AIMSAAT - Rules and Regulations
1. Name of The Society : Amala Institute of Medical Sciences Alumni Association, Trichur (AIMSAAT)
2. Address of Office : Room No.247, Department of Forensic Medicine, Amala Institute of Medical Sciences, (AIMS), Trichur -680 555.
3. Jurisdiction of activity : AIMSAAT comes under the jurisdiction of the Registrar of Societies,Kerala
4. The Aim & Objectives :
a) To impart a sense of co-operation and healthy understanding among the old students, present Students, Teaching staff and Governing Body of Amala Institute of Medical Sciences, Trichur (AIMS) to maintain the pride of our Alma-mater.
b) To promote the academic, cultural, social and scientific activities of the students and members of staff.
c) To uphold the dignity of medical profession and safeguard the rights and privileges of the profession in general
5.1 Registration and Existence : AIMSAAT was registered on 08th June 2011, as No. R-298 of 2011, under Travancore Cochin Literary, Scientific and Charitable Societies Registration Act 12 of 1955. However, AIMSAAT was in existence informally from Wednesday, 01st December 2010.
5.2 The Business Hours of the Society shall be between 10.00 am and 4.00 pm on all working days, except Second saturdays, Sundays and holidays declared by Amala Institute of Medical Sciences, Trichur.
5.3 The object of these byelaws is to carry out the mission and objectives of AIMSAAT,in general. These bye laws specify the structure, rules of process, and procedures for the proper governance of the organization, in accordance with the guidelines of the Travancore Cochin Literary, Scientific and Charitable Societies Registration Act 12 of 1955
5.4 Activities: AIMSAAT through its Executive Committee will carry on activities in furtherance of the objectives Above and may include conducting seminars, holding meetings, organizing events, publishing magazines and newsletters, maintaining websites and technology infrastructure, and any other activity that facilitates achievements of the objectives and does not contravene any of the laws of the land.
5.5 Responsible Office Bearers: The President and/or the Secretary of AIMSAAT shall be the persons authorized to sue and be sued on behalf of the Association.
5.6 Empowerment to Execute AIMSAAT Mission: The President and the Secretary of AIMSAAT along with the Executive Committee are the persons empowered to take decisions and direct the course of the Association within the framework of the Memorandum of Association and Bye-Laws.
6.1 Member eligibility: Eligibility for membership to the association is categorized as defined below:
Every person who has completed a medical course (Degree/PG/Diploma) in Amala Institute of Medical Sciences, Trichur, shall be eligible to enroll as Alumni Member. The Director, Joint Directors, Principal, Assistant Directors Vice Principals, Medical Superintendents and each Member of Teaching staff of Amala Institute of Medical Sciences, Trichur-680 555, are also eligible to enroll as alumni Members
6.2 Enrollment: The rules for enrollment to the association are as follows.
All individuals, as detailed in clause 6.1 above, and whose membership fees have been received by the Amala Institute of Medical Sciences Alumni Association, Trichur will be automatically deemed to be a member of the Alumni Association. Alumni members are expected to register with the Alumni Association for future communication and periodically update their contact information in the Alumni database, to be created online at the AIMSAAT website.
6.3 Alumni Registry: A registry and/or an electronic database of members shall be kept at the registered office of the Association.
6.4 Change of Address Notification: If a member changes his/her postal and/or e-mail address, he/she shall notify his/her new address to the Alumni Association Office, and the entry in the registry shall be accordingly changed; but if he/she fails to notify his/her new address, the address in the roll of members or Registry shall be deemed to be his/her address.
6.5 Alumni-AIMSAAT Communication: All communication to the members will be through e-mail, except where the member makes a request in writing for alternative means of communication.
6.6 Termination of Membership: The Executive Committee of AIMSAAT may cease any individual’s status as a member under any of the following circumstances:
6.6.1 Death, Mental Disability, or Criminal Conviction: If he/she dies, resigns, becomes of unsound mind, or is convicted of a criminal offence involving moral turpitude.
6.6.2 Expulsion due to Misconduct per Rules: The Executive Committee shall have power to expel a member for willful disregard to the Association’s rules or misconduct on the part of the member, provided that the member concerned will be given an opportunity for explaining his conduct.
