Constitution & ByLaws

ByLaws| Seats of Office | Membership | Groups of Members | Organization | Elections | Amendments

CONSTITUTION

Article 1.0: Name, Purpose

1.1 Name of the Society

The name of the Society shall be Smart Card Forum of India hereinafter referred to   briefly as the 'SCAFI' or Society'.

1.2  Purpose of the Society

• The purpose of the Society shall be to contribute and promote the advancement of all aspects of smart card technology primarily in India, by all suitable means.

• In order to fulfill its purpose, the Society shall act either directly or through its members or through specialized groups created by its members.

1.3   Duration

Its duration shall not be limited.

1.4   Location & Territory

• The registered office of Society is located at Bangalore.

• The territory in which the Society's operation is to be conducted shall be as stated in the SCAFI ByLaws, hereinafter referred to briefly as 'ByLaws'.

Article 2.0: Membership

2.1    Eligibility

Any person or institution subscribing to the purpose of the Society shall be eligible for membership in accordance with this Constitution and ByLaws.

2.2    Grades

The membership of the Society shall consist of Corporate Members, Associate Members, Institutional Members, Professionals and Student Members.

The qualifications, privileges and the requirements for the admission, transfer and severance pertaining to each grade shall be as stated in the ByLaws.

2.3    Dues and fees

The dues and fees shall be as specified in the ByLaws, the payment of dues and fee may be discussed in whole or in party by the SCAFI Executive Committee, hereinafter called as the SCAFI Com.

Article 3.0 :  Groups of Members

The different groups of members for promoting the objectives and Society are given below.  The operating rules and the termination shall be as specified in the ByLaws.

3.1    Regions

Members shall be grouped region-wise based on geographical location.  The voting members of each region shall elect Regional Vice-President as specified in the ByLaws.

3.2    Special Interest Groups (SIGs)

The areas and interests covered by SCAFI shall be grouped in the ByLaws.  The voting members of each SIG shall elect in election, as specified in the ByLaws.

3.3    Chapters

In the regions, there shall be established Chapters comprising members of SCAFI residing in specified geographical areas.  The voting member in that Chapter shall elect office bearers as specified in the ByLaws.

3.4    Dissolution

In the event any of the above groups are dissolved, all funds from that chapter becomes the property of the society.

Article 4.0 :  Organization

The organizations of the Society shall have the following

• The General Body
• SCAFICom
• SIGs
• Corporate Officers, hereinafter referred to as 'Officers'

4.1   General Body

4.1.1 The composition and voting rights

The General Body of the Society shall consist of all the voting members as defined in the ByLaws who shall have one vote each.

4.1.2 Authority

The  General Body shall be the supreme authority of the Society.  It shall legislate, guide and direct the Society in all its activities.  In particular,

• It shall receive, review and accept the annual report and audited accounts and shall appoint the auditor.
• It shall ratify the establishment and termination of groups of members.
• It shall elect members to the offices, as specified in the ByLaws.
• Adopt or modify the Constitution
• Fix the annual dues
• Make, amend and repeal ByLaws
• It shall name the inheriting body with similar purposes as SCAFI in the event of winding up of the Society
• The general body has all such powers as have not been conferred upon another organ under the present Constitution.

4.1.3 Quorum and Majority  

• One fifth of the total voting members, as recorded in the official SCAFI membership records at the end of the previous year,  whichever is less shall constitute a quorum.
• Decisions of the General Body shall be taken by a simple majority of those voting unless otherwise provided in the Constitution and ByLaws.

