As amended on 20th May, 2000
1. The Association shall be called the Godavari Alumni Association. It shall be referred to in these articles as the G.A.A.
2. The Constitution of the G.A.A. shall be in force from the 2nd day of October 1965.
3. The Constitution of the G.A.A. shall apply to any member of the G.A.A. wherever he/she may reside.
4. The Patron of the G.A.A. is the Nepal Jesuit Regional Supervisor.
5. The G.A.A. aims primarily:
A) To encourage its members to continue their loyalty to the ideals of their school days. Our Motto is “Live for God, Lead for Nepal.” This means that members strive to become fully human, truly modern, loyal citizens of Nepal, the World and eternity; to become open to God, the Nation and all men, showing this openness by service to those in need, and by being actively concerned about national and international development, and
B) To stimulate its members to be persons who live for God so that, in one’s own way and place, one leads Nepal and the world to greater development, truer peace and happiness: who will strive for high thinking and plain living: who will be outstanding for politeness, good manners, thoughtfulness and honesty.
6. The G.A.A. has, as its secondary aims:
A) The social and cultural improvement of its members;
B) The provision of study and recreational facilities for its member;
C) The encouragement of a friendly atmosphere for the discussion of topics of scholarly and social interest among its members.
7. The G.A.A. shall have the power to buy and sell and to carry on such business as is required for the attainment of its aims. The G.A.A. may have paid staff to assist in the day to day administration.
8. The following shall be eligible for regular membership in the G.A.A.:
A) All former members of St.Xavier’s School (Jawalakhel or Godavari), provided that;
I. They have graduated from St. Xavier’s High School, Kathmandu or
II. They have completed three academic years including at least one year in the middle school (class 5-6-7) at St.Xavier’s, and
a) Have passed from a recognized high school or its equivalent, and
b) Have submitted certificates showing completion of the course from that institute and a character certificate from the principal.
B) All former students of any Jesuit school or College provided that:
I. They submit certificates showing completion of the course from that institute, and
II. They submit a character certificate from the Jesuit staff, and
III. Their application is approved by the Executive Committee.
C) Graduates of St.Xavier’s Campus shall qualify for regular membership provided that the application is accepted by the G.A.A. Executive Committee.
D) Graduates of St. Mary’s High School and spouses of St.Xavier’s graduate regular G.A.A. members who have been a guest member for a period of at least five years in the G.A.A. may apply to the G.A.A. through the Executive Committee for regular membership. Such applications have to be approved by the Executive Committee.
9. The following shall be eligible for guest membership in the G.A.A.
A) All graduates and teaching staff of St. Mary’s Jawalakhel, or
B) All wives or husbands of regular G.A.A. members, or
C) All who have had their application endorsed by at least two regular members of the G.A.A. and
I. Have passed high school or its equivalent, and
II. Have submitted certificates showing completion of the course from that Institute, and
III. Have submitted a character certificate from the Principal
D) All members of the teaching staff of St. Xavier’s (Godavari or Jawalakhel).
10. They shall be deemed regular (except members under 8. A) I.) and guest members of the G.A.A. who;
A) Have applied for membership, and
B) Have been accepted by the Executive Committee, and
C) Have paid their admission fee and annual subscription fee, and
D) Have successfully and to the satisfaction of the Executive Committee undergone a probation period of six months at the end of which their membership has been confirmed by the Executive Committee.
11. Any regular member may become a life member of the G.A.A., subject to the approval of the Executive Committee, who contributes a life membership fee as stipulated in the Financial Regulations of the G.A.A.
12. Honorary membership may be conferred on someone who;
A) Has contributed in an outstanding manner to the aims and ideals of the G.A.A. or of the country, and
B) Has been nominated by the Executive Committee and approved by a General Meeting.
13. Termination of Membership: Any member may have membership terminated under the following circumstances:
A) By contravening any article of the Constitution or by acting in a manner prejudicial to the best ideals and interest of the G.A.A.;
B) By conduct such that the Executive Committee of the G.A.A. shall deem as not being active participation in the activities of the G.A.A.;
C) By giving in writing his resignation voluntarily provided that he has no outstanding payments to make;
D) Or by failing to pay any other fees as shall be imposed by the members in a General Meeting of Extraordinary Meeting, or by the Executive Committee within the period specified by them.
