I. Name The name of the Association shall be the "Public Relations and Allied Services Association of Rajasthan" and its headquarters shall be at Jaipur
II. Membership: The membership of the association shall be open to all members of the RajasthanInformation and Public Relations (State & Subordinate) Services.
III. Objects: The objects for which the Association is established are.
(i) To promote the development of modern techniques in information dissemination and governmental public relations.
(ii) To promote a forum for discussion and exchange of knowledge and sharing of expiring bearing on public relations among the members of the Association in order to raise the standard of their professional efficiency.
(iii) To promote mutual understanding, friendly feelings and unity among members of the service.
(iv) To represent the views of the members on any matter affecting or likely to affect their interests.
(v) To provide for the welfare of the members of the Association and their dependants by promoting co-operative and welfare activities.
(vi) To arrange for publication of bulletins, or news-sheets and to arrange for seminars on relevant, topical media-related issues.
(vii) To raise funds and accept donations in order to purchase or acquire on lease, or in exchange, or on hire, or otherwise, any real or personal property; and any rights or privileges necessary orconvenient for the purposes of the Association.
(viii) To pay out of the funds of the Association the costs, charges and expenses, preliminary and incidental to the formation, establishment and the registration of the Association.
(ix) To undertake such other lawful activities as are incidental and conducive to the attainment of the above objects.
RULES AND REGULATIONS
1. The objects of the Association are as set out in the Memorandum of the Association and may be altered, extended or abridged with the prior approval of the General Body.
2. A person shall cease to be a member if.
(i) He/she does not pay his annual subscription on or before March 31, provided that the Executive Committee shall have discretion to restore membership on payment of such arrears as may be provided for in the bye-laws;
(ii) He/she sends his/her resignation in writing;
(iii) He/she acts against the interest of the Association and is deemed to have done s by a majority of votes of the Executive Committee.
Subscription : The annual subscription shall be Rs. 200/- , payable by all members in advance in the month of April.
GENERAL BODY MEETING
3. The meeting of the General Body shall ordinarily be held twice a year, with not more than a gap of six months between the two meetings. The first meeting should immediately be held after the new Executive takes charge or as soon thereafter as possible :
(a) To consider the annual report and statement of accounts of the
previous year;
(b) To transact any other business brought before it by the Executive Committee or any other member due notice and;
(c) To appoint auditors for the Association for the current year.
4. Extraordinary meeting : An extraordinary meeting of the General Body
will be convened at any time;
(a) When the Executive Committee deems it necessary;
(b) On receipt of a written request made by not less than twenty members of the Association or one-sixth of the members, whichever is less, within thirty days of receipt of such notice.
5. Notice and Quorum of General Body : A notice of 7 clear days to be counted (from the day of issue) shall be given to the members of any meeting of the General Body specifying therein the date by which the
members shall intimate the resolution they wish to be-placed on the agenda of the meeting.
The Quorum of all the General Body Meeting shall be twenty, or onefifth of the total membership, whichever is less.
6. Meetings. A member who wishes to propose items for the agenda shall send them to the Secretary, who shall put them up to the Committee for final decision. Notwithstanding this, any item which is proposed by at least twenty members of the General Body shall automatically be taken up for consideration.
EXECUTIVE COMMITTEE
7. The day-to-day business of the Association shall be conducted by the Executive Committee consisting of a President, a Vice-President, a General Secretary, a Joint Secretary, Treasurer and 5 ordinary members, all of whom shall be elected. No member of Rajasthan Information and
Public Relations (State & Subordinate) Services, who is not a member of the Association, will be eligible for election to the Executive Committee.
In addition, in order to provide for effective representation of the views of the outstation members of the Association, there shall be seven representatives of the Executive Committee in sevendivisions as indicated below. The representatives shall be nominated by the Executive Committee, with the concurrence of the members of the division, who should maintain regular contact with the Executive Committee.
DivisionalRepresentation: The Divisional Representatives shall have their headquarter at the places which for the time being are the places of their duty and they shall have the right from time to time to represent by correspondence to the Executive Committee, through the Secretary, the Views of the members of the Association in the region. The seven divisions shall comprise:
Ajmer Division: Ajmer, Bhilwara, Nagaur and Tonk Districts; and Beawar Sub-divison.
Bharatpur Division: Bharatpur, Dholpur, Karauli and Sawai Madhopur Distrticts.
Bikaner Division: Bikaner, Churu, Sri Ganganagar and Hanumangarh Districts
JaipurDivisionand Out of Rajasthan: Alwar, Dausa, Jaipur, Jhunjhunun and Sikar Districts; and Rajasthan Information Centers located at New Delhi, Kolkata and Mubmai RICs.
Jodhpur Division: Barmer, Jaisalmer, Jalore, Jodhpur, Pali and Sirohi Districts.
Kota Division: Baran, Bundi, Jhalawar and Kota Districts.
Udaipur Division: Banswara, Chittorgarh, Dungarpur, Rajsamand, Pratapgarh and Udaipur Districts.
For an effective representation of the views of outstation members, the Executive Committee shall have the power to make adjustments with regard to stations covered by a particular region, or to redefine any particular region.
