Memorandum Of Association

1) Name:- Uttar Pradesh Cue Sports Association

2) Address:- Tower C – Apt. G03; Shalimar Gallant Mahanagar, Lucknow

3) Name:- State of Uttar Pradesh

4) Aims & Obligations:-

To promote cue sports.
To hold coaching camps.
To invite prominent players and coaches to impart training to young players.
To hold tournaments and expose players to other state players.
To eventually establish a Cue Sports Academy.
To help and support any tournament or activity being carried out in Uttar Pradesh which may be deemed as beneficial to cue sports.
To support any member/player both financially and practically whom the Association may deem as a future talent in the cue sports arena.
To hold classes for persons who may wish to become refries.
To interact with the society at large by possibly holding cue sports summer camps, promoting the game in Schools, holding eye camps, etc.

Rules & Regulations

1) Name:- Uttar Pradesh Cue Sports Association

2) Address:- 16 Chaudhry Square, Faizabad Rd, Lucknow 226007

3) Name:- State of Uttar Pradesh

4) Classification & Eligibility For Membership:-

Any District Association which is registered with Firms, Societies & Chits, Uttar Pradesh, and who has faith in Objectives of the Association and zeal to work towards them shall be eligible to become a Life member of the Association provided their membership is approved by the governing body and they are willing to pay Rs. 5000/= as membership fees and Rs. 2000/= as annual fees between January to end of March in each calendar year. Any member of the Affiliated Association is by default a member of Uttar Pradesh Cue Sports Association and hence eligible to run for any posts in elections.
Any Recreational Club with snooker / billiards / pool facilities and is registered with Firms, Societies & Chits, Uttar Pradesh, and who has faith in Objectives of the Association and zeal to work towards them shall be eligible to become a Life member of the Association provided their membership is approved by the governing body and they are willing to pay Rs. 10000/= as membership fees and Rs. 2000/= as annual fees between January to end of March in each calendar year. The Snooker Room Secretary or a member nominated by him/her of the Affiliated Club is automatically member of Uttar Pradesh Cue Sports Association and hence eligible to run for any posts in elections.
Any snooker club (parlor) which are registered with a U.P. Government Department who have faith in Objectives of the Association and zeal to work towards them shall be eligible to become a Life member of the Association provided their membership is approved by the governing body and they are willing to pay Rs. 15,000/= as membership fees and Rs. 2000/= as annual fees between January to end of March in each calendar year. The signatory on the application form of the Affiliated Snooker Parlor is automatically member of Uttar Pradesh Cue Sports Association and hence eligible to run for any posts in elections.
The number of founding members can never exceed 20. In case a post or a slot becomes vacant, due to any reason, a new founding member must be elected by 2/3rd majority of the founding members at that time. All founding members will pay Rs. 2000/= as membership fees and Rs. 2000/= as annual fees between January to end of March in each calendar year.
Any persons who have faith in Objectives of the Association and zeal to work towards them and are players or associated with the game shall be eligible to become a Associate member of the Association provided their membership is approved by the governing body and they are willing to pay Rs. 500/= as membership fees and Rs. 500/= as annual fees between January to end of March in each calendar year. These members shall NOT have voting rights and are NOT eligible to run for any posts in elections but may avail any offers that may be offered by the Association from time to time.
The Governing Body is bound by these Rules & Regulation to take a decision on the application within 2 weeks after receiving the application. In case where the Governing Body rejects a membership under any category, the Governing Body is bound by these Rules & Regulation to explain as to why the application was rejected, if asked, both to the applicant and the General Body in writing. The applicant has the right to appeal the Governing Body’s decision at the next General Body Meeting and to do so he or she must inform the President in writing of their intent and then and only then the date, time and place of the next General Meeting will be intimidated to the applicant by the President by registered mail or other electronic method. The decision taken at the General Body meeting shall be final.

