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NOTICE OF ANNUAL GENERAL MEETING 2013

THURSTAN COLLEGE OLD BOYS’ UNION

04th January 2013

Notice of Annual General Meeting 2013

The Annual General Meeting of Thurstan College Old Boys? Union will be held on Saturday, the 9th February 2013 at THURSTAN COLLEGE MAIN HALL at 5:00 PM

  • To adopt the Secretaries Report of the year 2012
  • To adopt the Financial Report of 2011 ? 2012
  • To elect the Office Bearers and the Council members for the year 2013-2014.

In terms of section 03 and 05 of article 08 in the Constitution, nominations are called for the unmentioned posts;

  1. General Secretary                                                                   ? One position
  1. Assistant Secretary                                                                 – One position
  1. Senior Vice President from the age group of over 50           – One position
  1. Two Vice Presidents from the age group of over 40 years    – Two positions
  • Treasurer                                                                                 – One position
  • Assistant Treasurer –                                                               – One position
  •  Twelve Functional Secretaries:
  1. Educational                                          – One position
  • Cricket                                                   – One position
  • Rugby                                                   – One position
  • Swimming                                           – One position
  • Soccer                                                   – One position
  • Athletics and Other sports           – One position
  • Cadetting                                            – One position
  • Social Activities                                 – One position
  • Physical Resources                          – One position
  1. Information Technology               – One position
  1. Finance & Fund Raising                  – One position
  1. Media and Public Relations          – One position

24 members from following age groups evenly as far as possible.

            50  Years and above

            40-50 Years and above

            30-40  Years and above

            20-30 Years and above

                       Kindly note that the Nomination form (specimen attached) duly signed by the Proposer, the Seconder, and the Nominee, accompanied by a letter of consent from the Nominee should be forwarded by registered post to reach the undersigned at ?Thurstan College Old Boys? Union, OBU Office, Thurstan College, Colombo? not later than 13.00 hours on the 26th of January 2013.

Motions or Resolutions

Any motions or resolutions to be raised at the AGM should be forwarded in writing by registered post tp reached the undersigned not later than 26th January 2013. Such resolutions must be proposed and seconded by two members of the Union.

By Order of the Thurstan College Old Boy?s Union,

Dinesh Kulathunga

General Secretary

Thurstan College Old Boy?s Union

Colombo 4th January 2013

 Notes

  • All the Members are requested to produce the Membership Card / Membership number along with the NIC for identification when attending the Annual General Meeting.
  • The audited accounts and the report of the secretary is available at the OBU Office at the College from the 31st January 2013. Members can collect these documents if they need by producing the Membership Card / Membership number along with the NIC for identification.

For information you can call OBU Secretariat ? 011-2692955

Any Old Boy who is unable to collect the above documents please call Ms Nalika Pathirana at the OBU office who will make arrangements to post the same to you.

Extract from the Constitution?

08.  OFFICE BEARERS

1)            Members of the union who are past students and possess a valid membership for minimum of one year are eligible to be elected as Council Members.

2)            The office bearers of the union shall consist of 2 Ex-officio office bearers and 19 elected office bearers namely;

Ex-Officio Office Bearers

a)             The President who shall be the Principal of Thurstan College for the time being.

b)            The Deputy President who shall be the Senior Deputy Principal of Thurstan College for the

               time being.

Elected Office Bearers

c)             One Senior Vice President from the age group of over 50 years and Two Vice Presidents from the age group of over 40 years

d)            General Secretary

e)            Assistant Secretary

f)           Treasurer

g)             Assistant Treasurer

h)            Twelve Functional Secretaries, namely;

  1. Educational
  1. Cricket
  1. Rugby
  • Swimming
  • Soccer
  • Athletics and Other sports
  • Cadetting
  1. Social Activities
  • Physical Resources
  • Information Technology
  • Finance & Fund Raising
  • Media and Public Relations

3)            Members of the union who shall be past students of the college are eligible to be elected as office bearers and council members upon their own nominations sent to the Nomination Board, other than the Ex-Officio President and Ex-Officio Deputy President. Notice of the Annual General Meeting and Nomination papers shall be dispatched to all the members by the General Secretary 28 days prior to the Annual General Meeting and duly completed nomination papers signed by two members who holds 10 years membership must reach the Nomination Board by registered post    

14 days prior to the date of the Annual General Meeting.

