The ISA NCB Constitution

INDIAN SOCIETY OF ANAESTHESIOLOGISTS NAGPUR CITY BRANCH

(ESTABLISHED ON 9^TH DECEMBER 1973)

THE CONSTITUTION

PREAMBLE

“We, the Anaesthesiologists of the city of Nagpur, being members of Indian Society of Anaesthesiologists, solemnly resolve to form an Association (which will be a branch and part & parcel of the Indian Society of Anaesthesiologists) for promotion of good and prevention / reduction of harm to the anaesthesiologists in particular and other medical professionals and society in general by advocating, practicing and propagating professional justice, equality, and excellence & advancement of science and art of anaesthesiology and allied subjects.”

THE AIMS AND OBJECTS

1. Establishment and Organisation:

1. To associate together in one corporate body all reputable and qualified anaesthesiologists (registered members of ISA) residing in the city of Nagpur.
2. To set up necessary administrative and management structure.
3. To make rules & regulations and bye-laws for the smooth running of the society, and to amend it as when necessary.
4. To prepare a register and a directory of all members
5. To promote correct professional conduct.
6. To make rules when deemed necessary, relating to the discipline and professional conduct of Anaesthesiologists.
7. To take appropriate action when illegal, unethical and undignified professional conduct is encountered.
8. To protect the public against irresponsible and unqualified practitioners who profess to be specialists in Anaesthesiology.
9. To promote the advancement of Medical Science and in particular Anaesthesiology.
10. To encourage scientific research and experimental work on anaesthetic problems.
11. To hold scientific discussions / meetings /conferences and read papers on Anaesthesiology.
12. To organise National and Zonal and State and Regional and Local conferences.
13. To edit and publish Journal(s) and monographs of Anaesthesiology in paper form or/and electronic form.
14. Professional conduct:
15. Academic advancement:

f. To invite leading experts from both within and outside India for advice, consultation and participation in the fields related to anaesthesiology.

g. To evolve strategies, to facilitate and to promote specific actions, programmes, and research and development efforts to:

i. Attain and maintain technological competence.

ii. Enhance self-reliance and pursue excellence.

iii. Reduce vulnerability in the strategic areas.

iv. Make available its expertise and know-how towards betterment of practices in anaesthesiology and related subjects.

1. To design and conduct educational and training courses in anaesthesiology and related fields.
   1. To conduct continuing medical education programmes for members.
   2. To arrange exhibitions of implements, appliances, machines etc., pertaining to anaesthesia in Nagpur and suggest improvements in these implements and appliances.
      1. To cooperate, collaborate and coordinate with other city, state and zone associations for the above purpose.
      2. To represent anaesthesiologists of Nagpur at regional, state, zonal, national and international level.
      3. To co-operate with other medical and scientific associations.
      4. To allow to affiliate or merge other associations or individuals for the above purpose.
      5. To affiliate or merge with any desirable association for the above purpose.
      6. To organise public awareness and public educational activities.
      7. To study, formulate, advocate and implement minimum standards of anaesthesiology practice and application in the field of health services.
      8. To organise, promote and cooperate in charitable activities.
      9. To receive donations and subscriptions from persons who are eligible and who desire to join the society, and to hold and to utilise the funds for the advancement of Anaesthesiology and betterment of members.
      10. To acquire movable and immovable property.
      11. To lend or lease movable and immovable property to persons and institutions for similar purposes.
      12. To receive donations and other help from nonmembers and nonmembers for above purposes.
      13. To donate funds to other societies of similar aims and objectives.
2. Cooperation and collaboration:
3. Social obligations:
4. Funds:

f. To donate or give monetary & other help to other societies to organise conferences exhibitions, activities etc.

g. To institute awards, prizes, fellowships, etc. for practitioners, teachers, students, researchers etc. in anaesthesiology for excellence, encouragement, assistance etc.

7. Legal:

a. To watch and advice on legislations affecting the Anaesthesiology.

b. To help all members in legal matters.

8. Welfare:

a. To operate schemes for the welfare of Society and members, like Family Benefit Scheme etc.

b. To organise non academic activities for the members and their families to increase philadelphium and philsororium.

9. To decide the life and fate of the society like merger or dissolution.

10. To add all such things as may be incidental or conducive to the attainment of all or any of the above objects.

RULES AND REGULATIONS

The society means The Indian Society of Anaesthesiologists Nagpur City Branch unless specified.

The president, secretary, treasurer, joint secretary or member means the president, secretary, treasurer, joint secretary or member of the Indian Society of Anaesthesiologists Nagpur City Branch.

The office means the office of the Indian Society of Anaesthesiologists Nagpur City Branch situated at IMA House, North Ambazary Road, Nagpur.

Article 1. Membership

The Society shall have following types of membership

1. Permanent Full Member
2. Permanent Associate Member.
3. Temporary Associate Member.

The member should normally be residing within the limits of Nagpur Municipal Corporation or in the near by area where there is no Anaesthesia Society.

1A. Eligibility. The member of the parent body i.e. Indian Society of Anaesthesiology is eligible to become member of Nagpur City Branch.

1. Permanent Full Member:
   1. Graduate Degree holder of Modern Medicine.
   2. Post Graduate Degree / Diploma holder in Anaesthesiology.
   3. Registered member of statutory Medical Council of modern medicine.
   4. Registered Post Graduate degree / diploma with Medical Council.
   5. Possessing good character.
   6. Not having any criminal record.
   7. Permanent Associate Member:
      1. Graduate Degree holder of Modern Medicine.
      2. Interested in or practicing Anaesthesia.
      3. Registered member of statutory Medical Council of modern medicine.
      4. May or may not be Post Graduate Degree / Diploma holder in Anaesthesiology.
      5. Possessing good character.
      6. Not having any criminal record.
      7. Temporary Associate Member:
         1. Graduate Degree holder of Modern Medicine.
         2. Post Graduate Degree / Diploma student in Anaesthesiology.
         3. Registered member of statutory Medical Council of modern medicine.
         4. Possessing good character.
         5. Not having any criminal record.