4.1.4  Meetings

• The General Body of the Society shall ordinarily meet once in the fiscal year, and this meeting will be referred to briefly as the 'AGM'
• There shall be a minimum of thirty days notice for the AGM of the Society.  The notice shall include the agenda, venue and time.
• A special General Body Meeting may be convened at any time on the requisition of the Chairman or on the requisition of not less than 1/3 of the total number of members of the Society, entitled to vote who shall state in writing the business for which they wish the meeting to be convened and the Chairman shall within 10 days from the date of the receipt of the requisition, proceed duly to call a meeting for the consideration of the business stated on a day not later than 40 days from the date of the receipt of the requisition.
• All decisions within the powers of General Body, with the exception of decisions relating to winding-up, may be made by mail, under the condition prescribed by the ByLaws for such ballots.
• Unless the meeting is adjourned for 7 days or more it shall not be necessary to give members written notice thereof.
• If the adjourned meeting takes place at a gathering attended by such numbers of corporate members as constitutes a quorum, the Members and Fellows present at the adjourned meeting, whatever their number, shall have power to decide all matters which could properly have been disposed off by a quorum at the original meeting.

4.2        SCAFI Committee (SCAFICom)

4.2.1  Composition

The office of SCAFICom shall be composed of Regional Vice-President, SIG Chairpersons and the past Secretary / Chairman.

Every member of the SCAFICom shall continue to hold office and discharge the duty until a successor takes his/her place.  

4.2.2 Duties and Responsibilities

The SCAFICom governs and represents the Society and shall have general charge of all matters of interest to the Society.

The SCAFICom is empowered to make all decisions, which are reserved by law or by the Constitution to any one of the other organs of the Society.

In particular the SCAFICom is empowered to:

• Fulfill the purpose of the Society as it is defined in section 1.2 and define its programme of work. 
• Administer the assets and property of the Society.
• Summon the General Body.
• Organize ballots and consultations by mail.
• Appoint committees entrusted with special tasks within the general frame work of the Society.
• Sponsor and supervise Special interest Groups organized within the Society by its members in accordance with the ByLaws.
• Appoint delegates or representatives of the Society to scientific conferences or meetings of other societies with which SCAFI has associations.
• Carry out decisions of the General Body.
• Present to the General Body annual and other reports and a financial report together with the auditor's report.
• Accept new members to the Society.
• Decide to terminate a membership.
• Accept donations to the Society.
• Authorize the formation of Chapters.
• Interpret this Constitution & ByLaws.
• To appoint one or more part time/full time employees to assist in carrying out the administration/activities of the Society on terms approved by SCAFICom.

4.2.3 Quorum and Majority

The SCAFICom shall be able to conduct business if atleast 3 members are present.  Decisions of the SCAFICom shall be taken by a simple majority of the members present.

Any such approved proposal to amendment to the Constitution shall be sent to all members of the Society through the Secretary, atleast 3 months before the meeting of the General Body which shall decide upon such proposal.

6.2             

  To be approved, any amendment of the Constitution shall require the favorable vote of two-thirds of the voting members of the Society. The approval of the amendment may be by voting at General Body or through ballot by Post/Courier.

6.3             

  The amendment shall take effect thirty days after adoption. However, the status of a member of the SCAFICom already in office, shall not be affected by an amendment. The member shall continue to serve in that capacity till the term of office expires.

Article 7.0 : Introductory Provisions

7.1

As soon as the Society is formed, and atleast 10 members are enrolled, a Nominations Committee shall be formed from among the members. The Nominations Committee then shall elect the 'Officers' in a Special General Meeting, directly, not withstanding the Article 5.0 of Constitution, Section 5.0 of the ByLaws.

7.2

During that year, the other SCAFICom members shall be inducted as per the Constitution and ByLaws.

ByLaws

Section 1.0 : SEATS OF OFFICE

1.1 Registered Office

• Society                             Registered Society under KSR Act, 1960 Rule, 1961
• Name                                Smart Card Forum of India
• Registration
• Location                            No.650, 17^th Cross, 10^th Main, CMH Road,
                                            Indiranagar, Bangalore - 560 038

1.2 Principal Office

The SCAFI shall have a Principal Office for the conduct of the business of the Society. The location of this office shall be as decided by the SCAFICom from time to time. The Office shall function for not less than 3 hours a day.

Section 2.0 : MEMBERSHIP

2.1              Grades

2.2              Rights and Privileges

2.2.1        

Corporate Members shall be entitled to all rights and privileges of the SCAFI. They shall be referred to as 'Voting Members' of the SCAFI.