4)            The Nomination Board shall be established each year two months prior to the date of Annual General Meeting with the majority consent of the council. The Nomination Board of 5 persons shall consist of Ex-Officio President or Ex-Officio Deputy President, General Secretary or Assistant Secretary, two Council Members and one Advisory Board member nominated by the Council.

5)      a)  A Senior Vice President, Vice Presidents and General Secretary shall be elected from among those who have served  the Council for 10 years out of which at least 3 years should have been as an Office Bearer. Other Office Bearers excluding the Ex-officio members shall be elected from among those who have served a minimum of one year as a Council Member.

b) The maximum continuous period that a Senior Vice President, Vice Presidents, or the General 

     Secretary could serve shall be 3 years and after completion of this period he would automatically 

     cease to hold such position, and he will be eligible to seek re-election after a period of one year,

     which duration will be from one Annual General Meeting to the next Annual General  Meeting.  

     However after 3 years such Office bearer will be eligible to seek immediate re-election to another 

     position afore mentioned in this clause. If a person is elected midway during a term for the purpose 

     it shall be considered one year

6)            Any vacancy occurring before the ensuing Annual General Meeting shall be filled by the Council from among members of the union as specified in Clause 8.1.

7)          Any person who has been removed from the Council for being absent will not be eligible to hold a post in the Council for 2 years from the date of removal.

(SPECIMEN)

NOMINATION FORM

               Secretary

Thurstan College Old Boys? Union

Colombo

Dear Sir,

I,———————————-of—————————————————–. have pleasure to forward herewith my Nomination Form for the post of ——————-. duly signed by me, my Proposer and the Seconder. My letter of consent is annexed.

Yours faithfully,

——————————      Membership Number:———————-

Signature of Nominee

Proposed by:———————–

Signature:————————.     Membership Number:—————-..

Seconded by:———————   

Signature:———————–.     Membership Number:—————–..

Notice is hereby given that the Annual General Meeting of Thurstan College Old Boys? Union for the

Year 2013 will be held at 5.00  p.m. On Saturday the 9th February 2013 at the College Main Hall.

                        TIME                                                             AGENDA

            1.         5.00  p.m                                                         Arrival of Chief Guest & Guest of Honor

            2.         5.05  p.m                                                         Lighting of Oil Lamp

            3.         5.10  p.m                                                         College Anthem

            4.         5.15  p.m                                                         One minute silent Tribute to Old  Thurstanites

                                                                                                War Heroes /Late Principals & Staff Members  

            5.         5 20  p.m                                                         Reading the notice of convening the AGM

            6.         5.25  p.m                                                         Letters / Messages of excuse

            7.         5.30  p.m                                                         Welcome Address by the president of OBU

                                                                                                & Presentation of Principals report.

            8.         5.35  p.m                                                         Address by the Chief Guest

            9.         5.30 p.m                                                          Adoption of

                                                                                                (a) Minutes of the previous AGM

                                                                                                (b) Secretary?s Report

                                                                                                (c) Annual Accounts

            10        5.45 p.m                                                          Resolution of which due notice has been given

            11.       6.00 p.m                                                          Election of office Bearers & Council Members                                                                                                 Vice Presidents

                                                                                                General Secretary

                                                                                                Assistant Secretary

                                                                                                Treasurer / Assistant Treasurer

                                                                                                Functional Secretaries

                                                                                                Council Members

            12.       6.10 p.m                                                          Appointment of Auditor

            13.       6.15 p.m                                                          Open Quorum for new points

            14.       6.25 p.m                                                          Vote of thank

            15.       6.35 p.m                                                          National Anthem

Please note that members who wish to vote at this Annual General Meeting should posses there TCOBU membership card.

                                                                                                                        Dinesh Kulathunga

                                                                                                                        General Secretary

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