The second revision of constitution was approved by the general body meeting on 9/3/2016. Link  to view the document is By-laws V2. It is also presented below by clicking the link By-laws V2.

 

The first revision by-laws of the constitution was approved by the general body meeting on 9/6/2014. Link to view the document is By Laws V1. It is also presented below by clicking the link By-laws V1.

 

By laws of

The National Institute of Technology, Rourkela

Overseas Alumni Association

(Revision 2)

September 3, 2016

Prepared by

Committee Members

Sarat K. Mohapatra

Sukant Panda

Pradeep Mohapatra

Ad-Hoc Committee Members

Sandip K. Dasverma

Birendra Jena

John Korah

 

TABLE OF CONTENTS

SUBJECT

PREAMBLE

ARTICLE 1 – NAME AND OFFICE

ARTICLE 2 – MISSION STATEMENT

ARTICLE 3 – OFFICERS

ARTICLE 4 – ROLES AND RESPONSIBILITIES

ARTICLE 5 – MEMBERSHIP

ARTICLE 6 – COMMITTIEES

ARTICLE 7 – ELECTION

ARTICLE 8 – FINANCE

ARTICLE 9 – MEETINGS AND CONVENTIONS

ARTICLE 10 – LOCAL CHAPTERS

ARTICLE 11 – REMOVAL OF AN EXECUTIVE COMMITTEE MEMBER

ARTICLE 12 – REMOVAL OF A BOARD MEMBER

ARTICLE 13 – REVOCATION OF MEMBERSHIP

ARTICLE 14 – RELATIONSHIP WITH NITRAA

ARTICLE 15 – OFFICIAL MEDIUM OF COMMUNICATION

ARTICLE 16 – INDEMNIFICATION

ARTICLE 17 – AMENDMENTS

ARTICLE 18 – DISSOLUTION

 

PREAMBLE

Whereas a large number of highly qualified technical professionals after graduating from the National Institute of Technology, Rourkela, Orissa, India and have settled in the United States of America,

Be it resolved that a non-profit organization be formed to enhance the educational and social well-being of the alumni, current students, faculty and the alma mater by providing direct assistance, scholarships or knowledge exchange opportunities as appropriate.

ARTICLE 1 – NAME AND OFFICE

1.1  The name of the association shall be National Institute of Technology, Rourkela Overseas Alumni Association, here-in after abbreviated as NITROAA. Overseas is currently restricted to North America.

1.2  NITROAA is registered as a non-profit organization in the state of South Carolina.

1.3  Both NIT Rourkela and Regional Engineering College, Rourkela shall be abbreviated as Alma Mater in this document.

1.4  NIT Rourkela, (NITR) alumni shall be abbreviated as NITRAns.

1.5  The principal office of NITROAA will be located in USA and the current treasurer’s address will be it’s address

1.6  The Governing Board or simply BOARD shall consist of eleven elected members.

1.7  The Executive Committee (EC) shall consist of the President, Vice President, Secretary and Treasurer who will be elected by the BOARD.

ARTICLE 2 – MISSION STATEMENT

2.1  NITROAA should be operated for educational and social well-being of the alumni but not limited to the following:

2.1.1  To be a resource center in assisting talented technical graduates in coming to USA to further their higher studies.

2.1.2  To financially assist graduate students and alumni family.

2.1.3  To develop exchange faculty programs between NITR and universities in USA.

2.1.4 To promote and organize lectures at NITR on relevant topics of interest to graduate students and faculties.

2.1.5  To develop special programs as needed to benefit the students, faculties and the institute

ARTICLE 3 – OFFICERS

3.1 NITROAA shall have numbers of Board members as described in Article 1.7 who will be elected by the members of the organization. Four out of the Board members shall be elected by the Board to form the EC. The EC shall consist of a President, a Vice-President, a Secretary and a Treasurer.

3.2 All elected Members shall be legal residents of USA or Canada.

3.3 The term of office of the BOARD members shall be for 2 years beginning October 1 and the PRESIDENT is elected for one term only.

3.4 As outlined in Article 7.6, some of the Board members go for the second term to maintain continuity. These transitioning Board members can continue for the second term or two more years. If a President is elected from the transitioning Board members, he/she becomes a Board member in the third term. In this scenario, he/she is a second term President. Thus, the maximum continuous term of the Board members will be four years or two terms and a second term President can serve three terms.

3.5  NITRAA Vice-President-overseas, is a permanent invitee to the Board meetings and will be a liaison between NITRAA and NITROAA .He/shewon’t have the voting rights.

3.6 The immediate past President shall continue as a member of the new Board automatically for two years after serving his/her term.

ARTICLE 4 – ROLES AND RESPONSIBILITIES

4.1 The BOARD shall make major policy decisions of the Association including financial. The Board will approve the annual plan and the budget of the Association by 2/3rd majority.

4.2 The Executive committee, consisting of the President, Vice President, Secretary and Treasurer will be responsible for conducting the day to day affair of the Association.

4.3 The President shall be the Chief Executive Officer of NITROAA. He/she will have the overall responsibility of the general affairs of the organization. He/she will call Board meetings and will preside at all the meetings. He/she along with the Executive committee will prepare the annual plan and the budget of the organization to be ready by December of the previous year.