2.2.2  

Associate Members and Student Members shall have the same right as Members to attend meetings and subscribe to the publications of the Society. They shall not have the right to vote and they shall not be eligible for service on the SCAFICom.

2.2.3  Publications

Every member of the SCAFI shall receive such publications of the Society as determined by the SCAFICom, from time to time.

2.3    Admission & Transfers

2.3.1 Fellow

The Society may elect to Fellowship only such individuals who have made a significant contribution to the advancement of areas of interest to SCAFI by independent original research, or have renowned some other special service to the Society. A candidate for award of Fellow grade shall be member of SCAFI.

2.3.2 Honorary Member

The grade of Honorary Member shall be confirmed by the SCAFICom upon a distinguished person of international repute.

2.3.3 Member

Individuals who have shown by their contribution to the field of interest to SCAFI, by their professional activity or otherwise, to the SCAFICom's satisfaction, that they can further the cause and object of the Society, may become Members of the Society.

2.3.4  Associate Member  

The grade of Associate Member is limited to those in good standing of a recognized technical or scientific organization.

2.3.5 Student Member

The grade of Student Member is limited to:

• Those enrolled at accredited educational institutions and carrying atleast thirty percent of a normal full time academic program, in areas of interest to SCAFI OR
• Those who are Student Members of any technical or scientific society with interest common to the SCAFI.

For admission to this grade a candidate shall provide a member of the academic (teaching) staff, who is preferably a Voting Member of the SCAFI as a reference.

The terms 'accredited educational institution' and 'institution of recognized standing' refer only to an institution which is a college, or forms part of a University and meets the accreditation standards of the appropriate national, regional or professional accrediting bodies and are so designated by the SCAFI.

2.3.6  

The Institution Membership of SCAFI is limited to Organizations (Societies, Groups, Industries, Laboratories, etc.) which in the SCAFICom's opinion make a significant contribution to the areas of interest to the Society. A nominated member of an institution shall cease to be member of the SCAFI on severance of his/her employment with the Institution, or if the membership of the Institution is terminated.

2.3.7  

The SCAFICom of the SCAFI may, in special cases, take into account the particular experience of a person in a relevant field and modify for waive the requirement of the time factor or references for admission or transfer to a suitable grade.

2.3.8  

Individuals applying for Membership shall do so on the standard application form, which shall be signed by two individual Members or by two Fellows, or by two members of the Institution who are members of the Society.

2.4 Dues and Fees

2.4.1   Dues           

The annual dues for the grade of Fellow, Member and Associate shall be Rs. 100/-. The annual dues for the grade of Student shall be Rs.50/-. The annual dues for the Institution shall be as given below:

•    Rs.1000/- for upto first five members.

•    Rs.500/- for every additional upto five members

The annual dues of overseas members shall be US $30 and Overseas students US $15.

The annual dues of overseas institutions shall be US$ 225.

2.4.2   Entrance Fee

The entrance fee for the grade of Member and Associate Member shall be Rs.50/-.  There shall be no entrance fee for the grade of Students.  The entrance fee for Institutions shall be Rs.750/-.  The entrance fee for overseas members and institution shall be US$25.

2.4.3        

The entrance fee, the annual dues and other assessments, if any, shall be payable with the application for admission.  A notice that he / she has been admitted shall be sent to every newly admitted member and he / she shall enjoy all the rights and privileges of his / her grade from the first day of the calendar month after admission except where explicitly stated otherwise.  Should the candidate fail of admission to the membership, he / she shall be advised to seek admission to a suitable grade or reapply and the sum remitted with the application shall be refunded.

2.4.4        

The SCAFICom may, under exceptional circumstances, waive due for a period and declare that during the period of such waiver, the Member has maintained continuous membership.

2.5    Billing, Termination and Reinstatement

Annual membership fees shall be due on 1^st April.  In the event of non-payment of the fee after three calendar months, membership may be terminated by the SCAFICom.

2.6   Resignation

2.6.1

A Member in good standing may resign by submitting a written resignation to the Office of the SCAFI.

