Amended Constitution of St. Aloysius’ College, Galle Old Boys’
Association (Colombo Branch)
Amended at the AGM held on the 17th September 2017
1.0 NAME:
The Association shall be known at the “St. Aloysius’ College, Galle, Old Boys’ Association
(Colombo Branch)”
2.0 AIMS & OBJECTIVES:
The Aims & Objectives of the Association shall be:
2.1 To foster goodwill and afford opportunities for a closer relationship among the
Old Boys of St. Aloysius’ College, Galle.
2.2 To keep the Old Boys in touch with the College and informed of College activities.
2.3 To give opportunities to the Old Boys to contribute to the welfare of the College
by their support and assistance in every way possible.
3.0 Membership
The association shall consist of
(1) Ordinary Members
(2) Life Members
(3) Affiliated Members
(4) Honorary Members
(5) Honorary Life Members
who are currently enrolled in the Membership Register of the Colombo Branch of the OBA of
St Aloysius’ College, Galle, with all categories of members having the same rights and
privileges.
3.1 (1) Ordinary member: Any person who has been a student for a minimum period of two
years at St Aloysius’ College, Galle, shall be eligible to be an ordinary member, provided that
he / she has not been expelled from the College and/ or convicted of any criminal offence
by any Court, in Sri Lanka or Overseas
(2) Affiliated Member: Any person who has been a member of the Tutorial Staff for a
minimum period of two years at St Aloysius’ College, Galle, shall be eligible to be an affiliated
member.
(3) Life Member: Any person eligible to be an Ordinary / Affiliated member is entitled to
be a Life member on payment of the appropriate subscription
(4)Honorary Member: Any person, recommended by the outgoing Council of Management
( “COM”), as having rendered signal service to the College or Association, shall be eligible to
be elected as a Honorary Member by a majority of votes at an AGM, with the subscription
waived.
(5) Honorary Life Members: All Old Aloysians over 80 years’ of age shall be placed in the
category of Honorary Life Members with the subscription waived.
3.2 Application for membership (except for Honorary Members) shall be made to the Hony.
Secretary who shall submit the application to the Committee of Management for approval.
On approval by the Council of Management and collection of the relevant subscription, the
Secretary shall enroll the applicant by recording his name in the Register of Members in the
appropriate category of membership.
4.0 Register of Members
A register of all members, under the separate categories, shall be maintained by the Hony.
Secretary
5.0 Subscription and Financial Year
The rates of subscription shall be as follows:-
5.1 a) Ordinary and Affiliated Members: Rs.200/- per annum
b) Honorary Members - Nil
5.2 Life Members: Rs.3000/- (Once and for all); Honorary Life Members - Nil
5.3 The year for the purpose of subscriptions shall be the Financial Year of the Association
which shall be 01st April to 31st March
5.4 Subscription rates may be changed by an amendment to the constitution adopted by a
simple majority at an AGM unlike for amendments to other articles of the constitution.
5.5 Failure to pay the annual subscription as it falls due in spite of notice to that effect given
by the Honorary Treasurer shall result in the termination of membership.
6.0 OFFICE BEARERS
Office Bearers are the members of
(i) The Consultative Council (“CC”) and (ii) The Council of Management (“COM”)
6.1 Consultative Council shall be composed of
(i) Patrons, not exceeding 02
(ii) 06 Vice Patrons
(iii) 06 Advisory Councillors
and its members shall have the right but not the obligation to attend COM meetings and have
no right to vote or be counted for the Quorum at such meetings
6.1.1 Council of Management shall be composed of
(a) President
(b) 08 Vice Presidents
(c ) Secretary
(d) Assistant Secretary
(e ) Treasurer
(f) Assistant Treasurer
(g) 21 Council Members - comprising of
(i) 05 from among Past Vice Presidents, Secretaries & Treasurers
and (ii) 16 others of whom
* 08 shall be under 50 years of age and
* 08 shall be 50 years and over,
- age being reckoned as at 1st January of the year in which the AGM is being held.