6.6.3 Appeal of Expulsion: Any member thus expelled can appeal to the Executive Committee and to the Patrons for reconsideration of expulsion with justification.
6.6.4 Resignation: A resignation from membership shall be tendered to the President and it shall not take effect until it has been accepted on behalf of the Association by the Executive Committee.
7. MEMBER OBLIGATIONS AND RIGHTS:
7.1 Member Privileges and Rights: Members are eligible to use the services of AIMSAAT office, receive publications and newsletters of AIMSAAT, exercise their vote in General Body Meetings, register on the AIMSAAT website, attend alumni meetings and events, receive annual reports, and participate in AIMSAAT activities.
7.2 Membership Benefits: Members can avail of services and initiatives offered from time to time by the Institute and AIMSAAT to alumni which may include use of facilities at the Institute or elsewhere.
7.3 Member Obligations: Members are expected to conduct themselves in line with the Bye laws of the Association while representing AIMSAAT and participating in the association activities.
8. SUBSCRIPTION AND FEES:
8.1 Lifetime Membership Fee: The life membership fee of the Association shall be Rs. 500/- (Rupees Five Hundreds only) for alumni members as defined above.
8.2 The membership fee is subject to revision from time to time with the approval of the General Body.
9. ORGANISATIONAL STRUCTURE:
9.1 The ORGANISATIONAL UNITS (OU): The Major Organizational Units of the Association are:
9.1.1 The GENERAL BODY,
9.1.2 The EXECUTIVE COMMITTEE
9.2 OU Support: The Alumni Office, located at Amala Institute of Medical Sciences, Amala Nagar, Thrissur - 680 555, will support the above OUs.
10. THE GENERAL BODY:
10.1 The GENERAL BODY consists of all Members registered in the membership registry and all members of EC.
10.2 Member Voting Rights: Each Member included as per clause 10.1 above, will have ONE VOTE in the GENERAL BODY.
10.3 Supreme Authority: The GENERAL BODY shall be the Supreme Authority in all matters pertaining to AIMSAAT.
10.4 The Annual General Body Meeting (AGBM) of the Association shall be held during December every year, at the Institute premises or at such notified place and at such time and date as the Executive Committee may determine to transact the following business:
10.4.1 Notice for AGBM: At least 14 days notice shall be given for holding the Annual General Body Meeting. The Secretary’s report and the audited statement of accounts of the preceding financial year shall be circulated and/or posted on the Association’s website at least five days prior to the date of Annual General Body Meeting.
10.4.2 Approval of Annual Report and Accounts: To approve the annual report and the audited statement of accounts of the Association for the previous financial year ending, 31st March.
10.4.3 Election of the Executive Committee: To elect the members of the Executive Committee of the Association and office bearers as required.
10.4.4 Appointment of Auditor: To appoint auditor or auditors to hold office from the conclusion of one Annual General Body Meeting to the conclusion of next Annual General Body Meeting.
10.4.5 Resolution of General Matters: To discuss, and resolve matters of general interest to the members which may be placed before the meeting or any other matter for which seven days notice has been received from any member, subject to the permission of the chair.
10.5 Extraordinary General Body Meeting (EGBM) of the members of the Association may be called by the Executive Committee
10.5.1 Executive Committee Initiated EGBM: An Extraordinary General Body Meeting of the members of the Association may called by the Executive Committee on its own.
10.5.2 Members Requested EGBM: Such Extraordinary General Body Meeting shall also be called at the request made to the Executive Committee in writing by at least 1/3rd of registered members of the Association as on Membership Registry on the last working day of the month previous to the month of receipt of request.
10.5.3 The announcement of the EGBM shall be done within one month from the date of receipt of their requisition in writing, and the actual meeting conducted not later than 30 days from the date of the announcement. For holding an Extraordinary General Body Meeting, 07 days clear notice shall be given to the members specifying the business to be transacted.
10.5.4 Mode, Medium, and Voting at AGBM/EGBM:
i) AGBMs and EGBMs should be physical meetings and should not be online meetings.
ii) Only Members, who are actually present for the meeting can cast their votes on the motions / agenda items.
iii) Proxy votes will not be permitted
11. QUORUM AND VOTES:
11.1 Quorum for an AGBM: should be a minimum of 1/8 of total registered members physically present.
11.2 Quorum for an EGBM: should be a minimum of 1/8 of total registered members physically present.
11.3 Quorum for Changing Byelaws, in the AGBM or EGBM, should be minimum 3/5th of members physically present.
11.4 For revising the ‘Quorum’ of AGBM/EGBM upwards to any higher figure than specified in 11.1 or 11.2 above, at least 100 members should be present physically in the AGBM/EGBM.