4.4. The Vice President shall exercise the powers and perform the duties of the President in the absence of the President. The Vice President will automatically resume the powers of the President in the event the President is incapable to execute the duties of the President or an impeachment motion is executed against the President. In such a situation, the Board will elect a Vice President from amongst the Board members by majority vote. The responsibilities of the Vice President will include organizing annual alumni meet, act as a liaison between the NIT Rourkela and NITROAA. Vice President along with the President will be responsible for the fund raising efforts of NITROAA and the membership drive.

4.5 The Secretary shall send notices of meetings to the General Body and the Board at least 7 to10 days in advance, except in case of emergency meeting. The Secretary shall keep the minutes of meetings of the organization. The Secretary shall maintain a membership roster, roll call of attendance and such
books, papers and records as the Board may direct which shall be open for inspection by the Board. The Secretary shall be responsible for the organization, maintenance and update of the NITROAA website. He/she may appoint a Web Master & Asst Web Master of his/herchoice” with the concurrence of the Board for smooth functioning of the web.

4.6 The Treasurer shall be responsible for the treasury of the NITROA. He/she shall receive all funds, including dues, fees, charges and other assessments and shall deposit such funds in the name of NITROAA in banks and other depository. The Treasurer and/or the President shall be authorized to sign
checks on behalf of NITROAA. The Treasurer shall disburse funds as authorized by the Board, keep all records of receipts and expenses and exhibit such records at reasonable times to any member of the Board. The Treasurer shall present a financial statement at the beginning of the Board meetings every month. The Treasurer shall make a full financial report at the Annual meeting of the organization. The Treasurer shall be responsible in the preparation and filing of any statements or returns incidental to federal and/or local taxation.

ARTICLE 5 – MEMBERSHIP

5.1 There will be two kinds of membership of the Association.

5.2 General membership

5.2.1 General membership is accorded to those who are alumni of Regional Engineering College/National Institute of Technology, Rourkela. and are residents of North America (USA and Canada)

5.2.2 Express an interest in the activities of the Association. He will pay the membership fee decided by the Board which has been approved by the members of the organization.

5.2.3 There will be three sub categories of General membership: 1) Life member, 2) Annual member and 3) Student member.

5.2.3.1 An alumnus/alumna can become Life member of NITROAA by paying a one time fee as stipulated by the Association at the time of his/her membership application. The Life member is eligible to vote and run for any position of the Board.

5.2.3.2 An alumnus/alumna can become an Annual member of NITROAA by paying a fee as stipulated by the Association. The duration of the membership will be for one calendar year ( from January 1 to December 31).The annual membership can be continued for subsequent years by payment of the
annual membership fee. The Annual members can vote in the election of the Board. Annual members can upgrade to Life membership before December 31st of the same year of Annual membership by paying the balance.

5.2.3.3 Any alumnus/alumna pursuing graduate and/or Doctoral studies in a University in USA or Canada can become a Student member of NITROAA by payment of a onetime fee as stipulated by the organization. He/she will cease to be a Student member at the completion of his/her studies. The
student member is eligible to vote in the election of the Board. After the completion of their studies, Student members can upgrade to Life membership before December 31st of the same year by paying the balance.

5.3 Honorary membership

5.3.1 Honorary membership is accorded to those who have been faculty members/employees of the Alma Mater.

5.3.2 Honorary members are decided by two-third majority vote by the Board members.

5.3.3 Honorary members do not pay any membership fee , do not have voting rights and do not qualify for any position in the board.

ARTICLE 6 – COMMITTEES

6.1 The Board shall establish as many committees as deemed necessary except the Nomination  Committee for proper execution of the business of NITROAA. The Board may alter, revamp or discontinue a committee except the Nomination Committee.

6.2 All committee members shall be General members of NITROAA.

6.3 Each committee membership shall be approved by the Board.

6.4 All committee chairpersons shall report to the President and coordinate their committee activities.

6.5 Each committee chairperson shall carry out his/ her committee duties/activities as per established and approved goals, keep the records of the committee activities and shall turn over the documents to the succeeding chairperson or to the Secretary.

6.6 Select set of Standing Committees:

6.6.1 Audit Committee :

6.6.1.1 Audit Committee shall consist of three NITROAA Life members.

6.6.1.2 They will be nominated by the Board.

6.6.1.3 The Audit Committee shall meet once every year (on or before March 1)to go through the financial transactions of the organization.

6.6.1.4. The Treasurer shall furnish the following to the Audit Committee by March 1 of each year.
• Cash book, ledger and other account books.
• Checkbook and copy of bank statements.
• Receipts for all expenditure and authorization for the same.
• All inventory of NITROAA property
6.6.1.5 The committee shall report its findings to the Board by March 31 of each year.

