KE3A2 is a non-political, secular, democratically administered non-profit organization committed to provide a platform to its member for conducting social, cultural, academic, professional and other allied activities.

1. NAME
The name of the Association shall be KALABHAVAN ELCTRICAL & ELECTRONICS ENGINEERS’ ALUMNI ASSOCIATION (abbreviated as KE3A2 and hereinafter referred to as the ‘Association’)

2. OFFICE
The Registered Office of the Association shall be situated in the Electrical Engineering Department, Faculty of Technology & Engineering (Kalabhavan), The Maharaja Sayajirao University of Baroda, Vadodara – 390 001, Gujarat, India

3. AIMS AND OBJECTIVES

3.1 To create a platform for meeting and interaction amongst alumni of Electrical Engineering Department of Faculty of Technology & Engineering, M.S. University of Baroda (hereinafter referred to as ‘EE Dept) with a view -
(a) to cultivate friendship, fellowship and brotherhood amongst the Alumni members of the EE Dept,
(b) to exchange ideas, experience and knowledge of alumni engaged in various professional fields and technical areas for dissemination of this information for mutual benefit of alumni members and the development of EE Dept.
3.2 To facilitate conduction of conferences, seminars, symposia, workshops, refresher courses, lectures, educational visits etc -
(a) to create awareness of developments in emerging areas for keeping the members abreast of latest advances in the wide spectrum field of Electrical Engineering & Electronics, and to use such acquired information gainfully,
(b) to help and guide the EE Dept in shaping or reorienting academics of Graduate, Post- Graduate and Doctoral courses and promote research in the EE Dept to make them relevant to needs of the ever changing professional scenario.
3.3 To undertake relevant activities to help the EE Dept for its students such as -:
(a) Guidance & Counseling for their academic Program & Projects as well as Placement & Training,
(b) Conducting program in emerging areas of Electrical Engineering & Electronics and other areas useful in profession and entrepreneurship etc to enhance their horizons of knowledge.
(c) Providing incentives in cash or kind to deserving students.
3.4 To raise corpus funds for various activities in accordance with the objectives of the Association.
3.5 To pursue any activity that enhances the value and prospects of the EE Dept in particular and the alumni fraternity in general.

4. MEMEBERSHIP

4.1 Eligibility & Class : Any graduate, post-graduate or Doctorate degree holder in any course offered by the EE Dept or any present or former faculty member of EE Dept shall be considered eligible to enroll himself/herself as a member of the Association.
(a) Any eligible member residing in India shall be reckoned as a ‘Resident Life Member’.
(b) Any eligible member residing out of India shall be reckoned as a ‘Foreign Life Member’
4.2 Membership Fee : Any eligible member in terms of Clause 4.1 shall in order to be considered formembership has to get himself/herself enrolled by paying Rs. 10/- (Rupees Ten only) as Enrolment Fee. The Membership Fee shall be as under :
- (a) Resident Life Member : Rs. 500/- (Rupees Five Hundred only)
- (b) Foreign Life Member : US$ 100/- (Hundred US Dollars only)
  If a foreign life member desires to pay in Indian Currency, he may pay Rs. 4500/- (Rupees Forty Five Hundred only) towards membership fees. The enrolment fee of Rs. 10/- is included in the Foreign Life Membership.
4.3 Application Form : Application for membership shall be made in writing on the prescribed form along with the requisite amount of enrolment fee and membership fee. The Executive Committee shall have the right to admit or reject any application for membership without assigning any reasons whatsoever.
4.4 Privileges : Any eligible member having paid the enrolment fee and the membership fee shall be referred hereinafter as the ‘registered member’. Such a member shall have the right
(i) to participate in all the activities of the Association, and (ii) to vote at the Annual general Body or Special General Meetings, if he has registered as the member up to fifteen days before the date fixed for such a meeting.
4.5 Resignation/Disqualification : Any registered member desiring to submit his resignation from membership shall do so in writing to the Secretary of the Executive Committee. On acceptance of the resignation by the Ex-Com, the member shall cease to be a registered member of the Association and shall not be entitled to refund of fees paid by him. Any registered member whose acts are found to be prejudicial and harmful to the interests and effective functioning of the Association, shall be disqualified by the General Body on recommendation of the Executive Committee, if two-thirds of the attending members vote in favour of such disqualification. Such a disqualified member shall not be entitled to refund of fees paid by him

