Constitution

The West Bengal Societies Registration Act, 1961

REGULATIONS OF INDIAN ASSOCIATION OF PREVENTIVE AND SOCIAL MEDICINE, WEST BENGAL CHAPTER

Unless the context otherwise requires, words and expressions contained in these Regulations shall be the same meaning as in the West Bengal Societies Registration Act, 1961 or any statutory modifications thereof.

MEMBERSHIP

  1. Admission
    1. The signatories to the Memorandum of Association & the office bearers of the Managing Committee of the Association shall be the first members of the society.
    2. The Managing Committee may admit to membership any person or any caste, creed or sex who has attained the age of 18 years, satisfied the eligibility criteria of membership and agreed in writing to bound by the Memorandum of Association and regulation of the Society and who in opinion of the Managing Committee will be interested in advancement of the objects of the Society.
  1. All existing members of IAPSM whose permanent residence is in West Bengal.
  2. Present & past teachers of Preventive & Social Medicine / Community Medicine and allied subjects.
  3. Those having or pursuing Post-Graduate Qualification in PSM/CM such as MD, MPH, DPH, DIOH, DIH, etc.
  4. Other than stated in i), ii) & iii) those persons who are interested in the objectives of INDIAN ASSOCIATION OF PREVENTIVE AND SOCIAL MEDICINE, WEST BENGAL CHAPTER (IAPSM-WBC) can be enrolled as member subject to the approval of General Body Meeting (GBM).
  5. A person who becomes member of IAPSM-WBC shall not continue the membership of any other state chapters of IAPSM.
  6. A member of IAPSM-WBC shall have to be a member of IAPSM (Central Body).

Be it noted here that the power to admit members is the sole and absolute power of the Managing Committee and the Managing Committee may refuse to admit any person as a member without assigning any reason there for.

  1. Types of Members:
  1. Cessation of Membership:
  1. Register of Members:
  1. Rights and obligations of members:
  1. Expulsion & Removal:

GOVERNING BODY

  1. Composition, election/ appointment, resignation/removal, terms of office:

The resignation and removal of the E.C. members shall be dealt with as has been prescribed as in the case of other members noted herein before.
The Executive Members including the post of Secretary will be elected usually for not more than two years and will hold the office till the formation of new Executive Committee. However, the usual term of office will be from 1st April of the year to 31st March of the next year. After election, the old Executive Committee will continue to function till the new body takes over charge which shall under no circumstances be more than 30 days from the date of election. All office bearers can seek re-election for fresh term; however after completion of two successive terms, a break of one term is essentialElection: Manner and Method of Voting

The office bearers and Executive members will be elected at annual GBM by highest number of single non transferable votes through secret ballot.

Following members of IAPSM-WBC will be eligible (1) who is a life member of IAPSM and its West Bengal chapter and (2) who is / was a teacher in any of Medical College of the subject Community Medicine (no allied subjects) for a minimum of 15 years.

Concerned person should be a life-member and have an experience of teaching in Community Medicine or its allied subjects or an administrative experience in the field of Public Health for a minimum period of 10 years, with a post-graduate qualification.

Concerned persons should be a life member of IAPSM and its West Bengal Chapter and should have an experience of membership in IAPSM-WBC for a minimum period of 5 years.
All Past Presidents will be permanent invitees. They will have right to attend all meetings of Executive Committee as co-opted members with no voting rights. The proposal for prospective candidates on prescribed forms should reach to the Secretary IAPSM-WBC or his nominee latest by 12.00 noon on the day of conference. Same will be scrutinized and notified by the Secretary or his nominee by 2.00 p.m. on the same day and election, if necessary, will be held at the time of GBM.

  1. Meeting
  1. Notice & Quorum:
  1. Procedure of the meeting
  1. Power & Duties of the Managing Committee:

Safe Custody of Properties

The Managing Committee shall be responsible for the safe custody of the funds, properties and assets of the Society. The corpus fund will be kept in a branch of a nationalized bank in the name of “IAPSM-WBC” and will be jointly operated by any of the two amongst the president, Secretary and Treasurer of IAPSM-WBC. The externally audited balance sheet will be maintained by the Secretariat and it will be presented at the annual GBM for its approval. Other assets of the organization, if any, are to be kept at secretariat under the custody of the office bearers.

Books of Account and Inspection

The books of Account and other statutory Books shall be open to inspection of the members of the Managing Committee during usual office hours and the same shall be open for inspection of the members at such time and place as the Governing body direct on a written request made by any member.

Accounting Year

The accounting year of the Society shall be from 1st day of April of each year to 31st day of March of following year.

GENERAL MEETINGS

Annual General Meeting:
Notice: The Secretary shall annually call the Annual General Meeting (AGM) as per provision of W.B.S.R Act 1961 giving at least 14 day’s notice to all members. The notice shall contain the place, date, day & time of the meeting. Agenda: The business to be transacted at the A.G.M. shall be : (a) to confirm the minutes of the last A.G.M. and of special general meeting if any, (b) to adopt with or without modification the report of the working of the Society for the previous year ; (c) to pass audited accounts of the Society for the previous year ended (d) to appoint qualified Auditor(s); (e) to transact such business as may be fixed by theManaging Committee; (f) to transact such other business as may be brought forward by giving 14 days previous notice from any member; (g) to conduct general election.
Quorum of the meeting: 1/3rd members personally present at the commencement of the meeting shall constitute the quorum.
Manner and method of voting: The Chairman of the meeting shall decide the manner and method of voting at the outset of the meeting.