6.6.2 Nomination Committee

6.6.2.1 The Nomination Committee consisting of five Life members shall be elected by the members of NITROAA. The out-going Nomination Committee shall submit a list of candidate names for the next Nomination Committee.These names will be submitted to the Secretary for announcement at the General Body Meeting. At the General Body Meeting, additional nominations may be made from the floor by the members of NITROAA. The Nomination Committee shall elect its own chairperson. The Nomination Committee members shall be members of NITROAA in good standing at least for two years. For smooth transition, the first Nomination Committee shall stay for two General Body Meetings. None of the nominees shall be from the current Board of Directors.
6.6.3 Bylaws Review Committee

6.6.3.1 The Board shall appoint a By-Laws Review Committee consisting of five Life members when deemed necessary to review the current By-Laws of NITROAA for any amendments.
6.6.3.2 All Bylaw amendments should be submitted to all the members of NITROAA for approval electronically. The amendments can be approved by a 2/3rd majority vote.
6.6.3.3 Absence of voting within a stipulated time will be considered as approval to the suggested amendments.

ARTICLE 7 – ELECTION

7.1 The Nomination Committee shall submit names of members nominated to the Board at the General Body Meeting.

7.2 Every effort shall be taken to constitute the Board with Five (5) members from the Latest 25 years of the Alumni and the remaining Six (6) will be from the rest of the Alumni

7.3 No two Board members will belong to the same batch.

7.4 Executive Committee consisting of the President, Vice-President, Secretary and Treasurer will be elected by the Board members from among themselves.

7.5 All BOARD members will have a term of office for two years.

7.6 A new Board election will be held every two years. About one third to half of the Board members may vacate the Board making room for new members . The Board members transitioning rom the previous Board will not go through the election process. The Nomination Committee shall make every effort to
see that the new Board maintains the Five-Six ratio as stipulated in Article 7.2.

7.7 No Board member can have more than two (2) consecutive two (2) year term in the Board, except when someone is President in his 2nd Term. However The total Board membership shall remain as prescribed in Article 1.7.

7.8 It is recommended that all voting be conducted through an electronic balloting process.

7.9 Election will be conducted by the Nomination Committee.

7.9.1 The Secretary shall furnish the following information to the Nomination Committee by March 1 before the election.

• List of current membership.
• List of Board members for the last 6 years.
• List of past Nomination Committee members

7.9.2 The Nomination Committee shall prepare a list of candidates for election. As mentioned in Article 7.6, the transitioning Board members will not go through the election. The Nomination Committee will solicit input from the members of NITROAA and the BOARD to prepare the final list of candidates for election.

7.9.3 The Nomination Committee shall analyze and consider the needs of NITROAA and nominate such candidates whose talents and experience will strengthen NITROAA.

7.9.4 The Nomination Committee shall obtain a written application and consent of each candidate to serve on the Board if elected. The Board members are expected to agree to attend at least 60% of the Board meetings every calendar year. Those who cannot meet the requirement may choose to leave
the Board. Those leaving the Board in the middle of the election cycle will be asked to find their replacement subjected to the final approval by the Board. The replacement should be from the same pool i.e last 25 years or the first group since 1965 (year of the first graduating batch).

7.9.5 Committee members shall attend Board meetings as required by the Board.

7.9.6 The names of the elected Board will be announced at the General Body Meeting.

7.9.7 The elected Board should make every effort to elect the Executive Committee at the Convention or latest by September 15 of the election year.

7.9.8 The Student members of NITROAA with the help of the Nominating Committee of NITROAA will elect a student representative who will represent the student body at the Board meetings. It is expected that the student representative will present the student issues to the Board for appropriate action.

ARTICLE 8 – FINANCE

8.1 The fiscal year shall be the calendar year ending on December 31.

8.2 NITROAA shall have no capital stock, either authorized or issued.

8.3 NITROAA shall have the right to enter into contracts, including leases, to receive, hold, use, disburse and dispose of all money and property donated, bequeathed, devised, conveyed or transferred to it.
8.4 All members of the Board are honorary, serving on a voluntary basis without any compensation. NITROAA will reimburse Board members approved out of pocket expenses incurred on behalf of NITROAA for its activities, on submitting actual expense receipts to the Treasurer.
8.5 Donations received for a specific purpose, including any income from the investment of funds, shall be used for the same specific purpose.

8.6 All financial transactions above $500 must be approved by the Board. President may approve financial transactions below $500.

8.7 Disbursements shall be made by a check signed by the Treasurer or any other authorized officer approved by the Board. Any check for an amount greater than $500 shall have two authorized signatures.
8.8 At least two members of the Board (President and Treasurer) should be authorized to handle the Treasury.

ARTICLE 9 – MEETINGS AND CONVENTIONS

9.1 The Board will meet once a month via teleconference. The quorum for meeting will be by simple majority. The secretary at the advice of the President will send the meeting notice.

9.2 The Association shall organize a convention on annual basis in various locations of US/Canada with the help from alumni from that location. Local chapter/cluster would be responsible for convention organization.

9.3 The Chapter or an alumni cluster interested in organizing the annual convention should submit a request to the President of NITROAA at least two years prior to the convention.

9.4 The convention planning should start soon after the venue has been approved by the NITROAA Board. It’s important that the convention planning and preparation start at least a year before the convention date.

9.5 In order to help in the smooth and consistent operation of the organization, every effort should be made to schedule the convention around Labor Day weekend or thereafter.

9.6 The chapter/cluster hosting the convention should elect a Convenor.

9.7 The Convenor will form a Convention Committee consisting of Convenor, members of the local chapter organizing the convention and several members of the NITROAA Board to be designated by the President.

