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ARTICLE 1
1. NAME : The name of the association shall
be “Royal College
Group of 87”
hereinafter referred to as the “Association”
2. BANKERS : Hatton National Bank Ltd
Hongkong & Shanghai Banking Corporation
Ltd
3. AUDITORS : B.R.De Silva & Company, Chartered
Accountants.
ARTICLE 11
1. AIMS AND OBJECTS : The aims and objects of
the association shall be to:
(1.) provide opportunities for its members to
promote and foster better relations between all members,
other old boys and Royalists.
(2.) promote fellowship among members and their
families.
(3.). promote closer co-operation and unity
among all members.
(4.) assist Royal College, its allied institutions
and any person associated with it.
(5.) assist in the welfare of members and promote
the continuity of the Association.
2. FUNCTIONS / ACTIVITIES : to achieve the aforesaid
aims and objects of the Association may
(a.) within the limits prescribed herein below
plan, organise, finance and
conduct its own activities and may itself supply
money raised if necessary trough sponsorship; manpower and creative
imagination necessary thereto.
(b.) raise the funds necessary to carry on its
programs. Funds must be spend to achive the objectives
stated in Articles 11 (1) thereof.
(c.) conduct other activities of which the executive
committee may approve, from time to time.
ARTICLE 111
1. MEMBERS OF THE ASSOCIATION
(1.) The Association shall consist of old boys
of Royal College Colombo 7:
(a) who joined the college for year 1 in 1975.
(b) who joined the above (a) batch in year
1980
(c) who joined the above (a) batch of students
at college at any time.
(d) who sat or would have been schedule to sit
the GCE Advanced Level examination in 1987.
2. CONDITIONS OF MEMBERSHIP
Membership shall be available to the old boys
specified in Article 111 (1) above upon approval by the Executive
Committee and upon payment of a life membership fee of Rs.500/=.
3. PRIVILEGES OF MEMBERSHIP
All members of the Association except where
otherwise stated shall be entitled to :
(a) speak and vote at General Meetings.
(b) be eligible, subject to these rules be
eligible to be nominated to hold office.
(c) vote at an election of the association.
4. DISCIPLINARY ACTION
(1) A member shall be expelled from the Association
if a Motion for his expulsion be
carried out at a General Meeting.
(2) No notice of a Motion for the expulsion
of a member shall be entertained by the
Executive Committee unless 25 members of the
Association shall have duly signed
such notice of Motion.
(3) Such notice of Motion, shall be accompanied
by a copy of the Motion, duly signed
by the proposer and the seconder.
(4) The Executive Committee shall cause a copy
of such Motion to be sent to the
member sought to be expelled, at least 10 days
before the meeting at which such
Motion shall be discussed.
(5) A Motion for the expulsion of a member
shall not be deem to be carried unless at
least one third of the members of the Association
who are entitled to vote at that time
shall be present at the meeting and at least
two-thirds of the members voting on the
Motion, shall have voted in favour of it.
(6) A member who has been expelled can be re-admitted
only after Motion for his
re-admission has been carried at a General
Meeting under the same conditions
applying to a motion for the expulsion of a
member.
(7) Any member who has resigned or been expelled
shall be excluded on all occasions
from the Association until his membership be
resumed.
(8) Any member reported by the President of
any meeting for disorderly conducting is
liable at the request of the Executive Committee
to be required to show cause to it
within 7 days, as to why he should not be suspended
from Association activities for a period not exceeding one month.
(9) If any office-bearer or members of the Standing
Committee shall absent himself from three consecutive General
Meetings or from three consecutive Committee
Meetings, he shall be deemed to have vacated his office or place
on the Standing Committee, unless the Committee shall otherwise
decide.
ARTICLE 1V
(1) OFFICE BEARERS OF THE ASSOCIATION SHALL
BE
(a) President
(b) Vice Presidents
(c) Secretary
(d) Assistant Secretary
(e) Treasurer
(f) Assistant Treasurer
(f) Twenty Committee Members
(2) No member shall hold more than one of these
offices at the same time.
(3) All officers must be members of the Association.
(4) All officers shall be elected annually.
(5) No member shall be elected as the President
for not more than two years consecutively
(6) They shall enter office at the begining
of the year next following in which they are elected but this rule
does not apply to
an officer elected to file any vacancy cancel
by death, disqualification or resignation.
(7) Officers shall hold office until the entry
of their successors.
(8) The General Election of office bearers shall
be held in the month of June of every year.
(9) office bearers of the association shall
constitute the Executive Committee
(2) FUNCTIONS, POWERS AND DUTIES OF OFFICE-
BEARERS
1. PRESIDENT
(1) The President shall preside at all meetings
of the Association and of the
Executive Committee.
