Rules & Regulations

1. The Name of the Organisation will be Haryana State Council for Child Welfare hereinafter referred to as “State Council”.

2. The Headquarters of the organisation shall ordinarily be located in the capital of the State, for the present, in Chandigarh.

3. The state Council will be affiliated to the Indian Council for Child Welfare.

4.  a) “State Council” means the Haryana State Council for Child Welfare.
b) “General Body” means and includes the patrons and members of the State Council of all categories collectively acting in general meeting. * Amended Vide R. No. 14 of E.C.M. held on 18-4-75

      c) “President” includes a Vice-President performing the functions of the President under delegated authority.

      d) “Standing Committee” means the Committee appointed by Executive Committee wider the rules and for the performance of the day-to-day administration of the State council.
e) “Standing Orders” means the rules framed by the Executive Committee containing general instructions regarding conduct of administrative and procedural matter.

5. The following shall be the categories of members :-
(a) Patrons :
(b) Founder Members :
(c) Life Members:
(d) Honorary Member:
(e) Representative Members
(f) Corporate”Members :
(g) Individual Members:

       a) i) Life Patron : The Council may elect one life patron who has rendered out standing services to Council with full rights of membership on all committees,
ii) Patrons : The Council may elect not more than three persons who have rendered distinguished service to the cause of Child Welfare as patron.
b) Founder Members : Founder Members are those persons whose names appear as the first members of the Council in Schedule 1 to the Memorandum of Association. Such persons shall continue to be the founder Members of the State Council during their life time or until they tender their resignation or any of them is found to be guilty of mal-practices of moral turpitude.
c) Life Members : Life Members are those “persons who are enrolled as such by the Executive Committee and who pay a minimum subscription of Rs. 2000/- Such persons shall continue to be the life members of the State Council during their life time or until they tender resignation or any or mem is found to be guilty mal-practices or moral turpitude.”
d) Honorary Members: Not more than three Honorary Members who are enrolled for three years as such by the Executive Committee and have rendered valuable services to the children in any discipline of Child Welfare in the State.
e) Representative Members : Representative Members are persons who are nominated from time to time by the Executive Committee.
f) Corporate Members : The Executive Committee of the State Council may, from time to time, admit any institution, trust or foundation, association or any other organised body engaged or interested in Child Welfare Work as a Corporate Member subject to the payment of such annual subscription as may be determined by the Executive Committee. Such Corporate members shall be entitled to nominate one representative to the General Body. The membership shall be operative so long as the conditions attaching to it are observed by the institution to the satisfaction of the Executive Committee.
g) Individual Members : Individual Members are persons above the age of 21 years who are interested in Child Welfare and who pay an annual membership fee of Rs. 10/- but do not represent any institution, organisation, trust etc. but are members in their individual capacity.

6. a) The Honorary General Secretary of the State Council shall maintain a register of its members which shall be open to inspection by the members of the State Council.
b) All members shall cease to be members on tendering resignation in writing or failure to attend the three consecutive meetings without assigning any reason for non-attendance.

c) i) The Executive Committee of the State Council may be a vote of two-thirds of the members present at a meeting remove any person or organisation from membership of the State Council provided the notice of such proposed action and opportunity for explanation has been given to the member concerned, and provided that the matter has been included in the agenda, of the meeting in which such action is taken.
ii) Such action shall, however, not be taken unless the Executive Committee comes to the conclusion that the member concerned has been guilty of deliberate violation of the provisions or the memorandum and/or the Rules and Regulations of the State Council.
d) Corporate Members shall not be eligible to vote if they are in a arrears of their subscriptions as fixed from time to time.
e) Only those members will be entitled to vote and stand for election who have been enrolled 3 months before the issue of the notice of the Annual General Meeting. However, the Governor-President will be authorised to relax this period under special circumstances,

7. The following shall be the office bearers of the State Council.
a) President
b) Three Vice-Presidents
c) Hony. General Secretary
d) Hony. Treasurer

a) President : The Governor of Haryana by virtue of his office shall be the ex-afficio President of the Haryana State Council for Child Welfare.
b) Vice -President :- i) The Chief Minister shall be exoffice Vice-President of the Council. Two Vice-Presidents shall be nominated by the President. One of them shall, however, be a non official woman social worker, who will hold office for a tenure of five years which may be extended by the President for another five years on year to year basis. Honorary General Secretary and Honorary Treasurer will be nominated by the Executive Committee for a tenure of three years which may be extended by the Executive Committee for another three year on year to year basis. The President : Shall perform such functions as are specified in the Rules and Standing Orders and may delegate to either of the two Vice Presidents from time to time such of his functions as he is unable to perform himself for any reason unless it is otherwise provide in the Rules or the Standing Orders. The Hony. General Secretary and the Hony. Treasurer: will exercise such powers and perform such functions as specified below:
c) Honorary General Secretary :
1. The Honorary General Secretary shall be the Chief Executive Officer of the State Council.
2. To carry on the work of the State Council in accordance with its aims and objects and to sign all legal documents connected threrto.
3. The State Council shall sue or be sued through the Hony. General Secretary. However, for adoption cases, she/he may authorise any officer concerned to sign the petitioners. The officer concerned, however, would work under his/her instructions
4. To maintain the discipline in the office and deal with all matters concerning the staff of the State Council
5. To delegate such powers and duties as be may be deemed necessary for the smooth functioning of the office to one or more officers of the State Council
6. To maintain and check all records.
7. To attend to all correspondence of the State Council.
8. To submit the Annual Report and periodic progress reports of the work of the State Council from time to time.
Amendments under clause (e) of Rule 5 and clause (c) of Rule 13 have been approved to be retrospectively effective from 16.3.1971 i.e. from the date of adoption of the Constitution. Amendment under Rule 7 has been approved to be effective from 27.09.1989 i.e. from the date it was initially approved by the Annual General Meeting in its meeting held on 27.09.1989. Amended Vide R. No. 5 &1 of E.C.M. held on 30.10.96.
9. To supervise and control the field activities of the State Council.
10. To visit District Councils and guide their work in organising new branches, if necessary.
11. To certify and pass bill for payment for day-to-day expenditure.
12. All type of bank account of the State Council and its units/ projects including the Provident Fund Accounts shall be jointly operated upon by Hony. General Secretary alongwith the Hony. Treasurer.

d) Hony. Treasurer:
1. To supervise and maintain the entire accounts of the State Council.

2. To advise on all financial matters of the State Council.

3. To submit to the Executive Committee the Audit Annual Accounts and Budget Estimates of the State Council in consultation with the Vice-President and Hony. General Secretary.

8. i) The Annual General Meeting of the State Council for Child Welfare shall be held once every year and the interval between such meetings shall not exceed a period of 18 month.
ii) The annual General Meeting shall be convened by the order of the President.
iii) Notices of an Annual General Meeting shall be sent to each member by post under certificate of posting to the members registered address with the State Council, by the Hony. General Secretary.
iv) Notices shall be sent atleast 10 days prior to the date fixed for Annual General Meeting and it shall be accompanied by an Agenda specifying the business intended to the transacted at such a meeting.
v) At each General Meeting, Annual Report and the financial statement for the past year and the budget estimates for the following year shall be presented and a Chartered Accountant shall be appointed for auditing the accounts for the current years. The scope of the audit shall as for as possible be the same as in the case of a limited liability company.
vi) The Annual General Meeting shall be presided over by the President, or in the President’s absence by any of the Vice-Presidents. In the absence of aforesaid office bearers some other member may be elected by the Members present to take chair.
vii) The meeting shall transact such business as may be specified in the Agencies accompanying the notice of the meeting provided that any oti business be brought forward with the permission of the Chair.

9. i) Extra-ordinary General Meeting may be convened at any time by the order of the President for any specific purpose. The meeting shall be convened on the written requisition members not less then 1/5 of the total number of member entitled to vote subject to a minimum of ten, Such requisition shall specify the object of the meeting.
ii) The notice of an extraordinary General Meeting together with its Agenda shall be sent in the manner as that of Annual General Meeting except that the period of notice shall be five days, by the Hony. General Secretary.
iii) An Extraordinary General Meeting shall be presided over in the same manner as an Annual General Meeting.

10. At all the General Meetings, whether annual or extraordinary 7 members shall form the quorum. If there is no quorum within 30 minutes of the time fixed for such meeting, the meeting shall be adjourned to be held after one hour later and at such adjourned meeting there will be no requirement of quorum.

11. i) All questions shall be decided by votes of members present taken by show of hands.
ii) In the event of the votes being evenly divided the chairman shall have a second or casting vote.
iii) No resolution passed at an Annual or at an Extraordinary General Meeting shall be rendered invalid merely because of non-receipt of notice of such meeting by a member.

12 i) The general control of the affairs of the State Council shall be vested in the Executive Committee, which shall be the governing body of the State Council for the purpose of section 16 of the Societies Registration Act, xxi of 1860.

13. The Executive Committee shall consist of :
a) All office Bearers of the State Council.
b) Secretary to Governor, Haryana, all Division Commissioners and Deputy Commissioners from each District shall be ex-officio members of the Executive Committee.
c) 7 other members elected from amongst the individual/life members of the State Council at an Annual General Meeting.
d) Members not exceeding five who will be expert in different disciplines in the work of Child Welfare.
e) One member from amongst the Corporate Members.

14. i) The executive Committee shall have all powers and perform all such functions as are the powers and functions of the State Council mentioned in the Memorandum of Association and the rules except those which are required to be done by the General body under these rules.
ii) The Executive Committee may set up a standing committee for conduct of day-today business of the State Council in accordance with the provisions of these rules.
iii) The standing committee shall be responsible to the executive committee for the day-to-day functioning of the State Council and shall keep the Executive Committee informed of all actions or decisions taken by it.

iv) The Executive Committee shall be empowered to set up Committees and Sub-Committees for conduct of business of the State Council and to delegate its powers and functions to such committees and sub-committees except those
which are required to be performed by the Executive Committee itself under these rules.
v) The Executive Committee shall be empowered to frame bye-laws to regulate its own procedure and the procedure of the Standing Committees and sub-committees set up by it and to specify by Standing orders the functions to be performed by the officers of the State Council.
vi) The decisions by the Executive Committee shall normally be taken at its meeting.
vii) All vacancies between two general elections shall be filled in by the Executive Committee.

15 i) An ordinary meeting of the executive Committee Meeting of the shall be called by the President once in 4 months Executive Committee and an extraordinary meeting shall be called on the requisition in writing made by any five members of the Executive Committee on a date determined by the President.
ii) The notice of a meeting of the Executive Committee whether ordinary of Extra-ordinary specifying the place, date and hour of the meeting together with the agenda of the business to be transacted shall be sent to every member of the Executive Committee under certificate of posting to the member’s registered address seven day in advance of the date of the ordinary, meeting and five days in case of extraordinary meeting by the Hony. General Secretary.
iii) An emergent meeting of the Executive Committee may be called by the President upon giving the members such period of notice as a may appear to the president reasonable.
iv) The meeting of the Executive Committee, shall be presided over by the President and in his or her absence by one of the Vice-Presidents . In the absence of the said office bearers the member present shall elect a chairman to preside over the meeting.
v) At all meetings of the Executive Committee five members shall form a quorum not more three of whom shall be office bearer.
vi) All decisions shall be taken by the majority vote of the members present. In the event of the votes being divided the Chairman shall have a casting vote.
vii) No resolution passed by Executive Committee shall be deemed to be invalid merely on the ground that the notice of the meeting at which the resolution is passed had not reached a particular member or members.

