|
Article No.
|
Division
|
Subdivision
|
Description
|
|
1
|
|
|
NAME
|
|
|
a
|
|
The name of the Society here-in-after called the “Society” or “Association" shall be 'The Indian Orthodontic Society'.
|
|
2
|
a
|
|
AIMS
The aims for which the Society is established are:
|
|
|
|
i
|
To popularise and promote the study of Orthodontics in India which, is an art and science that includes the study of growth and development of jaws and face particularly, and the body generally as influencing the position of the teeth; the study of action and reaction of internal and external influences on the development and the prevention and correction of arrested and perverted development.
|
|
|
|
ii
|
To popularise and spread the practice of Orthodontics in India.
|
|
|
|
iii
|
To educate the Indian Public about the importance of Orthodontics.
|
|
|
|
iv
|
To promote and safeguard the common interests of the Orthodontists in India.
|
|
|
|
v
|
To carry out research and to promote orthodontics through setting up charity/subsidised clinic (s) for the Indian population.
|
|
|
|
vi
|
To foster friendship and brotherhood amongst the members of the Society.
|
|
|
b
|
|
OBJECTIVES
The objectives for which the Society is established are:
|
|
|
|
i
|
To conduct examinations for recognition of clinical excellence in Orthodontics.
|
|
|
|
ii
|
To print and publish journals, periodicals, articles and other literatures relating to problems, practices, methods, improvements and other matters relating to Orthodontics.
|
|
|
|
iii
|
To exchange with Orthodontists in India as well as abroad the methods and improvement of and relating to the practice of Orthodontics.
|
|
|
|
iv
|
To be an active member amongst sister affiliate Societies or organizations who promote Orthodontics & Dento-facial Orthopedics as an art and science in other parts of the world.
|
|
|
|
v
|
To enter into any arrangements with the Government of India or with different State Governments in India or with any foreign Governments, Chambers of Commerce, Municipalities, Local Boards or with any other Public or Private Authorities that may further any of the objectives of the Society.
|
|
|
|
vi
|
To represent officially the views of the members of the Society on all matters affecting or likely to affect the study and practice of Orthodontics in India, before the Government of India, different State Governments, foreign Governments, Chambers of Commerce, Municipalities, Local Boards, Universities or any other Public or Private Authorities.
|
|
|
|
vii
|
To aid and help the members of the Society in procuring for them the necessary raw materials and other articles and equipment required in the practice of Orthodontics in India.
|
|
|
|
vii
|
To purchase, take on lease or in exchange or otherwise acquire any movable or immovable property, rights or privileges which may be necessary or convenient for any of the interests of the Society.
|
|
|
|
viii
|
To sell, improve, manage, develop, lease, mortgage, charge, hypothecate, dispose of or otherwise deal with all or any of the properties movable and/or immovable, rights and privileges of the Society.
|
|
|
|
ix
|
To accept any gifts, donations, subscriptions and contributions whether subject to any trust or not, for furthering the interests of the Society.
|
|
|
|
x
|
To borrow or raise or secure the payments which may be required for the purposes of the Society in such manner as the Society may think fit and in particular by the issue of promissory notes, bonds, debentures or debenture stock, charges, bonds or any of the property and assets of the Society both present and future, and not to purchase, redeem and pay off such securities in such manner as the Society may think fit.
|
|
|
|
xi
|
To invest or otherwise deal with any funds of the Society in accordance with the provisions of section 13 (l) (d) read with 11(5) of the Income tax Act, as may from time to time be determined by the Executive Committee and to open and operate Current, Cash, Credit, Safe Deposit or Fixed Deposit or Overdraft Account or Accounts with any Nationalised / Scheduled Bank or Banks.
|
|
|
|
xii
|
To draw, make, accept, endorse, discount, execute and issue negotiable instruments, railway receipts, promissory notes, cheques, debentures or otherwise and generally to do all such acts, deeds and things.
|
|
|
|
xiii
|
The Society shall not carry out activities outside India, unless Indian Orthodontic Society joins a recognised global body of which 'Indian Orthodontic Society’ is a member and is jointly organising an activity with due permission/concurrence of the Executive Committee: of which, the EC will suitably keep the general members suitably informed about through appropriate channels of information.
|
|
|
|
xiv
|
The Society shall not carry out any activities with the intention of earning profit.
|
|
3
|
|
|
OFFICE OF THE INDIAN ORTHODONTIC SOCIETY
|
|
|
a
|
|
The Head Office of the Society
The Head office of the Society shall be the place where the Secretary of the Society resides or as may be determined by the Executive Committee of the Society. All correspondence to the Society will be addressed at the place where the Secretary of the Society resides.
|
|
|
b
|
|
Registered Office of the Society
The Registered office of the Society shall permanently be at Bapuji Dental College Building, Davangere 577 004, Karnataka, India.
|
|
4
|
|
|
OFFICIAL LANGUAGE
|
|
|
a
|
|
The official language of the Society shall be English, and all correspondence or meetings of Indian Orthodontic Society shall be conducted in English.
|
|
|
b
|
|
Conferences and Conventions shall be conducted in English. Simultaneous translations of scientific sessions to other languages as feasible are recommended.
|
|
5
|
|
|
CONSTITUTION
|
|
|
a
|
|
This Constitution shall be followed by the Head Office, Study Groups and all members of the Society.
|
|
|
b
|
|
No proposal for change of Constitution shall be considered at any Annual General body Meeting unless the proposed alteration has been circulated to the members of the Executive Committee for opinion and unless due notice of it has been given in the agenda of the Executive Committee Meeting and Annual General body Meeting, or an Extra Ordinary General meeting specially convened for the same purpose.
|
|
|
c
|
|
An amendment to the Constitution will be valid only when approved by three-fourth majority of the members present at the time of voting at the Annual General body meeting or Extraordinary General body Meeting of the Society and shall come into effect immediately after it is passed, unless otherwise specified.
|
|
|
d
|
|
Any change with regard to the amendments in shall be informed to the Commissioner of Income Tax and Society Registration Authority, for approval.
|
|
|
e
|
|
No resolution for amendment to the Dentists Act, 1948 shall be forwarded to the Government of India unless approved at the Annual General body Meeting / Extra-ordinary General body Meeting of the Society.
|
|
|
f
|
|
If at all there is a dispute in the interpretation of the articles of this Constitution, the same shall be referred to the Constitution Committee and then to Executive Committee to resolve the dispute and in the event the dispute is not resolved by the Executive Committee and any party being dissatisfied by the decision of the aforementioned committees shall ask for reference to be made for Arbitration as per the arbitration procedures laid down under the Article 47, 48 and 49 of the Constitution of the Society and the procedure laid down will be followed. The decision of the Arbitrator shall be final and binding on the parties to the reference/ dispute. The Cost(s) of the Arbitration proceedings shall be borne by the parties to the reference/ dispute before the Executive Committee and before the Arbitrator(s).
|
|
6
|
|
|
DEFINITIONS
|
|
|
|
|
In this Constitution, unless the context requires otherwise the following abbreviations shall mean:
|
|
|
a
|
|
“Association” / “Society” / “IOS” means Indian Orthodontic Society.
|
|
|
b
|
|
“Hon. Secretary” or “Hon. Secy” means Honorary Secretary.
|
|
|
c
|
|
“Members” means all classes of members.
|
|
|
d
|
|
“Ex.Comm.”/ “E.C.” or “EC” means Executive Committee |
|
|
e
|
|
“H. O.” or “HO” means Head Office.
|
|
|
f
|
|
“A. G. M.” or “AGM” means Annual General body Meeting.