14. Before membership may be terminated under 13.A) or 13.B) above, the members must be given an opportunity to explain his conduct so that such conduct will not be repeated in the future. In no case shall membership be terminated under any of these clauses unless the member shall have an opportunity to defend himself or herself before the General Body.
15. Readmission: Any member whose membership has terminated under 13.D) above, may apply to the Executive Committee for readmission. The Executive Committee shall determine whether the application shall be accepted or refused.
16. The Government of the G.A.A. shall be divided into two function:
A) The policy making or legislative function, and
B) The executive function
17) Legislation and general policies carried out by the G.A.A. shall be established by the members either at the Annual General Business Meeting or at an Extraordinary Meeting.
18) The carry out of all policy decisions reached by the general membership shall be the duty of the Executive Committee.
19) The carrying out of all day-to-day business of the G.A.A. shall be the duty of the Executive Committee.
20) It shall be the duty of the G.A.A. Board to advise the Executive Committee in planning of its programs.
21) The G.A.A. shall have two –tier system, the G.A.A. board shall be the upper tier and the Executive Committee shall be the lower tier.
22) A) The Executive Committee shall comprise of the following:
I. President
II. Senior Vice-President
III. Vice-President (Women)
IV. Vice-President (Youth)
V. Executive Secretary
VI. Treasurer
VII. Seven additional members (including Joint Secretary/ Recording Secretary)
VIII. One Lady Member
IX. Four members nominated by the G.A.A. President
The G.A.A. Moderator appointed by the Nepal Jesuit Society shall be an advisor to the Executive Committee.
B) The G.A.A. Board shall be comprised of following ex-officio members and other members whose name shall be proposed by the President of the G.A.A., approved by the Executive Committee and ratified by the general body members at the Installation Ceremony:
I. Patron, G.A.A.
II. Oldest former President of G.A.A. (with reference to the year of graduation)
III. Up to two former Presidents of G.A.A.
IV. Principal, St.Xavier’s High School, Nepal
V. Campus Chief, St.Xavier’s Campus, Nepal
VI. Current President of G.A.A.
VII. Chairperson of the Women’s Committee (Vice President- Women)
VII. Moderator of G.A.A.
IX. From the general body, ten representatives, who have made significant contribution for the betterment of the G.A.A.
The ten members nominated to the G.A.A. Board should have been an alumni for at least 10 years and represent the various decades of graduation.
The G.A.A. Board shall elect a chairperson and a Vice-Chairperson from among its members.
The President of the G.A.A. shall function as the Member Secretary of the G.A.A. Board.
23. All candidates for the election to office in the G.A.A. must file their application at least three weeks prior to the elections. Elections shall be held at the Annual Business Meeting in Baishakh.
24. Terms of Office:
A) President – The President of the G.A.A. shall be elected at the Annual Business Meetings. His term in office shall be two years with a possibility of only one more term (i.e. for a total duration of four year.)
B) Senior Vice-President – He shall be elected at the Annual Business Meeting with a term of office of two years. He may be re-elected for a consecutive term of two years.
C) Vice-President (Women) – She shall be ex-officio chairman of the G.A.A. Women’s Committee.
D) Vice-President (Youth) – He shall be elected at the Annual Business Meeting with a term of office of two years. He may be re-elected for a consecutive term of two years.
E) Executive Secretary – He shall be elected at the Annual Business Meeting with a term of office of two years. He may be re-elected for a consecutive term of two years.
F) Treasurer – He shall be elected at the Annual Business Meeting with a term of office of two years. He may be re-elected for a consecutive term of two years.
G) All Other Executive Committee members including office bearers shall be elected at the Annual Business Meeting with a term of Office of two years. They may be re-elected for a consecutive term of two years.
H) The term of G.A.A. Board shall be for three years. The vacant position of a Board Member shall be filled by the Board for the remaining period of the unexpired term, at the recommendation of the G.A.A. President and approved by the Executive Committee.