(2) In the event of a motion of no-confidence
against the entire Standing
Committee the House shall elect a pro-tem Chairman
who shall not be a
Member of such Committee, whereupon the president
shall vacate the
Chiar.
(3) (a) The president shall interpret the rules
of the Union during the
meeting which he presides .
(b) 1. notwithstanding the provisions of these
rules the ultimate source
of authority with regard to any dispute arising
from ruling given by the
President shall be the House itself.
2. such ruling of the president may be invalidated
by a two third
majority of the members present at that meeting.
(4) The President shall be ex-officio a member
of all select Committees,
appointed by the Executive Committee or the
House and shall be
responsible for summoning them.
(5) (a) The President in consultation with
the General Secretary shall have
authority in all cases of emergency to act
on behalf of the
Association. Any action so taken shall be communicated
to the
Membership by causing a notice to be posted
and /or fax and
Within 7 days of such action.
(b) such actions shall be deemed to have been
confirmed by the
member unless any membership calls upon the
General Secretary
within 7 days of such notice to convene a meeting
to consider such
action.
(6) The President or chairman shall not vote
at any Ordinary General Meeting
Extraordinary General Meeting, Emergency General
Meeting or at a
Meeting of the Executive Committee unless in
case of a tie when he shall have a casting vote.
(7) The President shall be signatory to an
account/ accounts to be operated by the association under the
joint signatures or the treasurer and the one
of the two vice Presidents to be designated by the standing committee.
(8) In the absence of the President his duties
shall devolve upon the Vice
Presidents or the person next in order in precedence,
but in no case shall the
General Secretary or the Assistant Secretary
take the Chair.
(2) VICE PRESIDENT
(1) The Vice President shall assist the President
in his duties and act for the President in his absence.
(2) His duties shall include the organising
of social events on behalf of the association in
accordance with the decisions of the Executive
Committee.
(3) He shall be assisted by the Executive Committee
in organising such events on behalf
of the association.
(3) GENERAL SECRETARY
(1) The General Secretary shall be responsible
for summoning meetings of the
Executive Committee and for transacting generally
the business of the association
On behalf of the executive committee.
(2) He shall enter the proceedings of all General
Meetings of the union in a Minute
Book which shall be open for inspection by
members. Any member may notify
an omission or mistake to the General Secretary
in writing, but no alteration shall
be made except with the permission of the House.
(3) He shall take steps to communicate to the
membership by causing a notice to be
posted and / or by Fax and / or E.Mail the
minutes of the said proceedings within
14 days thereof.
(4) He shall record proceedings of all meetings
of the executive committee and shall
record the attendance of Office bearers and
members of the Executive Committee,
in the Minute Book of the Committee.
(5) He shall prepare the agenda and ensure
that the minutes as revised are duly entered
in the Minute Book of the association.
(6) He shall keep at least 3 copies of the Rules,
and any Rule or alteration of the Rule shall be entered on such
copies by him within two days after it is passed,
the date of its passing being noted in the margin. One of such copies
shall always be open to members.
(7) He shall
(a) maintain a book containing the transactions
of the association and of the
executive committee.
(b) conduct its correspondence.
(c) be responsible for all notices convening
meetings of the association.
(d) and may delegate such of his functions
as he thinks fit, to the Assistant
Secretary with the permission
(4) TREASURER
(1) He shall examine and sign all bills and
hand them to the President with a
requisition for payment.
(2) He shall prepare a statement of accounts
for all monies received by the executive
committee. Such a statement of accounts being
audited and presented to the House
at an extraordinary General Meeting.
(3) A copy of such statement of accounts shall
be posted or communicated to the
membership by Fax and / or E.Mail
(4) Such statement of accounts shall include
all reports of accounts handed over to him
by the Vice President from time to time.
(5) The Treasurer shall be a signatory to an
account / accounts to be operated by the
association under the joint signatories or
the Treasurer and the president or the
Vice President or a committee member to be
designated by the executive committee.
(5) ASSISTANT TREASURER
(1) In the absence of the Treasurer his duties
shall devolve upon the assistant
treasurer.
(2) The Assistant Treasurer shall be a signatory
to an account / accounts to be operated by the
association under the joint signatories or
the Assistant Treasurer and the president or the
Vice President or a committee member to be
designated by the executive committee only in the absence of the
Treasurer.
(3) Under no circumstance the Treasurer and
the Assistant Treasurer shall be a signatory to an account/accounts
to be operated by the association under the
joint signatories.
(6) ASSISTANT SECRETARY
(1) In the absence of the General Secretary
his duties shall devolve upon the assistant
secretary.