2.6.2       

A resigned Member may resume his/her membership, subject to the approval of the SCAFICom, upon payment of current dues and other assessments, if any.  No entrance fee shall be levied on such members.

2.7    Severance

Expulsion of a Member shall be a decision of the SCAFICom.  The President shall present to the SCAFICom a full report of the reasons for the proposed expulsion before the matter is considered by the SCAFICom.

2.8              

All matters of doubt or difficulty relating to membership shall be decided by the SCAFICom.

Section 3.0 : GROUPS OF MEMBERS

The SCAFICom shall prepare and maintain Manuals containing the guidelines for the administration of the following groups of Members: Regions, SIGs and Chapters.

3.1.0       Regions

3.1.1        

For the purpose of membership of the Society the SCAFI shall be grouped into four Regions:

Region 1                              Delhi, Jammu & Kashmir, Haryana, Himachal Pradesh,                                             Rajasthan and Madhya Pradesh

Region 2                              Daman, Diu, Goa, Gujarat & Maharashtra

Region 3                              Andhra Pradesh, Karnataka, Kerala and Tamil Nadu

Region 4                              Arunachal Pradesh, Assam, Bihar, Manipur, Meghalaya,
                                            Mizoram, Nagaland, Tripura, Orissa, West Bengal and                                               other areas not included in Regions 1 to 3.

The SCAFICom may alter the boundaries of the Regions.

3.1.2        

The changes in the boundaries of the Regions shall be made effective so that no Regional Vice-President shall have his / her term shortened by such a change.

3.1.3        

The purposes of the SCAFI shall be actively promoted in the Region by a Region Committee consisting of the Regional Vice-President as Chairperson and the Chairpersons of the Chapters as members.  Means to these ends shall include the promotion of new chapters, co-ordination of the activities of all the groups in the Region and placing the views and the needs of the Region before the SCAFICom.

3.1.4   Membership

All members of the SCAFI with their mailing address in a Region shall be members of that Region.  A change in mailing address when recorded by SCAFI shall cause the member's affiliation to change to the Region corresponding to his/her new mailing address.

3.2.0   Special Interest Groups

3.2.1   

The formation or dissolution of a SIG shall be approved by the SCAFICom by simple majority on receipt of a formal request from notices less than ten members.

3.2.2        

Participation in the activities of SIGs shall be restricted to individual Members, Fellows and Associated Members of the Society and to members of such societies, groups or laboratories as are Members of the Society.

3.2.3        

The changes in the grouping of fields in the SIGs shall be made effective so that no SIG Chairperson shall have his/her term shortened by such a change.

3.2.4  Membership

All SCAFI Members may become Members of SIG by electing to affiliate with one or more SIG(S) expressed at the time of payment of annual dues.

3.2.5        

The rules and regulations governing each SIG shall be approved by the SCAFICom.  Membership of a SIG shall not involve any additional fee to the Society.

3.3    Chapters

3.3.1 Formation

• A Chapter may be petitioned for formation by at least twenty members, other than students, having mailing address with the territorial limits proposed in the petition.  On receipt of the petition the SCAFICom may authorize its formation.

• The requirement of twenty members may be waived on the assurance of the Regional Vice-President that the formation of the Chapter will stimulate sufficient additional support and the requisite membership will be forth-coming before the end of the SCAFI year.

• The Chapter authorized by the SCAFICom shall within six months adopt Chapter ByLaws consistent with the constitution and ByLaws of the Society and shall submit them to the SCAFICom for approval and on such approval being obtained such rules shall be adopted for the Chapter.

Such rules shall provide for:

• The election of Officers of the Chapter
• The keeping of Accounts of the Chapter
• The winding-up of the Chapter
• Any matter which in the opinion of the SCAFICom ought to be provided for by the rules

3.3.2 Membership

• Any Member of the SCAFI with his/her mailing address in the territorial limits of the Chapter may elect to affiliate with that particular Chapter and so express at the time of payment of annual dues.
• A member may, however, affiliate with any contiguous Chapter of his/her choice, with the approval of the SCAFICom.
• A change in mailing address, when recorded by the SCAFI shall cause the eligibility for the Member's affiliation to revert to the Chapter corresponding to his/her new mailing address.