(h) Immediate Past President (Ex-Officio)
6.1.2 Eligibility Criteria for Positions as Office Bearers
All Office Bearers, other than the Patron/s, shall have their membership in force,
as at date of appointment / election, and
1. Patron/s, shall be the nominee/s of the Provincial of the Society of Jesus (Sri
Lanka Province)
2. Vice Patrons Vice Patron shall be appointed by the President at the AGM, on the
recommendation of the outgoing committee, from among past presidents, as well as
from those who have held the positions of Vice-President, Secretary or Treasurer for
at least
03 consecutive years and Advisory Councilors elected prior to
30th September 2013, provided however that at least 04 are Past Presidents.
3. Advisory Councillors shall be appointed by the President, on the
recommendation of the outgoing COM, from among members who hold / have held
responsible positions in their respective fields and have made significant
contributions to the Alma Mater or Association
4. President: Minimum of 05 years of continuous membership in the Association and
Minimum of 03 years in the Council of Management at any time. However a candidate
shall not be elected to this post on more than two occasions, consecutive or otherwise
subject to periods elected for prior to 30th Sept.2013 and any prior period that he may
have been elected, by the COM, to serve in place of a President who has had to
relinquish office midway during his term, not being reckoned for this purpose..
5. Vice Presidents: : Minimum of 04 years of continuous membership in the
Association and Minimum of 02 years in the Council of Management at any time.
6. Secretary & Treasurer: : Minimum of 03 years of continuous membership in the
Association and Minimum of 02 years in the Council of Management at any time
7. Assistant Secretary & Assistant Treasurer: Minimum of 03 years of
continuous membership in the Association
8. Council Member: Minimum of 02 years of continuous membership in the
Association
6.2 Roles and Powers of the CC and COM
All persons appointed or elected as Office Bearers at the AGM and by the COM to fill vacancies
as per Art.8 shall serve in Honorary Capacities with the power and authority of the Office
Bearers being exercised only by the Council of Management with the Consultative Council
having only an advisory role
6.2.1 Nominations for positions in COM
1. The Nominee, the Proposer and the Seconder shall all be members of the Colombo
Branch of the OBA
2. The proposer and the seconder shall be deemed to have confirmed that the consent
of the nominee has been obtained
3. The nomination made for any post shall be considered valid only if the proposer or
the seconder is present on the floor of the house at the time of the election, even if it
has been declared acceptable by the Nomination Scrutiny Board as in sub section 5
4. A) Nominations recommended by the Outgoing COM:
The list of nominations, duly signed by an Outgoing President and the Secretary
as Proposer and Seconder shall contain the (i)Name of the Post followed by (ii) Name
of Nominee (iii) Date of birth of nominee (if post is age- categorized) shall be tabled
at the meeting of the Nominations Scrutiny Board through the Secretary.
B) Nominations other than those by the Outgoing COM:
Each Nomination shall contain (i) name of the Post followed by (ii) name of nominee
(iii) Date of birth of nominee (if post is age- categorized) (iv) Name, Address &
Signature of Proposer (v) Name & Signature of Seconder and be delivered or sent by
registered post to reach the Secretary at least 10 calendar days before date of AGM
and the Secretary shall acknowledge receipt to the Proposer.
5. A) The COM shall appoint a Nominations Scrutiny Board at least 10 calendar
days before AGM date. It shall be comprised of a Consultative Council Member as its
Chairman and two other members of the Association with more than 5 years’
continuous membership but who are not in the Outgoing COM or in the list
recommend by it (referred to in subsection 4A).
B) This Board with the Secretary in attendance shall meet after the closing date for
submission of Nominations to scrutinize them and submit a signed report as to the
acceptability or otherwise of each nomination - based on eligibility requirements for
each post and the nomination procedures, laid down in the constitution - stating
reasons for rejection, if any, through the Secretary for tabling at the AGM before the
Election of COM members. The decision of the Nominations Scrutiny Board shall
be final, subject however to the condition in sub section 3.
6.2.2 The conduct of the AGM shall be the responsibility of the President
6.2.3 In the event of no nominations being received at the AGM for any post, the President
shall appoint any person/s in accordance with the eligibility criteria detailed in Art 6.1.2 to
fill such vacancy/ies, at the AGM, failing which at the first meeting of the COM
6.3 Sub - Committees
6.3.1 The COM shall have the power to delegate any of its functions or duties to sub-
committees appointed by it. Every such committee shall report and be responsible to the
COM through the assigned Vice President.