(Note: The provision of subsection d of section 2 is made to accommodate those who are having post graduate degree in anaesthesiology which is not registerable with medical council due to technical problem.)

Eligibility will not automatically guarantee grant of membership.

1B. Enrolment of member.

A person eligible and desirous of becoming a member of The Society shall apply in the prescribed form. The prescribed application form must be completely filled.

Photo copies of the necessary documents should be attached to the application.

The applicant should be recommended by a permanent full member.

The applicant will submit the application to the secretary of The Society along with necessary fees.

The secretary, after scrutinising the application, will submit it to the executive committee for decision.

The decision of the executive committee shall be final in the sense that there will be no appellate authority above it.

The executive committee will

1. Accept the application and will grant the appropriate membership or,
2. Reject the application or,
3. Suggest modification and resubmission.

(Notes: a. The 2/3^rd majority of the executive committee is necessary for acceptance of new member.

b. Executive committee may or may not cite reason for rejection.

c. Suggestion for modification shall include an explanatory note by executive committee.)

If the application is accepted the secretary shall deposit the fees with the treasurer.

If the application is rejected the secretary shall return the fees to the applicant.

If the application is returned for modification, the secretary shall retain the fees till the final decision is taken by the executive committee.

After the application is accepted the secretary shall enter the name and other details in the Membership Register of The Society.

The Secretary shall administer the oath to the new member.

The president, the secretary and the applicant shall sign the register.

The new member shall be introduced at the next regular GBM or monthly academic meeting.

1C. Change in the status of membership.

1. A member having been registered in a particular type of membership and later having acquired the necessary qualifications for other type of membership shall apply for change of membership type on a plain paper along with photo copies of necessary documents and fees.

Recommendation by a Permanent Full Member will not necessary for change of membership.

The secretary after scrutinising the application will submit it to the executive committee for decision.

The decision of the executive committee will be final.

2. If any information or documents submitted with the application form is subsequently found to be inadvertently incorrect, even after the enrolment of the member, the executive committee will have the power to change the status of the membership.

3. After a Temporary Associate Member has been awarded post graduate degree / diploma he/she should apply for change to Permanent membership within 6 months, failing which the he / she shall cease to be a member of The Society. After this period his / her application shall be treated as fresh application.

1D. Intermittence of membership.

If any member leaves the city ofNagpur(or near by area) to reside and/or work in other place his / her membership shall be intermitted till such time as he / she returns toNagpur.

a. During such period official communications or circulars etc shall not be sent to him / her.

b. He / she shall not hold any post in The Society.

c. If he / she is holding any office at the time of intermittence he / she shall resign or shall be deemed to have resigned such post, and the executive committee shall appoint or co-opt another eligible member to such post.

d. During his / her visit to Nagpur such member may attend academic meeting, and also may attend General Body Meeting but shall not take part in deliberations or vote (in GBM).

1E. Superannuation of membership.

When a member will reach the age of 70 years his / her membership will be honorably declared as superannuated. Such member shall be treated with due reverence and respect. Such person shall not be burdened with the responsibilities / supererogation of any post. However, the executive committee may seek his / her advice on any matter.

1F. Revocation of the membership.

1. If any information or documents submitted with the application form is subsequently found to be incorrect or false, either inadvertently or deliberately, even after the enrolment of the member, the executive committee will have the power to suspend the membership. A written notice will be issued to the member giving the facts as known to the executive committee and asking for member’s explanation. If the explanation or the response of the member is found to be satisfactory the executive committee shall revoke the suspension. If the explanation or the response of the member is found to be not satisfactory the executive committee will submit the facts to the General Body with recommendation for revocation of membership. The suspended member may attend the General Body Meeting to plead his / her case (only during the discussion of his / her case) provided his / her behaviour is within the limits of decency and not harmful to the dignity and decorum of the General Body. The decision of the General Body will be final. Such revocation will have the ab initio effect, which is from the grant of the membership, and not from the date of detection or executive committee decision.

Fees or any donation given by the revoked member shall not be returned / refunded.

2. If there is a change about the status of an institute where a member had undergraduate or post graduate training (or about the medical council) which may affect the eligibility for the membership, such change will not affect the membership of the registered member.

1G. Cessation of membership.

The membership of a person shall cease in the following circumstances:

1. Death of a member.
2. Resignation by a member.
3. Conviction by a court of law for criminal activity.
4. Conviction by a consumer court will not automatically evoke cessation of membership, but the General Body will decide each case on merit basis.
5. Removal of a member from the Society by the General Body as disciplinary action.
6. Failure to register as Permanent Member within six months after passing postgraduate examination by the Temporary Associate Member.

Fees or any donation given by the removed member shall not be returned / refunded.

1H. Privileges and obligations of Member.

1. A member is entitled to (as per byelaws in force at the time)

a. receive all official communication (addressed to members), circulars, invitations etc by post, email, sms, courier, telephone etc.

b. attend academic meetings, general body meetings, reference committee meetings c. take part in deliberations, discussions and voting in various meetings.

d. move resolutions in meetings

e. contest for various office posts.

f. serve on various committees.

2. A member is obliged to (whenever feasible)

a. participate, cooperate and collaborate in all activities of The Society.

b. work on various committees when requested or appointed

c. update his / her address, email address, telephone number etc.

d. observe discipline and decorum.