|
|
|
g
|
|
“E. O. G. M.” or “EOGM” means Extra Ordinary General body Meeting.
|
|
|
h
|
|
“IOC” means Indian Orthodontic Conference.
|
|
|
i
|
|
“JIOS” means Journal of The Indian Orthodontic Society.
|
|
|
j
|
|
“IOST” means IOS Times.
|
|
|
k
|
|
“CC” means Constitution Committee.
|
|
|
l
|
|
“AC” means Arbitration Committee.
|
|
|
m
|
|
“CoC” or “COC” means Conference Organizing Committee.
|
|
|
n
|
|
“SC” means Scrutinizing Committee
|
|
|
o
|
|
“SG” means Study Group
|
|
7
|
|
|
CLASSES OF MEMBERS
|
|
|
|
|
There shall be seven classes of Members.
|
|
|
a
|
|
FOUNDER MEMBERS: Persons who have taken part in the formation of the society and promoted the Society shall be the Founder Members.
|
|
|
b
|
|
LIFE MEMBERS: Any person being registered in Part “A” of the Indian Dentists Register and possessing post graduate qualifications in orthodontics from an Institution or University which is recognized by the Dental Council of India and whose application is approved by the Executive Committee.
|
|
|
c
|
|
STUDENT MEMBERS: Any person registered in Part “A” of the Indian Dentists Register and who is enrolled in a post graduate course in Orthodontics as approved by the Executive Committee for this purpose shall be eligible to become a student Member of the Society. Such membership shall be valid for three years or the students passing Master of Dental Surgery Course in Orthodontics, whichever is earlier. No student shall be enrolled after 05-01-2008 under this category. The existing members shall continue as per the above provision.
|
|
|
d
|
|
STUDENT-LIFE MEMBERS: Any person eligible to be a student member and wishes to be a life member after the successful completion of post graduate qualifications in orthodontics from an Institution or University which is recognized by the Dental Council of India and who shall fulfil all the requirements for becoming a life member and whose application is approved by the Executive Committee. This status will be retained for a period of 5 academic years after gaining admission to the M.D.S. (Orthodontics) program. Thereafter (post-5-year period), an entirely fresh application with needed monies will be required to be made by a student to the Hon Secy. The Student members shall have no voting rights.
|
|
|
e
|
|
ASSOCIATE MEMBERS: Any person from abroad who is qualified to become a life member and whose application is approved by the Executive Committee shall be eligible to become an Associate Member. This shall also include those Dentists with overseas orthodontic post graduate qualifications recognised by the Council governing dental education (Dental Council of India) in accepting such individuals as teachers at Dental Colleges in India. The Associate members shall have no voting rights.
|
|
|
f
|
|
AFFILIATE MEMBERS: Any person not being eligible to be enrolled as a life member but who is interested in the study of Orthodontics and is registered in Part “A” of the Indian Dentist's Register and who is approved by the Executive Committee of the Society for the same shall be eligible to become an Affiliate Member of the Society. No person shall be enrolled after 31-12-1982 in this category. The existing members enrolled prior to the aforementioned date shall continue. The Affiliate members shall have no voting rights.
|
|
|
g
|
|
HONORARY MEMBERS: The Executive Committee may nominate any person to be an Honorary Member of the Society. This shall need to be approved by the General body.
|
|
8
|
|
|
REGISTER OF MEMBERS
|
|
|
a
|
|
Head Office shall maintain a register of members with Membership Number, Name, Qualification, Current Address, Pin code, telephone numbers and e-mail addresses.
|
|
|
b
|
|
There shall be separate registers for all classes of members.
|
|
|
c
|
|
Every member shall forthwith notify the Honorary Secretary of any change in his / her name, address or additional qualifications.
|
|
9
|
|
|
WEB SITE AND ELECTRONIC MAIL
|
|
|
a
|
|
The Society shall operate a web site to publish its notices, to educate the public about orthodontics and other official purposes.
|
|
|
b
|
|
The Honorary Secretary shall be in charge of the web site.
|
|
|
c
|
i
|
All circulars/information etc., that are related to knowledge of the general membership shall be displayed on the official Website of the Society. The Honorary Secretary will send emails to the last registered email address of a member without the need to back it up with printed letters/circulars. Any change in a member’s contact details (email address, postal address, telephone numbers, etc.) for receiving mailings (circulars / JIOS, etc.) from the Society and/or his profile (added qualification, teaching attachment, etc.) should be intimated to the Honorary Secretary by Registered Post with Acknowledgement Due and backed-up by sending an email to the Honorary Secretary and copied to Honorary Joint Secretary.
|
|
|
|
ii
|
Letters sent by a member through emails by using fictitious email addresses and / or by furnishing / using incorrect / unsubstantiated information about self / the Society to other member(s) will be considered to be an anti-Society activity and attract punitive measures as per the recourse outlined under Article 18 of the Constitution. Such members shall be considered to be ‘not in good standing’ if the EC so agrees to.
|
|
|
|
iii
|
Any slanderous / accusatory mail originating from the email identity of a member about another member(s) and / or the Office bearer(s) of IOS shall be treated as attempts at defamation and the onus will be on the sender of such a mail to prove the accusations / insinuations beyond any reasonable doubt to the EC. If the sender of such a mail fails to do so, this will be considered as an anti-Society activity and dealt with as per the recourse outlined under Article 18 of the Constitution. Such members shall be considered to be ‘not in good standing’ if the EC so agrees to.
|
|
10
|
|
|
THE SOCIETY YEAR
|
|
|
a
|
|
The year of the 'Indian Orthodontic Society' shall be between two Indian Orthodontic Society annual conferences. For Financial purposes and for purposes of auditing it shall be from 1st April to 31st March, every year.
|
|
11
|
|
|
APPLICATION OF INCOME
|
|
|
a
|
|
The income of the Society, howsoever derived shall be applied solely towards the promotion of the objectives of the Society and no portion thereof shall be paid or transferred directly or indirectly by way of Dividend, Bonus, Profit or otherwise howsoever to the members of the Society, provided, however, that nothing herein contained shall prevent the Society from making payments in good faith of any remuneration or emolument to any member, officer, or any other person in return for any services actually rendered or to be rendered to the Society.
|
|
12
|
|
|
APPLICABILITY AND JURISDICTION OF THE CONSTITUTION AND BYE-LAWS OF THE SOCIETY
|
|
|
a
|
|
The Society shall function and carry on its activities throughout the Union of India.
|
|
|
b
|
|
The Bye-Laws of the Society is applicable to the all the Members of the Society.
|
|
|
c
|
|
The Jurisdiction for any disputes of the Society shall be the place where the Head Office of the Society situated or as may be determined by the Executive Committee of the Society and that court will have jurisdiction to try any dispute arising and touching the interpretation of Articles of these Bye-Laws.
|
|
13
|
|
|
RECORDS
|
|
|
a
|
|
Account Books, Ledgers, Cash Books of the Society shall be retained up to eight years. Beyond eight years they may be destroyed. However, the Audited Balance Sheets of all the years shall be retained by Head Office.
|
|
|
b
|
|
Correspondence beyond five years may be destroyed at the discretion of Honorary Secretary. Annual general body & Extra Ordinary General body Meeting minutes, Executive Committee minutes, attendance registers of Executive Committee / Annual General body Meeting & Membership Registers and important correspondence shall be retained in the Head Office.
|
|
14
|
|
|
ELIGIBILITY AND MODE OF BECOMING A MEMBER
|
|
|
a
|
|
The Society is open to all, irrespective of caste, religion, sex, etc.,
|
|
|
b
|
|
Any person desiring to be a member of the Society under one or the other class of membership and possessing the requisite eligibility shall make an application in writing in the form as may from time to time be prescribed by the Society, to the Honorary Secretary of the Society, setting out the particulars required and accompanied by the requisites entrance and subscription fees of the Society. In case of student membership, a bonafide certificate, certifying him/her as a postgraduate student from the Head of the Institution, where he/she is studying shall have to be submitted.