6.3.2 If any function / project involves inflow/outflow of funds, the Chairman of such sub-
committee shall report the financial details to the COM regularly
6.3.3 Once such a function / project has been completed, the Chairman of that sub-
Committee, shall table an Income & Expenditure Statement, listing out the Receivables &
Payables at the 2nd COM meeting following the completion of such function/ project and
thereafter take necessary action to clear up all Receivables and Payables to enable the COM
to take a decision on any write - offs within reasonable time
6.4 Functions assigned to Vice Presidents
Each of the Vice Presidents elected under Article 6.1.1 above shall be assigned, by the
President, to supervise the following functions to which other functions , may be added
based on future needs:
(i) Constitutional Affairs
(ii) Finance and Fund Management
(iii) Membership Drive
(iv) Sports Activities
(v) Academic & Data Base Management
(vi) Public Relations
(vii) Social Events
(viii) Welfare Activities
6.5 Vacation of post due to nonattendance at COM meetings
Any member of the Council of Management, (other than the Immediate Past
President) who fails to attend 03 consecutive Council Meetings without reasonable cause
or explanation when such explanation is called for, shall cease to hold office in the Council of
Management.
7.0 Auditors
An External Auditor- who is an “Authorized Representative “according to the provisions of
the Inland Revenue Act No.10 of 2006 and any subsequent amendments thereto, who has
been selected by the Outgoing COM, after calling for quotations and who has consented to
take up the assignment, shall be elected at the AGM, with the COM having the authority to
approve the remuneration of such auditor.
8.0 Vacancies
Procedure for filling of vacancies among Office Bearers that arise between one
AGM and the next:
i) Patron/s: The replacement shall be sought by the COM from the Provincial of the
Society of Jesus (Sri Lanka Province)
ii) Vice Patrons: The President shall, at the earliest possible meeting of the COM, fill
such vacancy from among members of the Association, eligible for such position
iii) For all other positions other than Immediate Past President (which is ex-officio)
the COM shall elect, at the earliest possible meeting, the replacements for such
vacancies from among members of the Association, who are eligible
9.0: Changes in positions of Secretary and Treasurer
Whenever a Secretary or Treasurer vacates office and a new Secretary or Treasurer takes
over, the Handing-Over / Taking-Over Certificate relating to custody of the Files, Documents,
Registers etc. detailed in Appendix A (for Secretary) and Appendix B (for Treasurer) shall be
exchanged, and the Taking-Over Certificate tabled at the earliest COM Meeting, detailing any
missing item/s and filed by the Incoming-member, and missing items traced in collaboration
with the Outgoing-member.
10.0 Meetings
10.1 Annual General Meetings
1. Annual General Meetings of the membership of the Association shall be held
annually in the 1st half of August or as soon as possible there -after but no
later than mid- September, and the following shall be part of the Agenda:
(i) Adoption of the Minutes of the previous AGM presented by the Secretary
(ii) Tabling of the Annual Report by the Secretary
(iii) Adoption of the Audited Statement of Accounts of the ended Financial Year
presented by the Treasurer
(iv) Tabling of a Draft Statement of Accounts of the 1st quarter of the Current Year,
approved by the COM, by the Treasurer
(v) Tabling of the Audited Statements of Accounts for the year ended 31st March by
the Trustee-Treasurer / Treasurer of any Trust Fund / Fund created by the
Association
(vi) Election of Honorary Members (if any have been recommended) by the Outgoing
Council of Management)
(vii) Election of members to the Council of Management as detailed under Article 6
and its sub articles.
(viii) Appointment of Members to the Consultative Council as detailed under Article
6 and its sub articles.
(ix) Election of the External Auditor
(x) Adoption of Resolutions received in conformity with Art.13.
2. The Secretary shall dispatch the Notice of the AGM by Ordinary Mail or Special
delivery to all members, 21 days before the date of AGM,
i) indicating the Agenda
ii) calling for nominations for the Council of Management in accordance with Art
6.2.1.4B
iii) indicating attachment of Resolution/s proposing changes to the constitution (if
any) and
attaching same
3. The Secretary shall ensure that copies of the
i) Minutes of the previous AGM
ii) Annual Report by the Secretary,
are made available to the members at the meeting.
