Bye-Laws of Kochu Foundation

1. Name: The name of the Association is ‘Kochu Foundation’. The Association is formed under the provisions of the Travancore–Cochin Literary Scientific and Charitable Societies Registration Act, 1955 hereinafter referred to as “Act”.
2. Registered Office & Address: The Registered Office of the Association will be at ‘Vaisakhom’, House No: 15, St. Mary’s Lane, Pattom P.O., Thiruvananthapuram – 695004. Name of the Post Office: Pattom P.O, Thiruvananthapuram, PIN: 695004.
3. Area of Authority: State of Kerala
4. Objectives:
   1. To advance public engagement with mathematics and science through activities such as workshops, lectures, conferences, study camps, publishing of books, magazines, leaflets, studies, production of short films, documentaries etc.
   2. To develop fun-filled learning and educational pathways to mathematics and science to a broad set of constituents from general public to students at various levels from pre-school to university.
   3. To support and promote participation and contributions by underrepresented, underprivileged and disadvantaged sections – particularly along dimensions of caste, gender, sex, class, religion, creed, race and disabilities.
   4. To establish, maintain and run fellowships, studentships, scholarships and render other kinds of aid to students and science communicators including stipends, learning material, awards and other incentives, without any distinction as to gender, caste, religion, class, colour, race, creed, age or physical ability.
   5. To promote progressive social values in the public realm that are in support of and aligned to the ideals of equality, fraternity, secularism and democracy through literary, cultural, and educational activities.
   6. To do all or such other lawful acts, deeds and other things that are incidental and conductive to the attainment of the objectives or any of them.
   7. To collaborate with, takeover, absorb or amalgamate with any other society or association or institution whose objectives are similar or aligned to the objectives of society.
   8. To do all such other acts and things as are or may be deemed incidental or conducive to the attainment of all or any of its powers. And it is hereby declared that in foregoing clauses the intention is that the objectives specified in each paragraph except where otherwise specified, be independently maintained objectives and shall be in no way limited or restricted by reference or interference from the terms of any other paragraph, or the name of the Association.
   9. To carry out any other items of work relating to ‘Kochu Foundation’ which may be included in accordance with a resolution to be passed in a General Body Meeting.
   10. If any of the aims and objects of the association is in contravention with provisions of Travancore–Cochin Literary Scientific and Charitable Societies Registration Act, 1955, it will be void ab-initio.
   11. To liaise with the concerned Government authorities in connection with the activities of Kochu Foundation.

B. Working Hours

On working days 9.30 AM to 5.30 PM (Monday to Friday).

C. Definitions

1. C1.Member: Any person who is above the age of 18 years shall hold membership in the association. Any person who is aligning with the values and objectives of ‘Kochu Foundation’ can apply for the membership irrespective of his/her citizenship status i.e., the members need not be Indian citizens. The membership shall be subject to approval of the General body.
2. C2.Managing Committee means the Committee duly elected by the members of ‘Kochu Foundation’, having a strength of eleven members.
3. C3.“President” means a member of the Association duly nominated or elected as the President from among the members on an honorary basis. The Managing Committee shall nominate a member to perform the duties of the President in his/her absence.
4. C4.“Secretary” or “Treasurer” means a member of the Association nominated or elected as Secretary or Treasurer from among the members on an honorary basis.
5. C5.“Members of the Managing Committee” means, the members elected to the Managing Committee by the members of the Association.
6. C6.“Election Commission” means a 3-member body formed within the General Body.
7. C7.“Association” includes the members of ‘Kochu Foundation’ acting as a group in accordance with the Bye-laws.
8. C8.“Bye-laws” means the bye-laws of the Association.
9. C9.“Common expenses”, means:
   1. All sums lawfully assessed by the Association.
   2. Expenses of administration.
   3. Expenses agreed upon from time to time as common expenses by the Association.
   4. Expenses declared as common expenses by the provisions of this Memorandum or the By-laws.
10. C10.“Competent Authority” means the persons authorised by the Government, by notification in the gazette, to perform the functions of the competent authority for such areas as may be specified in the notification.
11. C11.“State” means the State of Kerala.

E. Excess of Income over Expenditure and Expenses

The excess of income over expenditure of the financial year shall be treated as emergency fund / reserve fund so as to meet any unexpected expenses and shall be carried forward to the succeeding year for the activities of the Association.

F. Membership Fees

Each member shall be liable to pay a membership fees of Rs 50/- every year.

G. Duties and Powers of the President

1. The President shall have a general control over all the affairs of the Association.
2. She/He shall preside over the Managing Committee meetings as well as the General Body Meetings.
3. In case of emergency he/she shall convene special meetings of the Managing Committee or General Body Meeting by giving written notice, at least fifteen days in advance normally but shall not in any case be less than two clear days.
4. All resolutions passed by the Managing Committee shall be deemed to have the approval of the President and he/she shall sign in the Minutes Book of the Meetings held.