3. A member shall not undertake any activity nor shall behave in manner which will

a. mar the dignity of The Society

b. harm the interest of The Society

c. antagonise the aims and objectives of The Society

d. disrupt the harmony among the members of The Society.

Any or all the above activities can evoke disciplinary action against the member.

Article 2. The General Body.

The life of the general body shall be perpetual from the formation of the society till its dissolution or merger with other society in which case it will form part of new general body.

The General Body shall consist of all Permanent Full Members and all Permanent Associate Members and all Temporary Associate Members.

2A. Meetings.

There shall be at least two regular meetings of the general body every year.

The first meeting shall be held in the month of April. The main purpose of this meeting shall be passing of accounts of the previous year and budget for current year.

The second meeting shall be in month of December. The main purpose of this meeting shall be electing the new office bearers for the ensuing year.

Both meetings can amend existing rules or introduce new rules.

The quorum for these meetings shall be 25% of members or 50 whichever is lesser.

For change of the name of The Society or change of purposes of The Society or merger with other society or dissolution of the society special extraordinary meetings shall be held. The quorum for these meetings shall be 50% or 100 members which ever is less.

1. Regular meetings

a. The Secretary shall issue the notice of GBM at least 15 days in advance. The notice shall be in written form as defined in rules and byelaws.

b. The notice shall contain the agenda giving necessary details of the individual items as deemed necessary by the secretary.

c. All motions proposed by individual member or executive committee shall be given in the original draft.

d. If there are any reports by the reference committees which are to be discussed in the GBM, such reports shall form enclosures of the notice.

e. Each attending member shall have one vote per motion. Voting by proxy or by post shall not be allowed.

f. Various decisions of the General Body shall require various majorities as decided by the order of the business or byelaws of The Society.

g. Any motion proposed by an individual member shall be required to be seconded by one another member.

h. Any motion or action proposed by executive committee shall not be required to be seconded.

i. The president shall have the power to call additional regular meetings.

2. Extraordinary meetings.

a. The president shall call extraordinary meeting to amend purposes (aims and objects) or to change the name of the society.

b. The agenda for such meeting shall be restricted to the purpose for which the meeting is called and there shall not be discussion on any other matter.

c. The Secretary shall issue the notice of Extraordinary GBM at least 15 days in advance. The notice shall be in written form as defined in rules and byelaws.

d. The notice shall contain the agenda giving necessary details of the individual items as deemed necessary by the secretary.

3. Emergency meetings.

a. The president shall call emergency meeting to deal with urgent and special subjects only.

b. A notice of three days only shall be necessary for such meeting.

c. The notice will clearly mention it as emergency meeting giving details of emergency and why the matter can not wait till regular meeting.

d. The discussion and action of the GBM shall be restricted to the agenda mentioned in the notice.

e. A verbal or telephonic (including sms) notice will be sufficient, however all efforts should be made to inform all members and in written form.

f. i. Twenty or more members can demand for an emergency meeting by giving the demand in writing elaborating the nature and details of emergency. All the signatories to such notice must be present at the beginning of such meeting; otherwise the meeting will be cancelled.

ii. The secretary after receiving such demand shall contact the president who will call the meeting within 15 days.

iii. The discussion and action of such GBM shall be restricted to the specific agenda of the meeting.

4. Rules of Order of the Business of the Meeting.

1. The President shall preside over the General Body Meeting. In the absence of President the Vice President shall preside. In the absence of both, the senior most member of the executive committee shall preside. The president may delegate that responsibility temporarily to another member of the Executive committee in extraordinary situation.

2. All members shall attend the General Body meeting. Observers and others may attend with permission of the Chair but shall not participate in debate or vote.

3. Proposals shall be submitted by executive committee or individual members. Resolutions must be received in writing by a time determined by the rules; otherwise, they will be considered as late resolutions, subject to the rules for submission of late resolutions.

4. A member wishing to obtain the floor shall raise his/her hand, approach the nearest microphone, wait to be recognized, address the chair, and give his or her name before speaking on the issue.

5. Decorum shall be observed during debate.

6. Debate must be germane to the issue under discussion.

7. No one shall speak more than once on a single issue or separate motion until all who wish to speak have been heard, and no more than twice, without permission of the Chair or upon approval by a majority of the Assembly.

8. Debate on an issue must be completed before another issue can be introduced.

9. The debate shall be limited to two minutes per speaker. This limitation may be waived only by permission of the Chair or a 2/3 vote of the Assembly.

10. The overall debate on any single issue shall be limited to no more than 15/30 minutes, provided both sides have been represented on the debate, and it may be extended only by permission of the Chair or a 2/3 vote of the Assembly.

11. Only one member can participate in debate on the Assembly floor at a time.

12. Any amendments more than 3 words long shall be presented to the Secretary in writing before they are placed on the floor.

13. Voting shall be by voice and / or a showing of hands.

14. Debate between two or more speakers is out of order.

15. All discussion / information must be directed to the Chair.

16. Cell phones must be set on silent mode or turned off.

17. A simple majority of votes shall decide the fate of a motion unless specified.

2B. Functions and Powers.

1. To make and amend rules, regulations and byelaws.

2. To elect its office bearers every year as per rules.

3. To elect office bearers of executive committee as per rules.

4. To approve budget for the incoming/current year.

5. To approve accounts of the previous year(s).

6. To discuss and approve any activity according the aim and objectives.

7. To appoint auditors.

8. To take disciplinary action as and when necessary.

9. The General Body shall have the power to amend (delete, rescind, add, alter, substitute) any decision or action taken by any member, officer or committee (including executive committee) with ab initio, a die, ad interim or ad hoc effect.

2C. Office bearers of General Body.

All the officers of The Society shall be honorary officers. They will hold the office and the title voluntary without any pay or remuneration.