11.5 Member Voting Rights in the AGBM/EGBM: Every Alumnus Member, as per Clause 10.1 above, shall have one vote and in case of equality of votes, the President of the Executive Committee, who shall be the Chairman of the meeting, shall have a Casting Vote. No member shall vote by proxy.
12. The EXECUTIVE COMMITTEE (EC):
The affairs of the ASSOCIATION will be managed by an EXECUTIVE COMMITTEE (EC) per the clauses below.
12.1 Executive Committee (EC) consists of
12.1.1 Nine (9) elected office bearers
1) Patrons: There shall be two patrons and they shall advise on all matters pertinent to AIMSAAT
2) Head of Office Affairs: He shall be the custodian of all documents of AIMSAAT and shall advise The EC on all matters.
3) President: He/she shall chair the meetings and will be responsible for all activities of AIMSAAT
4) Vice-President: He/she shall chair the meetings, in absence of President
5) Secretary: He/she shall conduct all activities of AIMSAAT in consultation with the EC.
6) Treasurer: He/she shall manage all financial affairs of AIMSAAT in consultation with EC.
7) Joint-Secretary, Senior: He/she shall organize routine meetings in absence of Secretary, in consultation with EC and Secretary and shall conduct all activities of AIMSAAT, empowered by EC and Secretary
8) Joint-Secretary, Junior: He/she shall organize routine meetings in absence of Secretary and Joint-Secretary, Senior, in consultation with EC and Secretary and shall conduct all activities of AIMSAAT, empowered by EC and Secretary
12.2 Election of EC Members Including Office Bearers:
12.2.1 Election: The General Body shall elect, at its AGBM, nine office bearers, for positions described in Clause
12.1.1, provided more than one valid nominations are received for each such position. In case only one valid nomination is received for such a post, the AGBM shall approve that nomination for that post.
12.2.2 EC Position and Election Characteristics: The following position and election characteristics will be preserved when conducting elections to the EC:
1) All positions are GLOBAL except Secretary and Treasurer who should be based at AIMS or within 15 KM from AIMS. However, a relaxation of 15 KM or further, can be permitted by Presiding Officer of Elections with concurrence from 6 members of the outgoing EC.
2) General Elections for EC, shall be with one Common Electorate
3) Each alumnus, physically present during AGBM, has ONE VOTE for each position in the EC via one Common Voting mechanism
12.2.3 Eligibility Criteria for contesting EC elections: Elected Office Bearers: Only Alumni Members are eligible to contest for any of the positions of elected office bearers. Only Director and Joint Director, enrolled as AIMSAAT members, can be elected as Patrons and faculty member s, enrolled as AIMSAAT members can be elected as Head of Office Affairs.
12.2.4. A Presiding Officer will be appointed by the Executive Committee for the purpose of the conduct of the elections. Applications for nominations shall be on formats approved by EC, as per rules and regulations, and shall be made available to eligible candidates, at request. The list of the eligible nominees for the various posts shall be clearly communicated by E mail and / or by posting on the Association’s website immediately after the last date for nominations and the updated list after the last date for withdrawals.
12.2.5 Secret Ballot: The election shall be held through secret ballot by a reliable physical voting.
12.3 Term of Office for Elected EC Members and Office Bearers:
12.3.1 Term of Office Bearers: The office bearers and members of the Executive Committee will be elected for a period of one year.
12.3.2 Reelection of EC members and Office Bearers: Members are eligible for reelection, but can serve as Executive Committee members for a maximum of three terms, consecutively, after which they need to have a break, of at least one term, before being eligible to stand for elections again.
12.3.3 Interim Transition Period and Caretaker EC: In the event there is an interim period between the expiry of term of the existing EC, and the installation of the new EC, for whatever reason, the old Executive Committee shall be entitled to remain in office as a Caretaker EC, until the next elected EC is ready to take charge of the management of the Association including all assets and liabilities as on the date of the take over from the outgoing committee. The period of such Caretaker operation shall not exceed 30 days.