25. Qualification of Office-bearers:
A) President:
I. He shall be an old boy of St.Xavier’s High School, Kathmandu,
II. Shall have been a member in good standing, and
III. Shall have been a member of the G.A.A. for ten years, and
IV. Should be a Bachelor’s Degree holder.
B) Senior Vice-President:
I. He shall be an old boy of St.Xavier’s High School, Kathmandu and
II. Shall have been a member of the G.A.A. for eight years and,
III. Shall have been a member of good standing.
C) Vice-President (Women)
I. Shall have been a guest member of the G.A.A. for three years.
II. Shall have been a lady member of good standing.
D) Vice-President (Youth)
I. He shall be an old boy of St.Xavier’s High School, Kathmandu, and
II. Shall have been a member of the G.A.A. for three Year, and,
III. Shall have been a member of good standing.
E) Executive Secretary:
I. He shall be an old boy of St.Xavier’s High School, Kathmandu, and
II. Shall have been a member of the G.A.A. for eight years and,
III. Shall have been a member of good standing.
F) Treasurer:
I. He shall be an old boy of St.Xavier’s High School, Kathmandu, and
II. Shall have been a member of the G.A.A. for three years and,
III. Shall have been a member of good standing.
G) Executive Committee Members:
I. He shall be an old boy of St.Xavier’s High School, Kathmandu, and
II. Shall have been a member of the G.A.A. for two years, and
III. Shall have been a member of good standing.
H) Board Members:
Except for the ex-officio members, the G.A.A. Board Members shall be an old boy of St. Xavier’s School, Kathmandu and shall have been a member of good standing.
26. Duties of Office-bearers:
A) President – It shall be the duty of the President to:
I. Preside over General Meetings of the no confidence;
II. Act as chairman of the Executive Committee and cast the deciding vote in case of a tie in voting in the Executive Committee.
III. Appoint ad-Hoc Committee;
IV. Appoint the chairman of special G.A.A. societies, with the approval of the Executive Committee;
V. Represent G.A.A. at official functions on occasions when no formal delegation has been sent in the name of the G.A.A.
VI. Counter-sign all cheques sign by the Treasurer;
VII. Act as the member secretary of the G.A.A. Board and report on G.A.A.’s activities to the G.A.A. Board on a period basis, and
VII. Seek advice and guidance of the G.A.A. Board, as and when necessary;
IX. Nominate four individuals to the Executive Committee and ten representatives to the G.A.A. Board. The nominated members shall enjoy the status of other members of the Executive Committee or the G.A.A. Board.
X. To accept resignation of any elected Executive Members when any member decides to relinquish his post. To inform the G.A.A. Executive Committee and Board of such resignation/s and call for election if replacement by existing Executive Committee member/s is not possible.
B) Senior Vice-President – It should be the duty of the Senior Vice- President to:
I. In the absence of the President, undertake all the duties of the President as under 26A above;
II. Coordinate activities undertaken under Human Resource Development;
III. Undertake other duties as assigned by the Executive Committee.
C) Vice-President (Women) – It should be the duty of the Vice-President (Women) to:
I. Represent the Women’s Committee in the Executive Committee and the G.A.A. Board
II. Preside over the Women’s committee meetings;
III. Keep the record of the lady members of the G.A.A.;
IV. Represent the G.A.A. in the external official functions, where a lady member is called for;
V. Coordinate G.A.A. activities undertaken under Community Development Activities.
D) Vice-President (Youth) – It shall be the duty of the Vice-President (Youth) to:
