CHAMBER BY-LAWS

ARTICLE I - NAME

This organization shall be known as the CHAMBER OF COMMERCE AND INDUSTRY THANJAVUR (here in after referred as CCI, Thanjavur) representing the District of Thanjavur.

ARTICLE II - VISION, MISSION & OBJECTIVES

Vision: The Chamber of Commerce & Industry, Thanjavur, will be a catalyst for business prosperity, fostering a vibrant and inter-connected local business community in Thanjavur, where collaboration increases capacity, education enhances ability, and advocacy influences shared authority, of our members.

Mission: With more than three decades of proven leadership, the Chamber of Commerce & Industry, Thanjavur, empowers each member’ business, to reach its full potential, cultivates an environment where businesses can thrive and connect our businesses as a community.

The Chamber of Commerce and Industry, Thanjavur, is organized to achieve the objectives of:

  • Preserving the competitive enterprise system of business by: creating a better understanding and appreciation of the importance of business people and a concern for their problems.
  • Promoting business, community growth and development by: promoting economic programs designed to strengthen and expand the income potential of all business within the trade area.
  • To organize to advance the general welfare and prosperity of Thanjavur district so that its citizens and all areas of its business community shall prosper.
  • To focus on learning and development of its members with regard to business and society at large.
  • To facilitate the members to strengthen their network in their respective business operations and key area deliverables.
  • To nurture and mould the young talents with the aim to skill building and supporting the budding entrepreneurs.
  • To identify, learn continuously and share the best management practices to its members and various stakeholders.
  • To work towards inclusive development by providing a meaningful contribution to society at large through strategic guidance on developing and delivering Corporate Social Responsibility programs.
  • To inculcate and support the possibility for new and innovative business ideas among its members.
  • To take over any like-minded associations, trusts, societies and companies which are duly registered and having the same objectives.

ARTICLE III - MEMBERSHIP

Section 1: Eligibility

Any individual, registered association, company, partnership having an interest in the objectives of the organization shall be eligible to apply for membership.

Section 2: Selection (How application is made, received, approved.)

a) Applications for membership shall be in writing, on forms provided for that purpose, and signed by the applicant. Applicant Fee will be Rs. 100/-.

b) A member can be admitted when the name of the applicant is proposed by TWO life members and approved by the Executive Committee (EC) members with simple majority and on payment of the admission fee which may be determined by the EC and approved in the General Body from time to time but as fixed at present is as mentioned below:

  • Annual Member - Rs. 3000/- Per year
  • Life Member
    • Individual Member – Rs. 10,000/-
    • Corporate Member (Other than Individual) -Rs. 25,000/-
    • (NOTE: A corporate member can nominate two individuals and only one can attend a meeting at a time)
  • Honorary Member - No fees

Section 3: Termination (Resignation, expulsion and delinquency.)

Any member may resign from the Chamber upon written request to the President / Secretary:

a) Any member shall be expelled by the Executive Committee by 2/3 majority of vote for nonpayment of dues after ninety (90) days from the date due, unless otherwise extended for good cause

b) Any member may be expelled by 2/3 majority of vote of the Executive Committee, at a regularly scheduled meeting thereof, for conduct unbecoming a member or prejudicial to the aims or repute of the chamber, after notice and opportunity for a hearing are offered to the member against whom the complaint is made.

c) The CCI membership is not transferable and Individual Membership is relinquished on the expiry of the member.

d) Any members shall be expelled from the membership if such member is found to be lunatic or person with unsound mind by the court of law.

e) Any members shall be expelled from the membership if such member has been adjudged insolvent by the court of law.

f) Any members shall be expelled from the membership if such member has been convicted of an offence involving moral turpitude and criminal offence.

Section 4: Voting

In any proceeding in which voting by members is called for, each member in good standing shall be entitled to cast one (1) vote

a) Each corporate member shall be entitled to one vote.

b) Honorary member shall not have any voting right.

c) Annual member shall not have any voting right.

d) A member participating in any voting proceeding of the Chamber, should not have any amount due to be paid to the Chamber.

Section 5: Exercise of Privileges (Assignment of membership within subscription and any limitations.)

Corporate member holding membership may nominate one individual representative whom the holder desires to exercise the privileges of membership covered by its subscriptions and shall have the right to change its representative nomination upon written notice.