|
|
|
c
|
|
Every application shall be submitted by the Honorary Secretary of the Society to the Executive Committee with the least possible delay. The Executive Committee shall have the absolute discretion to accept or reject any application without giving any reasons for the same.
|
|
|
d
|
|
In case the application is not accepted, the entrance fee and the annual subscription, if any, forwarded therewith shall be refunded to the applicant concerned.
|
|
|
e
|
|
An applicant should not have been convicted by any competent court of law for any cognizable offence; he should not be of unsound mind or insolvent. He / She should not have been engaged in any activity detrimental to the interest of any Society. While joining he/she should sign a declaration to that effect in the application form.
|
|
15
|
|
|
ENTRANCE AND SUBSCRIPTION FEES
|
|
|
|
|
The Entrance and Subscription Fee payable by different class of members shall be as follows:
|
|
|
a
|
|
FOUNDER MEMBERS - Renewals only. Rs. 500/- annually.
|
|
|
b
|
|
LIFE MEMBERS - Entrance Fee Rs.200/- and Rs. 6000/- as subscription for life time.
|
|
|
c
|
|
STUDENT MEMBERS – Entrance Fee Rs.200/- and Rs. 1000/- as subscription for three years or passing MDS, whichever is earlier (No student shall be enrolled in this category after 05-01-2008).
|
|
|
d
|
|
STUDENT-LIFE MEMBER - Entrance Fee Rs.200/- and Rs. 6000/- as subscription for life.
|
|
|
e
|
|
ASSOCIATE MEMBERS- US $ 75 as entrance fee and US $ 150 as subscription annually.
|
|
|
f
|
|
AFFILIATE MEMBERS - Renewals only. Rs. 8000/- for four years.
|
|
|
g
|
|
HONORARY MEMBERS – No entrance fee or annual fee.
|
|
16
|
|
|
DISTRIBUTION OF SUBSCRIPTION
|
|
|
a
|
|
From the subscriptions received from life members, the Head Office shall contribute shares for the JIOS at the rate of Rs. 150/- per member every year.
|
|
|
b
|
|
From the subscriptions received from the subscriptions received from Student Life Members, the Head Office shall contribute shares for the JIOS at the rate of Rs. 100/- per member every year.
|
|
|
c
|
|
For every Rs. 1000/- increase in the membership fee, the share money paid for JIOS every year as per Article 16 (b) be proportionately increased by Rs 50/-.
|
|
17
|
|
|
NON-PAYMENT OF SUBSCRIPTION
|
|
|
a
|
|
If any member fails to pay his or her annual subscription within two months from the commencement of the financial year of the Society, the Honorary Secretary shall send a registered notice to such member requiring him or her to pay such subscription within a prescribed period and if the payment of subscription is not made within such period his or her name shall at the discretion of the Executive Committee be liable to be removed from the membership.
|
|
18
|
|
|
CEASURE OF MEMBERSHIP
|
|
|
|
|
A member shall cease to be a member of the Society if:
|
|
|
a
|
|
The member tenders his resignation in writing to the Executive Committee giving three months notice.
|
|
|
b
|
|
The member has his membership removed under article 14 hereof.
|
|
|
c
|
|
If he / she is convicted of any offence involving moral turpitude or found to be guilty of professional misconduct by the court of law.
|
|
|
d
|
|
If he/she is found acting against the Constitution / interests /functioning of the Society or is found to be vilifying any member with malicious intent and the General body feels so.
|
|
|
e
|
|
If any member who is not qualified [article 14 (b)] has secured admission on misrepresentation, such member shall automatically cease to be a member.
|
|
|
f
|
|
Encouragement or connivance of a member to a non-orthodontist to do Orthodontic treatment and abatement of Orthodontic quackery shall also be considered as professional misconducts within the meaning of this article.
|
|
|
g
|
|
In the matter of disqualification, the decision of General body shall be final.
|
|
|
h
|
|
Procedure for expelling a member (other than an Office Bearer of IOS)
|
|
|
|
i
|
Any Life Member of the Society can write to the Honorary Secretary demanding expulsion of any other Life Member giving detailed reasons for the demand of expelling the said member.
|
|
|
|
ii
|
On receipt of such a written complaint and demand for expulsion, the Hon. Secretary will present the same to the Executive Committee. If passed by the EC, the Hon Secy will then send a copy of the original complaint along with a covering letter from the Head Office to the life member facing possible expulsion by Registered Post with Acknowledgement Due requiring a written reply from the member concerned in the same manner within 14 days of receipt.
|
|
|
|
iii
|
The Demand for expulsion (and the Reply, if received within the stipulated time) will then be placed successively before the Constitution Committee and the Executive Committee. If Constitution Committee approves the demand for expulsion by a simple majority, the matter shall be placed before the Executive Committee. The member facing expulsion will then be informed of the Executive Committee meeting which is to discuss this matter and be invited to be physically present at this EC meeting at a pre-notified time at his own expense. He will be given a three-week advance intimation of such a meeting and will be invited to give a 10 minute presentation to the Executive Committee, after which he/she will be required to leave. Irrespective of the member facing possible expulsion making a personal presentation to the EC, if the Executive Committee, after due discussion, approves the motion for expulsion by two-thirds majority of the members present and voting, the EC shall then frame a resolution for expulsion of the said member giving the reasons in brief for consideration at the next General meeting of the Society.
|
|
|
|
iv
|
This resolution for expulsion shall then be circulated amongst the members of the Society at least 30 days before the next General Meeting of the Society. At this meeting, the said resolution will be put to vote by secret ballot. This secret ballot may be carried out concurrent to the voting for the Elections. If more than half the members present and voting do vote for the said expulsion resolution, the Life Member facing expulsion will be deemed to have been expelled from the primary membership of the Society with immediate effect.
|
|
19
|
|
|
LIABILITIES OF PERSONS CEASING TO BE MEMBERS
|
|
|
a
|
|
Any member, so ceasing to be, shall forfeit all his or her rights to or claims upon or privileges of the Society, its properties and Funds but shall however continue to be liable for and pay to the Society all dues which at the time of his or her ceasing to be a member of the Society be deemed from him or her to the association.
|
|
20
|
|
|
PRIVILEGES OF MEMBERSHIP
|
|
|
a
|
|
All members shall be provided with a copy of the Constitution of the Society, free of cost.
|
|
|
b
|
|
All life members shall be supplied with a copy of all the publications of the Society, free of cost or at such rates as the Executive Committee may fix from time to time.
|
|
|
c
|
|
All student members can avail themselves of the publications through the Indian Orthodontic Society website or at such rates as the Executive Committee may fix from time to time.
|
|
|
d
|
|
All members shall be entitled to the use of the library and the Society rooms, if any, set apart for the use of the members.
|
|
|
e
|
|
All members shall have the right to attend and take part in discussions in all general meetings, lectures and demonstrations organised by the Society, on paying the prescribed fee if any.
|
|
|
f
|
|
Only founder and life members shall have the right to vote on resolutions put forward at the General body Meetings / Extra Ordinary General body Meetings.
|
|
|
g
|
|
All members shall have the right to attend conferences/conventions organised by the Society on payment of the prescribed fee if any or on such terms as hereunder laid down by the Society.
|
|
|
h
|
|
All members shall enjoy any other privileges that may hereafter be conferred by the Executive Committee.
