Constitution – Society For Advancement of Wheat and Barley Research (SAWBAR)

Society for Advancement of Wheat and Barley Research

Registered under Haryana Registration and Regulation of Societies Act, 2012

Memorandum of Association

Name of the Society: Society for the Advancement of Wheat and Barley Research (SAWBAR)
The registered office of the Society shall be at: llWBR, Karnal, Haryana
Jurisdiction: The Society shall work within Karnal District of the territory of State of Haryana extendable to national level and will cater to the scientific activates at International levels
Aim: The aim of the Society is to advance the cause of wheat and barley research in India for enhancing their productivity and profitability.
Objectives of the Society:
To provide opportunities for the dissemination and exchange of knowledge on latest development in wheat and barley research through publications, conferences, seminars, symposia, workshop, meetings, lectures and training programs.
To practice and promote a high standard of objectivity, scientific expertise and technical proficiency.
To provide consultancy in wheat and barley production.
To facilitate research and industry collaboration and public private partnership at national level.
Holding periodic meetings of members of the SAWBAR.
To honor outstanding achievers in wheat and barley research and development.
Developing links with other organizations with similar objectives
Any other activity which is in conformity with the aims of the Society.
In pursuance of these objectives, the Society shall
Publish the Journal of Wheat and Barley Research (WBR) devoted to publication of original scientific and technical research articles. Technical and personal news items from India and abroad, information regarding the activities of the Society and its members, developmental activity and similar matters.
Publish bulletins, sponsored monographs, reports and other publications; proceedings of workshop, symposia and seminars

Accept contribution and fees; grants from government or from other appropriate funding organizations for projects and purposes in consonance with the objectives or spirit of the Society.

Acquire by gift, purchase, lease, loan or hire immovable or movable properties required for the purpose of the Society and deal with these properties, money and other assets to further the objectives of the Society.

CONSTITUTION, RULES AND REGULATIONS

Name of the Society: Society for Advancement of Wheat and Barley Research (SAWBAR)
The Registered Office of the Society shall be at (complete postal address): Indian Institute of Wheat and Barley Research, Agarsain Marg, Karnal- 132001, Haryana, India
The Society shall carry out its major activities in the Karnal District within the territory of State of Haryana extendable to national level and will cater to the scientific activities at International level.
Membership
The Society shall have no maximum limit of members including the founder members/ original subscribers.
Eligibility : In order to be admitted as a member of the Society, a person:

(i)	must be 21 years of age on the date of admission;
(ii)	should subscribe to the aims and objects of the Society;
(iii)	must have deposited the admission fee and annual subscription fee and must not be in arrears of payment of such fee as on the date of annual general meeting for continuing as a member;
(iv)	must not be an insolvent and of unsound mind; and
(v)	must not have been convicted of an offence involving moral turpitude involving imprisonment of one year or more.

Kinds/ Types / Category of Members: The Society shall consist of six different categories of members as under :

Life Members – A person may be admitted as a life member on payment of the prescribed fees and such person shall continue to be the member of the society for his/her life.
Ordinary Member – The Society shall have ordinary members who shall continue to enjoy their membership only so long as they are not in arrears of payment of their annual subscription fee. An ordinary member may be admitted as a tenure member, say, for a period of one year and he/she will cease to be a member of the society on completion of his/her tenure, unless he/she pays the annual membership for the subsequent years.

Student members – Any person who is a student of graduate or post graduate in agriculture & allied sciences, or is under training in an institution connected with Agricultural Research and allied sciences is eligible for consideration as a Student Member, and shall apply for membership on a prescribed form to the CEC.

Corporate members – Any organization interested in the development and promotion of Wheat and Barley in India is eligible for admission as corporate member. These could be research institutions, Universities, breeding stations (governmental or private), associations, societies or commercial firms,
Patrons – Distinguished Scientists/Research Managers and individuals promoting the objectives of the society may be proposed by the executive committee as patrons with or without financial involvement.
Honorary Fellows – Eminent persons who have made valuable contribution towards promotion of wheat and barley research, development, trade and industry may be Honorary Fellow of the Society.