5. EXECUTIVE COMMITTEE
There shall be an Executive Committee (Ex-Com) of the Association comprising of the following members :

5.1 Elected Members :
- (a) President,
- (b) Vice-President (Organization),
- (c) Vice President (Programs),
- (d) Secretary,
- (e) Two Joint Secretaries,
- (f) Treasurer,
- (g) Joint Treasurer and
- (h) Ten Executive Members.
  Only those registered members working as faculty members in the EE Dept shall be eligible for election to the posts of the Vice President (Organization), the Secretary, the Joint Treasurer and three Executive members. Such members if elected shall discontinue from the Ex-Com if they cease to be faculty members in the EE Dept. There shall not be any such reservation for the other posts and seven executive members of the Ex-Com.
5.2 Ex-officio Members :
- (a) Immediate Past President,
- (b) Immediate Past Vice President (Organization),
- (c) Immediate Past Secretary,
- (d) Immediate Past Treasurer.
5.3 Co-opted Members : The Ex-Com shall have the powers to co-opt additional members, if need be, for specific programs and purposes for a period not exceeding its tenure.
5.4 Invitee Members : The Dean of the Faculty of Technology and Engineering during the tenure of his office shall be permanent invitee to all meetings of the Ex-Com. Additional members may also be invited to attend the Ex-Com meetings by the President.
The Invitee members and Co-opted members shall not have the right to vote in the Ex-com meetings. The term of the Elected members of the Ex-Com shall be for a period spanning from the date of their election at the Annual General Body Meeting (AGM) to the date of next election at the AGM held after about two years.
5.5 Election : The election of the Ex-Com shall take place at the Annual General Body Meeting (AGM) of the Association as per the time, place and agenda finalized by the Ex-Com and notified for the AGM. The Secretary shall notify to the registered members at their registered postal/E-mail addresses, the Election Program for holding election to the vacancies arising due to tenure terminable positions in the outgoing Ex-Com, at least fifteen days prior to the date of holding the AGM. The nominations shall be invited and duly proposed and seconded nominations shall be received seven days before the AGM by the Returning officer appointed by the Ex-Com. If the number of valid nominations exceed the number of vacancies in each category, the election shall be held by ballot at the AGM and will be conducted by the Polling officer appointed by the Ex-Com. Only those members registered up to fifteen days before the date of the AGM will be eligible to attend, contest election and vote at the AGM. Election results shall be decided by majority of valid votes cast and in case of tie of votes among contestants, the result shall be decided by drawing of lots.
5.6 Casual Vacancies : If there be any casual vacancy on the Ex-Com, it may be filled in by co-option of any registered member by the Ex-Com and such a co-opted member shall hold office for the remaining tenure of Ex-Com.
5.7 Re-Election : All the retiring members of the outgoing Ex-Com shall be eligible for re-election to any post subject to the reservations stated in clause 5.1. However, the office bearers, viz. the President, two Vice Presidents, Secretary, two Joint Secretaries, Treasurer and Joint Treasurer, shall not be eligible for re-election to the same post after holding office for three successive terms including the present term.
5.8 Functions of Ex-Com : The Ex-Com shall conduct its business and activities during its tenure in accordance with the aims and objectives of the Association. The functions of the Ex-Com are broadly laid down as under :
- 1. To finalize annual budget proposals.
- 2. To consider and sanction monetary provisions for programs and activities.
