Constitution & ByLaws
Purpose | Membership |
Groups of Members | Organization
| Nominations and Elections | Amendments
Office | Membership |
Groups of Members | Organization |
Elections | Amendments
1.0: Name, Purpose
Name of the Society
name of the Society shall be Smart Card Forum of India hereinafter
referred to briefly
as the 'SCAFI' or Society'.
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
duration shall not be limited.
Location & Territory
registered office of Society is located at Bangalore.
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
Any person or institution
subscribing to the purpose of the Society shall be eligible for
membership in accordance with this Constitution and ByLaws.
The membership of the Society shall
consist of Corporate Members, Associate Members, Institutional
Members, Professionals and Student Members.
qualifications, privileges and the requirements for the admission,
transfer and severance pertaining to each grade shall be as stated
in the ByLaws.
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
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.
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.
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.
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.
the event any of the above groups are dissolved, all funds from
that chapter becomes the property of the society.
Article 4.0 :
of the Society shall have the following
- The General Body
- Corporate Officers, hereinafter referred to as
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.
General Body shall be the supreme authority of the Society. It shall legislate, guide and direct the Society in all its
- 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
- Fix the annual
- 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.
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.
of the General Body shall be taken by a simple majority of those
voting unless otherwise provided in the Constitution and ByLaws.
- 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
- 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
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
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:
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
- Summon the General
- Organize ballots and consultations by
- 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
- 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
- Present to the General Body annual and other
reports and a financial report together with the auditor's
- Accept new members to the
- Decide to terminate a
- Accept donations to the
- Authorize the formation of
- Interpret this Constitution &
- 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
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
SCAFICom shall meet atleast 3 times during the year on days and
place decided by it, as stated in the ByLaws.
shall also be convened, within 20 days upon the request of five or
more members of SCAFICom.
Special Interest Groups
Interest Groups can be created with the approval of the SCAFICom,
pertaining to particular problems as need arises and within the
limits of the allocated resources.
officers of the SCAFI shall be the President, the Vice-President,
the Secretary and the Treasurer.
They shall be elected by the General Body.
The officers shall perform the following functions.
resources of the Society consists of:
- Dues paid by members
- Possible gifts, bequests and
- Subsidies or grants which may be awarded to it by
public or private bodies.
- Any other resources which may drive from its own
- In order to
fulfill its purposes and to secure its
functioning the Society may at all times constitute or organize separate or independent funds or bodies and give them an
appropriate legal structure.
- All incomes accrued by the
Society shall be applied in promoting the objectives of the
Society and no payment by way of dividend or distribution of
income among the members, shall be permitted.
The fiscal year of the Society shall be from 1st April
to 31st March.
winding up or merger of the Society may be decided by an
extraordinary session of the AGM, formally summoned
for this special occasion.
The decision shall
be valid if approved by three-fourths of all members of the
Society present and voting.
In the event of
the Society being wound up, the assets remaining after discharge
of all debts shall be transferred to a body or bodies having aims
similar to those of the Society. The assets shall be inherited by
a body decided at the extraordinary General Body meeting.
Article 5.0 : NOMINATIONS AND ELECTIONS
Nominations Committee, constituted in accordance with the ByLaws
shall prepare a list of nominees for such offices as may be
specified in the ByLaws, to be elected by voting members or
groups of them. The Committee shall prepare, along with this list,
the bio-data and the statement of each nominee on how the nominee
intends to serve this Society.
The nominations may be made to the above referred
offices by a petition setting forth the name of the proposed
candidature and the office. The required number of signatures on
such petition shall be specific in the ByLaws.
Nominations Committee shall submit to all voting member the names,
bio-data and statements of all the nominees for election in
accordance with the ByLaws. It can seek the assistance of
SCAFICom for this process as and when required.
The nominations Committee shall supervise the
conduct of the elections, the counting of the ballots and declare
the results. It may seek the assistance of SCAFICom, if required,
for this purpose.
Article 6.0 Amendments
to the Constitution 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.
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.
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.
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
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.
year, the other SCAFICom members shall be inducted as per the
Constitution and ByLaws.
Section 1.0 : SEATS OF OFFICE
Registered Society under KSR Act,
Smart Card Forum of India
No.650, 17th Cross, 10th Main,
Indiranagar, Bangalore - 560 038
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
Rights and Privileges
Members shall be entitled to all rights and privileges of the SCAFI. They shall be referred to as 'Voting Members'
of the SCAFI.
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.
Every member of the SCAFI shall receive such
publications of the Society as determined by the SCAFICom, from
time to time.
Admission & Transfers
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
The grade of Honorary Member shall be confirmed by
the SCAFICom upon a distinguished person of international repute.
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.
The grade of Associate Member is limited to those
in good standing of a recognized technical or scientific
2.3.5 Student Member
The grade of Student Member is limited to:
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.
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.
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.
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
Dues and Fees
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
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
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.
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 1st
April. In the event
of non-payment of the fee after three calendar months, membership
may be terminated by the SCAFICom.
A Member in
good standing may resign by submitting a written resignation to
the Office of the SCAFI.
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.
Expulsion of a Member shall be a decision of 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.
of doubt or difficulty relating to membership shall be decided by
3.0 : GROUPS OF MEMBERS
shall prepare and maintain Manuals containing the guidelines for
the administration of the following groups of Members: Regions,
SIGs and Chapters.
purpose of membership of the Society the SCAFI shall be grouped
into four Regions:
Delhi, Jammu & Kashmir, Haryana, Himachal Pradesh,
Rajasthan and Madhya Pradesh
Daman, Diu, Goa, Gujarat & Maharashtra
Andhra Pradesh, Karnataka, Kerala and Tamil Nadu
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
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.
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
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
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.
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.
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
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.
and regulations governing each SIG shall be approved by the
of a SIG shall not involve any additional fee to the Society.
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
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
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.
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
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
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.
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
actual payment shall take into account the allowance voted in the
previous year that remained surplus due to short fall in the
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
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.
shall submit along with their budget a statement of all activities
and a statement of accounts for the previous year.
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.
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.
SCAFICom may however modify or waive the minimal level of activity
in extraordinary circumstances and declare the period for which
this is applicable.
4.1 General Body
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
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.
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.
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.
The General Body shall elect the Officers, Members of the
SCAFICom and the Nominations Committee Members. Their tenure of office shall be two years.
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
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.
Unless the Meeting is adjourned for seven 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 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
The Executive Committee (SCAFICom)
No person shall be eligible to be elected as an Executive
unless he/she be a Member or Fellow of the Society.
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
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.
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.
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.
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.
The tenure of all Officers shall be for two years
commending on April 1 and ending on March 31 unless explicitly
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.
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.
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.
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
- 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
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
- 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.
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
Nominations Committee shall have 3 members elected by the General Body. Members
Nominations Committee shall hold no other elected office in the
SCAFI Members of the Nominations Committee shall elect a
Chairperson from among themselves.
shall assist the SCAFICom,
The members of the Nominations Committee themselves shall
be elected from among the Voting Members by the election process.
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.
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.
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.
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
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.
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.
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.
The SCAFICom shall communicate the results of the Election
to the membership through a publication distributed to the entire
membership, within 30 days.
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
Section 6.0 :
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
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.
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
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.