I. Represent interest of the youth within G.A.A.;
II. Chair meetings of the youth committee;
III. Coordinate activities of G.A.A. undertaken under Core Group Activities;
IV. Undertake other duties as assigned by the Executive Committee.
E) Executive Secretary – It shall be the duty of the Executive Secretary:
I. Direct the day-to day business of the G.A.A.;
II. Carry out all general policy and resolution made by the general body of the G.A.A.;
III. Carry out all resolution made by the Executive Committee;
IV. Present to the members of the G.A.A. an annual program of activities;
V. Render an annual report to the members of the G.A.A. on the previous year’s activities;
VI. Act as member or send an Executive Committee member to represent him as an “ex-officio” member of all G.A.A. Societies;
VII. Keep the President and the moderator informed of all G.A.A. activities before meeting;
F) Treasurer – It shall be the duty of the Treasurer to:
I. Accept all fees of G.A.A. members as G.A.A. activities;
II. Accept grants and aids for the activities of the G.A.A.;
III. Take loans not exceeding the amount sanctioned by the Executive Committee;
IV. Make expenditures as shall be authorized by the Executive Committee;
V. Keep the account of the G.A.A.
VI. Render an audited annual financial statement and publish a monthly statement in the G.A.A. Bulletin.
G) Joint Secretary – The primary duty of the Joint Secretary is to:
I. Assist the Executive Secretary in the day-to-day activities of the G.A.A.
II. In the absence of the Executive Secretary, he shall undertake all the duties of the Executive Secretary, as under 26 E above, not exceed his own term of office.
H) Recording Secretary – It shall be the duty of the recording Secretary to:
I. Keep a record of the members of the G.A.A.
II. Keep an accurate account of the meetings of the G.A.A. both general and extraordinary;
III. Keep the minutes of the meeting of the Executive Committee;
IV. Insure the safe keeping of his own records of the G.A.A.
V. Notify the members and send congratulations in the name of the members on the occasion of the birth in the family of one of the members;
VI. Notify the members and send condolences in the name of the members on the occasion of the death in the family of one of the members;
VII. Prepare all the general correspondence for the Executive Secretary to sign.
I) Executive Committee – It shall be the duty of the Executive Committee to:
I. Carryout all the policy decisions reached by the general body;
II. Carry out all the day-to-day business of the G.A.A. according to the Constitution of the G.A.A.
III. Plan the activities of the G.A.A. in accordance with the aims of the Association;
IV. Be responsible for the maintenance of G.A.A. and its assets;
V. Review all membership at the end of the fiscal year;
VI. Appoint chairperson for G.A.A. activities who will automatically be a special invitee to the Executive Committee till the date of the completion of the activity and submission of the file. However, he/she shall not have voting rights in the Executive Committee meeting’s policy decisions.
J) Moderator – The Moderator is appointed by the Nepal Jesuit Society. His appointment is subject to the endorsement by the Board of G.A.A. It is the duty of the Moderator to:-
I. To advise the Executive Committee whenever such advice is sought.
II. To promote cordial relationship between G.A.A., St.Xavier’s School; and the Nepal Jesuit Society.
III. Attend the G.A.A. Board meetings as an ex-officio member.
K) Patron – The Patron of G.A.A. shall be the Nepal Jesuit Regional Superior. It shall be the duty of the Patron”
I. To Administer the Oath of the Office to the elected office bearers of the G.A.A.
II. To attend the G.A.A. Board meetings as an ex-officio member
III. To advise the G.A.A. Board on important matters related to the G.A.A. activities and interaction with the Nepal Jesuit Society.
L) G.A.A. Board: It shall be the duty of the G.A.A. board to:
I. Receive periodic reports from the G.A.A. President regarding the G.A.A. activities.
II. Review the activities and projects of the G.A.A. and provide advice and guidance to the Executive Committee in the implementation of the activities, projects and financial management.
III. Provide supervision in the implementation of the long term activities of the G.A.A.
IV. Participate in the activities directed towards the strengthening and institutionalization of the G.A.A. as an organization.
V. Approve the formation of the semi-autonomous societies of the G.A.A. and establishment of G.A.A. branch(s) as recommended by the Executive Committee.
VI. Review the annual budget and financial statement presented by the Executive Committee and recommend any amendment and/or improvement to the General Assembly.
VII. Investigate any financial irregularities in the financial statement.
VIII. Provide support in the fund raising for the implementation of the activities and for the strengthening of the organization and
IX. Provide support in the physical development and improvement of the G.A.A. assets and property.
X. When and if deemed required by a 2/3 majority of the G.A.A. Board, disqualify anybody from contesting in the Annual Election provided the candidate’s defense is heard.