5) Suspension and Termination Of Membership:-

Any affiliated body shall cease to be a member if the annual subscription is not paid by the end of March every year.
Any member shall cease to be a member if it is determined by the Governing Body that they have indulged in an act which has brought dis repute to the game or the Association. The decision can only be taken once a showcase notice has been served, appropriate time has been given for the member to reply and the reply has been received. In case no reply has been received within the stipulated time the Governing Body may take action without any delay. A membership termination must be voted by 2/3 majority of the Governing Body. The notice of termination must be given to the member in writing.
Any member may be suspended if it is determined by the Governing Body that they have indulged in an act which has brought dis repute to the game or the Association. The decision can only be taken once a showcase notice has been served, appropriate time has been given for the member to reply and the reply has been received. In case no reply has been received within the stipulated time the Governing Body may take action without any delay. The period of suspension will be determined by 2/3 majority of the Governing Body. The notice of suspension must be given to the member in writing clearly indicating the time period for which the member has been suspended for.
In case where the Governing Body suspends/terminates a member, the Governing Body is bound by these Rules & Regulation to explain as to why the member was suspended/terminated, if asked, both to the applicant and the General Body, in writing. The applicant has the right to appeal the Governing Body’s decision at the next General Body Meeting and to do so he or she must inform the President in writing of their intent and then and only then the date, time and place of the next General Meeting will be intimidated to the applicant by the President by registered mail. The decision taken at the General Body meeting shall be final.
A membership shall automatically cease if any Affiliated Body’s registration period is completed and the registration has not been renewed by the Affiliated Body.
A membership shall automatically cease when the Affiliated Body is declared insolvent or ceases to exist due to cancellation of their registration.
A membership shall cease automatically when a Affiliated Body is charge sheeted under I.P.C. Act by the court.
A membership shall cease automatically when a member does not attend three (3) consecutive general body meeting without any communication.

6) Bodies of the Association:-

General Body
Governing Body (Normally known as Executive Body)

7) General Body:- General Body shall consist of representatives of all Affiliated District Association, Recreational Clubs & Snooker Clubs (parlors) (henceforth referred to as "all members")

7.1) General Body Meeting:-

It shall meet at least once a year ordinarily within the first two (2) months after closing of the financial year. The President / Secretary shall fix a date, time and the place for such a meeting. Notice of the meeting shall be sent at least 21 (Twenty One) days prior to the date of the meeting except for the meeting in which fresh Governing Body election are to be held for which 30 day notice shall have to given, so that enough time is given to each member for canvassing.
A General Body meeting can also be called for if more than five members of the General Body collectively wish for one. An application duly signed by more than five members shall be given to the President / Secretary, who are bound by these Rules & Regulation to call the same.
Incase of an emergency or when a situation demands it, a General Body meeting may be called. This shall be referred to as an Special General Body Meeting and for such meetings a ten (10) day notice will be required and notice MUST be sent in writing through post or via electronic method.

7.2) Quorum:-

For General Body meetings the Quorum shall be 2/3rd of total membership.
Postponed meetings maybe convened after one hour after the schedule time at the same place and no quorum will be required for such meetings.

7.3) Duties & Rights of the Governing Body:-

All members will be entitled to receive notice of all Annual and Special General Body Meetings.
All members shall be entitled to vote in the entire Annual and Special General Body Meetings.
The General Body has the power to amend Rules & Regulations, and the Objectives of the Association.
The General Body shall have power to make Bye Laws in regards to working of the Association.
The General Body alone shall have the power to repeal, amend and modify these Bye Laws with2/3rd majority.
The General Body shall make decisions on any disputes regarding applications, terminations and suspension if so required.
The General Body shall decide if the Association accounts need to be audited or not and if audit is required then to appoint an auditors.

8) Governing Body:- The Governing body shall consist of One (1) President, Four (4) Vice Presidents, One (1) Secretary, Four (4) Joint Secretary and One (1) Treasurer. This strength maybe be increased or decreased with the consent of the General Body.

8.1) Meetings:- The Governing body shall meet six (6) times in a year, preferably every two (2) months. However Special meeting may be called for any time as and when required.

8.2) Notice:-

A written notice of the meeting of the Governing Body shall be sent to the members by the Secretary on behalf of the President at least 21 days in advance by electronic media or any other way.
The President, Secretary or two (2) members of the Governing Body may in special cases call for an emergency/special meeting and in such cases the condition for the notice shall be only 3 days.

8.3) Quorum:-

The quorum of the Governing Body meeting shall be 2/3rd of its total strength at the time the meeting is held.
Postponed meetings maybe convened after one hour after the schedule time at the same place with 50% quorum.
In meetings called in case of special circumstances the quorum may be reduced to 50% and vote of a post holder may be accepted via e mail on the issue for which the special meeting was called for.

8.4) Filling of Vacancies:-

Casual vacancy shall be filled by decision of the Governing Body by 2/3rd majority. Any member may be chosen to fill the vacancy of the office, equal to the term of office bearer who has vacated the post.
Incase of a vacancy for the post of President or the Secretary, the post shall be filled only from among the remaining members of the Governing Body for office equal to the term of office bearer who has vacated the post.

