Chapter Formation Guidelines
NORMS AND MODALITIES FOR IIT-B [CITY}
CHAPTER FORMATION
1. Formation of City Chapter of IIT Bombay Alumni Association
1.1. A City Chapter of the IITB-AA can be formed by IIT - B alumni who are eligible for
membership of the IIT Bombay Alumni Association.
1.2. Not more than one chapter per city will be encouraged.
3.1. All Chapter members shall act as agents of the parent body and shall enroll members on
their behalf.
3.2. All life membership fees shall be passed on in full to the parent body. This shall form the
4.1. The formation of a new chapter can be initiated by a group comprising not less than 10
alumni of lIT-B.
4.2. A formal application and proposal signed by not less than 10 alumni who arc members or
prospective members of the llT-B AA, in a prescribed manner, shall be made to the parent
body.
4.3. All the proposers must necessarily be alumni of IIT-B even if they are not yet members
of the IlT-B AA.
5. Main Objects of the IIT-B AA
THE MAlN OBJECTS TO BE PURSUED BY THE COMPANY ON ITS
INCORPORATION:
5.1. To promote interaction amongst the Alumni members and between the Alumni and the
Indian Institute of Technology, Powai, Mumbai (Institute).
5.2. To encourage, promote and facilitate education and research in various branches of
engineering and technology, sciences and arts of the institute and for the advancement of
learning and dissemination of knowledge in such branches at the institute of elsewhere.
6. Chapter aims & objects
6.1. Each Chapter will be governed by the Main Objects of the parent body, viz. The IIT-B
AA, as detailed in clause 5 above.
6.2. The aims and objects of each chapter must necessarily contain the main objects of the IIT
Bombay Alumni Association.
6.3. The chapter members may draw up their own agenda of activities to meet the main objects
of the parent body.
6.4. This must be approved by the Chapters Committee of the IIT-B AA.
7. Chapters Committee's approval
7. I. Upon receipt of its proposal for a new chapter, the parent body shall consider the
proposal at the meeting of its Chapters' Committee constituted for the said purpose,
and take a decision.
8. Identification
8.1. Each chapter will be given authority to use the common emblem, seal, logo, letter head etc.
and will be allowed to operate a specific Chapter Bank account Viz "IIT Bombay Alumni
Association, [City] Chapter' .
9. Total responsibility with Chapters
9.1. Since IITB-AA shall be financially liable for the activities of chapters, utmost care shall
be taken by the chapters to limit their spending within budgets approved by the Board of
Directors of the IIT-B AA.
9.2. Chapter assets will be assets of IITB-AA.
9.3. In other words, chapters shall operate like branch or division offices of any company.
10. Executive Committee
10.1. Each chapter memorandum must define a Executive Committee comprising 4 (four)
office bearers with a President, a Treasurer, a Secretary and a Jt. Secretary.
10.2. These four office bearers will also be authorised to operate the Bank Account of the City
Chapter.
10.3. The memorandum must also specify the method of electing the Managing Committee.
II. Inter-related entity
11.1. The IITB-AA and its chapter shall all be inter-related entities.
11.2. The chapter would however, have the independence of making their own programmes and
conducting themselves independently (as per agreed norms) save and for the joint
collaborative specific functions organized by the parent body from time to time.
11.3. Financial independence, however, will be limited to approved budgets.
11.4. Chapter accounts will be amalgamated with the IITB-AA accounts. As such. chapter
accounts would also come under the purview of the audit applicable to the parent
company.
12. Notification of Plans
12.1. Each chapter shall notify the IlTB-AA about its plans and programs to enable a proper
coordination by the parent body.
13. Benefit and Back up to Chapters
13.1. The parent body shall retain the life membership fee, which will form the IlTB-AA
corpus. However, it shall provide suitable funding to the chapter and support it with PR
materials and literature as per scheme set up by it from time to time keeping in view its
own earnings and fund position.
14. Revenue generation for Chapters
14.1. The chapter shall be free to collect additional contributions to meet its expenses or collect
specific objective funds under approval of their plans.
15. Winding up
15.1. The parent body the IIT-B AA reserves the right to close or wind up a chapter in the
following circumstances:
a) whose activities are found not conforming to its main objectives;
b) whose activities are conducted in arbitrary fashion;
c) whose accounts are irregular and accounting practices are not satisfactory;
d) whose functioning is detrimental to the interest of llTB-AA.
16. Chapter Accounts and Bank Accounts
16.1. Each Chapter shall necessarily have year endings concurrent with that of llTB-AA.
16.2. Each Chapter shall maintain a proper and true account of its operations.
16.3. Each chapter shall co-operate fully with the auditors and
provide all information and/or documents as needed by the auditors from time to time.
16.4. Each Chapter may be allowed to open a separate Bank account.
Note: Since the HDFC Bank offers networked banking facility all over the country, all chapter
accounts are heing opened at the HDFC Bank, Hiranandani branch, Powai, Mumbai - 400076.
16.5. The name of the account shall be "IlT Bombay Alumni Association, [City] Chapter"
16.6. A resolution will be passed by the Board of Directors of the IIT-B AA to facilitate the
opening of the Bank Accounts and authorizing the office bearers to operate the hank
accounts.
17. Guidelines For Formal Setup Of The City Chapter
17.1. The City Chapter of the IIT-B AA will form a General Body of its members. The
General Body will meed once every year. The quorum will be formed by those present
for the meeting.
17.2. The City Chapter will operate under the directions of a Executive Committee. The
Executive Committee will comprise 6/9 Alumni members duly proposed, seconded and
elected. The Executive Committee will have a tenure of three years and will meet four
times every year. The quorum will be formed by those present for the meeting.
17.3. The day to day activities of the City Chapter will be handled by 4 Office Bearers. These
will be 4 members of the Executive Committee and will be designated President,
Treasurer, Secretary and Joint Secretary of the City Chapter. These four office bearers
will be duly proposed, seconded and elected at a meeting of the Executive Committee
held for that purpose.