- 3. To control and manage property and affairs of the Association.
- 4. To employ administrative staff as necessary for efficient management of the Association, to prescribe rules & regulations for their conduct and duties and to terminate their services whenever not required.
- 5. To appoint sub-committees for specific tasks, whenever necessary.
- 6. To finalize and oversee all arrangements for holding of the AGM including election.
- 7. To approve Annual Statement of Accounts for consideration of the AGM.
- 8. To purchase or acquire for the Association any property at such prices or terms & conditions as the Ex-Com deems fit.
- 9. To invest money of the Association in such fixed deposits or securities, authorized by law, as found safe and proper from savings of Association funds.
- 10. To refer any claims or demands by or against the Association to arbitration and to observe and perform the task as per the award or judgment.
- 11. To institute, conduct, defend, compound and abandon any legal proceedings by or against the Association.
- 12. To raise corpus fund by way of donations, grants, sponsorship and to accept any other help in cash or kind in accordance with the objectives of the Association.
- 13. To open a Savings Account with a Scheduled Bank in the name of the Association authorizing any two of the following four to operate the same :
  - (1) President
  - (2) Vice President (Programs)
  - (2) Secretary
  - (3) Treasurer
- 14. The President & Secretary jointly shall be authorized to incur an expenditure of up to Rs 1000/- (Rupees One Thousand only) in case of exigencies.
5.9 Meetings, Quorum and Procedures : The Executive Committee meeting shall be convened by the Secretary as often as necessary but at least once in every three months period by issuing notice (by E-mail, post etc) of at least five days stating the date, time, venue and agenda in consultation with the President. Not withstanding the above, an emergency meeting may be convened by personal or telephonic message instead of written notice.
If it is found unnecessary to call a meeting for any business, the Ex-Com can transact the business by circulation of a written note stating the business and its purpose to Ex-Com members and take decision by written consent of majority. Presence of ten members shall constitute a quorum at all meeting of the Ex-Com. In absence of a Quorum, the meeting shall be adjourned and reconvened after an interval of thirty minutes after the notified time of the meeting at the same place to consider the same agenda. No quorum shall be necessary for the adjourned meeting and the business transacted in such a meeting shall be valid. All the decisions taken at the Ex-Com meetings shall be by a simple majority though unanimity is preferable in the spirit of brotherhood. Any member, who fails to attend three consecutive meetings without soliciting leave of absence from the President or Secretary, shall cease to be a member of Ex-Com. However, for an overseas Ex-Com member, if any, his attendance is mandatory at least once during the tenure of Ex-Com. Alternatively, such a member may with prior permission of the President or Secretary appoint any registered member (who is not an Ex-Com member) as a proxy to represent him/her in the Ex-Com meeting. Any opinion or vote on any matter by the proxy will be deemed to be that of the overseas member and shall be binding on the later.
5.10 Requisitioned Ex-Com Meeting : A Requisitioned meeting of the Ex-Com shall have to be convened by the Secretary in consultation with the President if and whenever at least ten members (from amongst the elected and Ex-officio members only) of the Ex-Com make a requisition in writing stating the purpose for such a meeting. The procedure and quorum for such a meeting shall be the same as those for ordinary Ex-Com meeting stipulated in clause (5.9)