8.5) Duties & Powers of Governing Body:-

The Governing Body shall be responsible for the effective implementations of the Aims and Objections of the Association and smooth functioning of the Association. It shall have the sole discretion to accept members into the Association in a fair and just method.
The Governing Body shall be competent to do all such lawful deeds, acts and things as may conductive or expedient in the interest of the Association.
The Governing Body shall be responsible for inter acting with other Associations which we are affiliated to or that are affiliated with us. It shall also inter act with other groups, commercial organizations, Multi Nationals etc., who may be interested in promoting cue sports with the Association’s help.
In addition to the generality of powers in matters of directions, control and management of the Association and its affairs, the Governing Body is particular, shall have the following powers:-
- To accept donations in the form of cash or kind from individuals, societies, other associations etc in accordance to the laws in force exclusively for meeting the above objectives.
- To pay all expenses incurred in the formation of the association and carrying out its objectives.
- To open and operate the Association’s Bank account.
- To engage temporary or permanent employees or honorary workers, settle their conditions of service and to make suitable disciplinary action against them when and if needed.
- To set up committee / subcommittee as deemed by it from time to time.
- The Governing Body may delegate any powers to the committee / subcommittee. It may also remove any member of the committee or subcommittee and modify, alter or totally revoke any or all the powers given to the committee or the subcommittee.

8.6) Tenure:-

The tenure of the Governing Body shall be of three years. After the completion of the tenure fresh elections by the General Body will be held to re elect a fresh Governing Body. No member can hold any post for more than two terms consecutively. It is mandatory for a member who has held a post for two terms to take a one term “cooling off” period and then he may again run for a post.

The President can run for the post of the President the third year but after completion of the third term, may it be consecutive or not, he shall never be allowed to hold any voting post. He may be appointed Advisor, Mentor etc.

The Secretary may hold the post of joint secretary in the third term for continuation consideration if the General Body feels the need.

9) Powers & Duties of the Office Bearers of the Governing Body

9.1) President:-

To preside over the meeting of the General & the Governing Bodies and other ceremonial functions organized by the Association and to maintain decorum and discipline during the above events.
To use his discretion in the event of any difference of opinion amongst the members.
Where the rules are silent the President can make rules and take decisions in the interest of the Association, but any rule made by the President may be challenged by any member either in the General Body or Governing Body meeting. A special meeting maybe called to challenge the rule and if put to vote it must come into effect temporarily by the Governing Body and permanent by the General Body. In both cases by 2/3rd majority.

9.2) Vice President:- According to seniority (in case there are two or more at one time) the Vice President shall preside over the meeting if the President is absent and shall enjoy all the powers of the President.

9.3) Secretary:-

Act as Chief Executive Officer of the Association
Supervise the functioning of the Office
He/she shall be the liaison officer of the Association and will coordinate with the Govt., other Association & Affiliated Bodies.
To execute the decisions taken by the Association
To record the proceedings of the meetings
To prepare documents for and on behalf of the Association and to conduct it’s correspondence.
To prepare annual report of the previous year about the activities and progress, accounts and expenditure as well as annual budget along with the Treasurer.
To exercise drawing and disbursing powers jointly with the Treasurer.
He/She shall be responsible for the maintenance and safe custody of all papers, documents, and seals etc. pertaining to the Association.
To engage, terminate, dismiss, suspend or penalize any employee/honorary worker, legal advisor or subcommittee in consultation with the President. To fix salaries, remuneration/allowance etc of any staff/worker.
To call meeting of the General Body / Governing Body in consultation with the President or when demanded in writing by 5 or more members a General Body meeting or 2 Governing Body members for Governing Body meeting.

9.4) Joint Secretary:- In the Absence of the Secretary, the Governing Body shall appoint one of the Joint Secretaries (preferably according to seniority). The Joint Secretary shall enjoy all the powers of the Secretary for the period the Secretary is absent.

9.5) Treasurer:-

He/She shall be responsible for the collection of funds for the Association.
To exercise drawing and disbursing power jointly with the Secretary.
He/She shall ensure the safety of cash & deposits in Nationalized / Private Bank as decided by the Governing body.
He/She shall be entitled to receive donations/deposits and to issue receipts there or subject to restrictions laid down by the Governing Body.
He/She shall keep up-to-date accounts of all expenditure and income.
He/she shall present the accounts to all members at the General Body meeting.

10) Amendments in the Rules & Regulations:- Whenever it shall appear to the Governing Body of the Association that it is advisable to alter, extend or abridge the Objectives of the Association, or make change in the Rules & Regulations of the Association. The Governing Body shall submit the proposed amendments to the members of the Association in a written form, at least 15 days before a special meeting of the General Body called for the purpose of making the amendments.