(2) He shall assist the General Secretary in
his functions and be responsible for the
maintenance of a Register of the members.
Such Register shall be prepared by him at the
beginning of every year and shall be
revised at the beginning of every term.
(3) Such Register shall be open for inspection
for all the members.
(7) COMMITTEES
(1) The committees of the association shall
be a executive committee, and such Special
Committees as the association may think fit
to appoint. The Executive Committee
Shall consist of the elected office bearers
and the twenty elected Committee
Members.
(2) The executive committee shall be the “Committee
of Management” and shall have
the general conduct of the associations affairs.
(3) The Executive Committee shall meet and
prepare the Agenda before each General
Meeting of the Association.
(5) The Executive Committee shall have the
power to make standing orders in regard to
the conduct of meetings not provided for in
these Rules subject to the approval of
House.
(6) Executive Committee shall determine the
duration of any other Special Committee and such special committee
is liable to submit reports, accounts of the
special committee to the executive committee on request of the
executive committee
(7) the executive committee shall the final
authority on all such special committees and decision of the
executive committee shall be the final and
conclusive.
ARTICLE V
1. NOMINATION & ELECTION OF OFFICE BEARERES
(1) The nomination and election of office bearers
for the ensuing year shall be held in the month of June every year.
(2) For purposes of nominations and elections
the President of the association or his deputy shall act as returning
officer and Presiding officer.
(3) He shall give a weeks notice of the day,
time and place for nominations to be received.
(4) He shall attend at the place of nominations
on the specified day and time.
(5) Every nomination paper shall be delivered
at the specified and between the hours
mentioned, by the candidate or by his Proposer
or by his Seconder.
(6) Any person eligible for election as an office
bearer may be nominated as a candidate
for a specified post provided that no person
shall be nominated for more than one
post at an election.
(7) Each candidate shall be nominated by means
of one or more, but not more than six
separate nominations papers each signed by
two persons who are eligible to vote at
such election, as Proposer and Seconder respectively.
The nomination paper shall
be as follows :-
“we beg to nominate …….For election
to the post of
proposer …….. Seconder ……………….
Signature………. Signature …………..
I consent to stand for election….”
(8) If no nominations are received for for any
post, the returning Officer shall give
further three days notice and at the end which
if no nominations are still
forthcoming, the Standing Committee shall have
the right to nominate any member
eligible for such post.
(9) After the closure of nominations the Returning
Officer shall announce to those
present the list of nominations for each post.
(10) The Returning officer shall after the closure
of nominations allocate half an hour
for the purpose of filing objections to the
nominations in writing duly signed by
the person objecting.
(11) After objections if any, are dealt with
the returning officer shall again announce the
list of valid nominations.
(12) In the of only one qualified candidate
or the necessary candidates being duly
Proposed and seconded for any vacancy or vacancies
the Returning Officer shall
Forthwith declare him or them duly elected
for such post or posts.
(13) In the event of there being more than one
qualified candidate or more than the
necessary number of qualified candidates being
duly Proposed and Seconded
the Returning Officer proceed to election by
secret ballot, on the same date or on a date and time
specified by him which shall be not less than
three days from the day of nominations
(14) The General Secretary shall be responsible
for the printing and custody of the
ballot papers and he shall assist the Returning
Officer on the day of the polling.
The ballot paper shall include the names of
all candidates for each post
in alphabetical order.
(15) The Returning Officer is solely responsible
for the orderly conduct of the election
under accepted practices and in accordance
with the provisions of the Rules.
(16) Each candidate is entitled to have not
more than two polling agents who shall be
appointed in writing by the candidate and such
letters of appointment shall be
submitted to the Presiding Officer at least
15 minutes before the poll commences.
(17) In the event of a voter being challenge
by any polling agent the Presiding Officer
call upon such voter to produce the Membership
Card issued to him by the
Royal College Group.
(18) At the end of the poll the Presiding Officer
shall announce closure of such poll.
Each candidate shall appoint a counting agent
in writing and such letter of
appointment shall be submitted to the Presiding
Officer at least 15 minutes
before the closure of poll.
(19) The counting shall be done in the manner
determined by the Presiding Officer.
(20) Where an equality of votes is found exist
between any of the candidates for a
particular post, and the addition of a vote
would entitled any of the candidates to
be declared elected to whom such one additional
vote shall be deemed to have
been given, shall be made by the toss of a
coin by the Presiding Officer.
(21) In the event any dispute arising out of
the manner of voting or counting the decision
of the Presiding Officer shall be final..