|
|
|
i
|
|
Only founder and life members shall be eligible to contest or hold offices provided they are members of good standing.
|
|
|
j
|
|
Copy of the Constitution and / or all publications / communications of the Society in a printed form shall be sent to all Founder and Life members to an address in India furnished by them as per the records of the head office only after the correctness of their official mailing address is confirmed through an exchange of emails by the concerned Official-in-Charge (Hon Secy/Editor JIOS/Editor IOST, etc.).
|
|
21
|
|
|
CONSTITUTION OF THE EXECUTIVE COMMITTEE
|
|
|
a
|
|
The Executive Committee of the Society shall consist of the President, President-Elect, Immediate Past President, Vice-President and Honorary Secretary as the Principal Officers. Other members in the Executive Committee shall include Honorary Treasurer, Editor JIOS, Editor IOST, Honorary Joint Secretary and Executive Committee Members.
|
|
|
b
|
|
The Chairperson of The Indian Board of Orthodontics shall be an “add-on” member of the EC for a period of one Society year and shall not have any voting rights.
|
|
|
c
|
|
The out-going Honorary Secretary of Indian Orthodontic Society shall be an ex-officio member of the EC for a period of one Society year with voting rights.
|
|
|
d
|
|
The election of the President-elect and Vice President shall be held every year from amongst the Life members.
|
|
|
e
|
|
The election of the Honorary Secretary shall be held every four years from amongst the Life Members. The Honorary Treasurer and Honorary Joint Secretary shall be nominated by the Honorary Secretary from the same town as that of the Secretary for the smooth functioning of the office.
|
|
|
f
|
|
The election of the Editor JIOS shall be held every four years from amongst the Life Members.
|
|
|
g
|
|
The election of the Editor IOST shall be held every two years from amongst the Life Members.
|
|
|
h
|
|
The Executive Committee Members shall be elected from amongst the Life Members every year at the ratio of one member for every 100 life members or part thereof. The total number of Executive Committee members shall not exceed 25.
|
|
|
i
|
|
The election of the members of the Executive Committee as aforesaid shall be held at the Annual General body Meeting of the Society.
|
|
|
j
|
|
All the meetings of the Executive Committee shall be called by at least 30 days notice by e-mail or in writing.
|
|
|
k
|
|
The quorum for the meeting of the Executive Committee shall be ‘one-third’ elected members of which at least one is a Principal Office bearer.
|
|
|
l
|
|
Apologies shall not be accepted as a substitute for attendance.
|
|
22
|
|
|
ELECTION OF OFFICE BEARERS
|
|
|
a
|
|
Eligibility
|
|
|
|
i
|
All Indian Orthodontic Society Life Members of good standing and whose subscription has been received in the Head Office 60 days before the Annual General body Meeting shall be eligible to vote in the forthcoming Annual General body Meeting.
|
|
|
|
ii
|
No member shall hold the post of President for more than one term.
|
|
|
|
iii
|
No member shall hold the post of Vice President, Honorary Secretary, Honorary Treasurer, Editor JIOS, Editor IOST or Honorary Joint Secretary for more than two terms.
|
|
|
|
iv
|
Honorary Joint Secretary: Shall be nominated by the Honorary Secretary and shall reside at either the same city, or, a city that is near the location of the Head Office. Honorary Joint Secretary shall have voting rights.
|
|
|
|
v
|
Honorary Treasurer: Shall be nominated by the Honorary Secretary and shall reside at either the same city, or, a city that is near the location of the Head Office. Honorary Treasurer shall have voting rights.
|
|
|
|
vi
|
Members who have been debarred for shortage of attendance in the Executive Committee meetings shall not be eligible for contesting in the elections during the debarred period. (Three Society years).
|
|
|
b
|
|
Qualification Criteria for Candidates:
The criteria that are detailed below for various posts should be fulfilled by all prospective candidates on the pre-announced day on which all applications received by the Head Office are subjected to a scrutiny by the Scrutinizing Committee. The nomination of a candidate, who does not satisfy the qualification norms specified below, will automatically be declared to be invalid by the Scrutinizing Committee. This will come into immediate effect from the AGM of 2011 onwards. The eligibility criteria detailed for the Posts detailed under subdivisions (i) to (viii) hereunder for are to be put into effect for Elections conducted in the year 2012 and thereafter.
|
|
|
|
i
|
President Elect: A member who has been an elected member of the Executive Committee for a minimum period of three years with minimum 60% attendance in each year.
|
|
|
|
ii
|
Vice-President: A member who has been an elected member of the Executive Committee for a minimum period of three years with minimum 60% attendance in each year.
|
|
|
|
iii
|
Honorary Secretary: A member who has been an elected member of the Executive Committee for a minimum period of three years with minimum 60% attendance in each year.
|
|
|
|
iv
|
Honorary Joint Secretary: A member who has been an elected member of the Executive Committee for a minimum period of two years with minimum 60% attendance.
|
|
|
|
v
|
Honorary Treasurer: A member who has been an elected member of the Executive Committee for a minimum period of two years with minimum 60% attendance.
|
|
|
|
vi
|
Editor, JIOS: A member who has been an elected member of the Executive Committee for a minimum period of two years with minimum 60% attendance in each year. Additionally, the JIOS Editor must fulfil two of the following three criteria:
- Have 2 publications as a First Author at a State / National / International level in a recognized peer reviewed Orthodontic Journal.
- Should have been the Editor of a State/National Dental / Orthodontic peer reviewed Journal.
- Should have been the Chairman/ Co-chairman, or Scientific Convener of a State/National Conference/Convention of the IOS.
|
|
|
|
vii
|
Editor, IOS Times: A member who has been an elected member of the Executive Committee for a minimum period of two years with minimum 60% attendance in each year.
|
|
|
|
viii
|
Executive Committee Member: A member who has attended any three Indian Orthodontic Society Annual General body meetings (AGMs).
|
|
|
c
|
|
Procedure for Election
Elections will be held by secret ballot or some such suitable electronic method which ensures confidentiality of voters to be maintained at all times.
|
|
|
|
i
|
The Honorary Secretary shall notify the election in the official web site and shall call for nominations 60 days before the Annual General body Meeting in a prescribed format.
|
|
|
|
ii
|
Duly filled nominations (shall not keep any empty columns) to the Honorary Secretary in the prescribed format (published in the official website), to contest for a post, shall reach the Head Office on or before the last date prescribed, by Registered Post with acknowledgement due or by Speed Post.
|
|
|
|
iii
|
A candidate is eligible to contest for one post only and the candidate shall be physically present at the time of election in the General body Meeting.
|
|
|
|
iv
|
If a candidate / proposer / seconder are not Life Members in good standing at the time of filing nominations, the candidate shall not be eligible to contest the election.
|
|
|
|
v
|
Nomination for the post of Honorary Secretary should be accompanied by the nominations for the post of Honorary Joint Secretary and Honorary Treasurer which are proposed by the candidate for the post of Honorary Secretary and seconded by an IOS life member of good standing.
|
|
|
|
vi
|
Eligible candidates shall be informed by email the names of contestants for the post they intend to contest by the Honorary Secretary after the Scrutinising Committee appointed by the Executive Committee has scrutinised and approved the nominations.
|
|
|
|
vii
|
The Scrutinising Committee shall be constituted by the Executive Committee prior to sending the election notice and shall not include any candidates.
|
|
|
|
viii
|
Candidates shall be given ten days time from the publication of valid nominations, for withdrawal of their candidature if they desire to do so.
|
|
|
|
ix
|
The polling and counting of votes shall be conducted by two Polling Officers appointed by the President, with the permission of the Annual General body Meeting and the Scrutinising Committee appointed by the Executive Committee shall help in the election procedure.