4) Membership Fee & Annual Subscription:

(i). The rates for membership of the Society and the annual subscription shall be as under and may be revised by General Body as and when required:

Sr No.	Type of Member	Membership Fee	Annual Subscription
I.	Life Member	Rs. 5,000/-	Nil
II.	Ordinary Member	Rs. 8,00/-	Rs. 8,00/-
III.	Student Member	Rs.5,00/-	Rs.5,00/-
IV.	Corporate Member	Rs. 15,000/-	Rs. 15,000/-
V.	Patron	Rs. 10,000/-	Rs. 10,000/-
VI.	Honorary Fellows	Must be a life member of the Society for 5 years

(ii). The payment of annual subscription of a member shall become due as on the 30^th of June of every year, which may be paid latest by the 30th of June of each year. The membership of a defaulting member shall be deemed to be under suspension after the due date (30^th June) and such member shall not be entitled to cast his/her vote during the elections of the Society held after 1^st July of the said year.

(iii). The suspension of membership on account of default in payment of the annual subscription may be revoked after he/she has cleared the default along with 18% interest on the amount payable. However, he/she shall not be eligible to cast his/her vote in any election held during the remainder of the financial year.

Admission Procedure (for members other than the subscribers): An individual willing to be a member of the Society has to submit an application in prescribed form and along with supporting documents to the Secretary duly filled in and signed, wherever required.
Certificate for life member: Every life member will be issued certificate.
Rights & Obligations of Members:
All the members of the Society shall be bound by the rules and regulations of the Society as contained in its bylaws and amended from time to time;
Every member shall have the right to cast his/her vote at the elections of the Society provided such member is not a defaulter in payment of any dues of the Society and the annual subscription for a period of three months beyond the due date;
Every member of the Society shall have the right to inspect the books of accounts, files containing the minutes of proceedings of the general meetings, meetings of the CEC and register of members of the society on any working day by giving a notice of seven days;
Every member shall inform the Society about any change in his/her address, which shall be duly recorded in the file of members of the Society.

8). Cessation of Membership: Any person admitted as a member shall cease to be a member of the Society in the following events:

Upon his/ her acting contrary to the aims and objectives of the Society;
Upon such member being found guilty of a financial misappropriation of the funds of the society;
Upon indictment and directions for removal by the District Registrar/ Registrar/ Registrar General of Societies;
General Body:
- Every person admitted as a member shall be a member of the General Body of the Society and shall be entitled to cast his/her vote for the election of the CEC of the Society unless he/she is in arrears of payment of any dues of the Society, including the annual subscription.
- Every member shall cast his/her vote in person and no proxy voting shall be allowed.
Meetings of the General Body:
A meeting of the General Body of the society will be held as and when required. However, at least one meeting of the General Body of the society, called as the Annual General Meeting (AGM) will be held in a year, within six months of the close of the financial year for consideration and adoption of the duly audited annual accounts of the society in addition to transaction of any other business of the Society as may be required.
The CEC of the society may convene an extra-ordinary meeting of the General Body of the society at any time after giving due notice as prescribed hereunder, either of its own or within 45 days of receipt of a written requisition along with reasons for convening such meeting, from at least 1/1Oth of the members of the General Body.
For any meeting of the General Body, a clear notice of at least 14 days along with a copy of the agenda of the business to be transacted, date, time & venue of the meeting will be given to the members of the General Body. A copy of such notice will also be endorsed to the District Registrar.
A meeting of the General Body may also be convened at a shofter notice, if agreed to, by a majority (at least above 50% of the total members) of the members of the General Body.
Quorum for the meeting of the General Body will be 40% of the total members entitled to vote and present in person, subject to a minimum of four members. In case of a meeting adjourned for want of quorum, the quorum for the adjourned meeting shall not be less than 10% of the total members, subject to a minimum of three. The General Body shall be competent to transact all business in such adjourned meeting except the consideration of any Special Resolution. Any Special Resolution can be passed in such adjourned meeting only if at least 25% of the total members of the Society are present.
The proceedings of all meetings of the General Body will be recorded in the minutes-book (bound or in loose leaves) maintained separately for the purpose by the Secretary and such minutes will be signed by the Chairman of the meeting and the Secretary of the Society,
Powers, Functions & Duties of the General Body:
To guide the Society in determining and fulfilling its aims and objects.
To decide policy matters such as change of name of the society, amendment in the Memorandum of Association and the Byelaws of the society, approval of annual accounts of the society, approval for disposal of immoveable assets of the society etc. and all such other acts as may be required under the Haryana Registration and Regulation of Societies Act & Rules, 2012.
To elect the members of the CEC.
To remove any member from the CEC and according approval to the continuation of a person appointed as a member of the CEC against a casual vacancy,
Gentral Executive Committee (CEC):

