Proceedings of the General House of SWAN, Women Federation, Post Office Una Tehsil District Held on 26-11-2013

Resolution No. I:

Resolved unanimously that Sombhadra Women’s Associations Network (SWAN, Women Federation) (hereinafter referred to as Society) may be got registered under section 3 Society Registration Act 21 of 1860 with the Registrar of Societies, District Una.

 

Resolution No. II:

In order to run the affairs of the Federation, the following Executive Committee is hereby elected/nominated in the General House.

S. No.		Name	Designation	Address
		Subhadra Devi w/o Iqwal	Chair Person	MKM Dharampur
		Smt. Anuranjana	Vice Chairperson	MKM Dhussara
		Meenu Rana w/o Sujaan Singh	President	MKM Ajnoli
		Madhu Rani d/o Gurdiyal	Secretary	MKM Jankor
		Mamta Sharma	Treasurer	MKM Ajnoli
		Smt. Shashi Bala	Director	MKM Badoli
		Anita Sharma w/o Amrish Sharma	Director	MKM Nari
		Nirshla Devi w/o Ravinder	Director	MKM Panjawar
		Kiran Bala w/o Sham Kumar	Director	MKM Badehar
		Sudesh Kumari w/o Satish Kumar	Director	MKM Basoli
		Santosh Saini w/o Satpal	Director	MKM Ajnoli
		Samata Devi w/o Suraj	Director	MKM Jankor
		Meenu Rani w/o Sanjeev Kumar	Director	MKM Burnoh
	Non -Voting and Nominated
	Raj Kumar Dogra		Chief Executive Officer	Forest Colony Una
	Smt.SunitaSharma		Executive officer	Vill. Kotla Khurd
	Reena Sharma		Executive officer	Main Bazar Una
	Meena Sharma		Executive officer	VPOBadehar
	Suman Lata		Executive officer	VPO Raipur Sahora

Resolution No. III

The rules and regulations of the Federation are approved and adopted unanimously,

Resolution No. IV

Mrs. Sunita Sharma, The Executive officer of the SWAN WOMEN FEDERATION is hereby authorized to approach the Deputy Commissioner/Registrar of Societies; District Una to get the Society registered and authenticates all the cuttings, addition, and deletion etc. in the registration paper/ document if needed on the spot in the O/o Registrar.

Certified that the above resolutions are true and correct copy of the proceedings of the General House

Secretary

 

SWAN WOMEN FEDERATION

 

Memorandum of Association of Sombhadra Women’s Associations Network (SWAN,Women Federation)

Name of the Association: SWAN, Women Federation

1. Complete Address: Una Post Office:- Una Tehsil:- Una District:- Una PIN 174303

Aims and objectives:

 

i. To facilitate women empowerment,

ii. To provide a forum for regular interaction and networking between member MKM and SHGs and increase number MKM members.

iii. To build Capacity, Strengthen member SHGs.

iv. To take up activities that benefit member MKM/SHGs and communities, but cannot be taken up by individual SHGs on their own;

v. To build leadership skills of the members so that they can manage the SHGs and the Munch

vi. To provide information to members SHG/MKM on various government schemes and programs

vii. To promote regular, mandatory and voluntary saving and recurring deposits.

viii. To create linkages with other institutions of relevance for the welfare of member SHGs; for skill up-gradation and training on micro-enterprises

ix. To make available to member SHGs cash credit on easy terms, primarily to expand/start IGAs, livelihood activities and secondarily to meet urgent domestic needs like health, education, marriage, etc;

x. To promote Insurance for life and health.

xi. To provide a forum through which women’s awareness related to Income Generating Activities (IGAs) can be increased and other women’s development activities can be pursued including procurement and value added services.

xii. To make the presence of the MKM/ SHGs felt at the local government.

xiii. To draw maximum benefit from the existing schemes of GOHP and GOI with the people’s participation for sustainable livelihoods.

xiv. To Evolve Social Transformation in the communities

xv. To help in protection and conservation of natural environment.

2. Name and other particulars of the Executive Committee and office bearers to whom Management of Society affairs is entrusted.

