Constitution of ABKKKM

This is the official constitution of our organization...

All India Kalwar Kalal Kalar Mahasabha — Rules & Regulations

All India Kalwar Kalal Kalar Mahasabha — Rules & Regulations

Rules related to the organization's operations, membership, elections and finance
Summary

Every organization functions under a system — which ensures smooth operation and transparency. The likelihood of corruption within the organization becomes almost negligible. Let’s see how the All India Kalwar Kalal Kalar Mahasabha will work for the benefit of the community.

*Organization Rules & Regulations*

The organization will comply with all provisions of the Societies Act, 1860. To ensure smooth functioning some rules and sub-rules have been created, which will be known as the ABKKKM Clause Number.

  1. 1Area of operation: The organization’s area of operation is the whole of India. State-level and district-level branches will be formed — the state branch will be called the Provincial Unit and the district branch will be called the District Unit. If required, more than one unit may be formed in a large state.
  2. 2Term: The term of the National Executive is 5 years; the term of Provincial and District Executives is 3 years. This may be shortened or extended as necessary.
  3. 3National Executive: The National Executive is the highest committee of the organization and its decisions will be final.
  4. 4Family restriction on holding office: In the same unit (central/state/district), only one member from a family (mother, father, son, daughter, wife, husband) may hold office. A second family member may hold office in another unit.

*General Assembly and Executive Meetings*

(5) General Assembly

All members of the organization will be members of the General Assembly. The General Assembly meeting will be held at least once a year, in which all members will participate.

(6) Executive Meeting

The Executive Meeting is the supreme meeting. The Executive will meet at least once every six months (online or offline); one offline meeting per year is mandatory.

(7) *Sub-rules of the Organization*

  • (a) All members and office-bearers will be unpaid (voluntary).
  • (b) If a member performs organizational work at their own expense with the Secretary-General’s permission, the organization will reimburse them.
  • (c) If a member or office-bearer travels outside their home district for organizational work on the Executive’s instructions, travel and food expenses as prescribed will be paid from the branch fund.
  • (d) If a complaint is received about a member acting against the organization, after investigation, if found guilty the membership will be terminated; re-admission will be allowed only after one year.
  • (e) The organization may cooperate with other organizations that share similar ideology.
  • (f) The organization may accept grants/donations (movable or immovable) from individuals, groups, central or state governments; receipts will be issued by the Secretary-General.
  • (g) All documents related to the organization will be kept at the Head Office or with the Secretary-General; they must be handed over to the newly elected Secretary-General after elections.
  • (h) The cash book, stock register, receipt book and all transaction-related documents will be kept with the Treasurer; after completion they will be submitted to the office.
  • (i) Domain, passwords and other website-related information will be with the Website In-charge, National Secretary-General and National President; after elections they will be transferred to the newly elected President and Secretary-General.
  • (j) The organization may confer honorary positions on industrialists, politicians or senior persons for the benefit of the organization.
  • (k) Founder members will be permanent members — lifetime members of the Executive. Any amendment to the rules requires the consent of the founder members.

(8) *Approval of Bills*

  1. (a) Bills exceeding ₹10,000 will be approved by the Executive.
  2. (b) Bills below ₹10,000 will be approved by the Secretary-General.
  3. (c) Details of purchased items will be recorded in the stock register and kept with the Treasurer.

(9) *Rules for Provincial and District Units*

(A) Provincial Executive

  • (a) President - 1
  • (b) Secretary-General - 1
  • (c) Treasurer - 1
  • (d) Executive President - one from each division/zone/region
  • (e) Organization Secretary-General - one from each division/zone/region
  • (f) Vice Presidents - 3
  • (g) Secretaries - 3
  • (h) Executive Members - 5

(B) District Executive

  • (a) President - 1
  • (b) Vice Presidents - 3
  • (c) Secretary-General - 1
  • (d) Secretaries - 5
  • (e) Treasurer - 1
  • (f) Members - 3

(C) All district presidents and district women presidents will be ex-officio members of the provincial executive.

(10) *Selection & Appointment*

  1. (a) Until elections take place — appointments for state President, Secretary-General and Treasurer will be made by the Central Executive based on recommendations from the State In-charge and National Secretary-General, and finalized by the National President.
  2. (b) Appointments for other office-bearers will be made by the National President on the suggestion of the Provincial President, Secretary-General, Treasurer and State In-charge, and on the recommendation of the National Secretary-General.
  3. (c) To form a district unit a minimum of 100 members is required; until then the state committee may appoint a coordinator and co-coordinator for the district (the required number can be adjusted if necessary).
  4. (d) District meetings will be convened by the State Secretary-General; they will be presided over by the Provincial President or Executive President.
  5. (e) The district members in the meeting will be able to elect the District President, Secretary-General and Treasurer.
  6. (f) On the recommendation of the District Secretary-General and Treasurer, the Provincial President may appoint other office-bearers.
  7. (g) All office-bearers must be paid (registered/paid) members of the organization.

