By-laws

Article - I

  • 1. The Committee shall have power to frame Bye-laws and place them before the Council/Annual General Body of the Society for ratification.

Article - II

Subscription

  • 2. The membership subscription of the Society shall be decided by the Council, subject to approval by the General Body. It can change from time to time according to the Council's decision.

Article - III

Office - bearers of the Society

  • 3. The Society shall have the following five office-bearers. a) President
    b) President-Elect
    c) General Secretary
    d) Treasurer
    e) Editor

Article - IV

Duties, Powers and Terms of Office of Office-bears

  • 4. The President
  • a) The President shall hold office for two years
    b) Shall be the Chairman of the General Body, Extra-Ordinary and Executive Committee/Council meetings and, when appointed, of any other Committee.
    c) Shall have a casting vote in case of equality of votes.
    d) Shall regulate the proceedings of the meetings and conferences and interpret rules and regulations and decide doubtful points at issue.
    e) Shall preserve the order and shall decide on all points of order at or in connection with the meeting. There shall be no discussion on any point of order and the decision of the President shall be final.
    f) Shall be co-officio member of all sub-committees.
    g) Shall be consulted on all important matters concerning the affairs of the Society.
    h) Shall be the leader of any delegation of which he is a member.
  • 5. The President-Elect
  • a) The President-Elect shall hold office for two years, and at the end of the term will succeed the President.
    b) Shall preside over all meetings in the absence of the President and shall have all the powers of the President on that occasion.
  • 6. The General Secretary
  • a) The General Secretary shall hold office for three years and shall be eligible for re-election at the end of this term.
    b) Shall be in charge of the office of the society.
    c) Shall, ordinarily, conduct all correspondence.
    d) Shall have general supervision of accounts, pass all bills for payment.
    e) Shall get prepared by the Treasurer a fully audited annual statement of accounts for presentation at the Annual General Body Meeting of the Society.
    f) Shall maintain an up-to-date register of all members of the Society.
    g) Shall organize, arrange and convene meetings, conferences, lectures and demonstration, etc.
    h) Shall attend meetings of the Society and keep proceedings thereof.
    i) Shall be ex-officio member of all sub-committees.
    j) Shall bring any matter, which he considers necessary in the interest of the Society to the notice of the Executive Council for guidance and decision.
    k) When retiring, shall hand over the properties, books, etc. to the newly elected General Secretary before the commencement of the next calendar year (i.e. before 1st January of the next year).
  • 7. The Treasurer
  • a) The Treasurer shall hold office for three years and shall be eligible for re-election at the end of this term.
    b) Shall be responsible for collection of subscriptions and donations from Members and well-wishers of the Society, and maintain index cards showing up-to-date subscription position.
    c) Shall sign the receipts and prepare statement of receipt and expenditure of the Society, duly audited by an auditor appointed by the Executive Council, each year and shall present the same and the Balance Sheet at the Annual General Body Meeting.
    d) Shall have power to make payments not exceeding to Rs. 1,000/- without consent of the General Secretary.
    e) Shall open an account with a nationalized bank approved by the Committee and shall have the authority to operate the account for the expense of the Society.
    f) When retiring, shall hand over cash, account books and other papers and documents connected with works of the Treasurer of the Society to the newly elected Treasurer before the commencement of the next calendar year (i.e. before 1st January of the next year).
  • 8. The Editor
  • a) The Editor shall hold office for five years and shall be eligible for re-election at the end of this term.
    b) Shall be responsible for publication of the Society's Bulletin/Journal.
    c) Shall be the Chairman of the Editorial Board and the Journal Committee. Members of the Editorial Board shall be elected by the Council in consultation with the Editor and their number shall not exceed 11. The Journal Committee shall be a sub-committee under the Council and the Editor, like the Chairman of any other sub-committee, shall have the power to co-opt members of the Committee.
    d) Shall present his annual report at the Annual General Body Meeting of the Society.
    e) Shall submit an audited statement of accounts to the Treasurer every year.

Article - V

Terms of Office of the Executive Council Members

  • 9. Members of the Council shall hold office for three years and shall be eligible for re-election at the end of this term.

Article - VI

Election of Office-bearers and Executive Council Members

  • 10. Election of the President-Elect, General Secretary, Treasurer, Editor and Members of the Council shall be held at the Annual General Body Meeting.
    11. The General Secretary, at least four months before the annual conference, will invite, through a Circular, nominations for the different positions for the next term. These nominations will be directly sent to the Chairman/Convener, Nominating Committee. Nominating Committee will scrutinize all nominations received for different positions and will then recommend to the Council the names of persons for each position. The Council will finalize the candidates for each of the positions and will recommend the names to the General Body for final approval.
    12. If any controversy arises in the General Body over name(s) elected by the Council for any of the positions, the matter will be decided through ballot voting in the General Body meeting itself.
    13. The election will be conducted under the control of the President (or the President-Elect, if the President is absent) and the General Secretary. The result of the election will be announced on the same day or on the following day.

Article - VII

Meeting of the Executive Council

  • 14. The meetings of the Executive Council shall be of three kinds:
  • a) The Ordinary Meeting shall be held once a year during the annual conference.
    b) A requisition meeting shall be called within six weeks from the date of receipt of a requisition signed by at least two Member of the Executive council stating the business for which the requisition meeting is required.
    c) The General Secretary, with the permission of the President, can request an extra-ordinary meeting of the Executive Council for which at least 15 days notice shall be given to all Members of the Council.
    Note : if his/its subscriptions are in arrears for two years and he has not paid in spite of a final notice regarding his dues from the General Secretary or Treasurer.
  • 15. The General Secretary, with the permission of the President, can request an extra-ordinary meeting of the Executive Council for which at least 15 days notice shall be given to all Members of the Council.
    16. The decision of the Council in all matters pertaining to the Society shall be final subject to ratification by the General Body at its Annual General Meeting.
    17. Every meeting of the Council shall be presided over by the President, or by the President-Elect in the absence of the President or by a Member chosen at the meeting in the absence of both the President and the President-Elect.
    18. A Council meeting will take place prior to every General Body Meeting.