XI. When and if deemed required by a 2/3 majority of the G.A.A. Board, call an Extraordinary General Meeting if the G.A.A. Board is not satisfied with the working of the Executive Committee.
XII. When and if deemed required by a 2/3 majority of the G.A.A. Board, constitute a constitutional reform committee and recommend changes in the G.A.A. Constitution to the General Assembly.
XIII. To render official interpretation to the G.A.A. Constitution when such interpretations are called for.
XIV. To appoint an Election Officer from among its members to function as the Election officer for any election.
XV. To call a General Assembly for election of a new President when an incumbent President resigns from his post.
XVI. To appoint a member to hand over the G.A.A. accounts to a new Treasurer when the incumbent Treasurer resigns from his post.
XVII. Monitor the maintenance of the facilities of the G.A.A. and provide guidance to the Executive Committee.
27. General Business Meetings – An annual Business Meeting shall be held each year in the month of Baishakh. Necessary business at this meeting shall be;
A) Election of the office-bearers who have finished their term;
B) Presentation of the audited annual financial report;
C) Presentation of the Executive Secretary’s report on the activities of of previous year;
D) Appointment of an auditor for the G.A.A. accounts;
E) Approval of the general program of activities for the coming year.
28. Notice of the Annual Business Meeting must be announced at least two weeks before the date of the meeting.
29. Extraordinary Meeting – An extraordinary meeting of the G.A.A. may be called whenever the G.A.A. Board, Executive Committee or one-third of the total number of regular members shall deem such a meeting necessary.
30. An Extraordinary meeting must be called in the following circumstances:
A) When a major change in policy is required.
B) When matters entailing expenditure is larger than Rs. Five Lakh NC are required.
C) When the G.A.A. Board and/or the President decide such a meeting would be opportune or necessary;
D) When a office bearer is to answer a vote of no-confidence.
E) When mid term election of President or other office bearers is called for.
31. Executive Committee Meeting – Executive Committee Meetings should be held at least once a month.
A) If a member of the Executive Committee is absent from three successive meetings without previous notice given in writing to the Executive Committee, he automatically ceases to be a member of the Executive Committee.
32. G.A.A. Board Meeting – The G.A.A. Board shall meet at least once every three months. Any vacancy on the board shall be filled by the Board for the remaining period of office.
A) Notice of the G.A.A. Board Meeting must be sent with an agenda at least one week ahead of the meeting by the member-secretary of the G.A.A. Board.
B) The Quorum necessary for any G.A.A. Board meetings shall be fifty percent of the total number of the G.A.A. Board members. Notice of absence of any G.A.A. Board Member shall be considered as representation for the quorum with the minimum requirement of the presence of the 1/3 of the number.
33. Notice of the Executive Committee Meeting must be sent with an agenda at least twenty-four hours before the meetings.
34. Quorum of Meetings:-
A) General Body Meeting – The Quorum necessary for any General-Body Meeting shall be one-third of the regular members of the G.A.A. in the Kathmandu Valley. The presence of the President and the Executive Secretary is required for the validity of any action taken by the members at such a meeting, except for a meeting of no-confidence. If quorum is not sufficient for the first meeting, a second meeting shall be held two weeks after that date.
B) Executive Committee Meetings – The quorum necessary for any Executive Committee Meeting shall be fifty percent of the total number of Executive Committee members. Notice of absence by any Executive Committee member will be considered as representation for the quorum, with the minimum requirement of the presence of thirteen members.
35. Nomination of Office – The candidates running for election to the governing body of the G.A.A. shall file their nomination with the Election Officer at least three weeks before the date of the elections;
A) The nomination paper should be proposed by one regular member and seconded by two other regular members.
B) A nominated member may stand for only one office.
C) A member may propose or second only one candidate.
D) Any office bearer wishing to stand for another post must resign from his former post before the date of the election.
E) Any member who has filed his nomination papers may with-draw his nomination two weeks before the date of the election.
F) If nomination have been received for any particular office, the date of the election is at the discretion of the Election Officer.