(1) Composition: The Central Executive Committee of the society shall consist of a total of 8 elected and 6 nominated Section Editors as under:

a) President
b) Vice-President-2
c) General Secretary
d) Joint Secretary
e) Treasurer
f) Joint Treasurer
g) Editor-in-Chief
h) Zonal Councillors-05 (NHZ, NWPZ, NEPZ, CZ,PZ+SHZ)
i) Nominated Section Editors- 6 to be nominated by the elected CEC members.

Note: President, General Secretary, Treasurer and Editor-in-Chief may be from Headquarter.

(2) Election of the CEC:

The Term of the CEC shall not be more than three years;
The CEC will declare the Schedule of Elections and appoint the Returning Officer for conduct of elections and also circulate a list of members of the General Body entitled to vote at least 45 days prior to the holding of elections. The CEC shall also send notices for holding of elections to all the members, conveying the date, time & the manner. The information w.r.t. holding of election for the CEC shall also be sent to District Registrar to appoint an observer, if he/she so desires.
Any objections to the list of members of the Society entitled to vote shall be decided by the Returning Officer in consultation with the office-bearers of the society. However, the decision of the Returning Officer shall be final in the event of any difference of opinion. The Returning Officer shall, thereafter, invite nominations to be filed within the period prescribed in the Schedule of elections, scrutiny and withdrawal of nominations, if any, for election of the office-bearers and the executive members of the CEC.
The Returning Officer will circulate a list of the contesting members to all the voting members of the society. The returning officer will send the ballot papers to all voting members and ask them to send back in sealed envelope after casting the votes by the notified date. The members eligible to vote will be allowed to cast their vote by post.
After the closing date of the poll, the returning officer will declare the results and constitute the CEC of the society. A list of the elected office-bearers and the executive members of the CEC, duly signed by the Returning Officer, will be filed with District Registrar within 30 days, who shall accord his/her approval of the same upon his/her satisfaction.
The office-bearers of the Society shall not be entitled to any remuneration for rendering services to the society.

(3) Filling of any Casual Vacancy on the CEC – Any vacancy arising on account of resignation or death of any member of the CEC or for any other reason, may be filled-up by the CEC, if required, from amongst the members of the General Body on adhoc basis till the holding of next Annual General Meeting of the Society. Such adhoc member of the CEC shall cease to be a member of the CEC on the date of the next Annual General Meeting, if his/her appointment is not approved in the Annual General Meeting by a majority vote for the balance term of the CEC.

(4) Meetings of the CEC –

The meetings of the CEC will be held as and when required. However, the CEC shall meet at-least once in every quarter and there will be minimum four meetings of the CEC in a financial year.
A clear notice of three days of every such meeting will be given by the Secretary of the CEC to the office bearers and members before the date appointed for the meeting. However, the CEC may meet at shorter notice, wherever so required, with the consent of at least fifty percent of its members.
The quorum of the meetings of the CEC shall be at least 40% of the total members of the CEC, subject to a minimum of 4 members. ln case quorum is not present, the meeting shall be adjourned to another date for which a proper notice shall be issued. The members present in the adjourned meeting, subject to a minimum of four members, shall form the quorum for the adjourned meeting.
The proceedings of every meeting of the CEC will be recorded and maintained. Such minutes shall be signed by the Chairman of the meeting and the Secretary of the Society. ln case the Chairman or the Secretary is not available to sign the minutes, these will be signed by any two members present in the meeting as may be authorized by the CEC.
The minutes of every meeting of the CEC wiil be placed for confirmation in the succeeding meeting of the CEC.

