The Annual General Meeting
The Annual General Body Meeting(GBM) shall be held before 31st march of the year unless for very special reasons. The notice of the annual GBM shall be sent to the members at least 15 days before the day fixed for the meeting. It will have the place, date and the time of the meeting and the agenda. The quorum of the AGBM shall be 1/6th of the members on the roll . If there is no quorum at the scheduled time, the meeting shall be adjourned for half an hour and the members present after the adjournment shall be considered the quorum for the meeting. the business transacted at the GBM shall be as follows:
- Confirmation of the minutes of the last GBM.
- Adoption of the annual report of the previous year.
- Adoption of the audited statement of the account of the previous year. The statement shall be tabled by the treasurer of the previous year.
- Concluding remark by the president.
- Declaration of the election results by the election officer.
- President elect to table in brief the proposed activities and the budget for the coming year.
- Auditors shall be appointed for the next year.
Ordinary GBM
These shall be held when necessary after a clear notice of minimum seven days. The quorum shall be (1⁄10 )th of the members on the roll.
Emergent GBM
For emergent GBM, the notice shall be served minimum three days before and the quorum shall be (1⁄10)th of the members on the roll.
Special GBM
SGBM shall be called to discuss very emergent issue, may be on the same day, which are of utmost importance to the association.
Requisition Meeting
A special requisition meeting of general body shall be called within a fortnight on receipt of the requisition signed by (1⁄5)th of the members of the association stating the business for which the meeting is required. This meeting shall discuss only the business for which it had to be called. The quorum for this meeting shall be (1⁄5)th of the members on the roll. If within 15 minutes from the appointed time a quorum is not present, the meeting so convened stands cancelled.
Executive Committee Meeting
It shall be held as and when necessary .A notice shall be sent to all concerned seven days before in case of a regular meeting, and three days before for an emergency meeting. The quorum should be half of the number of EC members.
Clinical Meetings
Clinical meetings shall be called preferably once a month as far as possible on any fixed day of the week.
Rules About Meetings
- No resolution shall be placed before the annual GBM that has not been previously considered by the EC except with the special permission of the president (chairman in case of an emergency).
- No resolution adopted or negated at a meeting shall be reconsidered unless six months have elapsed or 1/5th of the members of the association sign the requisition for its reconsideration.
- Any addition ,modification or repeat of the rules shall be considered to have come into force only after proceeding of the meeting at which they were passed have been confirmed in a subsequent meeting.
- The proposal for any change in the rules shall ordinarily be considered at the annual general meeting and the proposed alteration shall be circulated among members along with the agenda of the meeting. They may however be considered at a special meeting of the general body convened for the purpose with 2 weeks’ notice and should be passed with 2/3rd members present.
- The minutes of the meeting shall be correctly kept and shall be confirmed by the chairman of the next meeting.
- The minutes of the GBM shall be confirmed at the next GBM.
- In case of a-tie ,the president or the chairman shall have the casting vote.
- The voting shall be by show of hands.
- whenever it is difficult to call for a meeting of the executive committee and the secretary deems it desirable that the opinion of the EC should be obtained on any particular matter , he/she shall do so by social media in accordance with the view of the majority provided it is endorsed by the president.