12.3.4 Limited Role of the Caretaker EC in the Interim Period: During this interim period, the outgoing Executive Committee shall not take decisions on financial or policy matters of the Association.
12.3.5 Extraordinary Termination of EC’s Term of Office by General Body: Notwithstanding any other clause in the Association bye laws an Executive Committee shall be deemed to have ceased to be in office upon a resolution passed by at least ¾ of Majority of members present at a General Body Meeting attending, provided a minimum of 100 members should have participated physically in that General Body Meeting . A Caretaker EC will be appointed by the General Body to continue operation in the interim period, until a new Elected EC takes over. Its role will be as defined in Clause 12.3.4 above.
12.4 Stepping Down & Resigning From the EC
12.4.1 Office Bearer Stepping down from Office Bearer position but is still EC Member: An Office bearer may step down any time for personal reasons and still remain an EC member. Another member in the EC can replace the office bearer who wishes to step down as approved by the EC.
12.4.2 Filling of Vacant Office Bearer Positions (as a result of Stepping down): In case the President steps down, the Vice President will serve as Interim President until the new President is elected. In case the Secretary steps down, the Joint Secretary, Senior will function as the interim Secretary, until a new Secretary is elected. The election to fill vacant Office Bearer positions will be conducted simply by the elected EC members amongst themselves within 30 days of vacation of office. In case other office bearers step down, their position will be filled by other elected members in the EC. The office bearer stepping down will assume the portfolio of such member replacing him/her as office bearer.
12.4.3 Resigning from the Executive Committee: In case of an office bearer resigning or ceasing to be a member of the Executive Committee for any reasons, the post will be filled from among the elected Executive Committee members. This person will officiate till the next Annual General Body meeting, when a new person will be elected.
12.4.4 Filling Vacancy resulting from EC Member Resignation: Any vacancy created by the resignation of an elected committee member may be filled up temporarily by nominating a suitable willing member, who will discharge the duties in the interim period, till the post is filled by election.
12.5 Meetings:12.5.1 Monthly Meetings: The Association shall have an Executive Committee Meeting, at least, once every three months. Date/day and time will be decided by the Secretary taking into consideration the convenience of all the EC members.
12.5.2 Meeting Chairperson: The President shall preside over and conduct all the meeting of the committee, as the meeting Chairperson and shall have the power of a casting vote. In the absence of the President the Vice President shall exercise the powers of the President.
12.5.3 Adhoc Meeting Chairperson: If Both President and Vice President are absent at a committee meeting, then one Executive Committee member shall be elected Adhoc Chairperson, for that meeting, from among the members present at that meeting, and shall have an additional casting vote.
12.5.4 Meeting Attendees: The meeting will be attended by all Office Bearers including Elected Members, Ex-Officio Members and Nominated Members.
12.5.5 Resolution of Differences on Meeting Agenda Items (General): In case of differences among the members over any agenda item, the issue will be decided through an opinion POLL amongst all the members attending the meeting, including Ex-Officio Members and Nominated Members.
12.5.6 Resolution of Differences on Meeting Agenda Items (Financial): Agenda items involving financial implications will be decided through voting amongst Office Bearers, Elected Members, Ex-Officio Members and Nominated Members. Each Patron will have double votes in such voting and can cast both votes through authorized proxy.
12.5.7 Meeting Modes and Medium: As meetings call for Global participation, meetings can be also virtual meetings using internet facilities like Messenger Chats or Skype or audio and video conferences as agreed to by Executive Committee members. However, such meetings cannot hold any type of elections, or pass resolutions.
12.5.8 Setting and Posting of Meeting Agenda: The Secretary will set the agenda in consultation with other EC members and inform about the agenda for the next meeting one week ahead of time.
12.5.9 Recording of Minutes: The Secretary will be responsible for recording the minutes of the meeting.
12.5.10 EC Discussion Forum: Besides the monthly EC meetings the entire executive committee may use the AIMSAAT EC Discussion Forum on website on any topic, which is believed by any member, as relevant for discussion.
12.5.11 Office Bearers Meetings: Office bearers can choose to call for meetings amongst themselves as and when the need arises.