S. No.	Name	Designation		Address
1.	Subhadra Devi w/o Iqwal	Chair Person		MKM Dharampur
2.	Smt. Anuranjana	Vice Chairperson		MKM Dhussara
3.	Meenu Rana w/o Sujaan Singh	President		MKM Ajnoli
4.	Madhu Rani d/o Gurdiyal	Secretary		MKM Jankor
5.	Mamta Sharma	Treasurer		MKM Ajnoli
6.	Smt. Shashi Bala	Director		MKM Badoli
7.	Anita Sharma w/o Amrish Sharma	Director		MKM Nari
8.	Nirshla Devi w/o Ravinder	Director		MKM Panjawar
9.	Kiran Bala w/o Sham Kumar	Director		MKM Badehar
10.	Sudesh Kumari w/o Satish Kumar	Director		MKM Basoli
11.	Santosh Saini w/o Satpal	Director		MKM Ajnoli
12.	Samata Devi w/o Suraj	Director		MKM Jankor
13.	Meenu Rani w/o Sanjeev Kumar	Director		MKM Burnoh
14.	Non -Voting and Nominated
	RajKumar Dogra		Chief Executive Officer	Forest Colony Una
	SmtSunita Sharma		Executive officer	Vill. Kotla Khurd
	Reena Sharma		Executive officer	Main Bazar Una
	Meena Sharma		Executive officer	VPOBadehar
	Suman Lata		Executive officer	VPO Raipur Sahora

PRESIDENT SECRETARY

We the several persons whose name and particulars is mentioned hereunder are desirous to get the Committee registered in accordance with the attached memorandum of the Sombhadra Women’s Associations Network (SWAN,Women Federation)

under Society Registration Act, 1860 and are the applicants for its registration.

Attached List of Mahila Kalyan Munch and Nos. of Members SHG

Signature of all the above Named all the persons are attested to be true.

PRESIDENT SECRETARY

CONSITITUTION OF Sombhadra Women’s Associations Network (SWAN) a WomenFederation)

1. Nomenclature:

Name of the Committee shall be “SWAN, Women Federation

2. Headquarter:

The Headquarter of the Committee will be at UNA

3. Business Year and Jurisdiction:

The business year of “SWAN,Women Federation” will be co-terminus with the financial year of GOHP i.e. w.e.f. 1 ^st April to 31^st March every Year. The jurisdiction shall be District Una.

4. Membership:

The following representatives of the Mahila Kalyan Munch (MKM) consisting of Director, President, Secretary and Treasurer elected and all members of MKM( SHG Members) for following MKM

I. MKM Panjawar

II. MKM Badhera

III. MKM Dhussara

IV. MKM Nari

V. MKMJankaur

VI. MKM Basoli

VII. MKM Badoli

VIII. MKM Burnoh

IX. MKM Ajnoli

X. MKM Badehar

are enrolled as members of the SWAN,WomenFederation

In order to run the affairs of the Federation the following Officers/advisors are nominated as life time members of the general house.

1.	Non -Voting and Nominated
	RajKumar Dogra	Chief Executive Officer	Forest Colony Una
	SmtSunita Sharma	Executive officer	Vill. Kotla Khurd
	Reena Sharma	Executive officer	Main Bazar Una
	Meena Sharma	Executive officer	VPOBadehar
	Suman Lata	Executive officer	VPO Raipur Sahora

 

In order to run the affairs of the Federation, the following Group Coordinators are hereby /nominated in the General House and shall be nominated members of the General House

1)	Group Coordinator	Ashwani Kumar
2)	Group Coordinator	Poonam
3)	Group Coordinator	Rajani
4)	Group Coordinator	Surekha
5)	Group Coordinator	Nirmala Devi
6)	Group Coordinator	Anjubala
7)	Group Coordinator	Ritu Sharma
8)	Group Coordinator	Anita
9)	Group Coordinator	Brijbala
10)	Group Coordinator	Monika Rani
11)	Group Coordinator	Chhinder Pal
12)	Group Coordinator	Mohinder Kaur
13)	Group Coordinator	Rekha
14)	Group Coordinator	Sharda
15)	Group Coordinator	Ruchika
16)	Group Coordinator	Arvind
17)	Group Coordinator	Ashwani Sharma