8. Tenure of the Executive Committee: The Executive Committee shall normally hold office for a period of one year or till such time the new Executive Committee is elected. Vacancies arising during the term of the members of the Committee shall be filled by the Committee itself by cooption from amongst the members.
9. Meetings of the Executive Committee: The Executive Committee shall meet as often as possible, as necessary, but at least one a month. The Secretary shall also convene an extraordinary meeting of the Executive Committee, when he receives a written request from three members of the Executive. Five members of the Committee shall form the quorum. A
notice of seven clear days shall be given for the meeting of the Executive Committee. The President may dispense with this in case of urgency.
10. Functions of the Executive: The functions of the Executive Committee shall be:
(a) To consider and taire appropriate action on questions affecting the interests of members and promoting the objectives of the Association;
(b) To be in contact with the members of the Association to ascertain their views and grievances, and take appropriate steps to remedy the same;
(c) To arrange for collection of subscription fees from the members and contribution to incur expenditure in pursuance of the objectives of the Association and to maintain proper accounts of the funds of the subscription; and
(d) To prepare an annual report of the activities of the Association and a statement of audited accounts for submission to the Annual General Body meeting.
11.Tenure of the Executive Committee: The tenure of the office of the Executive Committee (and of its representatives) shall be the period between the holding of two successive general meetings of the members of the Association. Every member of the Executive Committee shall be entitled to attend any of all meetings of the committee. The new Executive Committee shall take the oath of office at the general meeting.
ELECTION, POWERS AND DUTIES OF THE PRESIDENT AND VICE-PRESIDENT
12.The President: The President shall be elected from among the members of the Association and shall ordinarily hold office for one year, or till such time as the next President takes over. The nominations for elections to the President shall reach the Secretary not later than 31th
of March each year in respect of the following years. Thereafter, the names will be circulated and the election will be by ballot. All the nominations and ballot papers thus received shall be scrutinized by the Returning Officer (nominated by the Executive Committee) of any given year and the election results duly announced well in advance of the following General Body Meeting at which the newly elected President shall be take office.
No person shall hold office of the President for more than two consecutive years
13. The President shall be ex-officio of the Executive Committee and shall preside at the general meetings of the members of the Association, wherein he shall enunciate the policies and programmes of the Association to be implemented in the ensuing year under his guidance through the Executive Committee. He shall also preside at the meetings of the Executive Committee and have a casting vote. He shall enjoy the power to convene meetings of the members of the Association and the Executive Committee by causing vote. He shall enjoy the power to convene meetings of the members of the Association and the Executive Committee by causing notices to be served on all members entitled to receive the notices in the manner laid down herein.
14.The Vice-President: The Vice-President shall be elected directly by the members. He shall hold office for a period of one year. No person shall hold the office of the Vice-President for more than two consecutive years.
15.The Vice-President shall in the absence of the president, preside at the general meetings of the members of the Association and the Executive Committee. In the event of the resignation of the President, or his being incapacitated to continue for the full term, the Vice-President shall ipsofacto become the president of the Association for the remaining term of the outgoing president.
16.Powers and duties of the General Secretary: The General Secretary of the Association shall also be the Secretary of the Executive Committee. He shall be vested with the following powers and duties:
(i.) He shall be the Chief Executive Officer of the Association and shall exercise such control and perform all such duties as may be proper to his office and shall all such action as may be consistent with the aims and objectives of the Association.
(ii.) He shall perform his duties with and under the supervision of the Executive Committee.
(iii.) He shall have powers to spend not more than Rs. 1000/- without the prior approval of the Committee. Any expenditure so incurred by him shall have to be ratified by the Executive Committee at the earliest opportunity.
17.Powers and duties of Joint Secretary:The Joint Secretary shall be elected directly by the members. He shall hold office for a period of one year. No person shall hold the office for more than two consecutive years.
18.The Joint Secretary shall in the absence of the General Secretary perform the duties of he General Secretary of the Association. In the event of the resignation of the General Secretary. or his being incapacitated to continue for the full term the Joint Secretary shall ipsofacto become the general Secretary of the Association for the remaining term of the outgoing General Secretary.
19.Powers and duties of the Treasure: The Treasurer of the Association shall be elected by the Executive Committee for a period of one year.
(i) The Treasurer shall be incharge of the funds of the Association.
(ii) He shall be responsible to the Executive Committee and shall prepare the accounts.
(iii) He shall hand over the charge to his successor when called upon to do so by the Committee.
(iv) The outgoing Treasurer shall complete the books and will be responsible for the accounts till they are audited.
20.Funds of the Association and Audit of Accounts:
(i) The funds of the Association shall be deposited with any Scheduled Bank and be operated upon under the joint signatures of any two of the indumbents to the office of the President,
Treasurer and Secretary.
(ii) The Treasurer shall maintain in such form and such manner as prescribed by Auditors appointed by the General Body and the Auditors' Report shall be submitted to the General Body along with the Annual Report.
(iii) Auditors shall not be eligible for election to the Executive Committee.
21.Clarifications and amendments: The Executive Committee shall have full powers in interpreting the provisions of this Constitution. It shall have full powers also to frame by-laws, wherever necessary consistent with
the provisions of this Constitution setting down detailed procedure under each Article of the Constitution. No amendment to the Constitution shall be made unless it has been approved by the General Body by a majority of two-thirds of the
members present and voting.
