moa&rr-dtea rk puram school alumni society
TRANSCRIPT
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MEMORANDUM OF ASSOCIATION
&
RULES & REGULATIONS
OF
DTEA R.K. PURAM SCHOOL ALUMNI SOCIETY
(A SOCIETY UNDER THE SOCIETIES REGISTRATION ACT, 1860)
2011
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MEMORANDUM OF ASSOCIATION
OF
DTEA R.K. PURAM SCHOOL ALUMNI SOCIETY
1. NAME OF THE SOCIETY: The name of the society shall be
DTEA R.K. PURAM School Alumni Society.
2. REGISTERED OFFICE: The registered office of the society shall
remain within the Union Territory of Delhi and at present at R1, Park
View Apartments, Hauz Khas Enclave, New Delhi 110 016.
3. AREA OF OPERATION: The Societys Area of Operation will be
limited to the National Capital Region of Delhi to further the
objectives of the society and on compliance of all applicable laws.
4. AIMS & OBJECTIVES:
4.1 To bring together all the alumni of the DTEA R.K.Puram School and
be a source for information on DTEA R.K.Puram School alumni in
India and anywhere in the world
4.2 To initiate programs and organize events important to alumni, their
alma mater, and in the national interest.
4.3 To facilitate professional networking for mutual benefit in academic,
professional, and/or business areas;
4.4 To provide a forum for the alumni to contribute to the efforts of the
DTEA R.K.Puram School to promote education for all and for
achieving excellence in academics among its students;
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4.5 To offer expertise, effort and/ or financial resources to programmes
and activities for promoting education in particular and assist other
not-for-profit organizations which are dedicated to the development
and wellbeing of society.
4.6 To enable children from economically and socially backward classes
of the society to achieve their right to quality education.
5. ACTIVITIES OF THE SOCIETY:
5.1 To promote and foster mutually beneficial interaction between the
alumni, among teachers with the alumni and the present students of
DTEA R.K.Puram School and between alumni themselves.
5.2 To raise funds, share knowledge and expertise of its members in areas
pertaining to academics, infrastructure and other aspects of DTEA
R.K.Puram School in coordination with the management of the schools
as well as in any other areas that the alumni consider appropriate;
5.3 To render assistance to students of DTEA R.K.Puram School through
grants, scholarships and prizes and to provide assistance in academics,
placement or any other area as appropriate;
5.4 To institute awards and prizes for DTEA R.K.Puram School students
to encourage students to achieve academic and all-round excellence;
5.5 To institute an award to recognize contributions made by a DTEA
R.K.Puram School alumni in various facets of national development;
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5.6 To provide a platform for social interactions and special interest
groups;
5.7 To encourage and facilitate the alumni taking up activities that are
geared to improve society at large and contribute to national
development;
5.8 To help alumni families and needy Alumni;
5.9 To mobilize funds required to manage the affairs and activities of the
society and to invest the surplus funds of the Society judiciously by
way of passing resolutions in the Management Board;
5.10 To establish Chapters of the alumni in various parts of India and
anywhere in the world as required and appropriate from time to time;
5.11 To create and maintain a web portal to serve as an information source
for the alumni, discuss the activities of the society, and provide an
interface for interactive exchanges of views between the alumni;
5.12 To enter into agreements/ MOUs with organisations and individuals to
further the aims and objectives of the society;
5.13 To conduct seminars and conferences and bring out publications andreports in line with the aims and objectives of society;
5.14 To establish, settle, promote, form, undertake or to execute any public
charitable or welfare activity as agreed by the society;
5.15 To establish or support libraries and reading rooms for children;
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5.16 To undertake any other programs/activities considered necessary in
pursuance of the aims and objectives of the society.
6. All the incomes, earnings, moveable and immovable properties of the
Society shall be solely utilized and applied towards the promotion of
its aim and objects as set forth in the Memorandum of Association and
no profit thereof shall be paid or transferred directly or indirectly by
way of dividends, bonus, profits or in any manner whatsoever to the
present and past Member(s) of the Society or to any person claiming
through any one or more of the present or past Member(s). No Member
of the Society shall have any personal claim on any moveable or
immovable property of the Society or make any profit, whatsoever by
virtue of his membership in the Society.