The office bearers of general body shall be

1. President

2. Vice President (President Elect).

3. Secretary

4. Joint Secretary

5. Treasurer

Article 3. Management.

The Management of The Society shall be vested in The Executive Committee.

3A. The Executive Committee shall consist of

1. President

2. Vice President (President Elect)

3. Secretary

4. Joint Secretary

5. Treasurer

6. Members (one for each 50 – or part there of – Permanent Full Member)

7. One Member from Temporary Associate Member

8. One Member from Permanent Associate Member (if this membership exceeds 25)

9. Special executive member

10. Immediate Past Present

11. Immediate Past Secretary

All members except no. 7 and 8 shall be Permanent Full Members.

The president, vice president, secretary, joint secretary and treasurer of the general body shall hold respectively same posts of the executive committee also.

All the officers of the executive committee shall be honorary officers. They will hold the office and the title voluntarily without any pay or remuneration.

i. The regular tenure of all officers, except secretary and treasurer, shall be one year from 1^st April to 31^st March of the following calendar year.

ii. The regular tenure of secretary and treasurer shall be two years from 1^st April to 31^st March of second calendar year.

iii. The physical ceremony of installation or handing over will not affect the tenure of any post or office. The powers, responsibilities and duties of all posts shall commence from 1^st April and will end on 31^st March when the new officers shall take over.

iv. The tenure of the mid term co-opted or elected posts shall be till the end of the current year only, unless specified otherwise.

v. The powers, responsibilities and duties of all posts that have been promoted, co-opted or elected midterm shall be the same as the regularly elected post.

vi. The privileges and rights (like eligibility for higher post) of all posts that have been promoted, co-opted or elected midterm shall be the same as the regularly elected post.

vii. A person who has resigned voluntarily from any post in the midterm shall be deprived of all privileges and rights (like eligibility for higher post) of that post, except when the resignation is due to intermittence of the membership.

viii. Any member of the executive committee who remains absent for three consecutive meetings, without valid reason (not only apologies), shall be removed from the post.

3B. Functions and Powers

a. Execution of resolutions and decisions, and policies of General Body.

b. Enrolment of new members and change of status of membership.

c. Appointment of reference committees.

d. Preparation of yearly academic activities.

e. Preparation of budget with the help of Treasurer.

f. Preparation of accounts of the previous year.

g. Suggest and recommend changes in function and rules for the betterment of The Society.

h. Refer to the Advisory Committee the matters which are beyond rules and byelaws or those issues which Advisory Committee can deal with more amicably and effectively.

3C. The President.

The General Body of The Society shall have one president every year.

The president shall be president of the executive committee also.

The vice president shall be the president elect for the ensuing year.

The vice president shall automatically become president on the 1^st April next year.

In the event, the vice president is unable or unwilling to become president at the start of next year, the newly elected vice president shall become president, and fresh election shall be held for vice president who will be president for the ensuing year.

In the event, the post of president falls vacant (due to transfer, resignation, death or any other reason) the vice president shall immediately become president, and election shall be held for the post of vice president.

The vice president who has been promoted as president in the midterm shall continue to be president in the ensuing year also.

A vice president who has been elected in the midterm shall not become president at the end of current term but will continue as vice president in the ensuing year and shall become president in the next year.

A president who has left the post (due to transfer or resignation or any other reason) shall not be reinstated after the cessation of the cause of the relinquishment.

In the event of the posts of both president and vice president falling vacant at the same time the executive committee shall co-opt one of its own member as president, or if necessary, one member of The Society as president. The general body shall ratify the cooption or elect new president and vice president within two months.

Main duties of the President shall be:

1. To preside over the General Body Meetings.
2. To preside over the executive committee meetings.
3. To cast the deciding vote in case of a tie in the executive committee or G.B.
4. To ensure that the Executive Committee functions properly. The President is responsible for making sure that each meeting is planned effectively, conducted according to the constitution and matters are dealt with in an orderly, efficient manner. The President must make the most of all committee members and ‘lead the team’. This also involves regularly reviewing the Committee’s performance and identifying the lacunas and managing the process for rejuvenation of the Committee through leadership and encouragement.
5. To appoint various reference committee chairmen (and members) as and when necessary.
6. To make certain that each committee has definite objectives and each is functioning consistently.
7. To ensure that written reports of various committees are presented to the executive committee in time.
8. To appoint one member of the Advisory Committee every year in the month of April.

9. To supervise the preparation of budget and proper accounting of funds.

10. To ensure the Society is managed effectively. The President must co-ordinate the Executive Committee to ensure that appropriate policies and procedures are in place for the effective management of the Society.

11. To provide support and supervision to other officers.

12. To represent the Society as its figurehead. The President may, from time to time, be called upon to represent the Society and sometimes be its spokesperson at functions or meetings.

13. To attend the state and national conferences and to attend the General Body Meetings of the both bodies and to report the important business transacted therein.

14. To organise an orientation programme before the beginning of the new year for all members of the new executive committee with the help of the secretary.

15. To confer with the incoming president before going out of office.

3D. The Vice President.

The Vice President shall be the president for the ensuing year.

He / She shall assume the duties and function of the president in his/ her absence.

The vice president shall have following duties and function

1. Management of all awards, prizes, fellowships etc.
2. Assist and collaborate with President in all matters.
3. The vice president shall have the privilege of proposing the installing officer / chief guest of the new team who shall be confirmed by the executive committee.

3E. The Secretary.

The role of Secretary of the Executive Committee is the key to the efficient functioning of the Committee, particularly in our Society with no paid staff.

The Secretary shall be responsible for

1) The management and distribution / dissemination of incoming correspondence for the Society, reporting to the executive committee.