Each amendment must be approved by 2/3 of the members of the Governing Body and 3/5 of the members of the General Body present.

11) Election Process:-

The President shall appoint a Presiding Officer for the forth coming elections. The name suggested by the President must have approval of 2/3rd of the Governing Body & the appointment letter to the Presiding Office must have signatures of minimum five (5) members of the Governing Body. The Presiding Officer cannot be a member of the Association. After appointing the Presiding Officer, the President will inform all members the name and contact details of Presiding Officer.
Once the Presiding Officer has been appointed, the Election Process will be his and only his domain. No member of the Association shall interfere, impede or try to influence the Presiding Officer or the Election process, though the Presiding Officer has full right to inter act with any member for the purpose of obtaining any information or clarifying any doubts.
The Presiding Officer must declare the date of the Election at least thirty (30) days before the voting date. The Election Date shall also be the date for a General Body meeting.
The Presiding Officer when declaring the Election date must simultaneously also release a voter’s list in consultation with the Treasurer ensuring that no dues are pending by any Member of the Association. The voter list MUST have one form of contact (phone number, e mail, postal address. etc) of each member on the list.
The Presiding Officer then must instruct the Treasurer to inform all members who have outstanding dues to clear their accounts within seven (7) days if they wish to participate in the upcoming Elections.
From the date of declaring Elections the Presiding office must within three (3) days declare the calendar of Elections. The calendar must include the dates (opening & closing) for filing the nomination; date on which the list of nominations received is to be declared after scrutiny (preferably it should the next date after the date of closing of nomination); the dates for withdrawal of nomination (opening & closing); the time & place where the voting is to be held.
After receiving the final voters list from the Treasurer (after payment of dues date has lapsed), the Presiding officer must declare the voter’s list within ten (10) days from the date the elections were declared. The voter list MUST have one form of contact of each member on the list.
For reasons of transparency the Presiding Officer may ask for an observer from the Registrar Office or the State Olympic Association or from any Association this Association is affiliated to.
In case after the lapse of Nomination date or the Withdrawal date, the Presiding Officer has received only one name per post, he then must inform all members that voting shall not be required for that post or posts.
In case voting is required then the Presiding Officer must have ballot papers printed, attendance register prepared. Before the voting he must explain to all members present the voting procedure and ensure each member votes only once. Voting must be conducted in secret ballot procedure.
After voting has been completed the Presiding Officer will oversee the counting of the votes with the help of outgoing President/Secretary. The ballot box of the post of the President shall be counted first. Once a contestant has been declared the new President, he/she shall take over assisting the Presiding Officer to complete the counting. In case of a tie for the post of President then the outgoing President shall get an extra vote to break the tie. In case of a tie in any other post then the incumbent President shall cast the tie breaking vote.
The Presiding Officer must declare the results once the Election process is complete

12) Voting Rights:-

All founding members of the Association whose dues are cleared will have a voting right.
All district Association which are affiliated to Uttar Pradesh Cue Sports Association shall have two votes.

All recreational Clubs or Snooker Clubs (parlors) which are affiliated to Uttar Pradesh Cue Sports Association shall have one vote.

The affiliated body shall nominate two (in case of District Association) or one (in case of Recreational Club) individuals who shall be a member of the affiliated body to represent and cast the vote on their behalf of the affiliated body. In case of Snooker Club (parlor) the individual who had signed on the membership application form shall have the right to vote. He/she may also nominate someone else to cast the vote on their behalf.

The individual(s) must present a letter of authority to the Presiding Officer duly signed by the President or Secretary or Joint Secretary of that affiliated body that they are representing.
The outgoing committee members shall NOT have an extra vote.

13) Bank Account:- All funds of the Association except petty cash shall be kept in a Nationalized / Private Bank authorized by the Governing Body in the name of the Association. The account shall be operated by signature of two of the three, President, Secretary or Treasurer.

14) Audit and Accounts:- If the General Body decides the accounts for each financial year shall be audited, then accounts shall be audited by a competent auditors appointed by Governing Body. In case the accounts are audited then the audited accounts along with the balance sheet must be presented to all the members at the next General Body meeting.

15) Maintenance of Records:-All records such approved application form of Members, cash book, receipt books, minutes register etc must be preserved for a minimum of five years. All records MUST be passed on to the new Governing Committee by outgoing Committee after election.

16) Dissolution:-

A number no less than 4/5th of the members present at the meeting of the General Meeting convened for the purpose may determine that the Association shall be dissolved, either forthwith or at any further time upon at the said meeting.
Dissolutions of Association and its property will be carried out under Act. No. 13 & 14 of Societies Registration Act, 1860.