(11) *Income Ratio (Central/State/District)*

  1. (a) The annual membership fee will be divided in the ratio 25 : 25 : 50 (Central : State : District).
    Note: If a district unit is not formed, the share will be 50 : 50 between State and Central.
  2. (b) The lifetime and protector members’ fees will be divided in the ratio 50 : 25 : 25 (Central : State : District). If a district unit is not formed, the ratio will be 60 : 40 (Central : State).
  3. (c) Donations given to the organization will be deposited in the Central account; 25% will be remitted to the State and 25% to the District — if the district is not formed the district share will remain with the Central account.
  4. (d) Funds collected for a specific program will be used only for that purpose.
  5. (e) Any leftover amount will be distributed according to the annual membership ratio.
  6. (f) Membership fees received must be deposited by the Treasurer into the State and Central accounts by the first week of the following month, and the Provincial Secretary-General and State In-charge must be notified. The State In-charge will inform the National Secretary-General and National Treasurer.

(12) *Membership Numbers*

  • (a) Provincial/District units may issue temporary membership numbers upon fee receipt.
  • (b) The Central office will issue permanent membership numbers through the website within 15–30 days of fee receipt.

(13) *Reports*

  1. (a) District Secretary-Generals must submit a progress report of their district to the State every 3 months.
  2. (b) The State Secretary-General will submit the state progress report to the State In-charge within 15 days.
  3. (c) The State In-charge will forward the received report to the National Secretary-General for presentation to the National Executive.
  4. (d) Progress report forms will be made available to districts and states through the In-charge.

(15) *Review*

(a) At the end of each year the Central Executive will review the State, and the State Executive will review the District Committee; reports must be sent to the Central office.
(b) If necessary, positions of appointed office-bearers may be exchanged or responsibilities assigned to other community members.

(16) *State Officials — Duties & Powers*

  • (a) President — The highest office-bearer; chairs meetings, gives directions for smooth functioning, and has a casting vote in case of tie. Signs official correspondence with the state government.
  • (b) Vice President — Performs President’s duties in their absence and assists them; will not exercise the President’s primary powers.
  • (c) Secretary-General — Calls meetings, records proceedings, handles correspondence, submits details to the Central Secretary-General and presents them in meetings. Informs members about organizational procedures and operations.
  • (d) Secretary — Assists and carries out programs in the absence of the Secretary-General; will not exercise the Secretary-General’s primary powers.
  • (e) Treasurer — Maintains accounts of income and expenditure, pays bills authorized by the Secretary-General, and manages cash book, receipt book, stock register and related documents.
  • (f) Executive President — Fulfills assigned responsibilities in their area; chairs in the absence of President and Vice President; participates in Executive meetings; will not exercise primary powers of the President.
  • (g) Organization Secretary-General — Assists the Secretary-General in strengthening the organization in their area, calls meetings as directed by the Secretary-General, executes assigned responsibilities, and participates in Executive meetings; will not exercise primary powers of the Secretary-General.

(17) *Programs for the Financial Year*

Each state must hold at least two events per year: the annual conference (mandatory) in February/March, and a Holi gathering or Spring festival (optional). A community deity worship ceremony is mandatory sometime between September and November. Executive meetings are mandatory every quarter. Districts must hold a district-level meeting/conference annually and an Executive meeting each quarter.

(18) *Election Process*

(a) District Executive

The District President, Secretary-General and Treasurer will be elected by district members by consensus or secret ballot. The National Executive will form a three-member election committee — excluding members from that district — consisting of one member each from two other districts and one member from the Provincial Executive.

(b) Provincial Executive

The Provincial President, Secretary-General and Treasurer will be elected by the collective meeting of all district presidents, secretaries, treasurers and district women committee presidents, either by consensus or secret ballot. A three-member election committee will be formed comprising two other states and one central officer.

(c) National Executive

The National President, Secretary-General and Treasurer will be elected by consensus or secret ballot. The National Executive will form an election committee of senior persons from three different states. Office-bearers will be selected by state presidents, secretaries, women committee presidents, founder members and protector members.

  • (d) Election announcements will be made at least one month in advance.
  • (e) For district/state/central elections, candidates must be members of the respective area.
  • (f) Only members with at least one year of membership will be eligible to stand or vote.
  • (g) Election arrangements will be conducted by the current committee of the district/state/central as applicable.
  • (h) Selected office-bearers will nominate other officers.
  • (i) For the first time, selection of District President, Secretary-General and Treasurer will be made in a meeting by members and finalized by the President.

Guidelines for States

All India Kalwar Kalal Kalar Mahasabha — State Unit Rules & Instructions (English)

1. State Executive — Structure

(a)President — 1

(b)Secretary-General — 1

(c)Treasurer — 1

(d)Executive President — one from each division/zone/region

(e)Organization Secretary-General — one from each division/zone/region

(f)Vice President — representative from each division (as required)

(g)Secretaries — 9 (as per state provisions)

(h)Executive Members — 5

Note: All district presidents are ex-officio members of the State Executive.