7. MANAGEMENT BOARD:
7.1 The Management Board shall be entrusted with the management and
guidance of the Society and shall not at any point of time exceed
Fifteen (15) Members.
7.2 The Management Board shall be appointed by the General Body of
Members.
7.3 The names, addresses, occupations and designations of the members of
the society to whom the management of the society is entrusted as
required under Section 2 of the Societies Registration Act, 1860 are as
follows:
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S.NO. NAME & ADDRESS OCCUPATION DESIGNATION
1. Chairman
2. Secretary General
3. Treasurer
4. Secretary Infrastructure
5. Secretary Academics
6. Secretary FundRaising
7. Secretary Membership
8. Secretary PublicRelations
9. Secretary Cultural
10. Secretary Sports
11. Secretary Vocational
12. Secretary IT
13. Secretary Audit
8. DESIROUS PERSONS: We, the undersigned are desirous of forming
a society namely DTEA R.K. PURAM School Alumni Society
under the Societies Registration Act, 1860, in pursuance of the
Memorandum of Association of the society.
S.NO. NAME & ADDRESS OCCUPATION SIGNATURE
CHAIRMAN SECRETARY TREASURER
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RULES & REGULATIONS
OF
DTEA R.K. PURAM SCHOOL ALUMNI SOCIETY
1. NAME OF THE SOCIETY: The name of the society shall be
DTEA R.K. PURAM School Alumni Society.
2. REGISTERED OFFICE: The registered office of the society shall
remain within the Union Territory of Delhi and at present at R1, Park
View Apartments, Hauz Khas Enclave, New Delhi 110 016.
3. AREA OF OPERATION: The Societys Area of Operation will be
limited to the National Capital Region of Delhi to further the
objectives of the society and on compliance of all applicable laws.
4. MEMBERSHIP:
4.1 Members of society shall be the alumni of DTEA R.K.Puram School,
having been admitted to the society according to the rules and
regulations hereunder, shall have paid a subscription and signed the
roll/list of Members maintained by the society, and shall not have
resigned in accordance with these rules and regulations. No person
whose subscription is pending at the time of any proceedings of the
society shall be a member of the society. The membership is subject to
the approval of the Management Board and ratification by the General
Body.
4.2 An applicant for membership shall:-
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a) Submit a Letter of Intent and Membership Form as contained in
Annexure-I to join the society and agree to abide by the
Memorandum of Association, Rules and Regulations and
policies of the society;
b) All applicants should have studied at the DTEA R.K.Puram
School in Delhi at any stage in their school education and are in
a position to provide certification/ proof of such schooling;
5. SUBSCRIPTION/ FEES:
5.1 Member of the society/ applicants for membership to the society shall
agree to contribute to financial and/or physical resources of society as
may be deemed necessary and admissible by the Management Board of
society and as amended from time to time.
5.2 TYPES OF SUBSCRIPTION / FEES:
a) Lifetime Membership Fee: The life membership fee of the
association shall be Rs. 50,000/- (Rupees Fifty Thousand only);
b) Annual Membership Fee: Rs. 5000/- (Rupees Five Thousand
only).
6. REFUSAL: The Management Board of the society may refuse anyperson membership of the society, provided reasons for refusal shall be
communicated to the person concerned.
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7. DISQUALIFICATION AND EXPULSION:
7.1 A Member may be disqualified or expelled from the membership of
the society for the following reasons:
a) On the resignation of the Member from the membership ofsociety;
b) On the Member being declared insolvent;c) If such membership is a hindrance to the achievements of the
aims and objectives of the society;
d) If the Member fails to attend three consecutive meetings of theGeneral Body;
e) On non-payment of Dues/Subscription within specified time orsuch extended time as may be provided to the defaulting
Member;
f)
Or for any other reason(s) decided by the Management Boardin the interest of the society.
