These Rules and Regulations have been framed for the furtherance of the aims and objectives mentioned in the Memorandum to which these are appended and these shall be called ‘The Rules and Regulations of Clinical Infectious Diseases Society‘.
Definitions: In these Rules, unless the context otherwise requires:-
- ‘The Association’ means ‘Clinical Infectious Diseases Society’.
- ‘Rules’ means the Rules and Regulations of the ‘Clinical Infectious Diseases Society’.
- ‘Executive Committee’ means the Executive Committee of the Association to which the administration of the affairs of the Association is entrusted by the General Body.
- ‘Member means a person duly admitted as a member of the association.
- ‘General Body’ means the body constituted by all the members.
- ‘President’, ‘Vice-President’,’ Secretary, ‘Joint Secretary’ and ‘Treasurer’ mean the President, Vice-President, Secretary, Joint Secretary and Treasurer of the Association for the time being in Office.
- ‘The members of the executive Committee’ mean the members elected as per Rules and Regulations of the Association.
- ‘Year’ means the year beginning from the first day of April and ending on 31st March in the following Calendar Year.
Members who have had >/=2 years of ID training or spend ≥70% of their time in clinical ID work (as defined below) will constitute executive members. Only executive members will have voting rights and the right to join executive committee and hold office.
Any physician or scientist who subscribe to the goal of CIDS to fight against Infectious Diseases in India is eligible to become a member of the society.
Associate members are members in training, including postgraduates.
Members will be invited on the basis of their credentials and contributions to ID. They should be able to contribute to the CIDS and help in achieving its goal. Honorary members would be invited by an executive member, and seconded by at least three other executive members.
The General Body of CIDS shall be composed of all Members
Powers, Duties and Functions of the General Body
- To approve the Society’s annual report.
- To pass the Society’s audited accounts.
- To approve the Society’s annual programme and budget.
- To elect the executive committee of the Society from amongst its Executive Members
- To establish overall policies for the working of CIDS
- To be responsible for overall vision and thrust of CIDS
The executive committee is the body in whose hands the affairs of the Society are vested. The executive committee will be elected from the Executive members. Voting shall generally by show of hands. If, however any nominations are filed for any post, the procedure of secret ballot may be followed.
Ten to twenty members, including the office bearers, shall be the strength of the executive committee. The executive committee shall elect a President, Vice President, Treasurer, Secretary and Joint Secretary from among itself for a period of 3 years for the first term of the society and 2 years for subsequent terms.
Powers/Duties/Functions of the executive committee
- The executive committee shall elect a President, Vice President, Treasurer, Secretary and Joint Secretary from among itself.
- All powers of administration, organizing and conducting meetings and CMEs, advocacy, management of funds, supervision and implementation of programmes shall vest in the executive committee.
- Whenever necessary, it may delegate its powers to other sub-committees
- The executive committee shall have the power to admit Members, and to terminate membership and to fix the quantum of membership fee.
- The executive committee shall have the responsibility to conduct General Body meetings, elections, auditing, etc. of CIDS.
Filling up of Casual Vacancies
All vacancies arising among the executive committee of CIDS during their tenure of office shall be filled in by the executive committee from amongst the Executive Members of the General Body.
Eligibility for executive membership:
- Trained in Infectious Diseases – equivalent of DM (2-3 years post MD medicine).
- Physicians or Clinical Microbiologists (MD/DNB or equivalent) with special interest in ID who spend majority of their time (>/=70 %) in ID clinical care.
OFFICE BEARERS OF CIDS
The office bearers of CIDS are:
– Vice president
– Joint secretary
The executive responsibility of the executive committee rests with the office bearers.
Powers and Duties of the President
The President shall be responsible:-
- For chairing the meetings of the General Body and the Working Committee;
- Guiding the Treasurer and the Secretary in the discharge of their duties;
- Providing overall leadership to the programmes & activities of CIDS;
- Shall have the casting vote if votes are tied;
- Can call a meeting of the Executive Council or General Body if he/she sees the need with ordinarily two weeks notice.
Powers and duties of Vice President
- Will take-over the roles in the event of the President not available due to unforeseen circumstances
- The Vice-President automatically takes over as President for the next term.
Powers and Duties of the Treasurer
The Treasurer will be responsible:
- To maintain regular accounts
- To prepare annual statements of accounts of CIDS and to submit the same to the Executive Committee and General Body
- To receive and disburse or amounts and to incur expenditure as per budget estimates approved by the executive committee
- To submit financial records before related and required authorities to fulfill statutory obligations
- To provide leadership in the raising of funds for work to achieve the objectives of CIDS
- To monitor and oversee the operation of the bank account.