 

5. Subscription:

i. Each member MKM shall subscribe Rs 50/- per individual member of that Mahila Kalyan Munch (MKM) to SWAN,WomenFederation annually which is not refundable and shall form part of management fund.

ii. Each member SHG of MKM through MKM shall subscribe as much funds to SWAN,WomenFederation annually which is not refundable and shall form part of management fund

6. General House/Genral Body:

(a)General House of the SWAN,WomenFederation shall consist of all members as per 4 above including life/ Nominated Members.

(b)General Body of the SWAN,WomenFederation shall consist of Directors, Presidents, Secretaries and Treasurers of member MKMs, including those elected for SWAN,WomenFederation and life/ Nominated Members.

 

7. Meeting of General House/General Body:

(a)General House shall invariably meet once in a year or any time on the requisition signed by at least one third members of the total membership with a notice of 10 days.

(b) General Body shall invariably meet once in quarter or any time as requisitioned by Executive committee.

8. Quorum of the General House:

The quorum of general house meeting shall consist of at least two third of its members under 4

9. Functions and duties of

(a)General House:

 

a. It shall pass annual report of the SWAN,WomenFederation as tabled by the Secretary/CEO.

b. It shall have powers to amend the constitution be resolution by 2/3^rd Majority of the present and voting.

c. It shall allow and facilitate the entry of new MKM having members not less than 250, after following due procedure and realization of membership fee

( b)General Body

a. It shall have powers to rectify the decisions taken by the Executive Committee.

b. It shall pass the annual income and expenditure Statement of the SWAN,WomenFederation tabled by the treasurer/CEO.

c. It shall have powers to nominate life members.

d. It shall nominate more Executive officers and group coordinators if required

e. It shall monitor socially all activities carried out by Executive Committee.

10. Executive Committee (EC) :

 

The Executive Committee (EC) of the SWAN, Women Federation shall consist of the following:

S. No.	Name	Designation	Address
1.	Elected Chair-Person out of all Directors representing member MKM for a two-year term	Chair-Person
2.	Elected Vice Chair-Person out of all Directors representing member MKM for a two-year term	Vice Chair-Person
3.	Elected President from amongst Presidents, from all Member MKM through preference voting., for a two-year term	President
4.	Elected Secretary from amongst Secretaries, all Member MKM through preference voting., for a two-year term	Secretary
5.	Elected Treasurer from amongst the treasurers from all member MKM through preference voting., for a two-year term	Treasurer
6.	All the elected Directors of Mahila Kalyan Munchh 1. MKM Panjawar 2. MKM Badhera 3. MKM Dhussara 4. MKM Nari 5. MKMJankaur 6.MKM Basoli 7. MKM Badoli 8.MKM Burnoh 9.MKM Ajnoli 10.MKMBadehar	Members
7.	Non -Voting and Nominated life time	Members
	R K Dogra	Chief Executive Officer
	Sunita Sharma	Executive officer
	Reena Sharma	Executive officer
	Sumanlata	Executive officer
	Meena Kumari	Executive officer

11. Management of the Executive Committee

Executive Committee shall meet invariably once in a month or even earlier if so desired by the Chair-Person, President or Secretary. The gap between two meetings should not be more than 45 days.

12. Quorum for Executive Committee

 

The Quorum for Executive Committee shall consist of 2/3^rd of its members including non voting members. No Quorum is required for adjourned meeting.

13. Executive Committee Decision:

The Executive Committee decisions shall be taken by a majority of the members present.