7.2 The reason of disqualification or expulsion shall be communicated to
every such Member. Every such Member shall have a right to appeal
before the Management Board and the decision of the Management
Board shall be final.
8. MANAGEMENT BOARD AND ITS COMPOSITION:
8.1 The Management Board shall not at any point of time exceed Fifteen
(15) Members.
8.2 The governance of society and the operation of the Memorandum of
Association will be guided by the Management Board.
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8.3 The Management Board will be headed by a Chairman and assisted by
Secretary General, Treasurer and Various other Secretaries assigned
specific tasks and designation who will be elected by the members of
the General Board.
8.4 The Management Board shall have a tenure of Three (3) years.
8.5 The Management Board will be aided and assisted by the Executive
Committees of functional Secretaries the society in the conduct of
business of the Management Board and the Management Board will
delegate its power for the day-to-day management to such Executive
Committees of functional Secretaries to the extent it deems
appropriate. Each Secretary can form his/her own Committee/Team for
execution of various tasks and projects with the prior approval of the
Management Board.
8.6 A Member of the Management Board shall cease to be such Member
on the occurrence of any of the following events:-
a) If the Member of the Management Board dies, resigns,
becomes insolvent, becomes of unsound mind or is convicted
of a criminal offence involving moral turpitude.
b) If the Member of the Management Board does not attend threeconsecutive meetings of the Management Board without proper
leave of the Chairman.
c) On the liquidation of the organisation for whatsoever reason
which the Member represents;
d) On the resignation of the Member from the membership of
society.
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8.7 Any vacancy in the membership of the Management Board shall be
filled up by appointment or nomination by the Management Board in
its meetings.
8.8 The Management Board shall function notwithstanding that any person
who is entitled to be a Member by reason of his office is not a Member
of the Management Board for the time being and notwithstanding any
other vacancy in the Management Board. No act or proceeding of the
Management Board shall be invalidated merely because of the
occurrence of any of the above events or due to any defects in the
appointment of any of the Members of the Management Board.
8.9 All Members of the Management Board shall hold the position in an
honorary capacity and shall receive no remuneration for holding such
an office of the Management Board.
9. THE FUNCTIONS, POWERS AND DUTIES OF THE
MANAGEMENT BOARD:
9.1 The functions and powers of the Management Board will be derived
from the Memorandum of Association and these Rules and
Regulations as also decisions taken by the General Body of Members
from time to time.
9.2 The Management Board would administer, direct and control and be
responsible for formulating policy and guidelines for the effective
functioning of society.
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9.3 The Management Board would make decisions pertaining to effective
utilization of funds and assets of society.
9.4 The Management Board would approve the business plan for society
and its revision from time to time and suggest options for funding and
financial sustainability.
9.5 The Management Board will monitor the activities of society and
constitute Empowered Committees for specific purposes as required
from time to time and the Board will consider and act upon the
recommendations of such Committees.
9.6 The Management Board shall have the power to enter into
arrangements with the governments/ institutions/ private organizations
or individuals for securing and accepting endowments, donations or
gifts to the society on mutually agreed terms and conditions provided
that the conditions of such donations or gifts, if any, shall not be
inconsistent or in conflict with the aims and objects of society or with
the provisions of these rules.
9.7 The Management Board shall be responsible for the utilization and
allocation of the resources, in the form of funds, earnings, moveable
and immoveable properties of society.
9.8 The Management Board shall be vested with the powers to raise funds,
purchase property (moveable and immoveable), and to deal with the
same in the best interests of the society. It shall also be vested with the
power to invest the funds in the manner it likes and it shall be
competent to borrow or mortgage or hypothecate the property(s) on
behalf of the society as decided by the Management Board.
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10. MEETINGS, NOTICE, QUORUM, BUSINESS OF THE
MEETINGS OF THE MANAGEMENT BOARD:
10.1 The Management Board shall meet as often as considered necessary
but not less than two (2) times in a year and such meetings shall be
presided over by the Chairman or in his absence, by the Secretary
General.