Powers and Duties of the Secretary
The Secretary will be responsible:
- To assist the President and the Treasurer in all the work of the Society related to the programmes and activities that fulfill the objectives of CIDS
- To keep records of the proceedings of meetings of the General Body and of the executive committee
- To maintain a list of Members of CIDS and data pertaining to their activities
- To do all correspondence, for and on behalf of CIDS and to have custody of records, files, etc. of CIDS.
- To prepare the annual report and present to the general body
- To oversee and publish bulletins, journals and other literature in order to achieve the objectives of CIDS
- To submit records before the Registrar or any other authority and fulfill all statutory obligations
Powers and duties of Joint Secretary
- Will take-over the roles in the event of the Secretary not available due to unforeseen circumstances
- The Joint Secretary automatically takes over as Secretary for the next term.
ELECTION AND VOTING
Each executive member shall have one vote by person. Incase of equality of votes, the President shall have the right of casting a vote.
Quorum and Notice of the Meetings
One third of the Members of the executive committee shall constitute the quorum for the meetings. The executive committee shall meet at least once a year or as and when it is necessary at a given time and place so decided. A minimum notice of 21 days shall be given for any meeting of the executive committee. In the event of urgent work, resolutions can be circulated among Executive Committee members and it will have the same effect of Executive Committee decision, but will need to be ratified in the next Executive Committee meeting.
FILING OF STATEMENT AND RECORDS
The secretary shall prepare and maintain all such records, annual and other statements which are specified and required to be filed by the societies Registration act 1975 and the Rules framed there under.
The Members shall contribute a certain amount of membership fee to CIDS either (a) on annual basis or (b) on a long-term basis, as decided by the executive committee from time to time.
SOURCES OF INCOME AND UTILIZATION OF FUNDS
CIDS shall raise its funds through several ways, including: membership fees, grants, contributions and donations from Members, government and other bodies both within the country and abroad. All income shall be utilized for attaining aims and objectives of CIDS.
AUDIT OF ACCOUNTS
CIDS shall maintain proper accounts and other relevant records and prepare an annual statement of accounts in such form as may be statutorily prescribed by the Registrar of
Societies and maintained as per law. The accounts of CIDS shall be audited annually by a firm of Chartered Accountant approved by executive committee. The audited statement of accounts together with the audit report will be placed before the General Body with the recommendations of the executive committee.
CUSTODY AND INVESTMENT OF FUNDS
The funds of CIDS realized by means of donations or subsidies, grants, contributions shall solely be utilized for the promotion of the objectives and business of the Association. Surplus amounts shall be invested in an approved bank or banks or undertaking of the government as determined by the Executive committee and it shall be operated by the President jointly with Treasurer or Secretary. No part of the funds shall be invested in speculative activities.
CONDUCT OF GENERAL BODY MEETINGS
- The general body (Annual) Meeting of CIDS shall be held every year
- The notice of the general body meeting shall be sent to all members of the society so as to reach them at least 7 days before the date of the meetings.
- The quorum for the general body meeting shall be half of the total members on roll. In the absence of a quorum, the meeting shall be adjourned day not less than a week later, and if on the day on which the meeting is adjourned no quorum is obtained, the business shall be disposed of without a quorum.
- Notice of any proposition to be moved shall be given by members in writing to the secretary at least 5 days prior to the meeting and the list of such propositions shall be notified to members at the Registered office of the society at least one day prior to the meeting.
EXTRA ORDINARY MEETINGS OF THE GENERAL BODY
- An extraordinary meeting of the general Body shall be convened within one month the date of their requisition in writing, from not less than two thirds of the total number of executive members of roll.
- Notice for such an extraordinary meeting shall be given at least 7 days before the date of the meeting.
PASSING OF SPECIAL RESOLUTION
The secretary can arrange for convening a special general meeting. The notice for this may be shorter than 7 days but two third of members must be present.
INSPECTION OF REGISTERS AND BOOKS
- The Register of members the book contained the proceedings of the meetings and the books of accounts of the society shall be kept available at the Registered office of the Association for inspection by its members free of charge during office hours on all working days.
- Those members who want to ensure such shall obtain the prior written permission of either the president or the secretary on the requisition made by them and the records shall be perused by the members in the presence of an officer of the society.
AMENDMENT TO THE MEMORANDUM OF ASSOCIATION AND RULES AND REGULATIONS
The Association may have special resolutions amending its rules and regulations passed in a general body meeting with two thirds majority, subject to provision in section 12 of the Societies Registration Act 1975.