(22) After the conclusion of the counting of
ballot papers for each post the Returning
Officer shall declare the name of the candidate
elected to such post
(23) The Returning Officer shall within a week
of such poll cause a elected candidates
with the offices to which they are elected,
to be posted on the notice board.
(24) In the event of the death , disqualification
or resignation of any office bearer the
vacancy so caused shall be filled at a by-election
to be held not later than three
weeks after such vacancy.
(25) The rules and procedure applying to General
Election of office bearers shall also
apply in the case of such bye-election.
(26) In the event of a temporary vacancy occurring
through illness or other cause, the
Executive Committee shall have the power to
nominate one of its members to act
for such person.
2.ELIGIBILITY OF VOTERS
Members who have obtained membership of the
Association shall be eligible to vote at an election of office bearers.
3. VOTERS LIST
(1) The General Secretary of the Association
shall cause comprehensive lists of those who are eligible to vote,
to be posted on the notice board at least 7 days prior to the day
of nomination, and such list shall remain open for a period of 3
days from the day of posting.
(2) Any objection in respect of the list should
be made in writing to the president to reach at least the day on
which such list shall be displayed .
(3) The President shall cause his rulings on
such objection to be conveyed in writing to the Member objecting,
at least the day before the day of nomination. Such rulings shall
be deemed to be final and conclusive.
(4) Any alteration in the voters list as a result
of any such ruling by the President, shall be posted on the notice
board at least one hour before nominations are received
4. ELIGIBILITY OF THE CANDIDATES
All members eligible to vote under Rule 2 of
Article shall be eligible to be nominated for any office.
ARTICLE VI
1. MEETINGS OF THE ASSOCIATION
(1) The meetings of the Union are Ordinary
General Meetings, Extraordinary General
Meeting, Emergency General Meetings and Meetings
of the Standing Committee.
(2) EXTRAORDINARY GENERAL MEETINGS
There shall be an Extraordinary/General Meeting of the association
during the third term of the academic year, on the day on which
nominations are received for the election of office bearers for
the
Ensuing year, and such meeting shall follow the receiving of nominations.
All statements of accounts referred to in these Rules shall be presented
at such meeting.
(3) EMERGENCY GENERAL MEETING
A General Meeting for which only 24 hours notice
has been given in accordance with these Rules shall be deemed to
be an Emergency General Meeting.
(4) ORDINARY GENERAL MEETING
(a) Any other General Meeting convened in accordance
with the provisions of these rules shall be an Ordinary General
Meeting. All motions before the House shall be discussed at an Ordinary
General Meeting.
(b) There shall be at least 6 such meetings
for an year, excluding those held for the
Purpose of conducting Annual Oratorical Contests
of the Association.
(5) MEETINGS OF THE EXECUTIVE COMMITTEE
Those meetings convened by the President or
the General Secretary as and when
It is deemed necessary by any one of them or
on request made to the General
Secretary by at least 3 members of the Executive
Committee.
2. NOTICE OF MEETINGS
(1) Ten days of an Extraordinary General Meeting
shall be given stating the Agenda.
(2) 24 hours notice shall be given of an Emergency
General Meeting stating the agenda
(3) 3 days notice shall be given of an Ordinary
General Meeting stating the Agenda.
(4) 2 days notice of a meeting of an Executive
Committee shall be given to the members
of the Executive Committee.
3. QUORUM
(1) The Quorum for an Extraordinary General
Meeting shall be 40.
(2) The Quorum for an Emergency general Meeting
shall be 20.
(3) The Quorum for an Ordinary General Meeting
shall be 25.
(4) The Quorum for an Executive Committee shall
be 5.
ARTICLE VII
1. CONDUCT OF MEETINGS
(1) At all meetings of the Association the President
shall unless otherwise stated, take the Chair.
(2) If he takes part in a debate he shall vacate
the Chair. In the absence of the President the Chair may be taken
by the officer next in order of precedence of those present.
Under no circumstances shall the General Secretary
or Assistant General Secretary take the chair.
(3) Such acting Chairman shall exercise the
power of the President during his Occupation of the Chair.
(4) Minutes of the previous General Meeting
shall be read and adopted at the
Commencement of business of a meeting.
(5) The President may order all strangers to
withdraw at any time during a debate or
before putting the question if he deems it necessary
for the preservation of order.
(6) At all meetings of the Association the following
Rules shall be observed :-
(a) No expression of a personal or offensive
character shall be used.
(b) The Chairman may call upon any member to
explain any expression used.
Explanations shall be received without question
as to the intentions of the
Speakers, but if the explanation is not satisfactory
to the President, he may
Call upon the member in question to withdraw
or apologize.