H. Duties and Powers of the Secretary

1. The Secretary shall be responsible for the executive administration of the Association subject to the control of the Committee. He/she shall look after the day to day administration.
2. The Secretary can take action against members who violate the rules and by laws of the Association, with the approval of the President or Committee.
3. The Secretary shall have the power to convene the Managing Committee meetings once in every month by giving a week’s notice.
4. A Minutes Book will be maintained by the Secretary for recording the proceedings of the Managing Committee and the General Body Meetings.
5. The Secretary shall be responsible for carrying out the decisions taken at the Managing Committee Meetings.
6. The Secretary shall have the power to incur unforeseen expenses up to Rs.10,000/- at a time and not exceeding Rs.20,000/- with the approval of the President.
7. The Secretary shall assist the Treasurer in maintaining the Accounts.
8. All amounts collected will be remitted into a Bank to be decided by the Managing Committee.

I. Duties and Powers of the Treasurer

1. The Treasurer shall have the custody of all the properties of the Association, including the funds of the association and shall be empowered to operate the bank account in any scheduled bank as decided by the General Body and shall sign the cheques jointly with the Secretary/President for incurring expenditure relating to the day to day working of the Association.
2. The Treasurer shall maintain proper account books signed by him/her and the same shall be produced to the Committee monthly and to the General Body every year and is responsible jointly with the Secretary for the proper maintenance of accounts of the Association.
3. The Treasurer shall be responsible for collecting the membership fees and also any other amount as authorized by the General Body.

J. Duties and Powers of the Managing Committee

1. The General Body shall elect the honorary office bearers constituting one President, Secretary, Treasurer, Vice President and three Committee Members for its Managing Committee. The term of the office of the Managing Committee shall be for a period of one year. The quorum for holding a meeting of the Managing Committee shall be a simple majority of the Managing Committee.
2. An elected Committee Member may resign at any time by sending a letter of resignation to the President but such resignations shall take effect only from the date on which it is accepted by the Committee. The Committee has to consider the resignation immediately in the next committee meeting or within 25 days whichever is earlier and the decision shall be communicated to the members by a circular within 15 days from the date of such committee meeting.
3. Should a committee member absent him/herself from three consecutive meetings without leave of absence from the Committee, he/she shall cease to be a member of the same unless a majority of the remaining Committee members decides otherwise. There shall be at least one meeting of the Committee every quarter but the interval between two such meetings shall not exceed one hundred and twenty days.
4. In case of any vacancy during the tenure of office, from amongst the office bearers, the Managing Committee shall fill up such vacancy from the members of Association.
5. The Managing Committee shall have power to appoint security staff, and other staff as required for the proper running of the Association and fix their terms and conditions of service etc. subject to approval by the General Body.
6. The election to the Managing Committee will be held at the Annual General Meeting and members of the Association who have completed the age of 18 will be eligible to stand for the election. The election day may however be fixed for any other public holiday in case of an extra-ordinary situation on the basis of a resolution of the Managing Committee.
7. The Treasurer of the Managing Committee shall be responsible for collection of subscription charges etc. from the members, on the rates/installments, decided and approved by the General Body from time to time. All collections made by the Managing Committee, shall be strictly on the basis of resolutions passed thereof by the General Body. The Managing Committee shall have the power to take action against defaulting members as provided in Clause D4(e).
8. Any vacancy arising in the post of President, Secretary and Treasurer due to resignation or otherwise shall be filled up by the Managing Committee from amongst themselves.
9. The Managing Committee shall have the power to make regulations, instructions, terms, conditions etc. and implement the same from time to time in accordance with the changing situations which are affecting common issues of all the members. The decision taken by the Managing Committee is binding on all the members. However, the decisions are subject to the ratification of the next general body or within 6 months whichever is earlier.
10. The Managing Committee shall have the power to fix the membership charges which should be ratified by the Annual General body.
11. The Managing Committee shall take up legal action, suits etc., if considered necessary.
12. The Managing Committee will take suitable action upon receiving a notice, supported by 25% of members, to refer a particular matter to the General Body for a decision.
13. The Managing Committee shall assist the Secretary for conducting the day to day affairs of the Association.

K. Voting Right and Duties of Members

1. All members can vote in the elections.
2. A member who is eligible under Clause D4(b) shall have the right to vote at the General Body Meeting and shall have the right to elect members of the Managing Committee on the principle of one vote per member.
3. A member is permitted to vote by proxy, where such proxy is given in favour of his or her spouse or guardian any other person as provided in Clause D4 (d).