2) The management of all out going correspondence.

3) Recording and distribution of minutes of executive committee meetings and the General Body Meeting.

4) Maintaining the register of minutes.

5) Notifying executive committee meetings and informing committee members of date, time and agenda. Notify all members of the time, date, venue and agenda for the General Body Meeting.

6) Inviting, issuing and receiving applications for officers ahead of the G.B.M.

7) To maintain all registers as per rules and byelaws.

8) Ensuring that copies of the rules and byelaws are available at all meetings.

9) Informing all appropriate bodies like bank, ISA national secretary, I M A Nagpur Branch etc of new incoming office bearers.

10) Sending periodic reports to the Indian Society of Anaesthesiologists State Chapter or National Body.

11) Issuing and receiving completed forms for new members.

12) Accepting fees accompanying with above forms and giving the same to the treasurer after grant of membership (or to forward it to the ISA).

13) Helping the person in charge of academic activity.

14) Signing contracts on behalf of and with the knowledge of the executive committee.

15) Organising orientation programme for the new executive committee with the help President

16) Writing congratulatory or well wishing or condolence letters as and when necessary.

17) Being ex officio member of all committees.

18) Representing the Association in legal matters and Court cases personally and/or through the Association’s lawyers or through one of the nominee of Executive committee.

19) Approving receipts and payments.

3F. The Joint Secretary

The Joint Secretary helps mainly in organising the clinical activities so that the secretary is free to look after the administrative issues.

The main duties of the Joint Secretary shall be:

1. To prepare the general plan of clinical activities for the complete year and present the same for approval to the executive committee.
2. To plan details of individual clinical activity along with the executive member responsible for the same.
3. To requisition help from members of society for efficient execution of planned clinical activity.
4. To help in deciding and inviting guest speakers from within and out side society and to get their consent to accept invitation.
5. To help in getting recognition to clinical activity from MCI or other statutory bodies.
6. To fulfil duties of Secretary in her/his absence.
7. Any other responsibility requested by President.

3G. The Treasurer.

Main responsibilities of the Treasurer shall be to:

1. Prepare and present budgets, accounts and financial statements to the executive committee.
2. Present budget and annual financial statement to the general body after executive committee approval.
3. Receive and make payments approved by the secretary according to rules and byelaws.
4. Ensure that appropriate financial systems and controls are in place.
5. Ensure that record-keeping and accounts meet the conditions of funders or statutory bodies.
6. Ensure compliance with relevant legislation.
7. Advise on the organisation’s fundraising strategy.
8. Ensure use of funds complies with conditions set by funding bodies.
9. Ensure fund raising complies with relevant legislation and is bound by effective financial systems and controls.
10. Advise on financial implications of academic and non academic activities.
11. Present revised financial forecasts based on actual spending of the funds.
12. Present regular reports on the society’s financial position at executive committee meetings.
13. Prepare accounts for audit and liaise with the auditor, as required.
14. Advise on the society’s reserves and investment policy.
15. Manage bank accounts.
16. Follow appropriate systems for book-keeping, payments, lodgments & petty cash.
17. Ensure everyone handling money keeps proper records and documentation.
18. Ensure proper records of the assets and deposits are kept.

In all of these areas the Treasurer is responsible for ensuring that effective financial systems and procedures have been established, are being consistently followed and are in line with best practice and legal requirements.

3H. The Executive Member.

Executive Committee members work as a team!

Executive committee members shall have access to relevant information to support them in carrying out their responsibilities.

Duties of Executive member shall be to:

1. Make decisions as a collective group and hold joint responsibility for decisions and actions taken by the executive committee (even in the absence any individual member).
2. Be responsible for ensuring that all decisions are taken in the best interests of the organisation and that these are carried out effectively.
3. Ensure that all decisions and actions are according to provisions of the constitution.
   1. Bring to the notice of the President any under, over or unconstitutional action.
   2. Delegate tasks to a sub-committee and to volunteers and seek external advice.
   3. Be responsible for organising at least one activity, clinical or nonclinical in the year.
   4. Help and assist President, secretary, jt. Secretary or treasurer as and when requested.

3I. The Immediate Past President and Immediate Past Secretary

The President and the Secretary on expiry of their term (i.e. on 1^st April) shall become Immediate Past President and Immediate Past Secretary.

In the event any of them is unable or unwilling to assume the post, the president or secretary before them will continue as immediate past president or secretary.

In the event the secretary is elected as vice president the post of immediate past secretary will lie vacant.

The function of the immediate past president is to guide the president whenever requested or when he/she thinks that the president is unable or unwilling to comprehend and/or follow the rules and regulations and byelaws.

The responsibility of the immediate past secretary is to guide the secretary whenever requested or when he/she thinks that the secretary is unable or unwilling to comprehend and/or follow the rules and regulations and the byelaws.

3J. Eligibility

POST ELIGIBILITY CRITERION

President 3 Year experience as office bearer in Executive Council.

(Only if Vice President Relaxed to 2 year in case such candidate is not available.

refuses promotion)

Vice President 1 year experience as Secretary. If any ex-secretary has not applied for the post of vice president then an ex-treasurer will be eligible.

Secretary 1 year experience as Jt. Secretary
Relaxed to 1 year as Member of Executive Committee in case
such candidate is not available.

Treasurer 2 yrs experience as Member of Executive Committee.
Relaxed to 1 year as Member of Executive Committee in case
such candidate is not available.

Jt. Secretary Same as for treasurer-

Special Executive Member Past President / Secretary /Vice President

Executive Member (6) 2 yrs as Permanent Full Member of the Society.