9.8 The NITROAA Board will always be the guide in the preparation of the agenda.

9.9 The agenda of the General Body Meeting at the Convention is the sole responsibility of the NITROAA Board.

9.10 Profit and losses will be shared between the NITROAA organization and the Chapter/Group hosting the convention.

9.11 NIT alumni and their families can attend the convention. Other guests can be invited subject to the approval of the board.

ARTICLE 10 – LOCAL CHAPTERS

10.1 Regional chapters of NITROAA (hereafter referred to as “Chapters”) may be established in all geographical areas of North America, and shall operate as  NITROAA-Chicago etc.

10.2 To form a new Chapter, at least fifteen(15) alumni of NITROAA in a particular geographical location, must submit a written request to the Secretary for approval by the BOARD

10.3 Such written request must be submitted at least two (2) months prior to the intended date of formation of the Chapter.

10.4 The geographical territory of the chapters will be defined by the Board.

10.5 The written request must accurately define the geographical territory to be represented by the Local Chapter. A proposed Local Chapter’s territory may not overlap with that of an existing Local Chapter. NITROAA Members requesting formation of a new Local Chapter whose territory would overlap with that of an existing Local Chapter are encouraged to join the existing Local Chapter so that all NITROAA Members residing in that geographical territory may collectively pursue NITROAA’s underlying goals and benefit from NITROAA’s activities.

10.6 Should a proposed Chapter’s territory overlap with that of other existing Chapters, then those existing Chapters and the proposed Chapter must mutually agree to a redrawing of each Chapter’s  respective geographical territory such that no overlap results after formation of the new Chapter.

10.7 The BOARD’s decision on a written request to form a new Chapter shall be conveyed in writing no later than thirty (30) days from the date of receipt. Should a member of a Local Chapter permanently relocate to an address outside of that Local Chapter’s defined geographical territory for any reason,
such member shall cease to be a member of that Local Chapter for purposes of meeting the requirements of this Section. If, at any time, a Local Chapter falls short of fifteen (15) alumni the Chapter shall be placed under probation by the Governing Board.

10.8 All Chapter members will be members of NITROAA.

10.9 Each Chapter will elect its President ,Vice-President and Secretary/Treasurer for smooth running of the Chapters.

10.10 The Chapter election cycle will coincide with the NITROAA election.

10.11 A single individual may not serve in the position of Chapter President for a total of more than four (4) years in a span of ten (10) years.

10.12 All Chapter officers, including the elected representative on the Governing Board, are subject to the same eligibility requirements as members of the NITROAA Executive Committee.

10.13 The Chapter President shall provide that Chapter’s current membership list to the Secretary of NITROAA by June 15th of each year. The Secretary of NITROAA shall periodically provide the Chapter’s President with the names of new Members who reside in the geographic area covered by the local Chapter.

10.14 Any donation in the name of NITROAA and/or any NITROAA membership dues collected by a Chapter shall be forwarded to the Treasurer of NITROAA. A Local Chapter may solicit its own activity fees and other contributions for its activities and events.

10.15 All financial accounts owned by Chapters must reflect the NITROAA Employer Identification Number (EIN), and all funds raised by Chapters shall follow NITROAA’s rules as set forth in this Constitution and Bylaws, and IRS regulations.

10.16 Each Chapter located in the United States and Canada shall submit a copy of its annual financial statement to the Treasurer of NITROAA by March 31st of each year. Failure to provide such financial statement in a timely manner may subject the Chapter to immediate probation.

10.17 Should a Chapter be placed under probation for any reason, the BOARD shall provide in writing any terms and conditions necessary and appropriate to correct the deficiency and/or failures of the Chapter.

Upon cure of such deficiency, the chapter will be reinstated.

ARTICLE 11 – REMOVAL OF AN EXECUTIVE COMMITTEE MEMBER

11.1 If the opinion of the active members is evidenced by majority vote of the active members present in a general or special meeting, an officer or member of the Executive Committee shall be deemed guilty of misconduct or gross breach of his/her obligation to the organization and a charge that will be
presented to the Board, then, the Board shall organize a committee which will investigate the case, to include, if possible, a hearing from the accused. The committee will then submit its impartial findings to the Board which shall determine the validity of the committee’s report. In order to vote on removal
of an officer or member, the report shall be sent to all members as an agenda in the general or special meeting.

ARTICLE 12 – REMOVAL OF A BOARD MEMBER

12.1 If the opinion of the active members is evidenced by majority vote of the active members present in a general or special meeting, an officer or member of the Board shall be deemed guilty of misconduct or gross breach of his/her obligation to the organization and a charge that will be presented to the
Executive Committee, then, the Executive Committee shall organize a committee which will investigate the case, to include, if possible, a hearing from the accused. The committee will then submit its impartial findings to the Executive Committee which shall determine the validity of the committee’s report. In order to vote on removal of an officer or member, the report shall be sent to all members as an agenda in the general or special meeting.

ARTICLE 13 – REVOCATION OF MEMBERSHIP

13.1 Any member who acts in a disruptive manner, a manner that reflects poorly or causes dissention in NITROAA or who is repeatedly disruptive may have his/her membership denied, terminated or suspended. The General Body shall be the sole arbiter of such decision. If membership is revoked, any appeal must be addressed in writing to the Board within thirty (30) days. The BOARD’s decision is final with no other redress being able to be sought by the dissociated member.