3.3.3 Finances

• The Chapter shall submit its adopted budget for the current year to the SCAFICom not later than May 31.  The SCAFICom shall vote an allowance, guided by the Chapter Budget.  However, actual payment shall take into account the allowance voted in the previous year that remained surplus due to short fall in the activities.

•  The SCAFICom may contribute from time to time from the funds of the Society such sum as it shall determine to be requisite or proper towards the formation and maintenance of the Society.

• There shall be no Chapter dues.  However, the Chapter may collect voluntary contributions from its membership to meet emergency or extra-ordinary expenses.

• The Chapter may also serve non-members or groups wishing to receive meeting announcement and Chapter publications and collect amounts to meet the expenses.

3.3.4  Reports

• Chapters shall submit along with their budget a statement of all activities and a statement of accounts for the previous year.

• Chapters shall submit the adopted annual activities reports and audited statement of accounts for incorporation in the SCAFI annual activities report and the SCAFI financial statement, not later than May 31.

3.3.5 Revocation

• Failure of a Chapter to maintain a minimum level of activity shall place the Chapter on probation and the Chapter Chairperson and the Regional Vice-President shall be so informed.
• If the required level of activity is not attained even during the year in succession, the Chapter may be revoked by the General body, on the recommendation of the SCAFICom.
• The SCAFICom may however modify or waive the minimal level of activity in extraordinary circumstances and declare the period for which this is applicable.

Section 4.0 :ORGANIZATION

4.1   General Body

4.1.1        

The General Body has given itself this Constitution and ByLaws reserving the right to amend them.  The SCAFICom derives it authority from the General Body, the Officers and the Committees from the SCAFICom and they all shall uphold the Constitution and ByLaws, in letter and in spirit.

4.1.2       

  The decisions of the SCAFICom, the Officers and other Committees, in accordance with the powers vested in them, shall be final and binding on the membership.

4.1.3       

The General Body at its meetings shall transact the business on the agenda communicated by the SCAFICom, it shall also transact other business, if notice has been given to the Secretary by a Voting Member atleast ten days prior to the scheduled date of the meeting, with the approval of the SCAFICom.

4.1.4        

The Secretary shall compile the annual activities report and the Treasurer shall submit the financial accounts duly audited by a qualified Auditor.  The SCAFICom after its approval shall circulate them to all members not later than November 30.

4.1.5        

The General Body shall elect the Officers, Members of the SCAFICom and the Nominations Committee Members.  Their tenure of office shall be two years.

4.1.6        

In the General Body Meeting, called according to the Constitution, Members and Fellows may vote.  Every Member or Fellow, personally represented at such a General Body Meeting shall be entitled to one vote in the decisions.

Proxy shall be permitted, either by another Member or by letter, including the right to vote, at the meetings of the General Body, the SCAFICom, and other Committee meetings.  However, the name of the proxy member shall be communicated in writing to the relevant Chairperson to reach him/her atleast two days in advance of the scheduled date of the meeting.  The Chairperson shall have the right to waive the time requirement under exceptional circumstances.  The aforesaid communication may also be sent to the Secretary in case of the General Body Meeting ten days in advance of the scheduled date of the meeting.

4.1.7        

Unless the Meeting is adjourned for seven days or more, it shall not be necessary to give Members written notice thereof.

4.1.8        

If the adjourned Meeting takes place at a gathering attended by such number of Members and Fellows as constitutes a quorum, the Members and Fellows present at the adjourned Meeting, whatever their number shall have power to decide all matters which could properly have been disposed by a quorum at the original Meeting.

4.2    The Executive Committee (SCAFICom)

4.2.1        

No person shall be eligible to be elected as an Executive unless he/she be a Member or Fellow of the Society.

4.2.2        

The agenda, venue and time of the meetings of SCAFICom shall be communicated to all its members at least twenty days in advance.  However, for a meeting of these bodies to be held waiving the requirement of notice, a vote of two-thirds of its members in its favor shall be required.