(5) Powers, Functions & Duties of the CEC-

The CEC will be responsible for achieving the aims & objectives of the Society and shall work in the best interest oittre Society, for wfrictr it shall be empowered to deploy the funds & assets of the society for the stated objectives;
The CEC will be competent to raise funds for running the society and organizing scientific meeting/seminar/symposia.
To consider the nominations for admission, termination of membership, readmission to membership and any other membership matters.
To act with powers in any emergency, notwithstanding any limitation in these rules, provided the spirit of constitution is maintained anO tfrat any action taken is reported to the next Annual General Body Meeting for its information and subject to revision or alteration by the latter.
To delegate financial and administrative power to any office bearer or official of the Society.
The CEC shall take all possible steps to ensure that all members of the Society have free access to all congresses, meetings, assemblies, workshops, etc., which they are entitled to attend by virtue of their membership, irrespective of caste, religion, or region.
The CEC shall have full charge of all immovable properties and moveable assets belonging to or vested in the society and these will be managed in such a manner as it considers appropriate subject to the overall control and directions of the General Body of the Society.
The CEC shall be competent to invest the funds in the manner it considers appropriate in the best interests of the Society and it shall be competent to borrow or mortgage or hypothecate the properties on behalf of the Society in the manner decided.
To constitute various standing or adhoc Committees such as Editorial Board, Publication Management Committee etc. for looking after such functions as may be assigned from time to time.
To create provision for engagement of regular or part-time employees of the Society to look after the secretarial, accounting and other ignitions in a seamless manner.
To outsource certain functions e.g. printing of journal, cleaning, security and similar other maintenance activities of the premises of the society.

(6) Powers, Functions & Duties of individual members of CEC –

President:
The President shall be the Head of the Society and all other office bearers shall work under his/her guidance and instructions. He/she shall preside over the General Body and CEC and regulate the proceedings of such meetings. In his/her absence, one of the Vice Presidents or, failing that any other member of the CEC elected to preside over the meeting will exercise the President’s powers.
To do all such acts, deeds and things as may be authorized by the General Body and/or the CEC from time to time
To allow or disallow discussion on any matter which is not included in the agenda
To ensure proper & transparent functioning of the Society/ CEC
To ensure strict compliance of the provisions of the Haryana Registration and Regulation of Societies Act, 2012 and the rules made thereunder.
To supervise and guide the overall activities/ achievement of aims & objectives of the Society

ii Vice-president:

To assist the president in carrying out his/her duties.
In absence of the President, one of the Vice-Presidents be nominated to act on his/her behalf and perform all duties and exercise all the powers of the President.
To do all such acts, deeds and things, as may be authorized by the CEC

iii General Secretary:

The General Secretary will be responsible for execution of various activities/projects on behalf of the Society and will conduct day-to-day affairs of the Society. He will manage the office of the Society.
He /she will issue notices and convene all General Body Meetings, meetings of the CEC and any other special meeting as and when required. He will maintain Minutes of all such meetings.
He/she will institute and defend any legal proceedings
The Secretary of the Society will execute all contracts, deeds and other instruments on behalf of the Society and members of the CEC. All these contracts shall be counter signed by the treasurer or any other member of CEC as may be named by CEC.
The Secretary will also discharge all such functions and have all such powers as may be conferred under these regulations by the CEC and General Body of the Society.
To attend all the meetings of the General Body and the CEC and assist the President in conducting the meetings and record proceedings of all the meetings.
He/she will also be ex-officio member of the Editorial Board and will supervise the publication of the journal, Wheat and Barley Research (WBR).