ARTICLE 14 – RELATIONSHIP WITH NITRAA

14.1 NIROAA shall be an autonomous organization fully responsible for its financial and administrative governance

14.2 NITROAA and NITRA are financially and organizationally independent with no authority over each other, though they can collaborate with each other.

ARTICLE 15 – OFFICIAL MEDIUM OF COMMUNICATION

15.1 The Association shall communicate with the general membership via email and the overseas alumni website.

ARTICLE 16 – INDEMNIFICATION

16.1 The Board and Executive shall indemnify themselves, individually and collectively, from any claim, lawsuit, or damage while performing their duty as volunteers and following “due diligence” in all actions.

16.2 Errors and omissions in transmission of notifications shall not constitute a valid reason for reprisal or recall.

ARTICLE 17 – AMENDMENTS

17.1 Amendments to the By-Laws may be initiated by the By-Laws Review Committee

17.2 The Amendments shall be adopted by an affirmative two-thirds (⅔) or more by the members of the organization. The amendments shall take effect after the Annual or General Body Meeting.

ARTICLE 18 – DISSOLUTION

18.1 The notice to consider dissolution of NITROAA shall be submitted to all voting eligible members of NITROAA at least eight (8) weeks in advance of the date of a meeting of the General Body. The President shall be responsible for sending the notice.

18.2 Dissolution shall require a three-fourth (¾) majority vote by the voting eligible members.

18.3 Upon dissolution of the organization, the Board shall after paying or making provision for the payment of the liabilities of NITROAA , dispose of all the assets of NITROAA to Alma Mater.

 

The first revision by-laws of the constitution was approved by the general body meeting on 9/6/2014

By Laws V1

By-Laws of

The National Institute of Technology , Rourkela

Overseas Alumni Association

Prepared by

Sarat K. Mohapatra

Sandip Dasverma

John Korah

Birendra Jena

Moushumi Roy

ARTICLE 1 – NAME AND OFFICE

ARTICLE 2 – MISSION STATEMENT

ARTICLE 3 – OFFICERS

ARTICLE 4 – ROLES AND RESPONSIBILITIES

ARTICLE 5 – MEMBERSHIP

ARTICLE 6 – COMMITTIEES

ARTICLE 7 – ELECTION

ARTICLE 8 – FINANCE

ARTICLE 9 – MEETINGS AND CONVENTIONS

ARTICLE 10 – LOCAL CHAPTERS

ARTICLE 11 – REMOVAL OF AN EXECUTIVE COMMITTEE MEMBER

ARTICLE 12 – REMOVAL OF A BOARD MEMBER

ARTICLE 13 – REVOCATION OF MEMBERSHIP

ARTICLE 14 – RELATIONSHIP WITH NITRAA

ARTICLE 15 – OFFICIAL MEDIUM OF COMMUNICATION

ARTICLE 16 – INDEMNIFICATION

ARTICLE 17 – AMENDMENTS

ARTICLE 18 – DISSOLUTION

PREAMBLE

Whereas a large number of highly qualified technical professionals after graduating from the National Institute of Technology, Rourkela, Orissa, India and have settled in the United States of America,

Be it resolved that a non-profit organization be formed to enhance the educational and social well-being of the alumni, current students, faculty and the alma mater by providing direct assistance, scholarships or knowledge exchange opportunities. as appropriate.

ARTICLE 1 – NAME AND OFFICE

1.1 The name of the association shall be National Institute of Technology, Rourkela Overseas Alumni Association, here-in after abbreviated as NITROAA. Overseas is currently restricted to North America.

1.2 NITROAA shall be registered as a non-profit organization in the state of South Carolina.

1.3 Both NIT Rourkela and Regional Engineering College, Rourkela shall be abbreviated as Alma Mater in this document.

1.4 NIT Rourkela, (NITR) alumni shall be abbreviated as NITRAns.

1.5 The principal office of NITROAA will be located in USA and the current treasurer’s address will be it’s address

1.7 The Governing Board or simply BOARD shall consist of 11 elected members.

1.8 The Executive Committee (EC) shall consist of the President, Vice President, Secretary and Treasurer who will be elected by the BOARD.

ARTICLE 2 – MISSION STATEMENT

2.1 NITROAA shall be operated for educational and social well-being of the alumni but not limited to the following:

2.2 To be a resource center in assisting talented technical graduates in coming to USA to further their higher studies.

2.3 To financially assist graduate students and alumni family.

2.4 To develop exchange faculty programs between NITR and universities in USA.

2.5 To promote and organize lectures at NITR on relevant topics of interest to graduate students and faculties.

2.6 To develop special programs as needed to benefit the students, faculties and the institute

ARTICLE 3 – OFFICERS

3.1 NITROAA shall have 11 Board members who will be elected by the members of the organization. Four out of the 11 Board members shall be elected by the Board to form the EC. The EC shall consist of a President, a Vice-President, a Secretary and a Treasurer.

3.2 With the exception of the President, the same member may hold any number of offices.

3.3 All elected Members shall be legal residents of USA or Canada.

3.4 The term of office of the BOARD members shall be for 2 years and the PRESIDENT can’t be elected for two consecutive terms.