Ex Officio Immediate Past President, Immediate Past Secretary

Junior Member (1) Post Graduate Student in Anaesthesiology (Temporary Associate Member)

The past president shall be eligible only for the post of special executive member and no other post.

All posts are for one year only, except secretary and treasurer which are for two years.

AMENDMENTS PASSED IN THE GENERAL BODY MEETING HELD ON 24TH MAY 2014

Sr No		Existing	Proposed
1	Secretary	One year experience as Joint Secretary. Relaxed to 1 year as Member of Executive Committee in case such candidate is not available	One year experience as Treasure. Relaxed to One year as Jt. Secretary in case such candidate is not available. Further relaxed to One year as Member of Executive Committee in case such candidate is not available.
2	Treasurer	Two yrs experience as Member of Executive Committee. Relaxed to One year as Member of Executive Committee in case such candidate is not available	One year experience as Jt. Secretary. Relaxed to One year as Member of Executive Committee in case such candidate is not available
3	Jt Secretary	Two yrs experience as Member of Executive Committee. Relaxed to 1 year as Member of Executive Committee in case such candidate is not available	One year experience as member of Executive Committee. Relaxed to 2 years experience as Member of Nagpur City Branch of ISA in case such candidate is not available.
4	Tenure	All posts are for one year only, except secretary and treasurer which are for two years.	All posts are for one year only. (Note – the tenure of the posts of the secretary and the treasure is reduced to one year).

3K. Meetings of the Executive Committee.

The executive committee shall meet at least once every month.

(Exception may be made in summer months).

The executive committee shall deliberate on planning and execution of the policies and resolutions passed in the general body and permanent programmes incorporated in the rules and byelaws as detailed in ‘functions and powers’.

Article 4. The Advisory Committee

1. The advisory committee shall consist of three members having at least 25 years experience as member of The Society.
2. One senior member (after serving for three years) shall retire and one new member shall be appointed every year in April.
3. The President shall appoint one member (after obtaining her/his consent) on Advisory Committee every year in April.
4. The tenure of each member shall be three years.
5. No member is eligible for second appointment.
6. The member in the third year shall be the chairman of the committee.
7. The advisory committee shall give its considered opinion or advice on the matter expressly sought by the president (in consultation with executive committee).
8. The advisory committee shall give its considered opinion or advice on the matter expressly sought by the president without consultation with executive committee in emergency (which he / she shall communicate to the executive committee as soon as possible).
9. The advisory committee shall give its considered opinion or advice on the matter expressly sought by executive committee (by majority decision) only when the matter concerns the person or working of the President.
10. The advisory committee shall not take up any matter suo moto or sua sponte.

(Notes – The clause 10 about prohibition of suo moto and sua sponte is included because if, in future, there happens to be a tendency or temptation to super govern the society then it will act as a check. It is not a pejorative but a caution in extreme situation. Suo moto – as logical consequence of the matter under consideration. Sua sponte – initiating a new matter for consideration.

The clause 9 is included to dissuade the executive committee from misusing the advisory committee, as the avenue of bringing up any other matter in GBM is open to it.)

Article 5. The Bye laws

The bye laws are rules for day to day activities and execution of work which do not affect the overall policies of the society.

These shall be formed in compliance with aims and objects or specific rule or a group of rules.

The executive committee shall have the power to form, amend, add or delete byelaws.

The process of forming byelaws shall be some what informal.

Any member of the executive committee may propose the bye law with prior notice.

A simple majority of attending members of the executive committee shall decide to adopt, reject, amend, take up later or to refer to a committee for opinion any proposal for byelaw.

The subjects of the byelaws shall include:

1. Frequency and timings of the executive meetings
2. Monthly accounting
3. Organising monthly activities
4. Organising yearly activities
5. Fund raising
6. Mementos
7. Annul Day organisation
8. Ether Day celebration
9. Working rules of executive committee.
10. Management of awards, prizes, medals etc.

Article 6. Funds and Accounts.

The funds of the society shall be managed by the treasurer. He shall act as the trustee for safe keeping of the funds.

All the funds shall be deposited in the nationalised bank only. It shall not be deposited in private or cooperative bank.

The funds shall not be invested in shares or mutual funds or any other similar schemes.

The bank accounts shall be managed jointly by president / secretary and treasurer.

The names and specimen signatures of these three officers shall be informed to the bank in the month of March so that they may operate the funds from 1^st of April.

The officers of a particular year shall operate the funds from 1^st April till 31^st March.

Generally the particular bill or invoice or voucher of an item for any sanctioned head shall be passed by the secretary and paid by the treasurer. However, the executive committee may make suitable byelaws to bring ease in management for a particular head or for a particular period, for passing and payment of some bills.

The officers shall not spend money more than what is sanctioned in the budget or rules and byelaws.

If any officer spends more than the sanctioned amount or on items not sanctioned, then the amount may be put for sanction in next executive meeting. The executive committee may

• Sanction the amount if found justified; or
• Not sanction the amount; in which case the amount will be recovered from the officer.

If the concerned officer refuses to refund the amount then the society may take action under section 9 (or any other appropriate section) of The Society’s Registration Act 1860.

The funds of the society shall be generated from:

1. Interest from the bank deposits;
2. Membership fees;
3. Donations;
4. Deposits;
5. Registration fees from conferences, workshops, seminars, exhibitions etc.
6. Other sources as accepted by society.

The membership fee shall be deposited into the general fund. It shall not be spent directly for any purpose, but the interest generated by its deposit shall be spent as per rules and byelaws.

The funds of the society shall be divided broadly into two heads

1. General fund and

2. Awards fund.

These may be further subdivided as per bye laws.

These funds shall be deposited into separate bank accounts and their accounts shall be maintained separately.

The income generated out of interest of the general funds shall be spend as follows-

50% shall be deposited back into main corpus.

