Alumni Club TVS

“ACT” strives to make a positive impact on the school and its alumni through active interaction to fulfill their dreams and aspirations and evolve into socially responsible individuals.
ARTICLE I: NAME
The name of this organization shall be the Alumni Club of TVS Academy hereafter known as ACT. 
ARTICLE II: PURPOSE
  1. Alumni should meet at least once a year.
  2. To contribute a total minimum of 100 quality hours to the school.(directly/ indirectly).
  3. To create a self sustaining corpus.
  4. To involve and sustain at least 60% of alumni in activities.
  5. To identify and support deserving individuals /causes and support them.
ARTICLE II: MEMBERSHIP
Membership is granted for any student who has studied more than a year. Current students of X Std and above are also eligible to enroll for this membership. They will be enrolled as members by submitting an application form to the membership committee and in return they would be given an identity card for the same.
ARTICLE III: OFFICE BEARERS
Section 1: President
The president is responsible for the overall management and coordination of the organization to execute, enforce, and carryout the constitution. He/she presides at all meetings and shall be responsible for forming the agenda with the executive committee. He/she shall encourage a cohesive and strong organization.
Section 2: Vice President
The Vice President shall preside at meetings in the absence of the president. In acting in place of the president, the vice president has all the powers, duties, privileges and responsibility of the office.
Section 3: Secretary
The secretary records the minutes of each meeting along with maintaining attendance records for all the meetings and activities and is responsible for reserving rooms for upcoming events and activities. He/she shall submit information to the website/portal page. He/she shall compile a summary of each committee business as reported by the committee heads to include in the general meeting agendas. He/she shall maintain a current list of all members. He/she shall liaison between the ACT and TVS Academy.
Section 4: Treasurer
The treasurer shall supervise and regular the budget to include depositing and dispersing funds, and preparing financial reports. He/she shall be responsible for transactions and keeping permanent record and for making general reports at meetings. He/she shall collect all alumni related funds and donations as determined by the executive committee.
Section 5: Advisor
The advisor shall direct/advice the executive committee and is also responsible for giving necessary permissions/authorization on behalf of TVS Academy. He/she will act as the liaison between the alumni and the school students.
1) Office Bearers Nomination of the office bearers and their roles were discussed and decided next.
Sl No. Office Nominee Person In-charge Roles
1. President Arvind Adhi Over all management
2. Vice President Manickavasagam Working along with president and in his absence.
3. Secretary Hema Deals with
  • Management of logistics maintenance
  • Website
  • Membership
4. Treasurer Imran Budget/fee collection accounting
5. Advisor Ms. Srividhya Mouli Directing/Advising team by giving appropriate inputs.
ARTICLE V: ELECTIONS
Section 1: Executive Committee Elections
Executive Committee Elections shall be held annually i.e. 1 month prior to the alumni meet and the current executive committee would decide the date. The current executive committee will appoint election officer.
Section 2: Election procedures

A. Each candidate will be given the opportunity to speak in regard to their qualification for the positions. If they are unable to attend, a proxy may be chosen by the candidate to read a statement.

B. All members present the day of voting will have the opportunity to vote.

C. All members not able to be present the day of voting will be given the opportunity to vote in absentia with votes being emailed to the election officer no less than 24 hours prior to the start of the election meeting.

 
Section 3: Terms
Executive committee member will hold 2 years office term with the possibility for re-election the following year. The term will begin annually during the fourth week of April and conclude in the fourth week of April the following year. There will be a two term limit for any member holding the same office.
Section 4: Eligibility
Should be a member of the ACT for a minimum of 1 year.
ARTICLE VI: VACANCIES AND REMOVAL OF OFFICERS
Section 1: Presidential Vacancy
In the event of a presidential vacancy, the vice president will automatically assume the office of president.
Section 2: Other Vacancies
Having nominations and a general vote at  the next general meeting will fill all other vacancies of office.
Section 3: Charges for Removal
A. An ACT member bringing the charges against another member must first notify the committee of the charges. At that point, the advisor will set up a meeting between the student presenting the charges, the accused, the ACT president and him/herself. In the event the president is one of the parties involved in the accusation, the vice president will be asked to attend. At this meeting, the charges shall be presented and the accused will be given an opportunity to defend him/herself.

B. In the case of an investigation, the president (or Vice President, if charges are against the president) will appoint a committee consisting of the president (or vice president), and the members. The advisor and president (or vice president) will co-chair this committee. The investigation committee shall give a report of its findings at a regular meeting. All appeals must be made in writing to the president and committee members.

C. Upon hearing the findings, ACT may remove the accused by a 2/3rd vote by the committee members.

D. If the accused does not appear at this meeting, he/she forfeits his/her right to defend him/herself.

 
ARTICLE VII: COMMITTEES
Section 1: Executive Committee
The executive committee shall consist of one president, vice president, secretary, treasurer, advisor, and 6 Core committee members who hold important positions in terms of planning, membership, communication and fund raising.
(a) The governing body would function as follows:
Sl No. Committee Members
1. Membership Manickavasagam,Arun,Arthi,Meenakshi
2. Planning Saravanan, Sunil Castro, Veronica, Padmanabhan, Sivaraju, Dharaniyan
3. Fund Raising Arjun Adhi, Anandavel, Prasanna, Sangeetha
4. Communication Arvind Adhi, Hema, Lakshmi, Vinodh
ARTICLE VIII: MEETINGS
Section 1: Executive meetings
All executive meetings will be held once in 3 months. Secretary will call for a meeting based upon an agreed upon date in the previous meetings. Either the president/vice president or both should definitely be present for all the meetings. At least 50% attendance of members should be recorded.
ARTICLE IX: THE POINT SYSTEM
Please refer Annexure
ARTICLE X: AMENDMENTS AND BY LAWS
Section 1: Amendment Procedure
A. Authorization The power to make, alter, amend, or repeal this constitution or by-laws is vested in the active members of ACT, but, such action shall be taken only during regular executive committee meetings or a special meeting called for by the president.

B. Notification The constitution or by-laws may be amended or repealed only after written notice of the proposed change is given not less than one week prior to the date of the voting of said change.

C. Voting In order to amend or repeal this constitution, a majority (2/3 of executive members) must be present to conduct the necessary vote.

 
Section 3: Revision Procedures for the Constitution.
The constitution shall be reviewed each year, and when necessary by the rest of the members chaired by the vice president.
ACT – ANNEXURE
ANNEXURE I: POINT SYSTEM
As an incentive for all the work a member of the club does he /she gets points.

An individual with highest points will be the member of the month.

 
The point accumulation goes as follows
  1. Volunteering school activities- 10 pts/hr
  2. Organizing school trips-25pts, 50pts, 75pts depending on the work
  3. Accompanying teachers and students on trips-25pts/day
  4. Money contribution-1pt/100 Rs
  5. Attending the alumni meet-5 pts
  6. Organizing alumni meet events (those not in executive committee)-5pts, 10pts, 15pts and 20pts per event. This depends on the event.
  7. Attending executive committee meetings5pts/meeting
  8. Bringing in members-10pts/member
  9. Attending school events and functions-5pts