iv Joint Secretary:

To assist the General Secretary of the Society in carrying out his/her functions and duties:
To discharge the functions and duties of the General Secretary of the society in his/her absence to the extent authorized by the CEC;
He/she will also be ex-officio member of the Editorial Board.

v Treasurer:

To keep accounts of all financial transactions of the Society and of all the sums of money received and spent by the Society and maintain records of receipts and expenses relating to such matters, and of assets, credits and liabilities.
He/she will be in custody of all funds of the Society which shall be deposited in any nationalized bank in Karnal.
He/she will be empowered to retain a cash imprest of not more than Rs. 5000/- for routine day-to-day activities of the Society. The cheques would be signed by at least two office bearers of the Society such as one of the vice Presidents and Treasurer or secretary and Treasurer.
He/she will issue receipts for all moneys received by the society.
He/she will maintain a correct and detailed account of all income and expenditure of the Society and present the detailed statement of accounts and Balance Sheet duly certified by the auditors before the CEC every year and Annual General Body Meeting every two years.
He/she will maintain proper and up-to-date Register of members of the Society.
To act as the overall custodian of all the books of accounts of the society, financial statements, receipt books, expense vouchers, bank pass books & cheque books, cash etc.

Joint Treasurer:

The Joint Treasurer will assist the treasurer in keeping accounts of the Society and will take the responsibility of Treasurer in his/her absence.

Editor-in-Chief:

Assist the General Secretary in exercising overall control of the quality of the publications of the Society. He will be responsible for timely publication of the journal, WBR and other publications.

(7) Cessation of members of the CEC- / n office-bearer/ executive member of the CEC shall cease to be an office-bearer or executive member: upon submission & acceptance of his/her resignation; if he/she ceases to be a member in accordance with sub-clause (8) of Clause 4 of these byelaws; if he/she is removed by a resolution passed in the meeting of the General Body.

(8) Exclusions from the Employment of a Society:

No member of the Society shall be in full-time or part-time employment of the Society;
No dependant or family member or close relative of the office-bearers and members of the CEC shall be engaged as an employee of the society during its term;
Every office-bearer and member of the CEC shall make a declaration in case any person in the employment of the Society is his/her close relative.

Amendments in the Memorandum of Association, Byelaws, Name of the Society, etc. – Any amendment in the Memorandum of Association and Byelaws, or Change of Name, amalgamation or division of the Society will be done only with the approval of the General Body by way of a special resolution. The intimation of any such amendment or change, along with attested copy of the requisite documents, shall be filed in the office the District Registrar by the General Secretary within such time as may be prescribed under the Haryana Registration and Regulation of Societies Act, 2012 and the rules made there under.
Management of Assets and Funds of the Society

The sources of income of the society will include receipts on account of membership fee, annual subscription, rent from property/ assets, advertisements in society publications, interest, consultation fees, donations, gifts, grants, etc. The society can also raise funds through interest-free short term loans from its members or from scheduled banks on interest.
The Bank accounts of the Society will be jointly operated by at least two such members/ office bearers as may be decided by the CEC from time to time.
All assets and funds will belong to the Society and vest in the society.
All receipts and payments of the Society shall be made through cash or Bank Instruments (i.e. DD/ Pay Order/ Cheques/ Bank Transfers/ RTGS) including all receipts towards the Membership Fees and the annual subscriptions from the members and contributions by others. However, the CEC may determine the limits of financial transactions which may be conducted in cash in certain other cases.

Accounts of the Society:

The Treasurer of the Society will be responsible for keeping and maintaining proper books of accounts i.e. cash book, ledger etc. as required under the Income Tax laws and/or any other authority including the Institute of Chartered Accountants of India, at its Registered Office with respect to all sums of money received and expended by the Society and the assets and liabilities of the Society.
The books of accounts of the Society shall be open to inspection during the business hours by the Registrar General, Registrar, District Registrar or any officer authorized by them and by any member of the Society.
The annual accounts of the society will be signed by any two authorized office-bearers of the Society.
The CEC will appoint a chartered accountant, who shall not be a member of the CEC or family member of any member of the CEC, for auditing the accounts and filing of income tax return of the society for each financial year, at such remuneration as may be determined by the CEC.