3.5 NITRAA Vice-President-overseas, is a permanent invitee to the Board meetings and will be a liaison between NITRAA and NITROAA. He/she won’t have the voting rights.

3.6 The immediate past President shall continue as a member of the Board automatically for two years after serving his/her term.

ARTICLE 4 – ROLES AND RESPONSIBILITIES

4.1 The BOARD shall make major policy decisions of the Association including financial. The Board will approve the annual plan and the budget of the Association by 2/3rd majority. All financial transactions of NITROAA will be approved by the Board.

4.2 The Executive committee, consisting of the President, Vice President, Secretary and Treasurer will be responsible for conducting the day to day affair of the Association.

4.3 The President shall be the chief executive officer of NITROAA. He/she will have the overall responsibility of the general affairs of the organization. He/she will call Board meetings and will preside at all the meetings. He/she along with the other BOARD members will prepare the annual plan and the
budget of the organization to be ready by December of the previous year.

4.4. The Vice President shall exercise the powers and perform the duties of the President in the absence of the President. The Vice President will automatically resume the powers of the President in the event the President is incapable to execute the duties of the President or an impeachment motion
is executed against the President. In such a situation, the Board will elect a Vice President from amongst the Board members by majority vote. The Vice President can be a candidate for the office of the President after the expiry of the term of the President. The responsibilities of the Vice President will
include organizing annual/biennial alumni meet, act as a liaison between the NIT Rourkela and NITROAA.

4.5 The Secretary shall send notices of meetings to the General Body .and the Board. The Secretary shall keep the minutes of meetings of the organization. The Secretary shall maintain a membership roster, roll call of attendance and such books, papers and records as the Board may direct which shall be open
for inspection by the Board. The Secretary shall be responsible for the organization, maintenance and update of the NITROAA website. The Secretary will also be responsible for the fund raising efforts of NITROAA.

4.6 The Treasurer shall be responsible for the treasury of the NITROA. He/she shall receive all funds, including dues, fees, charges and other assessments and shall deposit such funds in the name of NITROAA in banks and other depository. The Treasurer and/or the President shall be authorized to sign
checks on behalf of NITROAA. The Treasurer shall disburse funds as authorized by the Board., keep all records of receipts and expenses and exhibit such records at reasonable times to any member of the Board. . The Treasurer shall present a financial statement at the beginning of the Board meetings every month. The Treasurer shall make a full financial report at the Annual meeting of the organization. The Treasurer shall be responsible in the preparation and filing of any statements or returns incidental to federal and/or local taxation.

ARTICLE 5 – MEMBERSHIP

5.1 There will be two kinds of membership of the Association.

5.2 General membership

5.2.1 General membership is accorded to those who are alumni of Regional Engineering College/National Institute of Technology, Rourkela. and residing in North America (USA and Canada)

5.2.2 Express an interest in the activities of the Association.

5.2.3 Pay the membership fee decided by the Board. and subsequently approved by the members of the organization. Membership fee for the first year will be $50.00 at the first General Body Meeting. This may be changed by the Board after the first General Board Meeting.

5.2.4 General members are eligible to run for any position on the Board.

5.3 Honorary membership

5. 3.1 Honorary membership is accorded to those who have been faculty members/.employees of the Alma Mater.

5.3.2 Honorary members are decided by two-third majority vote by the Board members.

5.3.3 Honorary members do not pay any membership fee , do not have voting rights and do not qualify for any position on the board.

ARTICLE 6 – COMMITTEES

6.1 The Board shall establish as many committees as deemed necessary except the Nomination Committee for proper execution of the business of NITROAA.  The Board may alter, revamp or discontinue a committee except the Nomination Committee.

6.2 Each committee membership shall be approved by the Board as required.

6.3 All committee chairpersons shall report to the President and coordinate their committee activities.

6.4 Each committee chairperson shall carry out his/ her committee duties/activities as per established and approved goals, keep the records of the committee activities and shall turn over the documents to the succeeding chairperson or to the Secretary.

6.5 Select set of Standing Committees:

6.5.1 Audit Committee :

6. 5.1.1 Audit Committee shall consist of two members who are members of NITROAA but aren’t elected Board members

6.5.1.2 They will be nominated by the Board..

6.5.1.3 The Audit Committee shall meet once every year (on or before March 1 to go through the financial transactions of the organization.

6.5.1.4. The Treasurer shall furnish the following to the Audit Committee by March 1 of each year.
• Cash book, ledger and other account books.
• Checkbook and copy of bank statements.
• Receipts for all expenditure and authorization for the same.
• All inventory of NITROAA property

6.5.1.5 The committee shall report its findings to the Board by March 31 of each year.

6.5.2 Nomination Committee

6.5.2.1 The Nomination Committee consisting of five members shall be elected by the members of NITROAA. The out-going Nomination Committee shall submit a list of candidate names for the next Nomination Committee.These names will be submitted to the Secretary for announcement at the General Body Meeting. At the General Body Meeting, additional nominations may be made from the floor by the members of NITROAA. The Nomination Committee shall elect its own chairperson. The Nomination Committee members shall be members of NITROAA in good standing at least for two years. For smooth transition, the first Nomination Committee shall stay for two General Body Meetings. None of the nominees shall be from the current Board of Directors.

