SOCIETY CHARITABLE FOUNDATION

Bringing Smiles to all

MEMBER APPLICATION FORM

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* Kindly be patient enough while filling up the form and provide correct information as this would
be used by us for any future references. Kindly fill the form in block letters and ball point pen usage
is recommended. Please tick (\/) as applicable and NA if not applicable.

Title: Mr. Mrs. Ms. Gender: M F

Member’s Name :

First Name Middle Name Last Name

Father’s/Mother’s/
Husband’s Name

First Name Middle Name Last Name

Date of Birth: Nationality: Caste:

D D M M Y Y Y Y

Blood Group:

Address for Communication:

C I T Y : S T A T E :
P I N :

Permanent Address:
 C I T Y : S T A T E :
P I N :

Email Id: _________________________________________________________________

Membership Identity Number: Type of Membership:

Proof of Identity: (Type) Proof of Identity: (Number)

Mobile Number: Landline Number:

Qualification: _____________________________________________________________
_________________________________________________________________________

Hobbies: _________________________________________________________________
_________________________________________________________________________

What Charity work means to you: _____________________________________________

_________________________________________________________________________

Donation Type: Projects Type: Donations Mode: Department:

Declaration

I _________________________________ declare that the above stated information is true to the

best of my knowledge, belief and trust.

Signature of the Member Signature of the Secretary Signature of the President

Rules and Regulations:

Dear Members,

Some of the below mentioned rules may seem to be hard for members but since we are
dealing with public funds, we have to bring strong control for which tough decisions have
to be taken. All the members are kindly requested to adher to the rules and regulation and
do what is expected of them.

Rules Relating to Meetings:

1. Every member is requested to attend at least one meeting in a month. One has to
inform in advance for his/her non-availability. If the member is not a resident of
the city where meetings are generally held, he/she is requested to get the updates,
though he/she is requested to attend any audio or video conferencing calls to
discuss on SCF activities and operation if held.

2. No member has right to hurt other member’s feelings or appear strongly against
his ideas and action in the course of the meeting.

3. If any body is not satisfied with opinion of any of the members, he/she shall
politely come out with an alternative idea and reason out as to why his idea in the
future run may be harmful. Let our spirits be high and always maintain a peaceful
discussion environment.

4. All members are requested to lay down their points in open boldly fashion in
meetings or on site, as SCF expects a complete participation by all.

5. Member is requested to maintain punctuality with respect to any meetings or visit

to any venue for social service. If no proper reasoning is given as to why the
member was not on time, and it repeats again and again, the management has
rights to issue warning and take action accordingly.

6. The member is requested to carry the identity card of SCF during any social
service or meetings.

Rules Relating to Maintenance of Accounts:

7. The members have to maintain properly the Receipt Book, boxes & all important
documents given to them at the time of jointing or later on.

8. Proper details have to be maintained for any receipt or payments made on behalf
of the SCF.
 9. Any amount received on behalf of SCF must be immediately informed to the
Treasurer and the funds have to be transferred to the account of SCF on
immediate basis.

10. Receipt is to be issued immediately on receipt of funds from any donatee /

contributee.

11. Bills must be obtained in order to get reimbursement for any expense incurred on
behalf of SCF. In case where bills cannot be obtained, expense should be incurred
only after prior approval from any of the trustees.

12. The SCF trust fund to be utilized only for doing charity work and not for any
personal work.

13. Members should keep track of number of boxes received & distributed and submit
the details to treasurer on monthly basis. They shall also submit the name, address
& contact number of the donatee / contributor.

Other Important Rules & Responsibility:

14. Members have to take prior approval of Managing Trustee before doing any
activity in which the name of the SCF is involved.

15. All members are requested to maintain separate file for SCF and maintain all the
documents given to them properly.

16. No member shall be allowed to exchange SCF official documents outside with out
the prior permission of the Management.

17. It is the member’s responsibility to keep updates on SCF activities at regular

intervals.

18. The members should not act beyond their power given to them.

19. No member reserve right to appoint any other person as member. For any
interested candidate the information shall be given to any of the trustees.
Necessary formalities will be fulfilled by the managing trustees before appointing
any member.

20. Any member who wishes to resign can reason out as why he/she wish to resign
two weeks in advance.

21. On resignation, the resigning member has to submit all the belongings of SCF
(Funds, Receipt Books, Boxes, Id Card, T Shirt, File & all the documents of
SCF).

NOTE: SCF reserves right to expel any of the members if it feels that such member has
breached in any way has rules & regulation or has acted beyond its power or has affected
the reputation of society.
 POINTS RELATING TO ACCOUNTS:

Accounts Incharge: Vishal R Kothari

One of the objective of SCF is that it should make all the members or donatee /
contributee feel satisfied & assure that the amount donated by them are in safe hands. To
meet its objective, SCF has made its accounting very strong with strict rules with internal
control within the organization.

Actions Taken for Controlling SCF Funds:

 All the Members are given a receipt book. Hence Donatee / Contributor is
requested not to make any payment without getting receipt for the same.

 Members of SCF are strictly advised to transfer any funds received on behalf of
SCF to its bank account.

 Either they can deposit themselves or the funds can be transferred to the treasurer
who in turn will immediately deposit the amount into bank

 All payments except for petty expenses shall be made only through bank.

 Even for any petty cash payment made, ‘Payment Voucher’ will be prepared
which will be verified and signed by any two managing trustee.

 During Meetings, Treasurer is strictly advised to present accounting statements

with complete detail and required supporting evidences.

 For box collection scheme all the members are given an excel format which is to
be maintained by them and submitted to the Treasurer on monthly basis.

 Financial Statement will be submitted by treasurer to any member on request.

 If any member does not give the accounting details on regular basis to Treasurer
then the SCF reserves right to expel such member and take appropriate action
against him to recover any funds of SCF due from him.

 We are planning to register under the Income Tax Act, where accounts of SCF
will be audited by a qualified chartered accountant.