Up to 50% shall be spent for purpose for which it is intended and not for any other purpose(s).

If this amount is not spend completely then the remaining amount shall be deposited with the main corpus.

The income generated out of interest of the general fund shall be spent for;

1. Administrative expenses;
2. Academic activities;
3. Mementoes and gifts to speaker and guests;
4. Maintenance of the premises;
5. Other related activities as sanctioned by the executive committee.

The General Body may sanction spending from the main corpus by a majority of 75% of those attending the meeting. This item must be included in the agenda of the notice of the General body meeting.

The income / interest arising out of award funds shall be spent as per bye laws for it.

Article 7. Property

The property of the society shall be entrusted with the executive committee.

The secretary shall maintain a register about the details of immovable and movable property.

The executive committee shall be jointly responsible for care, maintenance and utilisation of such property. It may make necessary byelaws to manage it efficiently.

Article 8. Publication

1. The executive committee shall have the power to publish or accept for publication clinical or administrative or other necessary material related to the society.

It shall have the power to appoint editor or other staff for bringing out such publication.

The executive committee shall have the power to form necessary rules and byelaws for the same.

Article 9. Elections of the office bearers.

1. The elections shall be held for the posts which are likely to fall vacant on 1^st April.

The secretary shall send notice to all members about the posts for which elections will be held.

2. The notice shall contain information about dates for application, withdrawal and election.
3. The secretary shall issue application form when requested by any member.
4. The secretary shall accept the completed forms, scrutinize these and submit to the executive committee.
5. On approval from the executive committee, if there is more than one candidate for any post, the secretary shall prepare ballot papers and arrangements for the voting in the next General Body meeting.
6. The executive committee shall appoint an election officer for the actual conduct of the election.
7. The result of the election shall be declared immediately in the same meeting.
8. Generally there shall not be election for the following posts.

1. Immediate Past President- the President shall become Immediate Past President on expiry of the term.
2. Immediate Past Secretary- the Secretary will become Immediate Past Secretary on expiry of the term.
3. President- the Vice President shall become the President on expiry of the term.

In the event of any of the above is unable or unwilling to assume the office then e lection or cooption will take place as per relevant rule.

9. Any eligible member may contest any post for any number of times.
10. No member shall hold one post for more than two terms.
11. The candidates shall not form panels for the purpose of contesting elections.

(Note: Panel means party i.e. a fraction of the membership. Such parties harbor bosses who decide the candidates for various posts. So in effect the election is reduced to selection. The free will of the members at large is suppressed. Democracy and meritocracy will yield to oligocracy.)

12. The Appellate authority for redressing any dispute arising about election shall consist of the Chairman of the advisory committee, the president and one past president (to be appointed by president).

The decision of the appellate authority shall be final.

13. Application form for the post of general body and executive committee.

I, Dr. – – – – – – – – – – – – – – – – – – — – – – — – – – – – – – — – – – -declare myself as a candidate for the post of – – – – – – – – – – – – – – – – – – – – – – — — – – – – – for the year 20 – – _ 20 – – .

I have read the rules and regulation and have found myself

1. Primarily eligible for the above post. Or,
2. Not primarily eligible, but my name may be considered if there is no primarily eligible candidate.

I have read all rules and regulations and byelaws and I agree to abide by the same if elected.

Signature Date

I, Dr. – – – – – – – – – – – – – – – – – – – – — – – —- – — support the candidature of

Dr. – – – – – – – – – – – – – – – – – – — – – – — for the post of – – – – – – – – – – – – – – – – – – – – – – –.

Signature Date

I, Dr. – – – – – – – – – – – – – – – – – – – – — – – —- – — second the candidature of

Dr. – – – – – – – – – – – – – – – – – – — – – – — for the post of – – – – – – – – – – – – – – – – – – – – – – –.

Signature Date

Verified and found correct and eligible / ineligible.

Secretary Date

10. Branches

The general body shall have the right to form, grant permission to form and recognize sub branches within the city of Nagpur.

It shall have the power to form necessary rules and regulations, byelaws and procedures for such purpose.

Article 11. Amendments

The General Body shall have the power to amend (add, delete, alter, substitute) the above Articles as per the majority mentioned below.

The Preamble, Aims and Objectives – – – – – – – – – 75% of the attending members.

Rules and Regulations – – – – – – – – – – – – – – – – – – 50% of the attending members.

Dissolution or Merger of society – – – – – – – – – – – – 75% of the attending members in two consecutive special GBM.

Article12. Awards

1. The society shall continue to manage existing award, prizes etc as per feasibility.

2. The society shall institute new awards, prizes etc. as per necessity or opportunity.

3. An awards committee shall be formed every year under the chairmanship of the vice president and two other members. These two members shall be nominated by the president with the consent of executive committee.

4. The tenure of the awards committee shall be one year from 1^st April till 31^st March.

5. The awards committee shall

1. Manage the funds earmarked for the particular award in cooperation with the treasurer.
2. Select the awardees as per existing rules and regulation or bye laws.
3. Suggest changes in rules and regulation or bye laws as per need.
4. Maintain record of the awards.
5. Recommend the terms and conditions for accepting money for new or existing awards.
6. Recommend the fate of unmanageable or impracticable awards.
7. Procure the awards – certificate, instrument, cup, shield etc and arrange to present it.

Article 13. Nomination of representatives on the state & national bodies.

1. All the representatives shall be nominated by the executive committee.
2. Applications for all representative posts shall be invited by the executive committee.
3. Decision of the executive committee shall be final.

iv. The nominee shall represent the combined views of the executive committee and not personal views at the state / national level.