Section 6: Honorary Membership

Distinction in public affairs shall confer eligibility to honorary membership. Honorary members shall have all the privileges of members except the right to vote in any meeting of the chamber, contest or hold any office in the chamber and exempt from payment of dues. The Executive Committee shall confer or revoke honorary membership by a 2/3rd majority vote.

Section 7: Mandatory Contribution towards maintenance of Chamber

a) The Biennial contribution for the maintenance of the Chamber shall be payable by each Member and it can be determined by the Executive Committee members from time to time. The present scale of Biennial contribution is determined under:

  • Corporate Members – Rs. 2,000/- per member/per term of two years
  • Other than Corporate Members – Rs. 1,000/- per member/per term of two years

b) Contribution shall become due and payable on the beginning of each term and to be paid before 90 days from commencement of the term.

c) All terms referred here are for a period of two accounting years starting from 1st April to the 31st March of the subsequent year.

ARTICLE IV - OFFICERS AND PERSONNEL

Section 1: Executive Committee.

The Executive Committee shall consist of not more than Twenty Five (25) members of which Five (5) are principle office bearers i.e. President, Vice President, Secretary, Treasurer, Joint Secretary and Fifteen (15) Executive committee members elected through voting by members of the Chamber and Five (5) Executive committee members shall be Co-opted by the President.

a) The Executive Committee shall be elected through voting. Each Executive Committee member other than the principal office bearers shall be elected for a term and they can be re-elected for a consecutive term i.e., they can be EC member for a consecutive period of Four (4) years if they are elected and re-elected by the General Body. To qualify as a candidate for the Chamber Executive Committee, the member should be a life member of the Chamber for a minimum period of 4 years (2 Terms).

b) An elected member of the Executive Committee can hold office for total of 2 terms subject to the provision of Article IV Section 1 Clause (a) as mentioned above and there will be a cooling period of 1 term for re-election henceforth.

c) Any vacancy arising in the Executive Committee shall be filled by the President by co-option from the General Body on the recommendation of the Executive Committee.

d) All the former Presidents of the Chamber shall be part of the Executive Committee till their life and shall have voting right.

e) An Executive Committee member who is contesting for second term must possess a minimum of 70% attendance in the Executive Committee meetings and General Body in the previous term

Section 2: Office Bearers.

a) The elected officers of the Chamber shall be a President, a Vice-President, a Secretary, a Treasurer and a Joint-Secretary.

b) For all posts in the Chamber, the member must possess a minimum of 50% attendance in all the chamber meetings in the previous term.

c) A member, who is contesting for any post in the office of the chamber, cannot contest or nominate or vote in any election of the Chamber if he/she has any due pending to the Chamber.

Section 3: Eligibility and Duties of Officers.

A. President.

a) To qualify for the office of President, the candidate should have served as Vice President or Secretary or Treasurer of the Chamber for one full term of 2 years.

b) The President shall be the Chief Executive Officer of the Chamber, and shall serve as Chairman of the Executive Committee and has the power to appoint special committees subject to the approval of the Executive Committee; He/ She shall be responsible for maintaining good public relations with the community. The president shall be elected for a term of two (2) years.

B. Vice President.

a) To qualify for the office of Vice President, the candidate should have served as Secretary or Treasurer of the Chamber for one full term of 2 years.

b) The Vice-President shall assume the duties of President in the absence of the President and shall serve as assistant to the President in their efforts for the good of the Chamber. The Vice-President shall chair meetings of Executive Committee in the absence of the President and shall assume the office of President in the event of resignation, disability, or death of the President.

C. Secretary.

a) To qualify for the office of Secretary, the candidate should have served as an Executive Member of the Chamber for one term of 2 years.

b) The Secretary shall be responsible for keeping accurate minutes of meetings of the organization. The Secretary shall have custody of the corporate seal if there shall be one. The Secretary shall be responsible for sending notices of meetings and letters of appointment to committees and appointed officers. The secretary shall have other duties as prescribed by the Executive Committee or by standing rule. The Secretary will be the custodian of all the documents of the Chamber and be responsible for updating and maintaining all the records.