10.2. A Notice convening the meeting of the Management Board must be
issued at least seven days in advance of the meeting, excepting in
special circumstances when the Chairman may convene a meeting by
giving three days notice.
10.3. In any meeting of the Management Board, the presence of one third of
the total Members of the Management Board is required for the
quorum. No quorum shall be required in an adjourned meeting.
Emergency meeting of the Management Board may also be summoned
on the written request of at least one third of the total Members of the
Management Board.
10.4. The Management Board shall transact the following business in its
meetings:-
(a) To take necessary steps for the implementation of all the
programmes and policies drawn by the General Body.(b) To pass the necessary expenditure to meet the day-to-day
requirement of the society.
(c) To take all such other steps, which may appear necessary and
beneficial for the smooth and better management of the society.
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10.5 Each Member of the Management Board including the Chairman shall
have one vote. All matters at the Management Board meeting shall be
decided by the majority view. If there is an equality of votes on any
question to be decided by the Management Board, the Chairman shall
in addition have a casting vote.
10.6 Any business that may be necessary for the Management Board to
perform except matters relating to annual report and accounts of the
society, may be carried out by circulation amongst all its Members and
any Resolution so circulated and approved by a majority of the
Members signing shall be as effectual and binding as if such
Resolution had been passed at a meeting of the Management Board
provided that at least five (5) Members of the Management Board have
recorded their views on the Resolution.
11. GENERAL BODY OF MEMBERS, NOTICE, QUORUM AND
BUSINESS OF THE GENERAL BODY MEETINGS:
11.1 There shall be a General Body of the society consisting of all the
eligible members.
11.2 The meeting of the General Body of Members shall be held once every
year and presided over by the Chairman of the Management Board or
in his absence, by the Secretary General. A Notice of fifteen (15) daysshall be given to convene a meeting of the General Body of the society.
11.3 In any meeting of the General Body, the presence of one third of the
total Members is required for the quorum either physically or through
any communication mode. No quorum shall be required in the case of
an adjourned meeting. An extraordinary meeting of the General Body
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may also be summoned on the written request of one third of the total
Members of the society at any other time.
11.4 The following business shall be transacted in the General Body
Meetings:-
a) To examine and prepare annual programmes and policies.
b) To pass annual budget of the society.
c) To elect the Management Board every Three (3) years. The
first Management Board shall have a term up to the end of
Three (3) years from the date of incorporation of the Society.
The new Management Board will take charge after the
elections.
d) To discuss and settle all such matters and issues which are
directly or indirectly related to the affairs of the society.
12. COMPOSITION, DUTIES, RESPONSIBILITIES AND
MEETINGS OF THE MANAGEMENT BOARD OF THE
SOCIETY: To aid and assist the Society in various matters concerning
the Society, the composition, duties and responsibilities and meetings
of the Management Board appointed by the General Body will be the
following:
12.1. Chairman:a) There shall be a Chairman of the Management Board;
b) The Chairman shall preside over all the meetings of the General
Body and the Management Board;
c) The Chairman shall provide guidance and direction to the
society in all matters concerning the functioning and attainment
of the aims and objectives of the society;
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d) In case of equal votes in any meeting, the Chairman shall cast
his decisive/casting vote;
e) The Chairman shall supervise work of the other Executive
Committee members.
12.2. Secretary General:
a) There shall be a Secretary General of the Management Board;
b) The Secretary General shall preside over all meetings of the
General Body as well as Management Board, in the absence of
the Chairman;
c) The Secretary General shall take all the necessary decisions
pertaining to the functioning of the society, in the absence of
the Chairman.