4.2.3        

The SCAFICom may invite any person to a specific meeting, in their view his / her presence shall contribute in carrying out the assignment of the SCAFI.

4.2.4        

Reimbursement of actual and necessary expenses shall be authorized for the members of the SCAFICom for the purpose of attending its meeting and for the officers for performance of duties over and above their duties as members of the SCAFICom.  The extent of reimbursement shall be decided by SCAFICom.

4.2.5        

The business of the SCAFICom may be handled by means other than a formally called meeting where, in the opinion of the President matters requiring action can be adequately handled in that manner.  A majority vote of all the members of these bodies shall then be necessary for approval of actions handled in that manner.  This Provision shall not however apply to the regular meetings, as specified in the ByLaws.

4.2.6        

No member of the SCAFICom shall be interested directly or indirectly in any contract relating to the operations or furnishing supplies to the SCAFI, unless authorized by the ByLaws or by a concurring vote of two-thirds present at a regular meeting of the SCAFICom.

4.2.7        

The tenure of all Officers shall be for two years commending on April 1 and ending on March 31 unless explicitly stated otherwise.

4.2.8        

Any of the Officers of any Executive may resign by sending his/her resignation to the SCAFICom, and on its acceptance by the SCAFICom he/she shall vacate his/her office or cease to be a Member of the SCAFICom as the case may be.

4.2.9        

Any vacancy in the SCAFICom occurring between two AGMs, owing to death, resignation, removal or otherwise shall be filled as follows :

• If among the Officers, by an election by the SCAFICom of Member of the SCAFICom.
• If among the office bearers of the SCAFICom, by election among the concerned voting Members.

When an election is made by the SCAFICom under this Rule, the election shall be at a meeting of the SCAFICom summoned with notice of that object.  Any person elected under this Bye-law shall retain his/her office or membership of the SCAFICom so long only as the vacating officer or Executive would have retained the same if no vacancy had occurred.  But the new Member shall then be eligible for re-election to that office or to membership of the SCAFICom, as the case may be, for the full period for which a newly elected Officer or Member would be so eligible.

4.2.10    

Any of the Officers or any other Member of the SCAFICom shall ipsofacto, vacate his/her office or cease to be a Member of the SCAFICom, as the case may be, if he/she ,

• cease for any reason to be a Member of the Society 
• be declared by the SCAFICom to have been unable or to have failed to fulfill his/her proper functions as on Officer or Executive through inadequate attendance at meetings or insufficient attention to other duties and be removed from office or from membership of the SCAFICom as the case may be, by resolution of the SCAFICom accordingly 

4.2.11  

Any Officer or any Executive may be removed from his/her office or from membership of the SCAFICom, as the case may be, by a resolution of a Special General Meeting convened for that purpose, and in the case of such resolution, following provisions shall apply-

• The Officer or Executive whom it is proposed to remove must first have an opportunity of being heard.
• Not-less than two-thirds of the members personally present and voting shall vote in favor of the resolution.

4.3.0 Committees

4.3.1 

The SCAFICom may create several Committees such as Membership Committee, Publications Committee, Conference Committee, etc., as the need arises from time to time. The Committees shall be responsible to the SCAFICom and the rules governing their Composition, Authority & Tenure shall be as decided by the SCAFICom.

Section 5.0 : ELECTIONS

5.1   Nominations Committee

5.1.1 Composition

The Nominations Committee shall have 3 members elected by the General Body. Members of the Nominations Committee shall hold no other elected office in the SCAFI Members of the Nominations Committee shall elect a Chairperson from among themselves.

5.1.2 Authority

It shall assist the SCAFICom,

• in making policy on the conduct of Elections.

• In identifying Voting Members willing and qualified to hold the several elective offices.

• In scheduling Elections at various levels to enable the functioning of the new Committees from the very beginning of the year
• In supervising the counting of ballots, declaration and communication of the results tot he membership.
• In conducting the balloting for recall, amendments to the Constitution and the ByLaws.

5.1.3        

The members of the Nominations Committee themselves shall be elected from among the Voting Members by the election process.