D. Treasurer.

a) To qualify for the office of Treasurer, the candidate should have served as an Executive Member of the Chamber for one term of 2 years.

b) The treasurer shall be responsible for overseeing the collection of dues and for receipt and deposit of financial contributions and income into accounts at such banks and financial institutions as the Executive Committee shall direct into. The Treasurer shall review records to be sure they are accurate records of monies received and spent and shall make a financial report at executive committee meetings. The Treasurer shall be responsible for issuing cheques and reporting quarterly and yearly financial reports to the State and Central Governments. At the end of the fiscal year, the Treasurer and President shall be responsible for auditing the organization’s financial records and if deemed necessary by the Executive Committee, securing the services of a Chartered Accountant to conduct an audit of the organization’s financial records. The Treasurer shall be chairman of the budget and finance committee and shall submit a yearly budget for adoption by the Executive Committee.

E. Joint Secretary.

a) To qualify for the office of Joint Secretary, the candidate should have served as an Executive Member of the Chamber for one term of 2 years.

b) The Joint Secretary shall assume all the duties of Secretary in the absence of the Secretary and shall serve as assistant to the Secretary in their efforts for the good of the organization.

Section 4: Election Process and Appointment of Office Personnel.

A. Elected Officers.

a) The officers shall be elected by the Election procedure called by the President with a simple majority vote.

B. Appointment of Office Personnel.

a) Office Personnel may be appointed at any time by the Executive Committee for any special reasons and shall take office immediately upon notification of appointment. The term of office for appointed office personnel shall be determined by the board of Executive Committee, but in no case shall their term exceed that of other office bearers.

C. Vacancies in Office.

a) All vacancies in office shall be filled by Executive Committee for the remainder of the term in question by co-option.

D. Election Process.

a) All the elected officers hold office for a term of two (2) years and they may be reelected by the General Body for further term through the election process subject to the conditions laid in Article IV Section 2 herein.

b) The election will be called on by the President of the Chamber in respect of the vacancies created in various positions in the Chamber.

c) The members of the Chamber, who are willing to contest in the election can file their name for nomination, with the Election Officer, who shall be appointed by the President in consensus with the Executive Committee.

d) A member can file nomination only for one post, if the members file nomination for more than one posts all his nominations will be rejected.

e) All the existing life members of the Chamber, who are not in any kind of arrears to the Chamber, are eligible to participate in the election process such as contesting, proposing, seconding and voting.

f) If there are more nominations than the prescribed number for any office, it will be decided by balloting.

g) A member, who gets the majority number of votes, will be declared as elected for the said post.

f) If there are more nominations than the prescribed number for any office, it will be decided by balloting.

h) The election will be held in the month of February towards the end of every term and the elected officers can assume office from the following April month.

i) The election process will be decided and executed by the Election Officer appointed by the President and the rules and regulations laid by him will be followed in the election process. The decision of the Election Officer shall be final and binding.

ARTICLE V - MEETINGS

Section 1 - General Body Meetings.

General Body Meetings shall be held twice a calendar year in the months of April & October. The April Meeting shall be the Annual General Body Meeting, wherein the accounts of the previous financial year must be placed to the General Body for approval. The October meeting shall be an ordinary General Body Meeting.

  • A. Meeting Notices.
    • Notices of every active meeting shall be mailed to each member at least Seven (7) days prior to the date of the meeting, unless declared an emergency meeting by the president.
  • B. Voting Privileges.
    • At all meetings of chamber only one representative of each corporate member will be entitled to cast one vote subject to the condition that he should have paid all the dues pending to be paid, with the chamber.

Section 2 - Annual General Body Meeting.

The Annual General Body Meeting of the Chamber shall be held in the month of April every year, for the purpose of receiving minutes and reports of the executive committee, and wherein the accounts of the previous financial year must be placed to the General Body for approval. Notice of the annual general body meeting accompanied by a detailed agenda shall be sent to members at least Seven (7) days prior to the date of the meeting.

Section 3 - Special Meetings of General Body.

Special meetings shall be initiated by the President to transact the urgent or any other special businesses. At least fifty members’ or 1/3rd members, whichever is less should be present to convene and transact the business in a Special Meeting of General Body.

Section 4 - Quorum.