4. The Treasurer shall ensure that copies of the
(i) Audited Statements of Accounts for the year ended 31st March of that year,
(ii) draft of the Statement of Accounts of the 1st quarter of the current year, approved
by
the COM, are made available to the members at the meeting.
5. The Trustee
- Treasurer/ the Treasurer of any Trust Fund
/Fund
respectively , who is a nominee of the COM, shall ensure that copies of the
respective Audited Statements of Accounts for the year ended 31st March are made
available to the members at the meeting.
10.2 Special General Meetings:
A Special General Meeting shall be called for by the Hon. Secretary within 30 calendar days
for the consideration of any matter
a) if requested by the President, stating the purpose OR
b) on receipt of a written request of not less than fifteen (15) members stating the
business for which they desire such a meeting, and 14 calendar days’ notice shall be
given to the membership stating the business to be brought up at the meeting
10.3 Meetings of the Council of Management:
COM meetings shall be held as far as possible monthly, and more often if necessary, but not
less than 09 between one AGM and another, and 07 calendar days’ notice of such meeting
shall be given by Secretary.
11.0 Quorum The Quorum at
(a) Annual General or Special General Meetings shall be 35 Registered Members
(b) Council of Management Meetings shall be 12
12.0 VOTING
12.1 Procedure
All issues shall be decided by a majority vote of the members present, voting by a show of
hands , provided that
(a)any alteration, amendment or addition to the constitution shall have been approved by
the Council of Management and thereafter adopted at a General Meeting by a 2/3rd majority
of those present and voting, subject to the exemption in Art 5.4
(b) if a tie occurs in a decision requiring only a simple majority, the President shall be entitled
to a 2nd vote , only if he had initially exercised his first vote.
12.2 Eligibility for voting at Annual / Special General Meeting
Eligibility to vote at AGMs and SGMs shall devolve only on members from the second AGM
after obtaining membership / re-joining the Association
13.0 RESOLUTIONS
Any member desiring to move a resolution at a General Meeting of the Association shall
deliver or dispatch by registered post, notice of such resolution duly signed by named
members as proposer and seconder, to reach the Hony Secretary 14 calendar days’ prior to
such meeting, provided however that if the resolution relates to any alteration ,
amendment or addition to the constitution, such resolution shall reach the
secretary by 30th April of the year of the AGM
14.0 MINUTES
Minutes of all meetings shall be maintained by the Honorary Secretary and be submitted for
confirmation at the subsequent meetings, subject however that a draft of the minutes of the
AGM being tabled at the 2nd COM meeting following it, to ensure a proper record.
15.0 CONTINGENCIES
In the event of any question or matter arising, not provided for above, the decision of the
majority of members present and voting shall in every case be binding
16.0 FUNDS
All funds of the Association shall be deposited in a Bank approved by the COM and such
Account shall be in the name of the Association and shall be operated on by the President or
Secretary jointly with the Treasurer or Asst. Treasurer in accordance with the directions of
the COM and the resolutions that may be passed by the Association from time to time.
17.0 TRUST FUNDS
(i) Subject to the grant of approval by the General Membership at an Annual General Meeting,
the Council of Management shall have the power to create a Trust Fund or Funds or other
similar Funds in order to achieve the aims and objectives set out in Art. 2. All monies accruing
to such Fund or Funds shall be deposited in a Bank in the Association’s name and shall be
operated by the President or Secretary jointly with Treasurer or Assistant Treasurer in
accordance with the directions of the Council and / or resolutions that may be passed by the
Association from time to time.
(ii) However only for Rev. Fr P N Peiris Trust Fund which will always have the President and
two nominees of the COM as three of the five Trustees and which account is operated jointly
by two Trustees, our nominees shall ensure that at least one of them is a signatory for any
withdrawal of funds from the Account
18.0 DISCIPLINARY PROCEEDINGS
a) If any member conducts himself in a manner undesirable or unbecoming of a member or
if a member is reported of such behavior to the President, the President shall appoint and
nominate a Special Committee consisting of two office bearers with himself as Chairman and
if such Committee is satisfied that there are substantial grounds for further inquiry, the
President shall temporarily suspend such member with immediate effect and report such
suspension to the Council of Management. Thereafter the procedure laid down in these rules
for Inquiry shall be followed.