Apart from the above, the day-to-day activities of the society,
including the coordination among the Members of the society, the
Management Board, the Empowered Committees, and any other
stakeholder involved in the affairs of the society, will be vested on the
Secretary General of the society under the supervision and guidance of
the Management Board. It shall be the responsibility of the Secretary
General
a) To call meetings of the General Body of Members /
Management Board with the consent of the Chairman; b) To keep minutes of all the meetings of the General Body of
Members/ Management Board;
c) To keep and preserve the records of the society;
d) To carry on correspondence on behalf of the society /
Management Board;
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e) To be overall in-charge of the administration and execution of
all the programmes of the society, including financial affairs on
behalf of the Management Board including undertaking
recruitment, making purchases and do all such things as may be
necessary in the furtherance of the objects of the society or as
decided by the Management Board from time to time;
f) To collect subscription, gifts, donations, etc. on behalf of the
society;
g) To keep accounts of financial transactions of the society and of
all sums of money received and spent by the society and
maintain records of receipts and expenses relating to such
matters, and of assets, creditors and liabilities, including
keeping separate accounts of all foreign donations/
grants/contributions, if any;
h) To get the accounts audited by the Chartered
Accountant/Auditor appointed by the Management Board at the
close of the accounting year, every year;
i) To submit to the Management Board the annual accounts and
budgets of the society;
j) To undertake any other functions and responsibilities of the
Management Board as may be specifically delegated by the
Management Board.
12.3 Treasurer: It shall be the responsibility of the Treasurer
a) To collect subscription, gifts, grants-in-aid on behalf of the
society;
b) To keep accounts of financial transactions of the society and of
all sums of money received and spent by the society and
maintain records of receipts and expenses relating to such
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matters, and of assets, creditors and liabilities. Provided that,
the accounts shall be kept separately of all foreign donations/
grants/contributions, if any;
c) To get the accounts audited by the Chartered
Accountant/Auditor appointed by the Management Board at the
close of the accounting year, every year with the assistance of
Secretary Audit;
d) To submit to the Management Board the annual accounts and
budgets of the society.
12.4 Functional Secretaries : It shall be the responsibility of the Functional
Secretaries to perform their functions as per the specific portfolio
assigned to them. They will be responsible for day to day activities
related to their specific function. Each Secretary can form his/her own
Executive Committee/Team for execution of various tasks and projects
with the prior approval of the Management Board. The Functional
Secretaries will have the following portfolios:-
Functional Secretaries
Secretary Infrastructure
Secretary Academics
Secretary Fund Raising
Secretary Membership
Secretary Public Relations
Secretary Cultural
Secretary Sports
Secretary Vocational
Secretary IT
Secretary Audit
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12.5 Meetings of the Executive Committee of Each Functional
Secretary: The Executive Committees formed by each Functional
Secretary shall hold meetings as and when needed but not less than
once in a quarter. The concerned Secretary in charge of the Committee
shall preside over and conduct all the meeting of the Executive
Committee. The Secretary concerned will set the agenda in
consultation with other Executive Committee members and bring it to
the notice of all Executive Committee members at least one week
ahead of the meeting. Quorum for the Monthly Executive Committee
meeting shall be 2. The Management Board has the power to ask any
Executive Committee member, who is unable to attend meetings
regularly and/or contribute to the functioning of the Executive
Committee, to resign as an extreme action, subject to two prior
warnings and endorsed by a majority vote among all Management
Board members.
12.6 Powers and Duties of the Management Board: The following shall
be the powers and duties of the Management Board:
a) To raise funds for the management of the society on such terms
and conditions as may be determined from time to time;
b) To actively work towards increasing the membership in and
participation in the society;
c) To provide funds from the society to State Chapters to assistwith activities that serve the alumni in these regions;
d) To ensure proper maintenance of all accounts and also to
ensure that all accounts are kept up to date and the annual
accounts are duly audited and presented to the General Body at
the Annual General Meeting;
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e) To lay down the policies and generally to direct and conduct
the affairs of the society prudently in the best interests of the
society;
f) To manage the services to members of the society to organise
special occasions/ functions/ conference/ seminars;
g) To form such Empowered Committees as may be necessary
and fix their duties and responsibilities;
h) To incur expenditure necessary for running the affairs of the
society within the budget approved by the General Body,
except for any exceptional circumstances;
i) To recruit or take any disciplinary action against or dismiss the
staff of the society and to prescribe conditions of employment
for all employees;
j) To arrange for an internal audit and final audit of accounts of
the society and to take all actions connected therewith;
k) To convene Annual General Meeting of the General Body and
lay before the General Body the annual administrative report,
the audited statement of accounts and the audited report;
l) To institute defend or to compromise legal proceedings/
disputes in the interest of the society;
m) To frame subsidiary rules for the conduct of the business of the
society;
n) To take all action to comply with all laws and directions of
regulatory and judicial authorities.