  • A. Annual General Body Meetings.
    • a. A quorum for Annual General Body Meeting shall be fifty members’ or 1/3rd members, whichever is less.
    • b. After the expiry of twenty minutes from the time appointed for the meeting, if the required quorum is not present to hold the meeting then the meeting shall stand dissolved.
    • c. In any other case, it shall stand adjourned to such date, time and place as the office bearers may determine. If at such adjourned meeting there is no quorum, the members present shall have the power to decide upon all items on the agenda of the meeting from the date which the adjournment took place. In the adjourned meeting, the members present shall, however, not consider and vote upon any matter, which is not on the agenda of the meeting from which the adjournment took place.
  • B. Executive Committee Meetings.
    • a. A quorum for meetings of executive committee shall be 1/3rd of the members.

Section 5 - Executive Committee Meetings.

Executive Committee meetings shall be held monthly at the convenience of the majority members. Executive Committee meetings shall be closed door meeting.

Section 6 - Special Meetings of the Executive Committee.

Special meetings of the executive committee may be called by the President or by simple majority of Executive Members with a reasonable prior notice.

ARTICLE VI - COMMITTEES

Section 1 - Standing Committees.

There shall be the following standing committees; By-laws, Budget and Finance, Membership Development and Services, Public Relations.

Section 2 - The duties of the standing committees shall be:

  • A. By-laws.
    • The bylaw committee shall be responsible for reviewing the by-laws and submitting amendments to the Executive Committee. And finally to be amended in the general body.
  • B. Budget and Finance.
    • The budget and finance committee shall prepare the annual budget, audit the organization’s financials and report to the Executive Committee.
  • C. Membership Development and retention.
    • The Membership Development and retention Committee shall create, develop and implement strategies to increase and enhance Chamber membership as per the Article III Section 2 of the by-laws which says about the eligibility of members, and to conduct membership campaigns and other events/programs retention and recruitment of members.
  • D. Public Relations & Conferences.
    • The Public Relations and Events/Fundraising Committee shall develop and implement all promotional, marketing and media activity plans for the Chamber and shall consult on all promotional efforts.
  • E. Industrial Visit / Tour
    • The Industrial visit and tour committee shall be responsible for arranging visits to places of business interests to the members like trade fairs, organisations and educational institutions.

Section 3 - Special Committees.

Special Committees may be appointed by the President time to time as and when required with permission of the Executive committee.

ARTICLE VII - BY-LAW AMENDMENTS

No changes or additions shall be made to these by-laws except with the approval of Executive Committee Members and the General Body Members of the Chamber and can pass the same. Such modification/amendment/resolution shall be made with the approval of 2/3rd of the members present in the meeting, provided the amendments are tabled by the by-law committee.

ARTICLE VIII - FUNDS

The funds of the Chamber shall be deposited in an approved nationalised bank by the Executive Committee. The account with the bank shall be operated upon by cheques signed by the President or Secretar and Treasurer, or as may be authorized by the Executive Committee.

ARTICLE IX - BOOKS OF ACCOUNTS

Procedure

The Chamber shall cause to maintain proper books of accounts of its income and expenditure. The Executive committee can decide on keeping a Chartered Accountant for the Chamber, and verify accounts and prepare statutory reports and file necessary returns with the statutory bodies.

ARTICLE IX - BOOKS OF ACCOUNTS

Procedure

The Chamber shall cause to maintain proper books of accounts of its income and expenditure. The Executive committee can decide on keeping a Chartered Accountant for the Chamber, and verify accounts and prepare statutory reports and file necessary returns with the statutory bodies.

ARTICLE X - DISSOLUTION

The Chamber shall use its funds only to accomplish the objectives and purpose specified in these bylaws and no part of said funds shall be distributed to the members of the Chamber. On dissolution of the Chamber, any funds remaining shall be distributed to one or more regularly organized and qualified charitable, educational, scientific or philanthropic organization to be selected by the Executive Committee.

ARTICLE XI - INDEMNIFICATION

The Chamber may, by resolution of the Executive Committee, provide for indemnification by the Chamber of any and all of its members or former members against expenses actually and necessarily incurred by them in connection with the defence of any action, suit or proceeding, in which they or any of them are made parties, or a party, by reason of having been members of the Chamber, except in relation to matters as to which such member shall be adjudged in such action, suit or proceeding to be liable for negligence or misconduct in the performance of duty and to such matters as shall be settled by agreement predicated on the existence of such liability for negligence or misconduct.

ARTICLE XII EFFECTIVE DATE

The effective date of this Constitution shall supersede any former Constitution of By-Laws of the Chamber.