Article - VIII

Calling of the Annual General Body meeting

  • 20. The Annual General Body Meeting shall usually be held during the Annual Conference of the Society and the provisional date and venue shall be proposed and decided at the previous Annual General Body meeting.
    Notice and agenda of the General Body Meeting shall be sent by the
  • a) General Secretary to all Members of the Society at least 30 days before the meeting. Initial information about the venue (City or Town) and provisional dates of the Annual Conference (and so of the Annual General Body Meeting) shall be given to all Members by the General Secretary in a circular at least 90 days before the Annual General Body Meeting.
  • b) The General Body Meeting shall be presided over by the President or by the President-Elect in the absence of the President.
  • c) The Council shall have power to fix or change the date and avenue of the Annual Conference and Annual General Body Meeting of the Society under the special circumstances.
  • d) Business to be transacted: The business to be transacted at the Annual General Body Meeting shall be the following: Condolence resolution, if any
  • Confirmation of the minutes of the proceedings of the last Annual
  • i) General Body Meeting and Extra-ordinary General Body Meeting, if any.
  • ii) Reading and adoption of the General Secretary's report.
  • iii) Reading and adoption of the Treasurer's report and a statement of audited accounts.
  • iv) Reading and adoption of the Editor's report.
  • v) Election of Office-bearers and Members of the Executive Council in place of retiring Members
  • vi) Appointment of Auditor.
  • Amendment of Rules and Bye-laws, if any.
  • vii) Resolutions from Members.
  • viii) Any other business with the permission of the Chair.
  • ix) The proceedings of the General Body Meeting shall be regulated
  • x) according to the Rules and Bye-laws of the Society. Unless otherwise
  • x) determined by the Rules, every question submitted to the General Body Meeting shall be decided by show of hands and in case of equality of votes of the person presiding shall have and exercise a second or casting vote. The minutes of proceedings of the General Body Meeting shall be recorded by the General Secretary.
  • 21. Quorum - The quorum of the General Body Meeting shall be 30% of the total strength of the Members of the Society.

Article - IX

Appointment of Auditor

  • 22. Every year the Council shall appoint a competent registered Auditor for auditing the accounts of the Society and the duties of the auditor shall be as follows:
  • a) Shall audit the accounts at the end of the year and shall certify to their correctness.
    b) Shall give suggestions for the keeping of accounts as required.

Article - X

Salaries on Remuneration

  • 23. The General Secretary shall keep an imprest-account not exceeding Rs.1,500/- and shall recoup the amount spent from the Treasurer on production of vouchers. Expenditure exceeding Rs.500/- at a time, except and printing and postage, shall be incurred only with the permission of the Council.
    The General Secretary, the Treasurer and the Editor may keep Clerk/ Steno Typist for the Society's administrative work. The remuneration of such staff shall be decided by the Council from time to time, depending on the availability of such personnel and the volume of work involved.

Article - XI

Funds of the Society

  • 24. Income: The funds or income of the Society shall be derived from the following sources:
  • a) Subscriptions paid to the Society by its Members.
    b) Donations.
    c) Share of the surplus amount accumulated in the hands of the Organizing Committee of the Annual Conference of the Society
    d) Subscriptions paid to the Society by its Members.
    e) Advertisement in the Journal or any other publication of the Society
    f) Proceeds from the sale of periodicals or books and such other property as may be acquired from time to time.
    g) Interest on Savings Bank and Fixed Deposit Accounts. Contributions from the Government or Local Bodies.
  • 25. Expenditure: The Council shall, out of the funds of the Society, defray all expenses including rents, salaries, wages and such other charges as may be necessary for carrying on the Society.

Article - XII

Annual Conference

  • 26. An Annual Conference of the Society shall be organized every year or as the General Body may decide, under the auspices of the Society at a suitable place and time to be decided at the Annual General Body Meeting of the Society. Such Conference shall usually be held before the 31st day of December.
    27. The General Secretary of the Society shall be responsible for:
  • a) Fixing the dates of the Annual Conference in consultation with the Organizing Committee
    b) Making alternative arrangements, in case the Organizing Committee fails to give a firm commitment regarding the proposed dates for the Conference.
    c) Negotiating with Members desirous of inviting the Annual Conference at different places in India so as to keep 2-3 different invitations always pending.
    d) Informing all the Members the dates of the Conference.
    e) Inviting delegates from other relevant Societies/Organizations.
    f) Arranging for railway concession for delegates, if possible.
    g) Writing to all Government and similar agencies at the Centre and the States to permit Members serving under them to attend the Conference on temporary duty.
  • 28. The expenses of the Conference shall be wholly borne by the Organizing Committee and the Society shall not be responsible for any loss on account of holding the Conference. The Executive Committee shall render every possible assistance to the Organizing Committee of the Conference. The Executive Committee may sanction an appropriate non-refundable seed money not exceeding Rs.1,000/- for making the preliminary arrangements in connection with the Annual Conference. The amount will be placed at the disposal of the Organizing Secretary of the Conference and may be spent for this purpose. Further, a loan not exceeding Rs. 3,000/- may be given if a request is made by the Organizing Secretary of the Conference with an undertaking to repay the same.