Changes of utive committee members

To document a change in the executive committee of a society, you need to prepare a "Certified True Copy" of the resolution passed during a formal committee meeting. This document serves as the official record for banks, government authorities, and internal compliance.

Below is a standard template that you can adapt. Ensure you print this on the official letterhead of the society.

Template: Resolution for Change of Committee Members

CERTIFIED TRUE COPY OF THE RESOLUTION PASSED AT THE MEETING OF THE MANAGING COMMITTEE OF [Insert Society Name] HELD ON [Insert Date] AT [Insert Time] AT THE REGISTERED OFFICE OF THE SOCIETY AT [Insert Full Address].

"RESOLVED THAT pursuant to the Bye-laws/Rules and Regulations of the Society, the resignation of [Name of Outgoing Member], who served as [Designation, e.g., Secretary], be and is hereby accepted with effect from [Date]. The Committee places on record its appreciation for the services rendered by him/her during his/her tenure."

"RESOLVED FURTHER THAT [Name of Incoming Member] be and is hereby appointed as [Designation] of the Society to fill the vacancy caused by the resignation/departure of [Name of Outgoing Member], to hold office until the next General Body Meeting or as per the society’s tenure rules."

"RESOLVED FURTHER THAT the newly appointed [Designation] is hereby authorized to act as an authorized signatory for the Society’s bank accounts maintained with [Bank Name, Branch Name, Account Number]. Consequently, the bank is requested to remove the name of [Outgoing Member] and add [Incoming Member] to the list of authorized signatories."

"RESOLVED FURTHER THAT any two of the following office bearers, namely [Name of Chairman], [Name of Secretary], and [Name of Treasurer], be and are hereby authorized jointly to sign, execute, and submit all necessary forms, letters, and documents required by the Bank or any other statutory authority to give effect to this resolution."

"RESOLVED FURTHER THAT a certified true copy of this resolution be furnished to the concerned Bank and other relevant authorities under the signature of any two committee members."

Certified True Copy,

For [Insert Society Name]

(Signature) ____________________

[Name of Authorized Signatory]

[Designation, e.g., Chairman/Secretary]

Date: [Date]

Place: [Location]

Key Steps to Ensure Validity

1. Check your Bye-Laws: Always verify your society’s specific rules regarding the removal or appointment of committee members. Some societies require approval from a General Body meeting rather than just the Managing Committee.

2. Meeting Minutes: Ensure the proceedings of the meeting (including the discussion and the vote) are recorded in your Minute Book and signed by the Chairman.

3. Bank Formalities: If you are changing bank signatories, most banks will have their own specific KYC forms (often called a "Letter of Authority") that must be submitted alongside this resolution.

4. Stamp/Seal: Affix the official seal (stamp) of the society on the document.

Summary: To change executive committee members, draft a resolution on society letterhead detailing the resignation/appointment, have it signed by authorized office bearers as a "Certified True Copy," and update your internal minute book and external banking records accordingly.