12.5.12 Quorum for the Monthly Executive Committee meeting shall be minimum 4 elected EC members and minimum one of the Patrons or Head of Office Affairs
12.6 Attendance At EC Meetings
12.6.1 The Executive Committee has the power to ask any member, who is unable to attend meetings regularly and/or contribute to the functioning of the EC, to resign as an extreme action, subject to prior warnings and process described in Clause 12.6.2 below, provided that the delinquent EC member shall be given two opportunities to follow the rules.
12.6.2 The EC will take the extreme step, if endorsed by a minimum of 06 members of EC voting in favour of that extreme action.
13. POWERS AND DUTIES OF THE EXECUTIVE COMMITTEE:
The following shall be the powers and duties of the Executive Committee of AIMSAAT:
13.1 Fundraising and Funds Management: To raise funds for the management of AIMSAAT on such terms and conditions as may be determined from time to time by the Executive Committee.
13.2 Enhancement of Membership and Alumni Participation: To actively work towards increasing the membership in AIMSAAT and participation.
13.3 Financial Assistance to Chapters for Activity Support: To provide funds from the association to various Chapters to assist with activities that serve alumni in these regions as decided by the Executive Committee. Funds to be handed over to such Chapters only on receipt of invoice to the extent budgeted by the Executive Committee. Chapters can be at levels of Nation, State, Province, District, local or fraternity, formed with approval of and/or ratified by AGBM.
13.4 Maintenance of Accounts and Financial Accountability: To ensure proper maintenance of all accounts and also to ensure that all accounts are kept up to date, the annual accounts are to be duly audited and presented in AGBM.
13.5 Execution of Policy and Mission of the Association: To lay down the policies of the Association and generally to direct and conduct the affairs of the Association prudently in the best interests of the Association.
13.6 Organize and Conduct Association Programs and Events: The Executive Committee is empowered to manage the services to members of the Association and to organize or participate in special occasions like Lunch, Dinner, Alumni Day, New Years Day, Independence day, Graduates Day, Freshers’ day, Days organized by present and past students etc.
13.7 Formation and Oversight of Project and Function Sub Committees: To form such Sub Committees as may be necessary and fix their duties and responsibilities.
13.8 Delegation of Powers: To delegate powers to a Sub Committee or office bearer or a committee member.
13.9 Expenditures Incurrence and Management: To incur expenditure necessary for running the affairs of the association. Such expenditure shall be generally within the budget approved by the General Body of the Association. However in exceptional circumstances like complying with court directions or statutory
requirements, expenditure may exceed budget provisions.
13.10 Assets Acquisition and Management: To acquire movable and immovable assets for the Association.
13.11 Funds Management: To arrange for investment of funds whenever necessary in a timely manner in the interests of the Association.
13.12 Staff Resource Management: To appoint, suspend, arrange or take any disciplinary action against or to dismiss staff Members of the Association and to prescribe conditions of employment for all paid staff of the Association.
13.13 Audits and Financial Accountability: To arrange for an internal audit and final audit of accounts of the Association and to take all actions connected there with.
13.14 AGBM Convention: To convene AGBM and lay before the General Body at the meeting the annual administrative report, the audited statement of accounts and the audited report.
13.15 Legal Proceedings: To institute, defend or to compromise legal proceedings in the interest of the Association.
13.16 Fill up Vacant EC Positions: To fill up vacancies arising among elected members of the Executive Committee, by nominating/conducting elections.
13.17 Subsidiary Rules: To frame subsidiary rules for the conduct of the business of the Association. Such rules to be placed before the General Body for Ratification.
13.18 Legal Dispute Settlement: To negotiate and settle all disputes in the interests of the Association.
13.19 Distribution of Duties: The Secretary, with concurrence of The President, shall distribute the duties amongst the office bearers evenly amongst all office bearers from time to time for smooth functioning of EC.
14. OFFICE AND STAFF:
14.1 Association Operations and Office Management: The day to day operations of AIMSAAT may be managed by an Office which is to be supervised by an Office Manager and supported by support staff. Persons employed at the office are to be on contract basis on daily wages, but not for more than one year and are to be the employees of AIMSAAT. Re employment of same persons on same basis can be permitted by EC
14.2 Office Staff Management: The Executive Committee has the power to appoint and remove employees as deemed fit for the management of the office. The Executive Committee also has the power to decide on the wages/salaries and benefits for the staff employed at the office of AIMSAAT.