2. Selection & Appointment

  1. (a) Until elections are held — appointments for State President, Secretary-General and Treasurer will be made by the Central Executive based on suggestions from the State In-charge and the National Secretary-General and finalized by the National President.
  2. (b) Appointments to other positions will be made by the National President on the suggestion of the Provincial/State President, Secretary-General, Treasurer and State In-charge and on the recommendation of the National Secretary-General.
  3. (c) To form a district unit a minimum of 100 members in that district is generally required. Until that threshold is met a Coordinator or In-charge may be appointed temporarily.
  4. (d) District meetings will be convened by the State Secretary-General; the meeting will be presided over by the State President or the Executive President.
  5. (e) At the meeting, district members may elect the District President, Secretary-General and Treasurer.
  6. (f) On recommendation of the District Secretary-General and Treasurer, the Provincial/State President may appoint other officers.
  7. (g) All office-bearers must be paid/registered members of the association.

3. Sources of Income & Sharing (State / District / Central)

Membership Fees

  • Annual Member — ₹250
  • Lifetime Member — ₹5,000
  • Protector/Patron Member — ₹15,000

(a) Typical split for annual membership: 50% District : 25% State : 25% Central. If no district unit exists the split will be 50:50 between State and Central.

(b) Lifetime & Protector membership split: 50% Central : 25% State : 25% District. If district unit is not formed the district share remains with the Central account (in some cases a 60:40 Central:State split may be applied).

Donations / Grants

  1. Donations to the organization shall be deposited to the Central account.
  2. Funds raised for a specific program must be used only for that program.
  3. Any surplus shall be distributed according to the annual membership ratio.

Note: All membership fees received must be deposited into State and Central accounts by the first week of the following month by the state/district Treasurer. The Provincial Secretary-General and State In-charge must be informed.

Bylaws / Sub-rules

  • State or district units may issue temporary membership numbers upon receipt of fees.
  • Permanent membership numbers will be issued by the Central office via the website within 15–30 days of fee receipt.
  • Directives or changes issued by the National Executive must be followed by State and District units.

4. Term of State & District Office-bearers

Elected office-bearers will serve a term of 3 years. The Central Executive will review each State annually and the State Executive will review District Committees. If necessary, appointed officers’ posts may be swapped or responsibilities reassigned to other community members.

5. Specific Roles — Duties

Executive President

The Executive President will carry out assigned responsibilities in their area, preside in the absence of the President and Vice President, and participate in Executive meetings. They will not exercise the President’s core powers.

Organization Secretary-General

This officer assists the Secretary-General by strengthening the organization in their area, calling meetings as directed, executing assigned duties, and participating in Executive meetings. They will not exercise the Secretary-General’s primary powers.

6. Financial-year Programs & Meetings

Each State must hold at least two events annually:

  • Annual conference (Feb/Mar) — mandatory
  • Holi gathering / Spring festival, blood donation camps, cultural programs, etc. — optional
  • Community deity worship ceremony (Kuldevta pujan) between Sep–Nov — mandatory

Executive meetings are mandatory every quarter (every 3 months). Districts must hold an annual district-level meeting/conference and quarterly Executive meetings. Progress reports from district and state committees must be sent to the Central office at intervals (e.g., every four months as prescribed).

7. Election Process (Summary)

District President, Secretary-General and Treasurer shall be elected by district members by consensus or secret ballot. The National Executive will form a three-member election committee (excluding the concerned district) consisting of representatives from two other districts and one Provincial Executive member to oversee the election.

Similar three-member election committees will be formed for provincial and national elections. Elections may be by consensus or secret ballot; eligibility and procedures will follow the association's rules.

8. Discipline & Investigation Committees

Disciplinary Committee: The National Executive will appoint a five-member Disciplinary Committee to maintain discipline. On written complaints regarding disputes or violations the committee will attempt reconciliation and submit its report to the Central Committee.

Central Investigation Committee: For corruption complaints the National Executive will appoint a five-member Investigation Committee. If found guilty, penalties may include reimbursement of funds, cancellation of membership, or both.

Complaints may be submitted in writing: district-level complaints to the District President; district or state officer complaints to the State President; state-level complaints to the National President.

9. Social Media & Group Policy

Groups will be created at district, state and national levels in the organization’s name. Each district group must include at least two district officers, the State In-charge and two state officers as admins. State and Central groups will also have appropriate officer-admins. Before removing any admin, consult the President/Secretary-General. If the Executive decides to add a person, the admin must be added accordingly.

10. Administration, Records & Legal

  • Fund security: Bank/post-office accounts will be held in joint names of the President and Treasurer; withdrawals require the Treasurer's signature or other prescribed signatures. Annual audit by a qualified auditor is mandatory.
  • Audit: Accounts must be audited and presented to the General Body; the auditor is appointed by the Executive.
  • Resignations: Any resignation must be presented to the Executive; the Executive’s decision is final.
  • Quorum: Specified quorum rules apply to General and Executive meetings; meetings lacking quorum will be postponed and reconvened.
  • Election eligibility: Members with outstanding dues are not eligible to participate in elections.
  • Legal action: Litigation in the Association's name may be initiated only by the Secretary-General under the applicable provisions of the Societies Registration Act.
  • Amendments: Rule changes will follow procedures under the Societies Registration Act and must be confirmed by the General Body as required.
  • Records: Maintain membership register, minutes register, agenda, cash book, voucher files and other necessary documents.