L. General Body Meeting

1. All the members of the association shall from the General Body.
2. The committee shall hold a General Body Meeting at least once a year in the month of June.
3. The quorum of the General Body Meeting shall be 2/3 of the total members inclusive of at least 4 office bearers of the association.
4. The General Body Meeting shall be held at any of the office space of the Association or at such other places or via online medium like Zoom/Google meet platforms as the Managing Committee may decide from time to time. 15 days clear notice shall be given to the members before a General Body Meeting is convened.
5. An extra-ordinary General Body Meeting will be called by the President or Secretary, provided 3 Members give notice in writing to the President or Secretary for an extra-ordinary General Body Meeting giving reasons for calling such a meeting. It will be mandatory for the President or the Secretary and in their absence for any member of the Committee to call for an extra-ordinary General Meeting within 30 days from the date of receipt of such notice. A 10-day notice should be given to members before calling such a meeting.
6. The President shall preside at the General Body Meeting. In the absence of the President the members present, may choose a Chairman from among themselves to preside over the meeting. Every issue can be decided unanimously or by majority vote by members and proxies present. At the General Body Meeting, the voting power of each member and proxy shall be as mentioned in the above clauses. Voting in the General Body Meeting is by-show of hands and if desired, by secret ballot. The ultimate authority in all matters relating to the administration shall be vested with the General Body. The Managing Committee shall not have any power to deal with items mentioned below in Clause M.

M. Matters Reserved to the General Body

The following matters shall be decided by the General Body by a Resolution passed by 2/3rd majority of the members present and such decision shall be implemented by the Managing Committee.

1. Passing of Accounts.
2. Election and removal of members of the Managing Committee.
3. The amendment and repeal of the rules by laws and membership of the Association.
4. Disciplinary action to be taken against any member who violates the rules and by-laws of the Association or acts in any way against the interests of the Association.

N. Reports & Returns

The Secretary shall be responsible for rendering all reports and returns to the authorities either annually or as called for from time to time, by the Committee Members.

O. Assets and Funds

1. Membership fees constituting the annual membership paid by the members.
2. Any sum or assets as may be contributed, donated and bequeathed by any person or persons, firm or company by State or Central Government or other authorities to the Association or any other Association.
3. All interest or other income arising out of the said funds.
4. All assets that may be purchased or acquired from or out of the said funds or otherwise acquired by the Association.
5. All investments and realization thereof from or out of the said fund and assets.
6. All funds and assets, which have by any means become the property of the Association.

P. Audit of Accounts

Financial year of the Association shall be from 1st April to 31st March of the succeeding year. Audited accounts of the Association for the year ending 31st March shall be placed for the consideration and approval of the members and the Annual General Body Meeting of the Association to be held in June of the same year. Besides approving the accounts, the meeting will also elect the Office Bearers and members of the Managing Committee who will take charge of their functions immediately after the Annual General Body Meeting. General Body at the same meeting will also appoint a qualified Auditor for the current year and fix his/her remuneration.

Q. Working of the Society

1. The Society shall work so as to achieve the objects as laid down in the Objectives of the Society.
2. Any property acquired by the Society whether movable or immovable shall vest with the Society.
3. The Society may enter into any legally binding and valid contract with such other legal entity so as to achieve the objectives of the Society. Any contract or agreement entered into with such other legal entities will be for the benefit and wellbeing of the members of the Society.
4. For the smooth functioning of the Society, the General Body can appoint such staff and such employees for the society and can fix salary and such allowances. The terms and conditions of employment shall be decided by the General Body. Provided that for arriving at such a decision the absolute majority of the General Body is necessary.
5. The General Body may fix such rate of honorarium to the Members of the General Body, and also may fix such rate as traveling allowance or any other allowance, provided that while fixing the Honorarium and Traveling Allowance, the decision of the General Body shall be passed by an absolute majority.

R. Amendment of Bye-Laws

The General Body may from time to time, amend or alter the memorandum or by-laws except the objectives and the name of the Association, if it is passed by 2/3rd majority of members present but a minimum 1/2th of the Managing Committee shall be present.

S. Dissolution

The dissolution of the Association shall be decided by the General Body by the 3/4th majority of the total strength of the members of the Association having valid voting rights but a minimum 1/2th of the Managing Committee shall also be present. Upon the dissolution of the Association out of the remains, after satisfaction of all its debts and liabilities and property and assets whatsoever left, the same shall not be paid to or distributed among the members of the Association or any of them but shall be given to the next Association with similar objectives and determined by votes of not less than 3/4rd of the members present or by proxy at the meeting of dissolution or in default thereof by the court.