|
|
|
|
x
|
Each candidate contesting the post of President-Elect, Vice-President, Honorary Secretary, Editor JIOS and Editor IOST shall be given two minutes for self introduction before the election at the AGM.
|
|
|
|
xi
|
The person getting the maximum number of votes shall be declared elected by the President with the concurrence of the polling officers.
|
|
|
|
xii
|
Floor nominations at the Annual General body Meeting shall be called for the posts where there are no valid nominations. This procedure is only for the posts remaining vacant without any election.
|
|
|
|
xii
|
Honorary Secretary shall issue a permanent photo identity card to every member at the time of taking membership and the same shall be produced for voting as identification.
|
|
|
d
|
|
Casual Vacancies
|
|
|
|
i
|
Any vacancy occurring during the society year from amongst office bearers as mentioned in this article except that of the President, President Elect, Vice President and Honorary Secretary shall be filled by the Executive Committee.
|
|
|
|
ii
|
Such office-bearers shall hold the office till the next Annual General meeting, when fresh election for the said post will be conducted as per criteria laid down in Article 22 (c).
|
|
|
|
iii
|
If the term of such a vacancy filled by the Executive Committee exceeds beyond the next General body meeting, such an extended term should be approved by the General body.
|
|
|
|
iv
|
Any vacancy for the post of President, President Elect, Vice President and Honorary Secretary shall be filled by a General body Meeting through election.
|
|
|
|
v
|
The vacancy for the post of an Executive Committee Member will be filled by selecting either a loser by the smallest margin of defeat, or, if there was no election needed, the last person who withdrew the nomination at the AGM.
|
|
|
e
|
|
Removal of Office-Bearers
|
|
|
|
i
|
Any office-bearer may be removed from the office before his/her tenure, provided the procedure as laid down hereunder is followed, by bringing a no-confidence motion. The charges against any office-bearer have to be enunciated in the form of a resolution signed by not less than 2/3 of the total number of members of the Society, submitted to the President and Honorary Secretary, who shall circulate the same to all the members and convene an Extra Ordinary General body Meeting to discuss the issue within sixty days from the date of receipt of the resolution.
|
|
|
|
ii
|
The Executive Committee shall meet within the sixty days time provided, to discuss the issue. The EC will have the right to involve the Constitution Committee within this span of 60 days provided in enquiring into the charges levelled against the office bearer concerned. The EC will also provide every opportunity to the concerned office-bearer to appear or to represent his case at an enquiry.
|
|
|
|
iii
|
In case The President and Honorary Secretary fail to convene the Executive Committee meeting and Extra Ordinary General body Meeting, the members signing the resolution can convene a special meeting themselves after the expiry of sixty days and within a period of two months thereafter, only for this purpose.
|
|
|
|
iv
|
The entire matter shall be placed before the Extra Ordinary General body Meeting of the Society, giving ample opportunity for the office-bearer to state his case, after which the resolution may be moved to remove him from office.
|
|
|
|
v
|
If two-thirds members present at the meeting vote in favour of the resolution, it shall deemed to have passed with immediate effect.
|
|
|
|
vi
|
The voting shall be by secret ballot or some such suitable electronic method which ensures confidentiality of voters to be maintained at all times.
|
|
23
|
|
|
FUNCTIONS AND POWERS OF EXECUTIVE COMMITTEE
|
|
|
a
|
|
The Executive Committee shall direct and regulate the general affairs of the society and shall have the following powers:
|
|
|
|
i
|
For the conduct of business at meetings of the Executive Committee and for the maintenance and administration of the society, library, museum and properties and for the organization and direction of publications.
|
|
|
|
ii
|
To monitor all Sub-Committees appointed by the President in consultation with the Honorary Secretary.
|
|
|
|
iii
|
To appoint any other Sub-Committees as deemed necessary by the Executive Committee with the approval of the President.
|
|
|
|
iv
|
To represent to the Government, public bodies or any constituent authority, any matter in which the interests of the Society or the profession are involved.
|
|
|
|
v
|
To consider and decide application for membership; resignation; to take disciplinary action against any member; removal of members for want of qualification.
|
|
|
|
vi
|
To write off the whole or part of the arrears against any individual member or other outstanding dues, if considered desirable.
|
|
|
|
vii
|
To appoint or remove salaried employees of the Head Office of the society.
|
|
|
|
viii
|
To purchase/manage / lend / exchange movable properties and to buy utensils, books, newspapers, periodicals, instruments, fittings, appliances, apparatus and rent any accommodation when deemed necessary in the interest of the Society.
|
|
|
|
ix
|
To invest any funds of the Society not immediately required, for any of its objects in such manner as may from time to time be determined by it.
|
|
|
|
x
|
To approve audited Balance Sheet before placing it before the Annual General body Meeting / Extra Ordinary General body Meeting & the proposed budget for the coming year.
|
|
|
|
xi
|
To approve the nominations made by the Honorary Secretary if any vacancy amongst Honorary Joint Secretary and Honorary Treasurer occurs during his term.
|
|
|
|
xii
|
To fill any vacancy that occurs during the Society Year, amongst office bearers excluding that of the President, President Elect, Vice President and Honorary Secretary. The procedure for doing so is laid out in Article 22 (d) (v).
|
|
|
b
|
|
Invitees shall be allowed if the Executive Committee recommends and shall only be for the particular matter or agenda.
|
|
|
c
|
|
Observer(s) shall be allowed if the Executive Committee unanimously agrees to it and the observer(s) shall not be allowed to join any discussions.
|
|
|
d
|
|
Any urgent matter referred to it online shall be considered by the Executive Committee and EC members shall have 48 hours time to give a reply to the Honorary Secretary.
|
|
|
e
|
|
The term of the Executive Committee shall be for one Society year.
|
|
24
|
|
|
DUTIES AND POWERS OF THE OFFICE BEARERS
|
|
|
a
|
|
The President
|
|
|
|
i
|
Shall Chair all the meetings of the Executive Committee and the Annual General body Meeting/Extra Ordinary General body Meetings and subcommittees appointed by him, and any other committee of which he may be a member for which no Chairman has been appointed.
|
|
|
|
ii
|
Shall preside at the Annual Conference, Mid-year Convention and Indian Orthodontic Society Post Graduate Students’ Convention and any other International Conference of which IOS is the host unless the Constitution of the International body of which IOS is a part of needs its own President to do so.
|
|
|
|
iii
|
As the highest ranking official of the Society, he shall guide and control the activities of the Society with close co-operation from the Honorary Secretary and other members of the Executive Committee.
|
|
|
|
iv
|
Shall regulate the proceedings of the meetings and conferences, interpret the rules and regulations, and decide doubtful points.
|
|
|
|
v
|
Shall have a casting vote, in case of equal votes. If he/she fails to give his/her casting vote, the motion shall be declared invalid.
|
|
|
|
vi
|
Shall attend organizing committee meetings of Indian Orthodontic Conferences, Mid-year Conventions and Indian Orthodontic Society Post-Graduate Students’ Conventions.
|
|
|
|
vii
|
Shall make the funds available after consultation with the Executive Committee to defray the responsible expenses in connection with such activities undertaken on behalf of Indian Orthodontic Society.
|
|
|
|
viii
|
Shall Chair the Indian Orthodontic Society Oration during the Annual Indian Orthodontic Society conference.
|
|
|
|
ix
|
The term of the President shall be one Society year.
|
|
|
|
x
|
Shall continue as a member (immediate Past-president) of the Executive Committee for one society year beginning with the end of his term of office as President.
|
|
|
|
xi
|
The office of the President shall be held without a stipend.