Common Seal:– The Society will have a common seal which shall be kept in safe custody of the General Secretary/Treasurer and shall be affixed wherever it is required in accordance with the authorization by the CEC.
Amalgamation of the Society:- The Society may amalgamate itself with any other Society established with the identical aims and objects or allow any other society to amalgamate with itself by a Special Resolution passed in this behalf in accordance with the provisions contained in Section 51 of the Act and rule 25 made there under.
Dissolution of the Society:

The Society may resolve to dissolve itself in accordance with the provisions contained in the Act and the rules there under in case it becomes difficult to carry on with the operations of the Society, or it becomes insolvent or for any other pressing and unavoidable reasons;
In the event of dissolution of the Society, no assets of the society shall devolve on or distributed amongst the members of the Society;
lts assets and properties shall be first used to liquidate any liabilities and the left-over properties/ assets, if any, shall be considered for transfer to any other Society established with identical aims and objects or to the District Collector for use thereof in the general public interest.

Publications:
The Society will publish the journal, “WHEAT AND BARLEY RESEARCH (WBR)” initially two volumes will be published each year.
The Journal will appear in parts, the number of which will be determined by the Editorial Board.
The Editorial Board of the Journal will be responsible for: its publication.
Members will receive a copy of each issue.
The Journal will contain articles of original research, study, or review by members of the Society. The Journal may also include reports of the activities of the Society, announcement of meetings, awards, fellowships and other materials such as scientific workshop/conference/seminar/ symposia reports in brief efc. as considered by the Editors to be of interest to the readers.
Special issues and supplements to the volumes of the Journal shall be sold to members at concessional rates, the quantum of concession being fixed by the CEC.
Other authorized publications of the society shall consists of

a) Bulletins
b) Reports and other publications
c) Sponsored monographs
d) Proceedings of workshop, symposia and seminars

Editorial Board:
The scientists of repute nominated by the CEC would constitute the Editorial Board of the journal, “Wheat and Barley Research”. General Secretary and Joint Secretary shall be Ex-Officio members of the Editorial Board.
The Editorial Board shall carry out the task of publication of the Journal. The decision of the Editorial Board regarding the acceptance or rejection of any material submitted for publication shall be final. Individual members of the Editorial Board will act when required as referees and scrutinizers of material submitted to them by the editors for review.
The General Secretary, the Executive Editors and treasurer and members nominated by the CEC shall constitute the Publication Management Committee which will lay down broad policy matters relating to the journal and other publications of the Society. The General Secretary will chair the committee. The Editorial Board will meet once a year and Publication management Committee wilI decide about the implementation of the recommendations. The meeting of the Publication Management Committee should be held along with the meeting of CEC
Publication Procedure
- All material for publication shall be recorded for publication. All Contributions intended for publication or for reading before the Society, Shall be addressed to the General Secretary who will decide about the nature of the article. Outside expert referees may also be referred to. View of these referees, when required shall be communicated to the authors
- All papers and contributions submitted for publication in the Journal of the Society shall become the property of the Society till they are accepted or rejected and the Society shall have the right to retain the manuscripts, illustrative drawing, photographs etc. relating to them.
- Once a paper has been accepted for publication the authors shall not have the liberty to publish it elsewhere.
- No paper published or under publication elsewhere will be accepted for publication in the Wheat and Barley Research
- The executive committee, jointly with editorial board shall be empowered to make necessary rules for all publication of the Society, fixing price for the publications for the Society, fixing rates for the advertisement in the publications of the Society, fixing charges payable for the reprints, supply of complementary copies of society’s publication either on exchange or without exchange etc.