5.2.0    Nominations & Elections

5.2.1        

The Nominations Committee shall invite during the election year appropriate groups of members to submit the names of Voting Members, for considering them for the various elective offices of the SCAFICom and Nominations Committee as stated in the Constitution and the ByLaws not later than November 30.

5.2.2        

The Nominations Committee shall communicate to SCAFICom one or more names along with their SCAFI membership number, as candidates in its opinion best suited for Election to these offices together with their bio-data, statement of intent and an undertaking from the candidate that he/she has agreed to be nominated for the concerned post within 15 days of the last date set for receiving nominations.

5.2.3        

The SCAFICom shall publish the above names through a suitable medium such that it becomes known to all the Voting Members, within 21 says of receiving the names from the Nominations Committee.  The Voting Members can submit nominations by petitions to the Nominations Committee signed by atleast 5 members eligible for voting for that office as at the end of the previous year clearly setting forth the name of the candidates and the office together with his/her bio-data and statement of intent within 21 days of such publication date.  The Nominations Committee shall then consult each of the nominees within 15 days and if he/she so requests in writing his/her name shall be withdrawn.

5.2.4        

If the number of candidates duly nominated for election does not exceed the number of vacancies the persons so nominated shall be deemed to be elected and the results shall be announced by the Nominations Committee at the AGM or suitable publication.  If however, the number of candidates exceeds the number of vacancy the election by ballot shall be held.  The Nominations Committee shall prepare ballots, arranging the names where there is more than one candidate for any single office in alphabetical order.  For such names to be counted in the election, each person indicated shall meet such qualifications as specified by the Constitution and the ByLaws.  The ballot shall carry a statement that the order of the names is for convenience only and indicates no preference and shall indicate the date by which they shall reach the office for them to be counted.  The ballot shall be mailed to all Voting Members, within 30 days of finalizing the list of candidates.  In no case shall the time given to the Voting Members to cast their votes, reckoned from the date of mailing, by less than 30 days.

5.2.5        

Voting members shall vote for the candidates of their choice and place the ballot in the envelope marked "Ballot" and sign on the envelope, in the place provided.  Only ballots arriving at the Office of the SCAFI or received by a qualified organization delegated by the SCAFICom, not later than the date specified shall be counted.

5.2.6        

Ballots shall be checked, opened and counted under the supervision of the Nominations Committee not later than the fifth working day following the last date for receipt of the ballots.

5.2.7        

The Nominations Committee shall communicate the Election report to the SCAFICom and the nominees within 10 days of finalizing the result and the nominee for each office for which the Election has been held receiving the greatest number of qualified votes shall be declared elected.  In the event of a tie vote, the SCAFICom shall choose between the nominees involved.

5.2.8        

The SCAFICom shall communicate the results of the Election to the membership through a publication distributed to the entire membership, within 30 days.

5.2.9        

If the Nominations Committee delays the Election process at any stage, without adequate reasons, the SCAFICom can take suitable steps to conduct the Elections, after a grace period of 21 days.  Similarly the Nominations Committee can take direct action where the necessary support from the SCAFICom is not forthcoming within the stipulated period.

Section 6.0 : AMENDMENTS

6.1         

An amendment to the ByLaws is to be proposed at a regular meeting of the SCAFICom and adopted by vote of at least two-thirds of those present for it to be placed on the ballot.  It may also be proposed by a petition signed by atleast fifty Voting members.  The schedule of balloting and declaration of results shall follow thereafter.

6.2        

A copy of such amendment, if lawful, shall be mailed with a ballot of each Voting Member, as specified in the ByLaws.  It can also be proposed and approved by a simple majority in the General Body Meeting.

6.3       

A vote of at least one half of all the ballots cast in favor of the amendment, provided the number of votes in favor is not less than one hundred, shall be necessary for its adoption.  The membership shall be notified of the result of the voting at the earliest, through a publication distributed to all the Members.

6.4       

Amendments shall take effect thirty days after adoption.  However, the status of a Member of the SCAFICom already in office shall not be affected by an amendment.  The Member shall continue to service in that capacity till the term of his/her office expires.

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