Special General Meeting:
A special General Meeting may be convened by the Managing Committee at any time in view of urgency of the matter. At least 7 days notice shall be given to every member for special general meeting.
Members may request the Managing Committee for special General Meeting by placing requisition signed by 2/3rd of total members. In that case Managing Committee shall convene a special general meeting within a month from the receipt of such notice. In default by the Managing Committee, the requisitionists shall hold such meeting provided no business other than those specified in the notice shall be transacted.

Extraordinary General Meeting:
The Managing Committee may direct to convene an Extra-ordinary general meeting for consideration of addition, alteration or amendment of the memorandum / regulations of the Society. 7 days notice along with the proposed draft of change shall be sent to members before the meeting. The resolution for change, amendment etc. of the Memorandum or Regulations be carried out if accepted by the 3/4th of the members present at the meeting.

  1. shall preside over the meetings of the Executive Committee and General Body of IAPSM- WBC;
  2. shall represent the IAPSM-WBC at National & International Forums;
  3. may sanction an expenditure of more than Rs. 1000/- at a time but up to Rs.2000/- only on the request of the Secretary;
  4. may approve expenditure out of the Reserve Funds of the IAPSM-WBC;
  5. can take a decision, within the objectives of the IAPSM-WBC in consultation with at least three members of the Executive Body, and later put it before the General Body for ratification;
  6. can call emergency meeting.

He / She shall assist the President in carrying out his/her duties, and will undertake the duties of the President in his / her temporary absence. Being a large body, IAPSM-WBC keeps the provision of more than one vice president.

  1. shall be responsible for the upkeep of the permanent records/articles of the IAPSM-WBC and up-to-date maintenance of the Register of Members;
  2. shall conduct all correspondence on behalf of the IAPSM-WBC;
  3. shall collect the membership fee and accept other donations/subscription/ sponsorships/ commercial advertisement received for the IAPSM-WBC;
  4. will act as official spoke person for the IAPSM-WBC and can delegate this power to his / her any of the nominee;
  5. shall maintain and keep the accounts of the IAPSM-WBC and shall place before the GBM internally audited Statement of Accounts of the year;
  6. shall be authorized to make expenditure up to Rs. 500/- at a time. For expenditure exceeding Rs. 500/- the prior sanctioned of the President of the IAPSM- WBC will be necessary;
  7. shall appoint Auditor(s) each year in consultation with the President of the IAPSM-WBC;
  8. shall convene the Executive Committee /requisitioned meeting of the Executive Committee/ General Body;
  9. shall keep the minutes of the meetings and get these confirmed at the next meeting
  10. shall be responsible to take action and implement the resolutions passed by the Executive Committee / GBM of the IAPSM-WBC;
  11. shall receive nominations for the election of the Office Bearers / Members of the Executive Committee and make necessary arrangements for the election;
  12. shall nominate Joint Secretaries and Treasurer from amongst the members of the IAPSM-WBC.

The joint Secretaries shall assist the Secretary in performing his / her duties and in the temporary absence of the Secretary; the Joint Secretaries shall undertake his duties.

The Treasurer shall assist the Secretary in maintenance of accounts of the IAPSM-WBC. He / She shall advise on all matters relating to the financial policy. He will be ordinarily responsible for the collection of dues and subscriptions and further be responsible for the maintenance of the accounts and all receipts and disbursement of the society. He will deposit the collected amount to the bank account. He will maintain cash book and similar books and if necessary submit a statement of accounts every month to the executive committee. He will operate bank account jointly with president or secretary. He will present all books of accounts to the secretary for inspection from time to time. He will prepare the budget in consultation with the secretary for consideration of the Executive Committee

Maintenance and Audit of Accounts

Regular updating of accounts and cash book will be done by the treasurer with the help of secretary, if required. Annual auditing by a competent external agency will be carried out and the report to be submitted in annual GBM for confirmation or approval. The cash book and day to day accounts can be checked by the secretary at any time.

Suits & Legal Proceedings

As per provisions of the WBSR Act 1961

Alteration of Memorandum & Regulations

The Executive committee shall have the power to make such bye-laws and rules as may be considered necessary in the interest of the society. These rules may be altered, modified, reconsidered or added to only by a special resolutions to be passed by GBM through three-fourths votes.

Fund

A fund shall be created in the name of IAPSM-WBC at the Secretariat and will jointly be operated by any two of the President, the Secretary and the Treasurer. The financial inputs for this fund will be- (1) any donations/ subscription/ advertisement and (2) one fifth of interest received on life membership fee of the IAPSM of those belonging to this chapter, (3) Selling of books copyright owned by the IAPSM-WBC; (4) Project activity carried out by the IAPSM-WBC, (5) Subscription from journal to be published by IAPSM-WBC.

Maintenance and Audit of Accounts

Regular updating of accounts and cash book will be done by the treasurer with the help of secretary, if required. Annual auditing by a competent external agency will be carried out and the report to be submitted in annual GBM for confirmation or approval. The cash book and day to day accounts can be checked by the secretary at any time.

Dissolution of society

The society may be dissolved by a resolution to that effect passed by 3/4th of the members of the society at a General Body Meeting. The said members shall also decide the manner of disbursement of the fund and assets of the society of any after the dissolution
After dissolution of Funds and Assets of the Society will be transferred to a society duly registered having same aims and objectives.

Place: Kolkata
Date: 19.01.13