36. Voting Rights –
A) All regular members of the G.A.A. have voting rights in general Meetings;
B) Guest members do not have voting right in General Meetings, nor can they move motions, but they may participate in general discussions. However, lady guest members who have cleared all their fees have the right, to vote for their representatives on the Executive Committee.
C) Life members have voting rights in General Meetings.
D) Honorary members do not have voting rights in General Meetings nor can they move motions, but they may participate in general discussions.
37. Only those members under 36A and 36C above who have cleared all their fees shall have voting rights in General Meetings.
38. No-Confidence Vote – A motion of “No-Confidence” may be brought against any member of the Governing Body provided that one-third of the regular members in the Kathmandu Valley of the G.A.A. concur. The motion must be filed with the Patron of the G.A.A. An Extraordinary Meeting must then be called by the Patron to allow the officer in question an opportunity to defend himself and for the actual vote. Two-thirds of the voting members present at the meetings shall be required to remove an officer from his/her position. Only the Patron of the G.A.A. may be the chairman of this meeting.
39. The activities of the G.A.A. shall be financed by:
A) Fees paid by the members of the G.A.A.;
B) Voluntary contributions and gifts;
C) Contributions from programs sponsored by the G.A.A.
40. Fees of the G.A.A.
The admission and other fees to the G.A.A. for regular members and from guest members shall be as stipulated in the Financial Regulations of the G.A.A.
41. The funds belonging to the G.A.A. shall be kept in a bank in Kathmandu. The bank account shall be operated jointly by two of three officials as stipulated in the Financial Regulation of the G.A.A.
42. The Treasurer of the G.A.A shall have authority and responsibilities as stipulated in the Financial Regulation of the G.A.A.
43. Authority of the Executive Committee for expenditure of funds shall be governed by the Financial Regulations of the G.A.A.
44. All transactions, receipt and payments must be duly supported by vouchers. The Treasurer’s monthly account must be published in the G.A.A. bulletin. The G.A.A. accounts shall be open to inspection by any member of the G.A.A. after getting permission of the Executive Committee.
45. If the Treasurer leaves his office before his term expires, he must turn over all his account to the satisfaction of the Moderator.
46. The fiscal year for the G.A.A. runs from the 1st of Baishakh to the end of Chaitra. At the end of this fiscal year, the Treasurer’s account must be audited by the auditor appointed by the General Body of the G.A.A. The audited report must be presented to the members at the Annual Business Meeting.
47. A new Treasurer will at no time accept responsibility for expenditures made before he enters office. The retiring Treasurer must hand over his money and accounts to the satisfaction of the new Treasurer.
48. With the objective of decentralizing the activities of the G.A.A. various Societies shall be formed under the supervision of the Executive Committee. Separate by-law adopted by the Executive Committee and approved by the Board shall govern the functions of these societies.
49. The G.A.A. Women’s Committee shall be formed to further G.A.A.’s Primary and Secondary goal. The G.A.A. Women’s Committee shall be
responsible to the Executive Committee of the G.A.A.
The Chairperson of the Women’s Committee shall also be Vice-President of the G.A.A. She shall be a member of the Executive Committee and the G.A.A. Board.
Terms of office of the Chairperson – The Chairperson of the Women’s Committee shall be elected at the Annual Business Meeting by the lady members of the G.A.A. Her term of office is two years, but she may be elected to the same office for one more term.
50. G.A.A. Youth Committee – The G.A.A. Youth Committee shall be formed to represent the interest of the youth members of G.A.A. Any member who has graduated from high school during the last five years will be considered the youth members of G.A.A.
The Chairperson of the Youth Committee shall become the Vice-President (Youth) in the G.A.A. Executive Committee.
51. The G.A.A. shall open its branches outside Kathmandu valley wherever and whenever it demands such necessary. The charter of the branches will be approved by the Executive Committee and the G.A.A. Board.
52. These articles of the constitution may be amended by a two-third votes of the regular members in good standing present at a General Meeting or an Extraordinary Meeting. The proposed amendments, endorsed by at least twenty regular members should be submitted in writing in triplicate to the Executive Committee three weeks in advance of the meeting, members must be informed of the proposed amendments when notified of the meeting.