Constitution

J/Victoria College Chulipuram Old Students Association Canada

01. Name and Address:

  1. The association shall be known as "J/Victoria College Chulipuram Old Students Association Canada" (hereinafter referred to as "the Association").
  2. The temporary address of the association is 4337, Lee Drive, Mississauga, Canada, L4X 4A9.

02. Objectives:

The objectives of the association are as follows:

  1. To assist in the educational development of the students of the college.
  2. To enhance the reputation and welfare of the college.
  3. To foster and develop an emotional bond between the college and its members.
  4. To promote unity and collective spirit among the members of the association.

03. Membership

  1. Membership is of two types, namely
    1. Regular
    2. Associate
  2. Regular Membership:
    1. Alumni of colleges, former teachers, and former principals residing permanently in Canada are eligible to join as regular members of the association.
    2. An individual eligible for membership becomes a member upon payment of an annual subscription of 25 dollars and acceptance of their application by the executive committee. Members with regular membership are eligible to vote.
    3. A member must have paid the annual subscription of 25 dollars by the 31st of July to be considered a regular member for the subsequent year.
  3. Associate Membership:
    1. The life partners/spouses of alumni who have paid an annual subscription of 25 dollars are considered as associate members.
    2. They have all rights except the right to vote. However, if they are alumni themselves, they do have the right to vote.
    3. The life partner/spouse of a member does not need to pay the annual subscription.
    4. Alumni residing in the United States can become associate members by paying 25 dollars.
    5. Well-wishers can become associate members by contributing 25 dollars.
  4. ℹ️ Membership Fee Payment Options:
    1. Members have the option to pay either annually as an annual member or make a one-time payment of 250 dollars as a life member.
    2. To be considered an active member for the upcoming membership year, annual members must renew their membership by paying the annual fee before the 31st of July.
    3. Life membership is valid for the lifetime of the member and requires no further renewal.
  5. 🆕 Children and Grandchildren Clause:
    1. Children and grandchildren of the alumni of Victoria College are eligible to apply for membership in the association. This provision is intended to promote the long-term growth and continuity of the association.
    2. The applicant must have reached the age of majority in their province of residence in Canada (18 or 19 years old).
    3. All membership applications under this clause shall be subject to review and approval by the executive committee.

04. The Officers:

The officers of the association are as follows:

  • President
  • Vice President
  • Secretary
  • Assistant Secretary
  • Treasurer
  • Assistant Treasurer
  • Auditor
  • Committee Members (7 Members)
  • Sports Secretaries (Maximum 3 Members)
  • Editors (Maximum 3 Members)
  • Website Administrators (Maximum 2 Members)
  • Advisors (will not exercise voting rights)
  • Patrons (will not exercise voting rights) (3 Positions)

05. Duties of the Officers:

01. President

  1. The president shall preside over all general meetings and executive committee meetings of the association.
  2. In the absence of the president, the vice-president shall preside over the meetings.

02. Secretary

The secretary is responsible for the safeguarding and maintenance of:

  1. The register containing the names, addresses, and telephone numbers of all members.
  2. The minute book including reports of all general meetings and executive committee meetings.
  3. The annual reports.
  4. Other documents related to the association.
  5. The secretary has the responsibility and authority to convene the general meetings and the meetings of the executive committee.

03. Treasurer/ Asst. Treasurer

  1. The treasurer is responsible for receiving all money and finances belonging to the association, keeping accurate accounts, and handling disbursements as approved by the executive committee.
  2. They must also present the audited account report for the financial year ending on July 31st at the general meeting in the following year.
  3. 🆕 Although the secretary maintains the register containing the names, addresses, and telephone numbers of all members, the treasurer must promptly provide this information to the secretary whenever a new member joins or a membership becomes inactive or expires.

04. Advisors

  1. 🆕 The current President shall automatically become an Advisor to the next committee after the Annual General Meeting (AGM), provided he or she does not hold any position in the newly elected committee. This ensures continuity and support for the incoming leadership.
  2. 🆕 All past Presidents of the association shall become Advisors if they do not hold any other positions in the committee and are present at the AGM.
  3. 🆕 There shall be no limit on the number of Advisors.
  4. 🆕 Additional Advisors may be proposed and selected during the AGM if their support and experience are deemed valuable to the functioning of the association. Appointment is subject to the approval of the membership present.
  5. While Advisors do not hold voting rights, they are encouraged to attend committee meetings and offer advisory input that supports the association’s vision and mission.

05. Patrons

  1. 🆕 There shall be three Patron positions in the association.
  2. 🆕 The Patrons shall be appointed by the newly elected committee within the first two committee meetings following the Annual General Meeting (AGM).
  3. 🆕 The committee is responsible for selecting individuals who have made meaningful contributions to the association and who can provide ongoing guidance and support.
  4. 🆕 Although Patrons do not hold voting rights and are not required to attend committee meetings, they may be invited to attend and provide input when their guidance is considered beneficial to the association.

06. Governing Body:

  1. The management of the association is entrusted to a governing body (hereinafter referred to as the committee), which includes the aforementioned officers and additional members selected at the annual general meeting.
  2. The quorum for a duly convened meeting of the governing body shall be 6.
  3. The secretary shall convene a meeting of the committee as necessary, according to the needs of the secretary or at the request of the president or upon the written request of not less than 6 members of the committee. A notice period of 5 days must be given to the members of the committee, which may also be communicated by telephone.
  4. If any member of the committee, without sufficient cause, fails to attend three consecutive committee meetings, they shall be considered to have forfeited their membership of the committee.
  5. The committee shall have the authority to fill vacancies that occur in the committee before the next annual general meeting.
  6. The committee meetings must be held at least once every three months.

07. General Meeting:

01. Annual General Meeting

  1. The Annual General Meeting (AGM) will usually take place before September 10th.
  2. The Secretary's report and the Treasurer's audited financial statement will be presented at this meeting.
  3. Any resolutions to be proposed at the AGM must be received by the Secretary before August 10th. Any instructions received after this date will be at the discretion of the executive committee.
  4. All officers for the following year will be elected during this general meeting.

02. Special General Meeting

A Special General Meeting may be convened by the Secretary on the instruction of the executive committee or upon a written request by not fewer than thirty members specifying the reason for the meeting.

03. Quorum

The quorum for any properly convened general meeting shall be thirty.

04. Notice period

A notice period of 15 days must be given for any general meeting.

08. Funds of the Association

  1. The funds in the name of the association must be deposited into the bank account created by the governing body of the association.
  2. The treasurer should not hold more than 100 dollars in their custody.
  3. The authorized committee members must deposit the cash on hand within 5 days into the bank account of the association.

09. Audit:

  1. The auditor elected at the annual general meeting will inspect the accounts with the permission of the association.
  2. They must inspect the accounts and submit them to the governing body within 15 days.

10. Amendments to the Rules:

  1. No part of this charter can be altered or amended except by a special resolution of the general meeting.
  2. Such resolutions must be passed by a two-thirds majority of the total members present at the meeting.

11. Matters not covered by the organizational rules:

  1. The Governing body has the authority to decide on matters not covered by these organizational rules.
  2. Such decisions must be submitted for approval at the following general meeting.

This Constitution is a revised version of the original document, incorporating minor updates to reflect the current Association name, membership fees, and official position titles. Additional clauses have been added (see 🆕), and it was approved by the members at the Annual General Meeting held on July 27, 2025.