A registered club or association in Kerala carries formal legal standing — a registration number, a registered address, a constitutionally defined committee structure with elected officers. The management of that structure across annual general meetings, committee rotations, and membership changes requires a record that captures both the current state and the institutional identity that persists through those changes.
The Committee Structure Record
President, Vice President, Secretary, Joint Secretary, Treasurer, and Executive Members are the constitutional roles that define the club's governing structure. In Kerala's registered charitable and welfare organizations, these roles have specific fiduciary and legal responsibilities. The president and secretary are typically the authorized signatories on bank accounts and correspondence. The treasurer is accountable for the financial records and audits. Having these roles populated in the club record means the current authorized officers are identifiable at any point during their term.
Executive Members through the paired fields (Executive 1-2 through Executive 9-10) handles the executive committee up to ten members, accommodating the larger committee structures common in state-registered community organizations. The paired field structure allows two names per field, making efficient use of the record while maintaining the complete committee roster in a single accessible record.
Office Management captures the administrative staff or volunteers handling day-to-day operations — the people who answer correspondence, manage meeting logistics, and maintain club files. This is operationally distinct from the elected committee and needs to be documented separately for practical administration.
The 50-Member Roster
Member 1-2 through Member 49-50 with Total Members create the complete membership register. The paired structure manages up to 50 members in 25 fields — an efficient approach for a template designed to cover the typical small-to-medium registered club structure common in Kerala's civic and community organizations.
Total Members is the aggregate count field that reflects the current enrollment. For clubs with membership fee structures, the total member count drives the annual subscription revenue calculation. For clubs required to maintain minimum membership numbers under their registration terms, this field is the compliance indicator.
Registration and Identity
Club Name, Registration Number, Address, and Phone are the legal identity fields. The registration number is the reference that appears on all official correspondence with government departments, bank account documentation, and legal filings. An organization whose registration details are consistently documented in its records can produce correct administrative information on demand rather than searching through physical files for the original registration certificate.
About Us is the organizational narrative field — the club's stated purpose, founding history, and primary activities. For a multipurpose welfare organization registered under the Kerala Charitable Societies Registration Act, this narrative is both an operational description and the text from which official communications draw when presenting the organization to external bodies.