|
|
|
b
|
|
The President-Elect
|
|
|
|
i
|
Shall be a member of the Executive Committee and shall assist the President in the performance of his duties and shall succeed to the office of the President at the Conference, after the AGM, during the end of the valedictory function of the Conference.
|
|
|
|
ii
|
The term of the President-Elect shall be for one Society year and then he shall continue as President for the next Society year.
|
|
|
|
iii
|
The office of the President-Elect shall be held without a stipend.
|
|
|
c
|
|
The Vice-President
|
|
|
|
i
|
Shall assume the duties of the President either at the President’s request or in the temporary absence of the President.
|
|
|
|
ii
|
The term of the Vice-President shall be one Society year.
|
|
|
|
iii
|
The office of the Vice-President shall be held without a stipend.
|
|
|
d
|
|
The Honorary Secretary
|
|
|
|
i
|
The Honorary Secretary shall be in charge of the Head Office and shall be the chief functionary of the society for all administrative purposes.
|
|
|
|
ii
|
The Honorary Secretary shall be responsible for the secretariat and shall have the power to employ such secretarial assistance as he/she considers necessary, in consultation with the Executive Committee. The salaries of such staff and expenses incurred by the Honorary Secretary in connection with the business of the Indian Orthodontic Society shall be paid by Indian Orthodontic Society.
|
|
|
|
iii
|
The Honorary Secretary shall conduct all correspondence for the Society, keep the President informed of all such correspondence and shall follow all instructions of the President in various matters.
|
|
|
|
iv
|
Shall have general supervision of accounts, pass all bills for payments and sign cheques.
|
|
|
|
v
|
Shall get an annual statement of accounts prepared by the Honorary Treasurer, duly audited by the auditor, for presentation before the Executive Committee/Annual General body Meeting / Extra Ordinary General body Meeting.
|
|
|
|
vi
|
Shall prepare the budget and get it passed at the Annual General body Meeting / Extra Ordinary General body Meeting.
|
|
|
|
vii
|
Shall be in charge of organising, arranging and convening meetings, conferences and lectures.
|
|
|
|
viii
|
Shall attend meetings of the Executive Committee and Sub-Committees and keep proceeding thereof; and be a member of all Committees.
|
|
|
|
ix
|
Shall attend organizing committee meetings of Indian Orthodontic Conferences, Mid-year Conventions and Indian Orthodontic Society Post-Graduate Students’ Conventions.
|
|
|
|
x
|
Shall assist the President in appointing Sub Committees.
|
|
|
|
xi
|
Shall maintain correct and up-to-date Registers of all types of members of the Society.
|
|
|
|
xii
|
Shall encourage and organise the establishment of Study Groups where they do not exist, and support the activities of existing Study Groups.
|
|
|
|
xiii
|
Shall keep a register regarding all the Study Groups, their conveners, their activities etc.
|
|
|
|
xiv
|
Shall maintain a property register.
|
|
|
|
xv
|
If the Honorary Secretary changes his personal head quarters to any other town after he is duly elected, the Head Office can be shifted to his new headquarters with the prior approval of the Executive Committee which shall be approved by the general body thereafter at the first possible opportunity.
|
|
|
|
xvi
|
Shall Chair the Vasavi Memorial Oration during the Annual Indian Orthodontic Society conference.
|
|
|
|
xvii
|
Shall be responsible for the maintenance, updating and announcements of the official web site “www.iosweb.net”.
|
|
|
|
xviii
|
Shall nominate any other life member of good standing, if vacancy amongst Honorary Joint Secretary and Honorary Treasurer occurs during his term, with the permission of the Executive Committee.
|
|
|
|
xix
|
The term of the Honorary Secretary shall be for four Society years.
|
|
|
|
xx
|
The office of the Honorary Secretary shall be held without a stipend. The Honorary Secretary shall continue as a Secretary-in-Charge after ending his official term of Office till 31st March the following year to help ease his successor into the day-to-day work with consultation and knowledge of the incoming Honorary Secretary without necessarily being the co-signatory to banking affairs of the Society. However, at all the Ceremonial Functions of the Society, he shall have no role to play nor shall need to be mandatorily offered complimentary stay and hospitality. He shall hand over the charge completely to the new Honorary Secretary by the 1st April of the following year.
|
|
|
|
xxi
|
Shall continue as an ex-officio member of the Executive Committee for one Society year beginning with the end of his term of office as Honorary Secretary.
|
|
|
|
xxii
|
Shall operate the bank account of the Society jointly with the Honorary Treasurer.
|
|
|
|
xxiii
|
Shall sanction the bills by written order.
|
|
|
|
xxiv
|
Shall make audio-recording of all official meetings solely for the purpose of accurately minuting the events/decisions of these meetings. Such recordings of meetings shall be the exclusive property of the Society. No member shall claim by right a copy of the said recording nor shall any member be given a copy of such a recording. After the minutes of this recorded meeting are ‘passed’ and minuted as ‘passed’, such audio-recordings of Official meetings may be destroyed. In the event of the Honorary Secretary being absent at an official meeting, or, being unable to make such an audio-recording, any of the Principal Office Bearers who are present at such a meeting and/or the Honorary Joint Secretary shall be responsible for making such an audio-recording.
|
|
|
e
|
|
The Honorary Joint-Secretary
|
|
|
|
i
|
Shall help the Honorary Secretary in his work in looking after the office, in conducting correspondence, in preparing agenda of meetings, in preparing statements, etc. The Honorary Joint Secretary shall act for the Honorary Secretary in his absence.
|
|
|
|
ii
|
The term of the Honorary Joint Secretary shall be for four Society years.
|
|
|
|
iii
|
The office of the Honorary Joint Secretary shall be held without a stipend.
|
|
|
|
iv
|
The Honorary Joint Secretary shall have voting rights in the Executive Committee.
|
|
|
f
|
|
The Honorary Treasurer
|
|
|
|
i
|
Shall receive all funds of the Society and deposit them in a nationalized bank approved by the Executive Committee to the credit of the Society and operate the same jointly with the Honorary Secretary.
|
|
|
|
ii
|
He shall maintain Head of Account for journal and any other office requiring handling of funds & credit it in that Head of account. He shall issue Cheques/Demand Drafts and debit them in that Head of Account.
|
|
|
|
iii
|
Shall be responsible for the collection of subscription from all the members of the Society.
|
|
|
|
iv
|
Shall dispose of the bills for payments as sanctioned by the Honorary Secretary and only on the Honorary Secretary’s written order.
|
|
|
|
v
|
Shall have the right to point out any error or discrepancy in the order of payment of the Honorary Secretary and refer the order back to him with his remarks. In the event of disagreement still persisting between the Honorary Secretary and the Honorary Treasurer, the matter shall be referred to the President for final decision.
|
|
|
|
vi
|
Shall be responsible for keeping up-to date, the accounts of the Society with all the account books posted up-to-date.
|
|
|
|
vii
|
Shall get all the accounts audited by the auditor of the Society.
|
|
|
|
viii
|
Shall prepare an annual statement of accounts and a balance sheet showing the financial position of the Society, get it audited by the registered auditor elected at the Annual General body Meeting and place it for adoption before the Annual General body Meeting/Extra Ordinary General body Meeting, through the Honorary Secretary.
|
|
|
|
ix
|
The term of the Honorary Treasurer shall be for four Society years.
|
|
|
|
x
|
The office of the Honorary Treasurer shall be held without a stipend.
|
|
|
|
xi
|
The Honorary Treasurer shall have voting rights in the Executive Committee.