6.5.3 By-Laws Review Committee

6.5.3.1 The Board may appoint a By-Laws Review Committee every two years or sooner as deemed necessary to review the current By-Laws of NITROAA for any amendments.

6.5.3.2 All By-Law amendments should be submitted to all the members of NITROAA for approval electronically or at the General Body Meeting. The amendments can be approved by a 2/3rd majority vote.

6.5.3.3 “No vote” will be considered as approval to the suggested amendments.

ARTICLE 7 – ELECTION

7.1 Eleven members will be elected to the Board by the members of the organization at the General Board Meeting.

7.2 Five (5) seats on the Board will be from the latest 25 years of the Alumni. Remaining Six (6) seats will be from the rest of the Alumni.

7.3 Executive Committee consisting of the President, Vice-President, Secretary and Treasurer will be elected by the Board members.

7.4 All BOARD members will have a term of office for two years.

7.5 A new election will be held every two years. Some of the outgoing members may contest for re-election.

7.6 For smooth running of the organization, the past President will be a Board member in the next election.

7.7 Some of the retiring Board members may contest in the next election cycle.

7.8 It’s recommended that all voting be conducted through an electronic balloting process. But, the process will be ultimately decided by the Board.

7.9 Election will be conducted by the Nomination Committee.

7.9.1 The Secretary shall furnish the following information to the Nomination Committee six months before the election.

• List of current membership.
• List of Board members for the last 6 years.
• List of past Nomination Committee members

7.9.2 The Nomination Committee shall prepare a list of candidates for election. The Nomination Committee will solicit input from the members of NITROAA and the BOARD to prepare the final list of candidates for election.

7.9.3 The Nomination Committee shall analyze and consider the needs of NITROAA and nominate such candidates whose talents and experience will strengthen NITROAA.

7.9.4 The Nomination Committee shall obtain a written application and consent of each candidate to serve on the Board if elected.

7.9.5 The election will be done by the members of NITROAA through electronic or paper balloting as deemed appropriate by the Board. The names of the elected Board will be announced at the General Body Meeting.

ARTICLE 8 – FINANCE

8.1 The fiscal year shall be the calendar year ending on December 31.

8.2 NITROAA shall have no capital stock, either authorized or issued.

8.3 NITROAA Shall have the right to enter into contracts, including leases, to receive, hold, use, disburse and dispose of all money and property donated, bequeathed, devised, conveyed or transferred to it.

8.4 All members of the Board are honorary, serving on a voluntary basis without any compensation. NITROAA will reimburse approved out of pocket expenses incurred on behalf of NITROAA for its activities, on submitting actual expense receipts to the Treasurer.

8.5 Donations received for a specific purpose, including any income from the investment of funds, shall be used for the same specific purpose.

8.6 All disbursements above $500 must be approved by the Board. President may approve disbursements below $500.

8.7 Disbursements shall be made by a check signed by the Treasurer or any other authorized officer approved by the Board. Any check for an amount greater than $500 shall have two authorized signatures.

ARTICLE 9 – MEETINGS AND CONVENTIONS

9.1 The Board will meet once a month or once every other month via teleconference. The quorum for meeting will be by simple majority. The secretary at the advice of the President will send the meeting notice.

9.2 The Association shall organize a convention on annual basis in various locations of USA & Canada with the help from alumni from that location.

9.3 The Association shall meet in person at least once a year during the annual convention

ARTICLE 10 – LOCAL CHAPTERS

10.1 Regional chapters of NITROAA (hereafter referred to as “Chapters”) may be established in all Metropolitan areas of North America, and shall operate as NITROAA-Chicago etc.

10.2 To form a new Chapter, at least fifteen (15) families of NITROAA in a particular Metro location, must submit a written request to the Secretary for approval by the BOARD

10.3 Such written request must be submitted at least two (2) months prior to the intended date of formation of the Chapter.

10.4 The geographical territory of the chapters will be defined by the Board.

10.5 The written request must accurately define the geographical territory to be represented by the Local Chapter. A proposed Local Chapter’s territory may not overlap with that of an existing Local Chapter. NITROAA Members requesting formation of a new Local Chapter whose territory would overlap with that of an existing Local Chapter are encouraged to join the existing Local Chapter so that all NITROAA Members residing in that geographical territory may collectively pursue NITROAA’s underlying goals and benefit from NITROAA’s activities.

10.5 Should a proposed Chapter’s territory overlap with that of other existing Chapters, then those existing Chapters and the proposed Chapter must mutually agree to a redrawing of each Chapter’s respective geographical territory such that no overlap results after formation of the new Chapter.

10.6 The BOARD’s decision on a written request to form a new Chapter shall be conveyed in writing no later than thirty (30) days from the date of receipt. Should a member of a Local Chapter permanently relocate to an address outside of that Local Chapter’s defined geographical territory for any reason,
such member shall cease to be a member of that Local Chapter for purposes of meeting the requirements of this Section. If, at any time, a Local Chapter falls short of fifteen (15) families having at least one Chapter shall be placed under hibernation by the Governing Board.