(b) In the event of the member being reported to the Council of Management of conduct
unbecoming or undesirable of a member, the Council of Management shall direct the Special
Committee appointed by the President to hold an Inquiry into the matter. At such Inquiry
the Special Committee may summon the member reported to appear in person before it,
provide his explanation in writing, summon witnesses and/or produce documents in his
defense.
(c) A minimum of 7 calendar days’ notice shall be given to the member before such Inquiry
is conducted to present himself for the Inquiry
(d) If after the Special Committee report of the Inquiry findings being submitted to the
Council of Management, the said Council does not absolutely discharge the member of any
blame or guilt in the matter reported, it may call upon the member to make such amends by
way of apology or other manner as it deems fit, or may caution, suspend, call for the
resignation or expel such member.
e) Members so suspended or expelled shall receive notice, in writing, signed by the President
or the Secretary of the SAC OBA Colombo Branch and sent by post to their last known address
within 30 calendar days.
(f)A member shall be suspended for a specified period of time from membership, called upon
to resign or expelled only after the results of the Inquiry had been reported to the full Council
of Management and the decision of the said Council has been supported by at least 2/3rds of
the members of the said Council as may be resident in the Island at that time
g) Expulsion may be subject to appeal, the procedure for which is laid down in Appendix ‘C’.
20.0 INTERPRETATION
In the interpretation of the aforesaid Article/s, the decision of the Council of Management of
the Association shall be final.
APPENDIX ‘A’
i) Register of members according to the date of enrollment
ii) File of personal particulars of members
iii) Constitution with amendments up to the last AGM
iv) File containing extracts of special decisions taken by the COM.
v) Annual Reports file for the previous 5 years
vi) AGM Minute book for the previous 5 years
vii) COM minute book for the previous 5 years
viii) Correspondence file with Index
ix) All original Trust Deeds
x) File containing handing over/ taking over Certificates relating to Secretaries
xi) File containing Originals of Forms for Membership,
xii) File containing minutes regarding the list of books, Registers & Files to be destroyed.
xiii) All project files (AGM, Avurudhu, Staff day, Dance, Picnic, Land development / Building
Projects etc)
xiv) Photo Albums
xv) Books containing the AGM reports & AGM Minutes from 1935 to 2000 and AGM
Souvenirs printed thereafter and containing such reports
APPENDIX B
i) Day Book- in respect of all the Funds for the previous five years.
ii) Cash Book in respect of all the Funds for the previous five years.
iii). Ledger in respect of all the Funds for the previous five years.
iv) Voucher File in respect of all the Funds for the previous five years.
v). Receipts Books in respect of all the Funds for the previous five years.
vi). Petty Cash Book in respect of all the Funds for the previous five years.
vii). File containing Fixed Deposit Certificates &Treasury Bills with an Index
viii). Fixed Deposits and Treasury Bills Register- In respect of all Funds
ix). Bank Statements files for all the bank accounts for the last five Years
x) Bank Slips file for all the bank accounts for the last five Years
xi) Voucher Registers for all the bank accounts for the last five Years
xii). Cheque Books and counterfoils for all the bank accounts for the last five Years
xiii). Monthly statements of accounts tabled at the Council for the last 5 years
xiv) Files for any special events for the last 5 years
xv). File containing handing over/ taking over Certificates relating to Treasurers.
xvi). Income Tax Files
xvii) File containing Audited statements of accounts for the last 5 years
xviii) Petty cash receipts file for the last 5 years
xix). Fixed Deposits & Treasury Bills correspondence file for the last 5 years
xx). Saving Pass Books-current
APPENDIX C
Procedure for Appeal to the Council of Management
1. In the event of any person desiring to appeal against expulsion/withdrawal of
membership from the SAC OBA Colombo
Branch, such person shall give notice thereof in writing to the Secretary within fourteen days
of the receipt by him/her of the notice of expulsion/withdrawal of membership.
2. In the event of any such appeal the Council of Management shall appoint an Appeals
Committee to comprise of not less than seven members, which shall include any three
members of the Council of Management.
3. The Appeals Committee will sit and hear such appeal within 30 calendar days of the receipt
of notice by the Executive
Committee and will report their findings to the Council of Management.
4. The findings and decisions of the Appeals Committee shall be final ding upon all persons
affected.
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