|
|
|
g
|
|
Editor of ‘Journal of The Indian Orthodontic Society’ (JIOS)
|
|
|
|
i
|
Shall be in charge of the Journal of the Indian Orthodontic Society.
|
|
|
|
ii
|
Shall, with the help of the Journal Committee, be responsible for the publication and management of the journal.
|
|
|
|
iii
|
Shall be Chairman of the Journal Committee.
|
|
|
|
iv
|
Shall have the sole discretion of publishing or correcting any of the articles received for publication.
|
|
|
|
v
|
Shall submit the statements of accounts to the Honorary Treasurer on a yearly basis.
|
|
|
|
vi
|
The term of the Editor shall be for four Society years. (This will be applicable from2006 onwards).
|
|
|
|
vii
|
The office of the Editor shall be held without a stipend.
|
|
|
h
|
|
Editor of IOS Times
|
|
|
|
i
|
Shall be in charge of the IOS Times, which is the official newsletter of the Society.
|
|
|
|
ii
|
Shall, with the help of the IOS Times Committee, be responsible for the publication and management of the newsletter.
|
|
|
|
iii
|
Shall be Chairman of the IOS Times Committee.
|
|
|
|
iv
|
Shall have the sole discretion of publishing or correction any of the articles received for publication.
|
|
|
|
v
|
Shall submit the statements of accounts to the Honorary Treasurer on a yearly basis.
|
|
|
|
vi
|
The term of the Editor IOS Times shall be two Society years.
|
|
|
|
vii
|
The office of the Editor IOS Times shall be held without a stipend.
|
|
25
|
|
|
JOURNAL OF THE INDIAN ORTHODONTIC SOCIETY (JIOS)
|
|
|
a
|
i
|
Shall be under the charge of an editor who shall be assisted by a Journal Committee.
|
|
|
|
ii
|
The journal shall be the official publication of Indian Orthodontic Society. The JIOS Editor shall not publish any view contrary to the benefit of the Society in his editorial.
|
|
|
b
|
|
Functions and Powers of the Journal Committee
|
|
|
|
i
|
Shall be responsible for the regular publication of the Journal.
|
|
|
|
ii
|
Shall meet regularly and hold discussions.
|
|
|
|
iii
|
Shall scrutinise all the articles to be published in the Journal and pass them for publication.
|
|
|
|
iv
|
Shall be responsible for the management of the entire business of the Journal, its printing, securing advertisements, distribution of the journal amongst all members as decided by the Annual General body Meeting from time to time.
|
|
|
|
v
|
Shall prepare a budget and put it for consideration and sanction at the first meeting of the Executive Committee.
|
|
|
|
vi
|
Shall prepare a yearly statement of accounts for the financial year and submit it to the Head Office Auditor of the Society and place it before the Annual General body Meeting of the Society through the Honorary Secretary.
|
|
|
|
vii
|
Shall have power to spend money for various aspects connected with the Journal.
|
|
|
|
viii
|
The term of the Journal Committee shall be for one Society year.
|
|
26
|
|
|
IOS TIMES
Shall be under the charge of an Editor (referred to as Editor IOST) who shall be assisted by an IOS Times Committee.
|
|
|
a
|
|
It shall be an official publication of the Indian Orthodontic Society in the form of a newsletter. It shall transmit information of interest to the membership including reports of activities of the IOS and Study Groups, future events, etc. It will not include any scientific content. It shall include a report from the Secretary and a letter from the President in each issue.
|
|
|
b
|
|
The IOS Times Editor shall not publish any view contrary to the benefit of the Society in his editorial.
|
|
|
c
|
|
The IOS Times shall be a self-financed enterprise.
|
|
|
d
|
|
Functions and Powers of the IOS Times Committee
|
|
|
|
i
|
The Committee shall have 3 members: the IOS Times Editor, the IOS President-elect and another member nominated by the IOS Times Editor, whose term will be for one year. IOS President and Honorary Secretary shall be ex-officio members of this committee.
|
|
|
|
ii
|
The Committee shall be responsible for the contents of the Newsletter and its regular publication four times a year.
|
|
|
|
iii
|
The Committee shall meet regularly and hold discussions. These meetings shall be preferably held immediately before or after the IOS Executive Committee meetings, except in case of an emergency.
|
|
|
|
iv
|
The Committee shall scrutinize all the articles to be published in the Newsletter and pass them for publication.
|
|
|
|
v
|
The Committee shall be responsible for the management of the entire business of the Newsletter: it’s printing, securing advertisements, distribution of the newsletter amongst all members, etc., as decided by the General Body from time to time.
|
|
|
|
vi
|
The Committee shall prepare a budget and put it for consideration and sanction at the first meeting of the Executive Committee each year.
|
|
|
|
vii
|
The Committee shall prepare a yearly statement of accounts for the financial year and submit it to the Head Office Auditor of the Society and place it before the Annual General Body Meeting of the Society through the Honorary Secretary.
|
|
|
|
viii
|
The Committee shall have the power to spend money for various aspects connected with the IOS Times.
|
|
|
|
ix
|
The term of the IOS Times Committee shall be for one Society year.
|
|
27
|
|
|
THE AUDITOR
|
|
|
a
|
|
A chartered accountant shall be appointed as auditor at the Annual General body Meeting of the society every year for auditing the accounts of the Head Office.
|
|
|
b
|
|
The auditor shall audit the accounts at the end of the financial year, and certify to their correctness.
|
|
|
c
|
|
Shall give suggestions for the proper keeping of accounts as required.
|
|
|
d
|
|
The term of the auditor shall be for one Society year.
|
|
28
|
|
|
ANNUAL GENERAL BODY MEETING
|
|
|
a
|
|
The Society shall hold a General Meeting of its Members called the Annual General Meeting within ten months from the close of each financial year of the Society at such time and on such date and at such place as may be determined by the Executive Committee.
|
|
|
b
|
|
Notice of General body Meetings
|
|
|
|
i
|
A General body Meeting of the Society may be called by the Honorary Secretary giving not less than 45 days notice through the official web site of the Indian Orthodontic Society or in writing.
|
|
|
|
ii
|
Notice of every meeting of the members of the Society shall be given in advance and it shall be forwarded by prepaid post to the member at his or her registered or last known address in India or through the official web site of Indian Orthodontic Society or E-mail. The accidental omission to give notice of any meeting to or of the non-receipt of any notice by a member shall not invalidate the proceedings at a meeting.
|
|
|
|
iii
|
Every notice of the meeting of the Society shall specify the place, the date, and the hour of the meeting and shall contain the statement of business to be transacted thereat (Agenda).
|
|
|
|
iv
|
No General body Meeting shall be competent to enter upon, discuss or transact any business which has not been specifically mentioned in the notice or notices upon which it was convened.
|
|
|
c
|
|
Quorum of General body Meetings
|
|
|
|
i
|
One fourth of the number of Members entitled to vote and present in person shall be a quorum for General body Meeting and no business shall be transacted at any General body Meeting unless the quorum required is present at the commencement of the business.
|
|
|
|
ii
|
If within fifteen minutes from the time appointed for holding a meeting, the quorum is not present, the meeting shall stand adjourned half an hour later on the same day at the same place. If at any adjourned meeting also, a quorum is not present, the members present, whatever their number, shall be the quorum and shall have the power to decide upon all matters which would properly have been disposed of at the meeting from which the adjournment took place.
|
|
|
d
|
|
Entry to the General body Meetings
|
|
|
|
i
|
Entry to the General body Meetings shall be strictly by the valid identity card issued by the Honorary Secretary.
|
|
|
|
ii
|
Invitees shall be allowed if the General body feels so and shall be only for the particular matter or agenda and the invitees are not allowed to join any other discussions.