(c) The President may call upon any member either
to withdraw or apologize
For any disorderly or offensive expression or
conduct.
(d) All members shall immediately and without
question submit themselves to the
Authority of the Chair
(e) In a debate on a motion the speech of the
proposer shall be limited to 15
Minutes. Those of all other members to 8 minutes.
The proposers reply to
10 minutes. In application of this rule the
Chairman shall use his discretion
This rule shall not apply to strangers who speak
on the invitation of the
Executive Committee
(f) The Chairman may at his discretion suspend
the proceedings of meeting at any
Time for a period not exceeding half an hour.
(7) The Chairman shall have the power to use
discretion in matters not expressly
Provided for in these rules, for the proper
and orderly conduct of the proceedings
of a meeting.
2. QUESTIONS
(1) Questions may be asked of the elected office
bearers of the Association relative to their official duties without
notice.
(2) An Office Bearer however may demand time
which shall not exceed 10 days to reply to such question.
(3) The time allowed for questions may not exceed
half an hour, and President may at all times postpone questions
to office bearers until after the chief business on Agenda
3. MOTIONS
(1) (a) Any member may move in person or by
proxy any motion provided that he has given at least one weeks notice
to General Secretary in writing with a copy of such motion.
(b) The following types of motions may be proposed
without notice
1. Motion of adjournment
2. Motions of amendments to Motions.
3. Motions Votes of thanks, Congratulations
and condolences.
(c) In the event of a Motion of which due notice
has been given under the provisions of these Rules, is rejected
by the Executive Committee it shall
Give reasons to that person in writing within
a week of such rejection.
(2) No Motion shall be discussed at a meeting
unless it has been Seconded.
(3) No member shall alter or withdraw any Motion
which he has given due notice and which is on the Agenda unless
with the permission of the House.
(4) An amendment to a motion before the Motion
in original form.
(5) The Chairman shall refuse to put an irrelevant
amendment or rider to the House.
(6) If no opposition be made to a motion shall
be considered carried. In the event of opposition
The chairman shall take a vote after the house
has debated on the Motion.
(7) No motion which has been voted upon shall
be brought forward again in the same term, in the same or any other
form. A motion which has been withdrawn shall not be deemed to have
been voted upon.
(8) The proposer of a motion may speak on every
amendment and shall have the right to reply immediately before the
final decision on his motion.
(9) In the of a motion of a expulsion of a member
or a motion of no confidence against a
member of the Executive Committee, such member
also have a right of reply immediately prior to the right of the
proposer of the motion before the final decision on the motion.
(11) In case where the House proceeds to a vote
on a division the Chairman shall appoint two
or more members to tell the number.
In taking the number no member not so appointed
shall interfere. The teller’s vote shall be counted.
4. ADJOURMENTS
(1) No adjournment of a meeting unless such
adjournment is duly proposed and
Seconded.
(2) Except in circumstances where the chairman
has announced the termination of the Business at a meeting, a member
may move an adjournment of the House provided that no such motion
shall be justified by reference to the action of the chairman, or
to any motion on which a poll is to taken. When the adjournment
of the house is moved the Chairman should announce the motion to
the house and shall call upon those who wish it to be discussed
to rise in their places, unless 15 members rise the motion shall
not be discussed or put.
A member who moves to adjourn the house shall
have precedence over all other
speakers. No matter not bearing directly on
the reason for which he moves the
Adjournment shall be introduced. If the motion
is rejected, it shall not be repeated
till after the laps of half an hour. In such
case where the House adjourns before the
close of debate the motion under discussion
together with any amendment or rider
which has been proposed shall be considered
withdrawn.
(3) the meeting shall be continued at a the
provisions of the subsections immediately preceding shall not apply
in a case
where the Chairman, in his opinion calls for
an adjournment of the meeting on the ground that no finality can
be reached within a reasonable time. In such a case subsequent date
not later than one week from the date of the original meeting.
ARTICLE V111
5. GENERAL AMENDMENTS
(1) A motion which effects any rule of the association
shall specify the rule effected and
shall place on the Notice Board a reference
to the rule affected.
(2) A member who proposes to alter or add to
a rule shall state in his motion what
Word or words he proposes to alter or add.
(3) A motion affecting the rules of the association
which shall be discussed only at an
Extraordinary General Meeting, shall be not
deemed to be carried unless two thirds
of the members voting are in favour of it.
6. INTERPRETATION
(1) The words “day” in these rules
shall not mean or include any “non working day”
of the Royal College Group.
7. TRANSITORY
The provisions of these rules shall come into
effect from ………………………….
, excepting those provisions in these rules relating to the election
of office bearers, which shall come to effect from the date of adoption.
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