6. FUNCTIONS OF THE OFFICE BEARERS

6.1 The President
- (a) To chair all the meeting of the KE3A2 Association and conduct the proceedings thereat.
- (b) To supervise the preparation of the Agenda for all the meetings.
- (c) To maintain liaison with Agencies, Institutions and parties of interest and benefit to the Association and report the same to the Ex-Com and to be on the look out for opportunities for furthering the interest and cause of the Association.
- (d) To represent the Association to other academic, social, cultural and forums and organizations.
- (e) To project the image and activities of the Association to the outside world.
- (f) To guide the other office bearers in their routine and other special activities.
- (g) To monitor the functions of the Association as a whole.
- (h) To attend to the special requests, appeals, complaints, suggestions, offers etc of the members.
- (i) To seek and resolve the emergencies, conflicts, disagreements in the best interests of the Association.
- (j) In case of a Tie, the President/Chairman shall have the right of casting vote in a meeting.
6.2 The Vice Presidents
- (a) The Vice President (Organization) or in his absence the Vice President (Programs) shall perform the duties of the President during the absence of the later.
- (b)To assist the President in his work.
6.3 The Secretary
- (a) To assist the President and the Vice Presidents in discharge of their duties and responsibilities, with the assistance of Joint Secretaries and office staff.
- (b) To prepare, in consultation with the President and the Vice Presidents, agenda for all the meetings.
- (c) To circulate notices for the meetings.
- (d) To prepare and maintain minutes of the meetings and get the same approved and circulated.
- (e) To prepare press releases and contact the press for their inclusion in the News Report in consultation with the President.
- (f) To engage in correspondence for matters pertaining to members and other agencies and to meet concerned parties.
- (g) To get prepared Annual Accounts and compile Annual Report of the Association for the previous accounting year.
- (h) To maintain records of correspondence, documents, press releases and other literature issued and/or received by the Association.
- (i) To make arrangements for the meetings and programs approved by the Ex-Com.
- (j) To distribute and supervise work allotted to office staff and perform office functions.
- (k) To arrange for membership registration and to maintain its record.
- (l) To respond to special requests/appeals/suggestions and place them before the President or Vice Presidents or Ex-Com.
6.4 The Joint Secretary
- (a) To perform the duties of the Secretary in his absence and to share his duties as per mutual understanding.
- (b) To assist the Secretary in his work.
6.5 The Treasurer
- (a) To maintain books of Accounts and other financial records of the Association, with the assistance of Joint Treasurer and office staff.
- (b) To prepare Annual statement of Accounts comprising Balance sheet, Income & Expenditure, Assets etc for the previous Accounting Year and present the same to the Ex-Com and AGM.
- (c) To receive funds and disburse payments for the activities and office functions as directed by the Ex-Com..
- (d) To prepare budget for the ensuing accounting year as well as for any special activities.
- (e) To maintain Accounts of special activities.
- (f) To undertake transactions with the Bank as directed by the Ex-Com.
- (g) To maintain cash on hand as decided by the Ex-Com.
- (h) To be responsible/accountable for all financial matters, reports, presentations and explanations.
6.6 The Joint Treasurer
- (a) To perform the duties of the Treasurer In his absence and to share his duties as per mutual understanding.
- (b) To assist the Treasurer in his work.

7. THE GENERAL BODY

There shall be a General Body comprising of the registered members of the Association.

7.1 Annual General Body Meeting : The Annual General Body Meeting (AGM) of the Association shall be held every year within four months after the end of the accounting year as per program finalized by the Ex-Com. The accounting year in general shall be for the period from 1st April to 31st March with the exception that for the first accounting year, the period shall be from 19th March 2006 to 31st March 2007. The President shall preside over AGM. The following business shall be transacted at the AGM.
1. To consider the minutes of the last AGM.
2. To consider the Annual Report of the activities of the previous accounting year.
3. To consider the Annual Statement of Accounts duly audited by the Chartered Accountant for the previous accounting year.
4. To consider the Budget for the ensuing year.
5. To appoint the Chartered Accountant as auditor.
6. To hold election of the Ex-Com members in the alternate even year.
7. To consider amendment to the constitution, if any.
8. Any other item with the permission of the Chair.
7.2 Special General Body Meeting : A Special General Body Meeting shall be convened if and whenever the Ex-Com consider it necessary to resolve urgent issues affecting the interests of the Association and the members.
7.3 Requisitioned General Body Meeting : A Requisitioned General Body Meeting shall be convened within 30 days if and whenever a requisition is received stating the purpose for holding such a meeting in writing and signed by not less than one-fourth of all the members registered up to fifteen days prior to the receipt of the requisition.
7.4 Procedures and Quorum : The Secretary shall issue a notice for all General Body Meetings to all the members registered up to 15 days before the date of such a meeting at their registered postal/E-mail address at least seven clear days before such a meeting specifying the time, date, venue and agenda for the meeting. However, for Special General Body meeting if there is an emergency, a shorter notice of not less than three clear days shall be given to the members.
The quorum for the Annual or Special General Body meetings shall be one-fourth of the total number of members registered up to fifteen days before such a meeting. In absence of a quorum in the Annual or Special General Body meeting, the meeting shall be adjourned and reconvened after an interval of 30 minutes after the notified time of the meeting at the same place to consider the same agenda. No quorum shall be necessary for the adjourned meeting and the business transacted at such a meeting shall be valid. The quorum for the Requisitioned General Body meeting shall be one-fourth of the total number of members registered up to fifteen days before such a meeting. In absence of a quorum at the Requisitioned General Body meeting, no agenda shall be considered and the meeting shall have to be dissolved.
7.5 Amendment to the Constitution : The Annual General Body meeting shall take up on its agenda any amendment to the constitution (a) as approved and proposed by the Ex-Com or (b) on receipt of memorandum at least thirty days before the AGM, stating its purpose signed by at least one-fourth of the members registered up to the date of receipt of the memorandum. However, such an amendment shall not have the direct or indirect effect of subverting the basic aims and objects of the Association .The amendment shall be deemed to have been passed if at least two-third of the registered members present at the meeting cast their vote in favour of the amendment.