13 A. Eligibility:-

1. Candidate should be a full permanent member for more than 10 years.

2. She/he should be a past official of the city branch.

3. The order of preferences shall be: (past)

President

Secretary

Vice president

Treasurer

Joint secretary

Executive members

Acting executive body members can be considered in the same order.

1. He/she should have a good attendance record. (>/= 75% preferred but flexible).
2. Any other criteria as per the rules and byelaws of the regional, state, zonal or national bodies.

Application form I, Dr. – – – – – – – – – – – – – – – – – – — – – – — – – – – – – – — – – – -declare myself as a candidate for the representative to State/National body for the year 20 – – _ 20 – – . I have read the rules and regulation and have found myself Primarily eligible for the above post. Or, Not primarily eligible, but my name may be considered if there is no eligible candidate. I have read all rules and regulations and byelaws and I agree to abide by the same if nominated. Signature Date I, Dr. – – – – – – – – – – – – – – – – – – – – — – – —- – — support the nomination of Dr. – – – – – – – – – – – – – – – – – – — – – – — as representative to the State/National body . Signature Date Verified and found correct and eligible. Secretary Date

Article 14. Disciplinary Action

The society shall take appropriate disciplinary action against any member whose actions are injurious to the society or against the aims and objects of the society. The procedure and outcome shall be as detailed in the bye laws.

Bye laws

GENRRAL BYE LAWS

1. The office of the society shall be at the ISA premises at the IMA house, North Ambazary Road, Nagpur, 440001.
2. All the record and papers and property shall be kept at the office.
3. No officer shall run the office from his/ her home or clinic or hospital.
4. The office shall be open every Tuesday between 5 to 6 pm in winter and 6 to 7 pm in summer.
5. All members shall have access to the office files in the above timings.
6. The executive committee shall meet on 2nd Tuesday of every month.
7. The executive committee may meet more often as and when necessary.
8. The treasurer shall present monthly accounts at monthly executive meetings.
9. The executive committee shall prepare tentative schedule of yearly activities at beginning of every year.
10. The Annual Day shall be celebrated on 1st or 2nd Saturday of January every year.
11. The annual oration in memory of Dr. E. Tambe shall be arranged during the Annual Day function in the month of January.
12. The president shall have the privilege of proposing the name of awardee of the oration, and it shall be confirmed by the executive committee.
13. The installation of the new team shall take place on the Annual Day.
14. The vice president shall have the privilege of proposing the name of installing officer /chief guest, and it shall be confirmed by the executive committee.
15. The president shall invite the chief guest/installing officer and the Tambe oration awardee on be half of the Nagpur City Branch.
16. The mementos for the speakers and guests shall be decided and acquired by the organising person of the particular programme, as per sanction of the executive committee.
17. The executive committee shall sanction the budget for individual programme within the rules.
18. The executive committee shall decide on the dates of the election process every year.

FEE BYE LAWS

1. The one time fee for Permanent Full Member shall be rupees –
2. The one time fee for Permanent Associate Member shall be rupees–
3. The one time fee for Temporary Associate Member shall be rupees –
4. All the amount of the fees shall be deposited with the general fund and shall not be spent directly for NCB activities.
5. Only the interest accrued from its deposit shall be spent for administrative or academic activities.

Disciplinary action bye laws

If the President or executive committee is dissatisfied with the actions or attitude of an executive committee member or any member of the society, he/she may consider taking disciplinary action. The aim of the disciplinary action shall be an improvement in the member’s actions or attitude, although dismissal may indeed be an outcome in serious cases.

The disciplinary procedure shall include the following stages.

The disciplinary action can be initiated

1. Based on a complaint (written)
2. Suo moto(u) i.e. as extension of the matter under consideration
3. Sua sponte i.e. as new action from inception

For items 2 and 3 formal complaint shall not be necessary.

Informal

The President shall take up matter with the member informally, making clear the concerns but also to listen to her/his side of the story. A note shall be made of the discussion. It should be possible to resolve the vast majority of minor problems informally in this way.

Formal Notice and warning.

If there is no improvement, the president shall write formally to the member referring to the previous discussion(s), detailing

1. the improvement required,
2. the date by which this improvement is required,
3. the consequences of failing to improve, and
4. the provision of appeal against the decision.

Disciplinary Procedure

If the member fails to improve or change within the specified period,

1. the president shall

i. Prepare a Charge Sheet showing the charges against the accused.
ii. Appoint an enquiry officer who is not a member of executive committee, to investigate into the matter.

2. The enquiry officer shall submit the report within a specified time.
3. If the charges are proved then inform the accused about findings of the enquiry officer.
4. The executive committee shall decide the punishment.
5. The disciplinary punishment may be from oral apology by erring member to expulsion from the society as may be deemed appropriate.

The appellate authority.

The appellate authority shall consist of the Chairman of the advisory committee, one past president and one of the senior members of our society.

(Note – One may feel that the above procedure is unnecessarily long and complicated during an emergency. There are however two powerful arguments against cutting corners:

• It may be unfair to the member concerned
• If the member appeals successfully to an appellate authority or court, one may well spend far more time and energy defending one’s actions than one would have spent following the procedure, and certainly failing to follow the procedure will damage the case.

Equally dangerous is inaction. One can not afford to have poorly performing or dishonest executive members and if there is no record of informal or formal steps being taken against him/her, it will be all the more difficult to take action later.)

A member is liable for disciplinary action if he / she

• Mars the dignity of the society
• Harms the interest of the society
• Antagonises the aims and objectives of the society
• Disrupts the harmony among the members of the society.

• Misappropriates the society funds (or funds entrusted with society).
• Mis-spends the society funds.
• Damages the property of the society.
• Make slanderous or libelous statement in meetings.
• Fails to perform duties associated with the post.
• