The Poetry Society

Memorandum of Association

1. Name

The name of the Society is ‘The Poetry Society’.

2. Office

The registered office of the Society shall be situated in the Union Territory of Delhi and at present it is at the following address: L-67A, Malviya Nagar, New Delhi.-110017

3. Aims and Objects

The main objects of the Society are:

(i)       to promote Indian poetry and look after the interests of poets in India;

(ii)      to undertake collection, interpretation, translation, publication, and propagation of Indian poetry in India and other countries;

(iii)     to arrange expert advice on composition, publishing, distribution and translation of Indian poetry;

(iv)     to help maintain highest standards and foster a sense of literary affinity among the poets writing in different languages in India;

(v)      to undertake, facilitate and provide for the publication of newsletters, and of a
journal devoted to Indian poetry;

(vi)     to give information and advice on problems relating to copyright and the rights of poets;

(vii)    to assist in settlement of differences and disputes between members of the Society on  the one hand and other bodies and individuals on the other;

(viii)    to engage in such education, literary and charitable activities as would promote, provide and develop the objects of the Society;

(ix)     to award grants, fellowships, prizes, subsidies, subventions and assistance to poets and translators of poetry;

(x)      to do or cause to be done by assisting other organizations and institutions for
propagational and promotional activities of the Society;

(xi)     to establish an appropriate organizational network or chapters in different parts of India;

(xii)     to supervise and promote the objects of the Society in the national, regional and local aspects and to associate, affiliate and cooperate with local, regional, national and international organizations for the purpose;

(xiii)    to associate with other institutions interested in the objects of the Society, and in particular to utilize the potential of academic and research institutions for the  furtherance of the objects of the Society;

(xiv)    to organize conferences, lectures, workshops, seminars and poetry readings;

(xv)    to undertake any suitable and proper activity in the accomplishment of the purposes  or in the attainment of nay of the objects or in furtherance of the aims herein set forth, either alone or in association with others;

(xvi)    all the incomes, earnings, moveable or immovable properties of the Society shall be solely utilized and applied towards the promotion of its aims and objects only as set  forth in this Memorandum of Association and no portion there of shall be paid or transferred directly or indirectly by way of dividends, bonus, profit or in any manner,  whatsoever, to the present or past members of the Society or to any persons claiming through any one or more of the present or the past members. No member of  the Society shall have any personal claim on any moveable and/or immovable  properties of the Society or make any profit, whatsoever, by virtue of his membership; and

(xvii)   to do every other act or acts incidental or appurtenant to or growing out of the  aforesaid objects, provided the same are not inconsistent with the law under which  this Society is organized; provided that the foregoing objects, purposes and powers are subjects to the limitation that the Society shall not be a profit making body.

4. Governing Board

The names, addresses, occupations and designations of the present Governing Board to whom the management of the Society is entrusted as required under section 2 of the Societies Registration Act of 1860 (Punjab Amendment Act, 1957) extended to union Territory of Delhi are as follows:

1.       Mr. Keshav Malik (President)

Poet and Editor, 5/90, Conn. Circus, New Delhi-110001

2.       Mr. J.P. Das (Vice-President)

Poet, DII/226, Kidwai Nagar West,  New Delhi-110023

3.       Mr. H.K. Kaul (Secretary-General)

Poet and Editor, L-67A, Malviya Nagar, New Delhi-110017

4.       Mr. Man Mohan Singh

Poet, 24, Mahadev Road, New Delhi-110001

5.       Dr. Lakshmi Kannan (Treasurer)

Poet, 573, Sector III, R.K. Puram,  New Delhi-110022

6.       Mrs. Sunita Jain

Poet, Indian Institute of Technology, Hauz Khas,  New Delhi-110016

5. List of Desirous Persons

The undersigned, are desirous of forming a Society namely ‘The Poetry Society’ under the S.R. Act XXI of 1860 (Punjab Amendment Act of 1957) as extended to the Union Territory of Delhi, in pursuance of this Memorandum of Society this 30th day of July 1984 at New Delhi.

1.       Mr. Keshav Malik

Poet and Editor, 5/90, Conn. Circus, New Delhi-110023.

2.       Mr. J.P. Das

Poet, DII/226, Kidwai Nagar West,  New Delhi-110023.

3.       Mr. H.K. Kaul

Poet and Editor, L-67A, Malviya Nagar,  New Delhi-110017.

4.       Mr. Man Mohan Singh
Poet, 24, Mahadev Road,  New Delhi-110001.

5.       Dr. Lakshmi Kanna

Poet, 573, Sector III, R.K. Puram,  New Delhi-110022.

6.       Mrs. Sunita Jain

Poet, Indian Institute of Technology, Hauz Khas, New Delhi-110016.

7.       Miss Priya Devi

Poet,   697, Saket,  New Delhi-110017.

8.       Mrs. S. Balu Rao

Poet and Editor,  ‘Kaveri’,  131, J. Extension,  Lakshmi Nagar, Delhi-110092.

RULES AND REGULATIONS

1. Interpretation

In these rules unless the context otherwise requires:

(a)      ‘The Society’ means the Poetry Society.

(b)      ‘The Board’ means the Governing Board of the Society.

(c)           ‘Executive Committee’ means the Executive Committee of the Society.

(d)           ‘General Body’ means the General Body of the Society.

(e)      ‘A member’ means a member admitted as such under rules.

(f)      ‘Rules’ means the Rules of Society, as amended from time to time.

(g)           ‘Prescribed’ means prescribed by bye-laws made by the Governing Board of the Society.

2. Composition of the Society

The Society shall consist of the following:

(a)           Governing Board;

(b)           Executive Committee;

(c)           General Body

3.        Membership

There will be following categories of membership:

(A)           Individual Members:

(a)           Honorary Members

(b)           Founder Members

(c)          Life Members

(d)           Members

(e)           Associate Members

(B) Institutional Members:

(a) Corporate Members.

4. Qualifications for Member

(A)           Individual membership will be of the following classes:

a)           Honorary Members

The Governing Board in their discretion may invite individuals, as it may deem fit, to be Honorary Members.

(b)           Founder Members

Founder Members will be those Indian poets who have signed the memorandum of the Society and paid the admission fee of Rs. 100/- and the membership fee.

(c)          Life Members

Life Members will be those Indian poets who are admitted as such on payment of not less  than Rs.500/-.

(d)           Members

Any Indian poet who has written or translated one collection of poems is eligible to become a Member of the Society on payment of Admission Fee and Annual Subscription.

(e)           Associate Members

Editors of poetry, and translators and poets who have done sufficient work will be entitled to apply for Associate Membership on payment of Admission Fee and Annual Subscription.

(B)           Institutional Members

(a)           Corporate Members

The Executive Committee may admit any literary Association or Society as Corporate member of the Society on payment of the admission fee and annual subscription.

5. The Executive Committee shall prescribe by means of resolutions or bye-laws terms and conditions as well as right as it may deem fit for all classes and types of Membership other than Founder Membership.

6. Office Bearers of the Society

(a)      The following shall be the office bearers of the Society:

(i)           President

(ii)         Vice-President

(iii)         Secretary-General

(iv)        Secretary

(v)        Treasurer

b)       The President of the Governing Board shall also be the President of the Society.

(c)      The Secretary-General of the Governing Board shall also be the Secretary-General of the Society.

(d)      The Governing Board shall appoint any other staff as considered necessary from time to time.

7. Powers and Duties of the Office Bearers

(a)      The President shall hold office for two years.

(b)      The date and place of the ordinary meeting of the General Body shall be fixed by the President. The President may also call for a special meeting of the General body either on his own initiative or at the written request of not less than one-fifth of the members.

(c)      In the General Body, the governing Board and the Executive Committee, the president shall have one vote, and if there be a tie on any question, he shall in addition, have a casting vote.

(d)      Vice-President

The Vice-President shall assist the President in performing his duties. In the absence of the President, the Vice-President will act as President and enjoy all powers and privileges vested in the President.

(e)     Secretary-General

The Secretary-General shall—

(i)       be the custodian of the records and other property of the Society,

(ii)      conduct official correspondence on behalf of the Society,

(iii)      receive, sort out and circulate the manuscripts submitted by members, for review and discussion at the meeting.

(iv)     issue notices for meetings of the Society and of the various committees appointed by the General Body or the Executive Committee,

(v)      keep the minutes of all meetings of the Society and its Committees,

(vi)     receive applications for memberships and letters of resignations on behalf of the Governing Board and the Executive Comm

(vii)    get the accounts audited jointly with the Treasurer,

(viii)   operate the accounts of the Society jointly with the Treasurer or the President,

(ix)     sign cheques jointly with the Treasurer or the President,

(x)      sign all contracts and assurances of property made on behalf of the Society as
approved by the Governing Board or the Executive committee, or the General Body,

(xi)     exercise such powers as may be assigned to him by the Governing Board or the Executive Committee or the General Body,

(xii)     represent the Society before any authority/Court of Law.

(f)       Secretary

The Secretary shall assist the Secretary-General in performing his duties and in the absence of the Secretary-General act as Secretary-General and enjoy all powers and privileges vested in the Secretary-General.

(g)     Treasurer

The Treasurer shall--

(i)       compile and maintain all accounts of the Society, and hold custody of the accounts    books etc.

(ii)      operate the accounts of the Society jointly with the Secretary-General and incur expenditures as sanctioned and authorised by the Board and/or the Executive Committee,

(iii)      prepare and present annual estimates and statements of accounts,

(iv)     signs cheques jointly with the Secretary-General,

(v)      issue receipts for any money paid to the Sociey.

8.       The General-Body of the Society shall be composed of the following:

(a)      Founder Members of the Society,

(b)      Life Members, Members and Executive Heads of Corporate Members of the Society.

9.             Powers and Duties of General Body

The General Body shall have the following powers and duties:

(i)       Electing the members of the Board and the Executive Committee against the vacancies to be filled from amongst the individual members with voting right and the institutional members,

(ii)      Electing a member or members to the Governing Board against the vacancies to be filled from amongst the founder members if the founder member or members in the event of death of founder members is/are unable to elect a member or members to the board,

(iii)      Approving the annual accounts and the budget of the Society,

(iv)     Appointing Auditor,

(v)       Considering and deciding the removal/readmission by the Executive committee of a member,

(vi)      Amending the Rules

(vii)     Framing Bye-laws and Rules of Procedure,

(viii)    Doing all such acts as may be necessary, subject to the provision of these rules.

10.             Governing Board

The Governing Board shall consist of seven persons. Three persons shall be elected from founder members, two persons shall be elected from Members—-One by individual members with voting right and other by institutional members. The Board shall co-opt two persons from amongst the members or distinguished poets who are not members of the Society.

11.      The Executive Committee

(a)      The Executive Committee shall consist of the President, Vice-President, Secretary-General and 7 members and shall be constituted as follows:

(i)       The Secretary,

(ii)      The Treasurer of the Society to be elected from amongst the members of the Executive Committee,

(iii)     Two members to be nominated by the Governing Board of the Society.

(iv)     Two members to be elected by individual members with voting right,

(v)      Two members to be elected by institutional members with voting right.

(b)      The Executive Committee shall have power to co-opt a member in any vacancy to be filled by election for the residue of the term of the out-going member if such vacancy arises in the second year

(c)      Every meeting of the Executive shall be presided over by the President, and in his absence by the Vice-President, and the absence of both President and Vice-President a member chosen by the member present on the occasion

(d)      Any business of the Executive Committee may be carried out by circulation among all its members and any resolution so circulated and approved by a majority of members by circulation shall be effective and binding as if it had been passed by a meeting of the Executive committee.

(e)      The Secretary-General of the Society will also function as the Secretary of the Executive Committee until a full time Secretary is appointed to assist him.

12.             Rights, Powers and Duties of the Governing Board

The Governing Board shall:

(a)      Manage the business and affairs of the Society;

(b)      Have all such powers and shall perform all such functions as are necessary of proper for the achievement or the furtherance of the objects of the Society;

(c)      Incur expenditure on the establishment as a whole, create such posts as it may think necessary for carrying on the work of the Society, prescribe the terms and conditions of appointment to these posts and also make the appointments to these posts;

(d)      Consider and deiced upon letters of resignations from senior members/office bearers of the Society;

(e)      Expel/suspend a member/associate member if his conduct is found prejudicial to the interests of the Society; pending the confirmation of the General body;

(f)       Prescribe the procedures of its own meetings and the meetings of sub-committees;

(g)      Acquire by gift, purchases, exchange, lease or otherwise, lands, buildings or other immovable property together with all rights appertaining thereto;

(h)      Construct and maintain buildings including right to alter or improve them, and to equip them suitably;

(i)       To raise funds for the Society by gifts, donations, or otherwise;

(j)      To receive moneys, securities, instruments and/or any other movable property for and on behalf of the Society;

(k)      Grant fellowships, scholarships or other monetary assistance, on such terms and conditions as it may prescribe, to such persons as it may select for the carrying on of any research, or investigating, or study in a subject in which the Society is interested;

(l)      Manage, sell, transfer or otherwise dispose of any property, moveable or  immovable, of the Society;

(m)     Assign, from time to time, such functions and duties and delegate such powers, as it may deem fit, to the Executive Committee; and

(n)      Prescribe the powers, functions and duties of the President, Vice-President, the Secretary-General, the Secretary and the Treasurer.

13.             Powers, Functions and Duties of the Executive Committee

Subject to the overall control of the Governing Board, the Executive Committee shall:

(a)      appoint from time to time, such and so many employees, and on such terms and conditions, as it may deem fit, for carrying on the management and the affairs of the Society;

(b)      exercise control over the employees of the Society;

(c)      to propose bye-laws for any of the matters for which they may be made for consideration and adopting by the Board;

(d)      correspond with foreign scholars, institutions and organizations and to co-operate with them in matters relating to the work of the Society;

(e)      appoint, if it deems fit, delegates to represent the Society to conferences in India and abroad;

(f)      hold lectures, seminars to arrange for studies, investigations, researches, and conferences on poetry in such manner as it may deem fit, from time to time;

(g)      publish and/or to finance or arrange the publication of original and translated poetry collections, and/or other literature and to sell or arrange for the sale of them, as it may deem fit, from time to time;

(h)      establish centres or chapters in India as may be needed for the Society;

(i)       institute and maintain a library or libraries;

(j)       purchase all scuh articles and materials as may be needed for the Society and its works;

(k)      appoint from time to time, sub-committees, including, if need be, persons other than members, of the Executive Committee, and assign and/or delegate thereunto, such powers, duties and functions as it may deem fit;

(l)       perform all such acts and duties and exercise all such powers as may be delegated or assigned to it by the Board;

(m)     draw up the annual budget of the Society for the approval of the Board;

(n)      prepare the annual report and accounts of the Society; and

(o)      consider and approve or reject applications for membership of the Society.

14. Terms of Office

(a)      The terms of office of the President, Vice-President and Secretary-General shall be for two years. They shall be eligible for re-election.

(b)      The term of office of the Treasurer and the elected/nominated members of the Board and the Executive Committee shall also be for two years. The elected/nominated members will be eligible for re-election/renomination.

(c)      The elected members of the Governing Board will elect President, Vice-President, Secretary-General and the Members of the Executive Committee will elect the Treasurer.

15. Meetings

(a)     Meetings--Place

All meetings of the General Body shall be held in New Delhi. Meetings of the Governing Board and the Executive Committee may be held in New Delhi or in any of the other centres of the Society.

16. Quorum for Meetings

(i)       For General Body: One-third of the total enrolled members shall form the quorum at any meeting of the General Body. If at a meeting a quorum is not available, the meeting shall be adjourned and reconvened one hour later and then no quorum shall be necessary.

(ii)      For a meeting of the Board, the quorum shall be three; and

(iii)     For Executive Committee: Four members of the Executive Committee shall form a quorum at any meeting of the Executive Committee.

17.             Formation of Sub-Committees

The Executive Committee may, by a resolution, appoint under the directions of the Board sub-committees for such purposes and with such powers as it may think fit.


18.             Election and Its Method

Election to the Governing Board and the Executive Committee will be held once in two years, by secret ballot.

19.             Financial Year

The financial year of the Association shall be from 1st April to 31st March.

20.             Submission of Annual Lists as per Section 4 of S.R. Act, 1860

Once in every year a list of members of the Governing Body shall be filled with the Registrar of Societies as required under section 4 of the Societies Registration Act of 1860.

21.      Legal Proceedings as per Section 6 of S.R. Act, 1860

The Society may sue or be sued in the name of President/Secretary-General as per provisions laid down under section 6 of the Societies Registration Act, 1860.

22.             Amendment as per Section 12 and 12A of the S.R. Act, 1860

Any kind of amendment in the memorandum or Rules and Regulations of the Society shall be made as per section 12 and 12A of the Societies Registration Act of 1860.

23.             Dissolution as per Section 13 and 14 of S.R. Act, 1860

Society can be dissolved, if necessary, as per section 13 and 14 of the Societies Registration Act of 1860.

24.             Applicability-Clause

All the provisions of the Societies as extended to the Union Territory of Delhi, will apply to this Society.

25.             Essential Certificate

Certified that this is the current copy of the rules and regulations of the Society.

Sd/-

President /  Secretary-General /  Treasurer  

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