Functions of the Executive Committee:

 

i. To facilitate, guide and make aware the MKM about programmes/issues relating to women empowerment,

ii. To prepare a programme for regular interaction and networking between member MKM and SHGs and increase number of SHG/MKM.

iii. To facilitate programmes for Capacity building and strengthening of member SHGs.

iv. To promote activities that benefit member MKM/SHGs and communities, but cannot be taken up by individual SHGs on their own;

v. To promote regular, mandatory and voluntary saving and recurring deposits.

vi. To sanction, to member SHGs cash credit on the recommendation of MKM.

vii. To monitor all programmes funded and taken up by MKM.

viii. To draw chart that benefit MKM/SHG from the existing schemes of GOHP and GOI.

ix. To make recommendations that helps Evolve Social Transformation in the communities.

x. To authorize President/secretary/CEO to sign an agreement with any of the Departments of Government of HP/GOI/Donors for utilization of funds made available for SWAN, Women Federation

xi. To make sub committees to work with/coordinate with the officers/officials of various departments of GoHPand member MKM

xii. To Work in close collaboration with other Mahila Kalyan Manch to get maximum benefits for the cause of Women Empowerment.

xiii. To assign duties of non-voting life/nominated members.

xiv. To make the presence of the MKM/ SHGs felt at the local government.

14. Terms of Executive Committee:

 

The terms of Executive Committee members (Other than non - voting) shall be two years. Remaining roles and responsibilities as under;

A. Membership

Ø SHGs in the area which

o Have been existing for at least six months;

o Are meeting and saving regularly (not less than 80% of members);

o Are repaying inter loans given (not less than 90% repayment);

o Pay the prescribed admission fee and the fixed yearly subscription fees.

Ø Each member SHG will elect three of its members to represent the group in the Committee of Panchyat Mahila Sangathan of the association, for a two-year term.

Ø Each Sangathan will elect three of its members to represent the Sangathan in the Mahila Kalyan Manch of the association, for a two-year term

Ø Each Mahila Kalyan Manch will elect One Director out of all members representing Member Sangathans through voting and President from presidents, secretary from Secretaries,and Treasurer from the treasurers from amongst all Member Sangathans through preference voting., for a two-year term

Ø Each Director of member Mahila Kalyan Manch shall elect one Chair Person and one vice Chair-Person for SWAN,WomenFederation through preference voting for a two-year term.

Ø Each President of member Mahila Kalyan Manch shall elect one President for SWAN,WomenFederation through preference voting for a two-year term

Ø Each Secretary of member Mahila Kalyan Manch shall elect one Secretary for SWAN,WomenFederation through preference voting for a two-year term.

Ø Each treasurer of member Mahila Kalyan Manch shall elect one treasurer for SWAN,WomenFederation through preference voting for a two-year term

B. Management of the Association

a) A Panchayat Mahila Sangathan, comprising committee of three representatives (President, Secretary and treasurer) per member SHG in the Panchayat, shall responsible for management of the MKM at Panchyat level.

b) An Executive Committee, comprising of three elected representatives President, Secretary and treasurer) per member Sangathan, shall be responsible for strategic as well as day-to-day management of the association at MKM level.

c) Within the Executive Committee at Federation label, there shall be a Management Committee consisting of six persons, viz. Chair-Person,Vice chair person, President, Secretary , Treasurer and CEO. , shall be responsible for strategic as well as day-to-day management of the association at Fedration level.

 

Functions of Office Bearers

Chair Person:

i. Chair over regular meetings and any other meetings of the association.

ii. Maintain liaison within and outside the association, especially with banks, and other sources of help.

iii. Resolve the conflicts with the help of other office bearers and members.

iv. Check and co-ordinate the activities of President, Secretary, Treasurer and other members;

Vice Chair Person:

i. Chair over regular meetings and any other meetings of the association in the absence of Chair-Person

President

i. To be Present and be the signatory of all regular meetings and any other meetings of the association;

ii. To Sign and approve the decisions and resolutions of the meetings;

iii. To be co signatory with CEO in all financial matters including money transactions.

iv. Solve any complaint with the help of other office bearers and members, if required;

Secretary

i. Call meetings with prior permission of the Chair Person/President and prepare agenda for every meeting;

ii. Monitor a record of the proceedings of all regular and special meetings and read them out at the next meeting;

iii. Monitor resolutions made at each meeting and read them out at the same meeting;

iv. To be co-signatory with CEO in all financial matters in the absence of President including money transactions.

v. The Secretary will monitor the following registers:

o Membership register

o Attendance register

o Activity and resolution register

o Procurement Register

vi. Conduct all meetings.

