting was summoned, shall   be discussed or voted upon.

 

RE-UNION           14.       The Association shall hold a Re-Union of Old boys at   Gurutalawa  on a suitable day as decided upon by the Executive Committee, at least once every year.

 

   VOTING      (15)       Voting at all General Meetings shall be by show of hands and no member shall be entitled to vote by Proxy.

 

AMENDMENTS   16.       These Rules shall be amended by a Motion/Resolution moved at an Annual General

Meeting or Special General Meeting and passed by a majority of two-thirds of the Members present at the Meeting.

 ENDS AT RULE 16. *******************************As resolved & accepted on 23 February 2003.