8. SUITS
The Association may sue or be sued in the name of the President/Secretary. The jurisdiction for legal cases and suits shall be only Vadodara.

9. INDEMNITY
Every member of the Executive committee shall be indemnified out of the funds of the Association against all losses and expenses incurred by him/her in the discharge of his/her duties, except such as shall happen through his/her own act of willful neglect or deficit for which every such member shall be chargeable only for such moneys as he/she himself/herself actually received in the discharge of the business of the Association and be answerable only for his/her own acts, neglects and defaults, and not for such acts of neglect/deficit of any other person, nor for the insufficiency of any securities in which any of the money belonging to the Association may be invested, nor for any loss or damage which may happen in the discharge of his/her own duties, unless the same shall have happened through his/her own act of willful neglect or default.

10. REGISTRATION
The Association shall be registered under the ‘Registration of Societies Act’. The Ex-Com shall be responsible for completing the necessary formalities for this purpose as early as possible.

11. DISSOLUTION
The Annual General Body meeting shall take up on its agenda any proposal for dissolution of the Association

a) as approved and proposed by the Ex-Com or
(b) on receipt of memorandum at least thirty days before the AGM, stating its purpose signed by at least one-half of the members registered up to the date of receipt of the memorandum. The proposal for dissolution shall be deemed to have been passed if at least two-third of the registered members present at the meeting cast their vote in favour of the dissolution. Such a resolution by the AGM for dissolution shall also resolve on the

(a) date of dissolution and
(b) settlement of its debts and liabilities,
(c) modality of disbursement of assets, if any, to other society, institution, etc. working for similar objectives as those of the Association

12. EXCEPTIONS FOR THE FIRST GENRAL BODY MEETING
The provisions of conditions stipulated in the following clauses of the constitution shall not apply for the First General Body Meeting (FGBM). Instead, the relaxed/revised provisions shall apply for the FGBM as stated in the parenthesis here under :

(1) Clause 4.4 : The condition – ‘if he has registered as the member up to fifteen days before the date of such a meeting’ . (Instead, it shall be read for FGBM as – ‘if he has registered as the member before FGBM’.)
(2) Clause 5.2 : ‘Ex-officio Members in the Ex-Com’ (There shall not be any Ex-Officio Member in the FGBM.)
(3) Clause 5.4 : Third paragraph – ‘The term of Elected members of the Ex-Com . . . . . . . . . . . . . . . . . .after two years’ (Instead, it shall be read as – ‘the term of office of the first Ex-Com elected at the FGBM shall be till the new Ex-Com is elected at the AGM in the year 2008.)
(4) Clause 5.5 : Full Paragraph on ‘Election’ procedure. (Instead, the Election procedure for Ex-Com shall be as decided at the FGBM and the members registered before the FGBM shall be entitled to vote at the election.)
(5) Clause 7.4 : First paragraph with respect to the procedure for convening General Body Meetings. (Instead, the procedure and notice period as adopted for convening the meeting of FGBM shall be considered as valid.)

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