The association of surgeons of Nagpur was formed by the surgeons of Nagpur for the welfare of the surgeons of Nagpur. This association is registered as a charitable society and the constitution of this association is registered with the registrar of societies under the society registration act- 21, 1860 since 24-04-2014 and the registration no is –Maharashtra 402/14(nag).
The principal office of the association shall be situated in Nagpur in the state of Maharashtra, in the republic of India at a place as may be fixed from time to time by the executive committee of the association .At present it is located on 3rd Floor, Dr Hardas IMA annexe, North Ambazari road, Nagpur.
Association means ―Association of Surgeons of Nagpur‖. The committee means the executive committee of the association. Member means annual member, life member, associate member or PG member of the association. President ,president elect, vice president, secretary, joint secretary or treasurer mean president, president elect, vice president, secretary, joint secretary or treasurer of the association respectively. Person means and includes any individual, corporate, or trust, or association of persons.
Association means ―Association of Surgeons of Nagpur‖. All communications from the association’s office to its members regarding forthcomings activities(clinical meetings,GBM,EC meetings,election notifications etc.)will exclusively be done through electronic media (whatsapp,SMS etc.)
Income of the association shall include:
• Subscription and fee received from members
• Donations and grants.
• The income arising out of scientific or cultural events organised by the association.
• Miscellaneous
• The accounting year of the association shall end on 31st of march each year.
• All funds and assets shall be held in the name of the association.
• Bank accounts shall be opened in the nationalised bank and should be operated jointly by the president , secretary, and treasurer as signatories.
• The treasurer should keep proper accounts of all income and expenditure on behalf of the association.
• The accounts of the association shall be audited by a chartered accountant appointed by the general body keeping in consideration the taxation and related regulations of the government prevailing in that year.
• The incumbent president shall submit the proposed budget for the coming year for discussion in the annual general body meeting for its approval.
• The past treasurer shall present the audited account of the year ended immediate last for approval.
• No member shall keep with him the collected money of the association for more than one month in cash. The cash in hand shall be deposited in the bank latest by the end of the following month of the accounting year
• President
• Vice President
• Immediate Past President
• President Elect
• Secretary
• Immediate Past Secretary
• Joint secretary
• Treasurer
• Executive Members – The number of executive members shall be derived by total number of members divided by eleven, not exceeding fifteen.
• Co-opted members not more than two.
• Previous five years’ past presidents would be the ex-officio member of the executive committee.
• All past presidents will be permanent invitee for executive meetings.
1. The Executive Committee(EC) shall have full powers of control over the management of the affairs of the association to engage officials or persons as may be found necessary for proper conduct and management of the affairs of the association in carrying out its objectives.
2. The EC shall have power to invest or deal with the money of the association or borrow sums as it may be resolved as per needs of the association.
3. Any scientific or social programme shall be organised by the association in consultation with the EC and the EC shall constitute an organising committee. The EC has the power to appoint the chairman and the organising secretary of the organising committee to carry out such programmes. The EC shall periodically assess the progress of the organising committee and suggest measures to improve.
4. The EC or any of its members shall not be held responsible for the loss of any property unless it is due to wilful default or negligence.
5. The EC shall appoint different committees to carry out its objectives and for smooth functioning of the association and shall monitor their progress and suggest measures in case of any difficulty or deviation.
• The president shall preside over the general body and the executive body meetings.
• He/she shall see that the constitution of the association is adhered to.
• He/she shall have the right to attend any committee meetings of the association. And when present he /she shall chair such meetings.
• The vice president in the absence of the president shall perform all duties of the president.
• He/she shall be the principal executive officer of the association.
• He /she shall execute all resolutions of the executive committee.
• He/she shall call meetings and keep the minutes of all EC meetings and general body meetings.
• He/she shall inform all members the important decisions of the executive committee within three months. It is not necessary to inform about all routine resolutions.
• He/she shall be in constant touch with the president and act according to his/her advice or instructions.
• He/she shall be the custodian of the property, equipments, books, furniture, any such article owned by the association. In case of loss of the property, he/she shall inform the EC, which will investigate and will take proper action if there is negligence or wilful default.
• In the absence of the secretary he/she shall look after the duties of the secretary.
• He /she shall keep accounts of the association. • He/she shall present the audited account of his tenure in the following general body meeting after relinguishing his office. • He/she shall delegate his/her duties in writing to any member of the EC when he/she is not available for a long period, with the consent of the president.
• All office bearers and members of the EC shall be elected on the day of the general body meeting.
• The term of the office bearers and members of EC shall be of one year.
• Any valid member of association who has completed 2 years as member shall be eligible to contest election for the post of executive committee member.
• For the post of the president,the candidate should be EC member for minimum five years or should have worked as secretary or as office bearers (vice president/treasurer/joint secretary)with 2 years as EC member.
• For the post of secretary, the candidate should have worked as executive member for 3 years or should have worked as joint secretary or treasurer.
• For the post of vice president, the candidate should have worked as EC member for three years or should have worked as secretary, joint secretary or treasurer.
• For the post of joint secretary or treasurer ,the candidate should have worked as EC member for 2 years.(if suitable candidate is not available, conditions may be relaxed for these posts).
• The election shall be held on the day of GBM before the GBM.
• All EC members should be life members of the Association of Surgeons of India (national body).
• Nomination would be filled in the prescribed form as available on our website.
• Any member who is registered after the date of the notification of the election shall not be eligible to vote in that year.
• All nominations should be filled 7 days prior to the date of the election. These can be withdrawn 3 days prior to the date of the election.
• The proposer, seconder and the candidate shall not be in arrears.
• The election shall be by secret ballots.
• The election officer shall be appointed by the EC .The president elect shall be preferred over others. He/she will have two members in the election committee who are not contesting the election for any post.
• The election officer’s decision shall be final in the matters of the election.
• In case of vacancies occurring due to resignation or otherwise – The president/secretary shall be empowered in consultation with EC to fill the resultant vacancy by co-opting from its own members for the rest of the period.
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.
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.
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.
SGBM shall be called to discuss very emergent issue, may be on the same day, which are of utmost importance to the association.
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.
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 shall be called preferably once a month as far as possible on any fixed day of the week.
• 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.
The constitution, rules, regulations of the association shall be amended by a special resolution passed in the annual GBM or in the special GBM with 51% of the total members voting in favour of the amendment.
On dissolution of the association, after all debts and liabilities have been paid, if any bank balance/immovable property remains, the same shall be transferred to other surgical association of the city having similar objectives. It should be decided by the votes of not less than 3/5th of the members of the association in a general body meeting with due information to all members not less than thirty days in advance by a written communication.