15. FUNDS MANAGEMENT:
15.1 Association Income: Money received from membership fees and donations, shall constitute the income of the Association. Cash collected for AIMSAAT cannot be kept in hand by any member for more than one banking day, unless sanctioned for a particular situation, by EC, in advance.
15.2 Funds Management: The funds of the Association shall be invested in such banks or in such authorized securities as may be decided apt and fit by the Executive Committee, and shall be operated jointly by the Treasurer with the President or Secretary or any other member, as authorized by the Executive Committee.
15.3 Budget Setting and Management: The budget has to be prepared and approved by the Executive Committee and the Treasurer must ensure that funds are operated within reasonable limits of the budget.
15.4 Bank Account Management: Bank Account shall be operated jointly by the Treasurer with the President or Secretary or any other member, as authorized by the Executive Committee. All payments and financial transactions must be approved by the Executive Committee as per policies laid down by the Executive Committee.
16. KEEPING OF ACCOUNTS:
16.1 Treasury Account Keeping: The Treasurer with the help of staff at AIMSAAT office shall keep an account of the general funds of the Association. Together they shall maintain an account of all income and expenditure of the general funds of the Association in the manner prescribed.
16.2 Auditing of Accounts: The accounts of the Association will be subject to annual audit by an Approved Auditor to be appointed by the members in the Annual General Meeting
17. AUDIT OF ACCOUNTS:
17.1 Enabling the Audit Process: The Executive Committee shall at least once a year submit the accounts together with a general statement of the same and all necessary vouchers up to 31st March for audit, to person or persons appointed as auditor or auditors.
17.2 Providing Access to Auditors: The auditors shall have access to all the books and accounts of the Association and shall examine every balance sheet and annual return and other receipts and payments or income and expenditure, funds and effects of the Association and shall verify the same with the accounts and vouchers relating thereto.
18. INSPECTION OF BOOKS:
18.1 Providing Access for Inspection of Books to Members: The books of accounts of the Association shall be open to the inspection of any member of the Association at all reasonable hours at the registered office of the Association or at any place where the same are kept, and it shall be the duty of the Secretary to produce the same on request by the member at free of cost.
18.2 Posting Copies of Memorandum and Bye-Laws of the Association and audited statement of accounts shall be informed by hard copy or by posting on the Association’s website, if available. If a member desires a printed copy, the same may be furnished to the member on application with payment of fees at cost per copy of each document.
18.3 Filing of Annual Report Documents with Registrar of Societies: The secretary shall file with Registrar within one month after the date of Annual General Body Meeting .
18.3.1 An authenticated copy of income and expenditure accounts, balance sheet and report of the Auditors and Secretary.
18.3.2 A statement of the names, addresses and occupations of the persons who, at the expiry of the financial year, were members of the Association, and
18.3.3 A declaration to the effect that the Association has been carrying on business or has been in operation during the financial year.
18.4 Display of Financial Documents at Association Office: It shall be the duty of the Executive Committee to keep a copy of the last balance sheet of the Association, together with the report of the Auditors, displayed in a conspicuous place at the registered office of the Association.
19. NEW RULES AND ALTERATION OF RULES:
19.1 To bring amendments in the byelaws, the matter has to be discussed in GB, with a prior notice of 10 days, and passed in that GB, with a majority support of 3/5th of the members, who are eligible to vote and physically present in that GB. Before the amendment comes into force, within a period of one month, the same matter has to be passed in a second GB, with a majority support of 3/5th of the members, eligible to vote and physically present in that GB. Copy of the byelaws , such amended, undersigned by three EC members ,have to be submitted to Director of Registrar of Societies within 14 days.
20. DISSOLUTION AND WINDING UP:
20.1 If, not less than three fourth of the members of AIMSAAT firmly determine to wind up or dissolve the Association, there shall remain, after the satisfaction of all its debts and liabilities, any property whatsoever the same shall not be paid to or distributed among the members of the Association or any of them, but shall, subject to Travancore Cochin Literary, Scientific and Char itable Societies Registration Act 12 of 1955, be given to any other registered Association of equivalent character or to the Government.
Certified that this is the true copy of the Byelaws registered as No.R-298/2011 under Travancore Cochin Literary, Scientific and Charitable Societies Registration Act 12 of 1955