16. i) In cases of emergency a decision of the Executive Committee in respect of matters with in the competence of the committee may be obtained by circulation of a proposal among the members of the Executive Committee that the
prior approval of President is obtained to the adoption of this procedure in each particular case.
ii) Any decision of the Executive Committee arrived at in this manner shall have the same validity as decision taken in an ordinary meeting of the Executive Committee.

17. i) The elected -members of Executive Committee under rule 13 (c) shall be elected ordinarily at an interval of every three years. A member shall not stand for election to the Executive Committee for more than two consecutive terms.

ii) The Executive Committee shall have the power to fill vacancies in the Committee which may arise time-to-time during the period between the elections provided that in cases of vacancies amongst the representative members the affiliated bodies shall be consulted.
iii) The Executive Committee shall also have the power to co-opt for a period not exceeding three year, three additional members having special knowledge of problems connected with Child Welfare.
iv) The Executive Committee may invite to its meeting from time to time representatives of the State Government from whom the Council is receiving or is likely to receive material or other help.

18. The Council may have Branches in all Districts.
The formation and work at the Branches will be governed by the following rules :
a) Constitution of the Branches shall be drawn up in conformity with the general aims and objects of the State Council and shall require approval of the Executive Committee of the State Council.
b) It shall be permissible for a branch while it remains affiliated to call itself and to be known as the Branch of Haryana State Council for Child Welfare.
c) The programme of work of the Branches shall require approval of the Executive Committee of the State Council.
d) All funds raised by the Branch shall be retained by it, out of its net income, 20% will be remitted by the branch to the State Council.
e) An amendment to the constitution of a branch shall not be made without prior consultation and approval of the Committee of the State Council.

f) The affiliation of a Branch shall be operative so long as these conditions are observed to the satisfaction of the Executive Committee of the State Council and the branches conduct their activities in coordination and generally in accordance with the policy of the State Council.
g) Each Branch shall submit annually a report adopted by itself of its activities during the Preceding year supported by a detailed statement of receipt and expenditure with the certificate of Audit of a recognized Auditor.
h) Branches shall contribute funds towards the upkeep of State Councils schemes according to a proportion fixed by the Executive Committee.
i) A Branch shall be entitled to receive from the State Council responsible assistance to such an extent as the State Council may consider conductive *to the furtherance of common objects.
j) It shall be lawful for the State Council to provide for the allocation and distribution of funds through affiliated Branch to or for any purpose connected with the aims and objects of the State Council.
k) The State Council shall be competent to dissolve District Council after due enquiry

19. The Bankers of the Council shall be the State Bank of India or any scheduled Bank which may be approved by the Executive Committee.

20. Financial year of the Council will be from the 1st April to 31st March.

21. The Executive Committee shall generally be the sole authority for interpretation of these rules. In case, however, of any dispute the President’s decision upon a question of interpretation shall be final and binding.

22. The accounts of the society shall be properly maintained and will be audited every year by the auditor appointed by the General Body.

23. The property of the Council shall vest in the Council itself. The Governor of the State as President of the Council shall, however, be sole Trustee of all the property of the Council A proper inventory of all such property (movable and immovable) shall be maintained by the Honorary General Secretary or official of the Council.

24. None of these rules shall be repealed or altered or no new rules made except by resolution passed by the majority or not less than three fifths of the members of the Executive Committee present at any ordinary meeting and confirmed
by resolution passed by a subsequent General Meeting of the Council.

25. In the event of dissolution decided upon by the State Council by a resolution passed by 3/5th of the members of the State Council present personally at the General Meeting and confirmed at subsequent General Meeting, it shall be lawful
for transfer and distribute its assets and liabilities to a duly constituted body having the same object of the State Council.