|
|
|
|
iii
|
Observer(s) shall be allowed if the General body unanimously agrees to it and the observer(s) are not allowed to join any discussions.
|
|
|
e
|
|
Chairman of General body Meetings
|
|
|
|
i
|
The President of the Society or in his absence the Vice-President or in his absence the Honorary Secretary shall be entitled to take the Chair at every General body Meeting or if there be no such President, Vice-President, or Honorary Secretary, or if at any meeting the President, Vice-President, or the Honorary Secretary is not present within 15 minutes after the time appointed for holding such meeting or is unwilling to act, the members of the Executive Committee present may choose a Chairman and in default of their doing so, the members present shall choose one of the members of the Executive Committee to be the Chairman and if no member of the Executive Committee present be willing to take the Chair, the members present shall choose one of the members to be the Chairperson.
|
|
|
|
ii
|
During any General Meeting of the Society, the President will have seated to his right the Honorary Secretary followed by the Honorary Treasurer and then the Joint Secretary. To the left of the President will be seated the Immediate Past President followed by the President Elect and then the Vice-President. If the Honorary Secretary’s office has seen a change in a particular year, in the following year’s General meeting, the Immediate Past-Secretary should be seated to the right of the Honorary Joint Secretary.
|
|
|
f
|
|
Business to be Transacted at Annual General body Meeting
|
|
|
|
i
|
Every Annual General body Meeting shall amongst other business, transact business relating to the consideration of accounts and the report of the Executive Committee.
|
|
|
g
|
|
Passing of Resolution at General body Meetings
|
|
|
|
i
|
At any General body meeting, only the Founder, Life members shall be entitled to vote.
|
|
|
|
ii
|
Voting shall be either by show of hands or by ballot or in such other manner as may be determined by the Executive Committee from time to time.
|
|
|
|
iii
|
A declaration by the Chairperson that a resolution has or has not been carried out either unanimously or by a particular majority shall be conclusive.
|
|
|
|
iv
|
Before or on the declaration of the result of the voting on any resolution on a show of hands, a poll may be ordered to be taken by the Chairperson of the meeting on his/her own motion or on a demand made in that behalf by at least 2 members having the right to vote on the resolution and present in person. The demand for poll may be withdrawn at any time by a person or persons who made the demand.
|
|
|
|
v
|
The Chairperson of the meeting shall have the power to regulate the manner in which the poll shall be taken and the result of the poll shall be deemed to be the decision of the meeting on the resolution on which the poll was taken.
|
|
|
|
vi
|
In case of a tie of votes, whether on show of hands or on a poll, the Chairperson of the meeting at which the show of hands takes place or at which a poll is demanded shall be entitled to a casting vote.
|
|
|
|
vii
|
No objection shall be made to the validity of any vote except at the meeting or poll at which such vote shall be tendered and every vote whether given personally or by any means hereby authorised and not disallowed at such meeting or poll shall be deemed valid for all purposes of such meeting or poll whatsoever.
|
|
|
|
viii
|
No member shall be entitled to be present or to vote at any General body Meeting either personally or by ballot or be reckoned in quorum unless the annual subscription and any dues/amounts payable by him have been paid and he/she is a member in good standing.
|
|
29
|
|
|
EXTRA ORDINARY GENERAL BODY MEETING
|
|
|
a
|
|
All General Meetings other than the Annual General body Meeting shall be termed Extra-Ordinary General body Meetings.
|
|
|
b
|
|
Calling for Extra Ordinary General body Meeting (EOGM)
|
|
|
|
i
|
The Executive Committee may, whenever it thinks fit, shall call an Extra Ordinary General body Meeting. Such a meeting will fulfil all criteria laid down otherwise for announcing and conduct of a General meeting under Article 28 division (b) to (g).
|
|
|
|
ii
|
The Extra Ordinary General body Meeting shall contain the statement of business to be transacted thereat (Agenda) that is specific in outlining the purpose for which the said meeting is called for. While two or more pre-specified matters may feature in the Agenda for such a meeting if the Executive Committee so decides, the Agenda shall not include “Any other matter with the permission of the Chair”.
|
|
|
|
iii
|
The Place for the Extra Ordinary General body Meeting shall be decided by the Executive Committee.
|
|
|
c
|
|
Requisition for Extra-Ordinary General body Meeting
|
|
|
|
i
|
The Executive Committee shall on the requisition of such number of members of the Society as held in regard to any matter at the date of deposit of the requisition by not less than one-fifth of the total strength of the members of the Society as at that date who carries right of voting in regard to the matter forthwith proceed with duly to call an Extra Ordinary General body Meeting of the Society.
|
|
|
|
ii
|
The requisition shall set out the matters for the consideration of which the meeting is to be called and shall be signed by the requisitionists and shall be deposited at the headquarters of the Society.
|
|
|
|
iii
|
Where two or more distinct matters are specified in the requisition, the proceedings of sub division (i) above shall apply separately in regard to each such matter and the requisition shall accordingly be valid only in respect of those matters in regard to which the condition specified in that sub clause is fulfilled.
|
|
|
|
iv
|
If the Executive Committee does not within 21 days from the date of the deposit of a valid requisition in regard to any matters, proceed duly to call a meeting for the consideration of those matters on a day not later than 45 days from the deposit of the requisition, the meeting may be called by the requisitionists as represent either a majority of not less than one-fifth of such of the members of the Society as is referred to in sub-division (i) above, whichever is less.
|
|
|
|
v
|
A meeting called under sub-division (iv) above by the requisitionists or any of them shall be called in the same manner as nearly as possible as that in which meetings are to be called by the Executive Committee but shall not be held after the expiration of 90 days from the date of the deposit of the requisition. Nothing contained herein shall be deemed to prevent a meeting duly commenced before the expiry of 90 days aforesaid from being adjourned to some date after the expiry of that period.
|
|
|
|
vi
|
Any reasonable expenses incurred by the requisitionists by reason of the failure of the Executive Committee to call a meeting shall be repaid to the requisitionists by the Society.
|
|
30
|
|
|
ACCOUNTS AND REPORT
|
|
|
a
|
|
The Honorary Treasurer shall maintain proper books of account of the money, properties, income and expenditure of the Society, which shall be audited every year by a Chartered Accountant duly appointed for the purpose.
|
|
|
b
|
|
At every Annual General body Meeting of the Society, there shall be laid before the members the annual accounts and Executive Committee's report thereon.
|
|
|
c
|
|
From any surplus that occurs from the conference, 50% shall be credited to the Journal Endowment Fund after the monies are sent by the Conference Organizing Committee to the Head Office in the next financial year. Interest of the Journal Endowment Fund will be credited to the JIOS account every year within 60 days of passing of the previous year’s accounts at the AGM. When the office of the Honorary Secretary changes hands, this must be done within 60 days of transfer of the bank account.
|
|
|
d
|
|
The IBO Endowment Fund is a corpus that was created by the IOS as a one-time segregation of monies from the IOS treasury towards the benefit of giving a seed capital to the IBO when the said organization was envisaged to begin. On application by the IBO Secretariat to the IOS Honorary Secretary, if sanctioned by the EC, the yearly interest of this endowment fund may be paid by the IOS Head Office each year to the IBO Office for a suitable activity planned by the IBO. The IBO Secretary shall need to furnish an account of the monies spent to the EC within 60 days of having completed such an activity.
|
|
31
|
|
|
MANAGEMENT
|
|
|
a
|
i
|
The management of the business and affairs of the Society shall be vested in the Executive Committee.
|
|
|
|
ii
|
The Executive Committee shall have powers to appoint a member from amongst its Founder, Life members to fill in a casual vacancy.
|