10.7 The BOARD shall approve a model template of guidelines governing the local chapters’ operations, hereafter referred to as “Model Chapter Guidelines”. Each Chapter may have its own chapter guidelines. However, Chapter’s guidelines shall in no way conflict with, or receive priority over, this Constitution and Bylaws or the Model Chapter Guidelines approved by the BOARD.

10.7 A single individual may not serve in the position of Chapter President for a total of more than four (4) years in a span of ten (10) years.

10.8 All Chapter officers are subject to the same eligibility requirements as members of the NITROAA Executive Committee.

10.9 The Chapter President shall provide that Chapter’s current membership list to the Secretary of NITROAA by June 15th of each year. The Secretary of NITROAA shall periodically provide the Chapter President with the names of new Members who reside in the geographic area covered by the local
Chapter.

10.10 Any donation in the name of NITROAA and/or any NITROAA membership dues collected by a Chapter shall be forwarded to the Treasurer of NITROAA. A Local Chapter may solicit its own activity fees and other contributions for its activities and events.

10.11 All financial accounts owned by Chapters must reflect the NITROAA Employer Identification Number (EIN), and all funds raised by Chapters shall follow NITROAA’s rules as set forth in this Constitution and Bylaws, and IRS regulations.

10.12 Each Chapter located in the United States shall submit a copy of its annual financial statement to the Treasurer of NITROAA by March 31st of each year. Failure to provide such financial statement in a timely manner may subject the Chapter to immediate probation.

10.13 Should a Chapter be placed under hibernation for any reason, the BOARD shall provide in writing any terms and conditions necessary and appropriate to correct the deficiency and/or failures of the Chapter. Upon cure of such deficiency and/or failures, the Chapter shall be reinstated and the Chapter
President, or other elected representatives of the Chapter, shall regain his or her seat on the BOARD. For purposes of probation due to a member deficiency, the Local Chapter may be reinstated upon submission of a new written request meeting the requirements of Chapter as stated earlier.

ARTICLE 11 – REMOVAL OF AN EXECUTIVE COMMITTEE MEMBER

11.1 If the opinion of the active members is evidenced by majority vote of the active members present in a general or special meeting, an officer or member of the Executive Committee shall be deemed guilty of misconduct or gross breach of his/her obligation to the organization and a charge that will be presented to the Board, then, the Board shall organize a committee which will investigate the case, to include, if possible, a hearing from the accused. The committee will then submit its impartial findings to the Board which shall determine in the validity of the committee’s report. In order to vote on removal of an officer or member, the report shall be sent to all members as an agenda in the general or special meeting.

ARTICLE 12 – REMOVAL OF BOARD OF DIRECTOR

12.1 If the opinion of the active members is evidenced by majority vote of the active members present in a general or special meeting, an officer or member of the Board of Directors shall be deemed guilty of misconduct or gross breach of his/her obligation to the organization and a charge that will be
presented to the Executive Committee, then, the Executive Committee shall organize a committee which will investigate the case, to include, if possible, a hearing from the accused. The committee will then submit its impartial findings to the Executive Committee which shall determine in the validity of the committee’s report. In order to vote on removal of an officer or member, the report shall be sent to all members as an agenda in the general or special meeting.

ARTICLE 13 – REVOCATION OF MEMBERSHIP

13.1 Any member who acts in a disruptive manner, a manner that reflects poorly or causes dissention in NITROAA or who is repeatedly disruptive may have his/her membership denied, terminated or suspended. The General Body shall be the sole arbiter of such decision. If membership is revoked, any
appeal must be addressed in writing to the Board within thirty (30) days. The BOARD’s decision is final with no other redress being able to be sought by the dissociated member.

ARTICLE 14 – RELATIONSHIP WITH NITRAA

14.1 NIROAA shall be an autonomous organization fully responsible for its financial and administrative governance

14.2 NITROAA and the Alma Mater are financially and organizationally independent with no authority over each other, though they can collaborate with each other.

ARTICLE 15 – OFFICIAL MEDIUM OF COMMUNICATION

15.1 The Association shall communicate with the general membership via email and the proposed overseas alumni website.

ARTICLE 16 – INDEMNIFICATION

16.1 The Board and Executive shall indemnify themselves, individually and collectively, from any claim, lawsuit, or damage while performing their duty as volunteers and following “due diligence” in all actions.

16.2 Errors and omissions in transmission of notifications shall not constitute a
valid reason for reprisal or recall.

ARTICLE 17 – AMENDMENTS

17.1 Amendments to the By-Laws may be initiated by the By-Laws Review Committee

17.2 The Amendments shall be adopted by an affirmative two-thirds (⅔) or more by the members of the organization. The amendments shall take effect after the Annual or General Body Meeting.

ARTICLE 18 – DISSOLUTION

18.1 The notice to consider dissolution of NITROAA shall be submitted to all voting eligible members of NITROAA at least eight (8) weeks in advance of the date of a meeting of the General Body. The President shall be responsible for sending the notice.

18.2 Dissolution shall require a three-fourth (¾) majority vote by the voting eligible members.

18.3 Upon dissolution of the organization, the Board shall after paying or making provision for the payment of the liabilities of NITROAA , dispose of all the assets of NITROAA to NITR.