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13. AMENDMENTS TO THE CONSTITUTION/ RULES AND BYE
LAWS:
13.1 Any amendments to the constitution/ rules and bye laws of the society
may be made by the General Body called for this purpose and
approved by 3/4th
majority of the members present and voting in the
said General Body meeting.
13.2 As per the procedure set out in Section 12 of the Societies Registration
Act 1860, the proposed amendments to the constitution/rules/bye-laws
shall be circulated to all the members of the society at least 10 days
before the date of such General Body meeting and a copy of such
amendments shall be submitted to the Registrar of Societies within 15
days of the General Body meeting for incorporation in their copy and
confirmation.
14. ASSETS AND FUNDS: All the funds shall be kept in a
nationalized bank and will be jointly operated by any two members of
the Management Board as decided in their meeting.
15. ACCOUNTS OF THE SOCIETY: Financial year of the society shall
be from 1st April to 31st March of the succeeding year. Proper
accounts and financial records of the society shall be maintained on the
aforesaid financial year basis and duly audited by the
Auditors/Chartered Accountants appointed by the Management Boardfor this purpose. The Treasurer shall coordinate with respect to audit of
the accounts and financial records of the society.
16. ANNUAL LIST: Every year a list of Management Board, Executive
Committee and Members of the society shall be filed with the
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Registrar of Societies, Delhi as required under Section 4 of the
Societies Registration Act, 1860.
17. LEGAL PROCEEDINGS: The society may sue or be sued in the
name of the Chairman/ Secretary as per the provisions laid down under
Section 6 of the of the Societies Registration Act, 1860, or as per the
terms of agreement agreed upon by the parties entering into a contract
with the society.
18. DISSOLUTION AND ADJUSTMENT OF AFFAIRS: This society
may be dissolved in accordance with procedure laid down under
Section 13 and 14 of the Societies Registration Act, 1860.
19. APPLICATION OF THE ACT: All the provisions of the Societies
Registration Act, 1860 shall apply to this Society.
20. ESSENTIAL CERTIFICATE: Certified that this is the true copy of
the Rules and Regulations of the Society.
CHAIRMAN SECRETARY TREASURER
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Annexure-I
LETTER OF INTENT
I, _______________________________ resident of ____________, hereby
agree to the Memorandum of Association & Rules and Regulations of the
DTEA R.K. PURAM School Alumni Society, which will enrol me as a
Member of the Society.
2. I, do hereby undertake that I have, correctly understood all the
provisions contained in the Memorandum of Association and Rules &
Regulations of the DTEA R.K. PURAM School Alumni Society and agree to
abide by the same. The terms and conditions as laid down in the Memorandum
of Association and Rules & Regulations of the DTEA R.K. PURAM School
Alumni Society for its Members will therefore, be binding on me. Failure on
my part to adhere to the prescribed terms and conditions at any point of time
may lead to forfeiture of my membership from the DTEA R.K. PURAM
School Alumni Society.
3. I, do solemnly affirm that the documents and credentials, as required
by the Memorandum of Association and Rules & Regulations of the DTEA
R.K. PURAM School Alumni Society, have been correctly furnished and all
statements/facts contained therein are true to the best of my knowledge andunderstanding.
Applicant__________________
Witness: 1._____________________
2._____________________