Treasurer

i. Preserve important papers and documents related to financial matters;

ii. Monitor all accounts of the association, i.e.

o Cash book

o Loan ledger

o Receipt and payment vouchers

iii. Review contributions from member MKM

iv. Supervise the Executive officers assigned for each MKM by EC of SWAN,WomenFederation.for deposit/receipt of cash in the account of assigned Bank within two days of collection.Monitor loans payment as approved by the association.

v. Present all financial reports of the association.

Chief Executive Officer: The CEO shall work as per the advice of Executive committee/Management Comittee.

Executive Officer: The Executive officer shall work as per the advice of the EC and under supervision of CEO.He will be responsible for all business, accounting audits of the association

C. Loans to Member SHGs

Ø Loans will be considered during the periodic meetings of the association based on a written application from any member SHG through MKM, addressed to the President of the Federation.

Ø The loan limit for a loan to a member SHG shall be decided by the full Executive Committee.

Ø The interest rate shall be decided at the time of sanction.

Ø The loan repayment procedure shall be decided by the Executive Committee of the association.

D. Income

All the income that accrues to the association from interest on savings, interest on loans and returns from penalties, fees, service charges on procurements and donations will be re-invested in the association fund.

E. Withdrawal of Membership

The Executive Committee members should discuss in detail the procedure if a member MKM proposes to leave the association. This withdrawal shall be on at the behest of 2/3 member general house of that MKM. Any loan given by the association to the MKM / SHG, which is still not repaid, requires special consideration.

F. Disqualification of a Member, MKM/SHG

a) A member MKM/SHG may be disqualified by the Federation, who does not comply with the rules of the association.

b) Nominated members can be disqualified by 2/3 member general house of all member MKM who are members of this federation.

c)Any member who has been elected to PMS/MKM shall be deemed disqualified if she is not attending meetings of the group and not contributing funds as required under provisions.

G. Managing the Bank Account

The association account shall be kept in the Bank. President and CEO shall have joint signatory power. In the absence of President, Secretary shall be joint signatory. All withdrawals shall be supported by a resolution of the Management Committee of the association.

H. Change in Bye-laws

The rules of the association or any part thereof can be amended members present at a General Body meeting. To make any change it would be preferable that this change is supported unanimously or by at least 2/3rd of the total members of general body of this federation.

I. Dissolving the Association

If at some point of time members with majority vote in a General HouseBody meeting decide to dissolve the association, the members need to discuss the formalities and terms of association money distribution and association payables and receivables amongst themselves before the association can be dissolved. To dissolve the association, the decision must be unanimous or supported by at least 2/3rd of the total members in the general house of the member MKM of this federation.

15. Funds

Funds shall be generated by the committee through contributions by the member’s, SHGs, interest accrued and other ventures under taken which meets the objectives of the association.

 

16. Utilization Of Finances:-

 

The Executive Committee shall ensure that the financial proprieties as in case of sub projects executed through is fully participatory

 

1. Audit of Book of Accounts:

 

1. The Treasure, CEO/Executive officer so appointed by Management Committee will get the cash books of the account for Federation audited after every year through a Chartered Accountant and the audit report of the Chartered Accountant shall be tabled in the EC meeting.

2. The representatives of the funding agency shall be authorized to check the account books. In case funding agency concludes that funds are not being utilized of the purpose for which these have been sanctioned and granted it shall have the power to rectify the shortcomings which sub-committee so appointed shall comply within a month, failing which the miss utilized amount can be recovered with interest and further grant shall be stopped and other legal action as deemed fit shall be taken.

17. General

 

1. All the members of Executive Committee shall have one vote each. In case of tie the Chair-Person shall have the right of casting vote.

 

Certified that this is the true and correct copy of the rules and regulation approved and adopted in the General house (General Meeting) of the

Sombhadra Women’s Associations Network

(SWAN, Women Federation)

POST OFFICE, UNA, TEHSIL UNA DISTT UNA (H.P.)

 

President Secretary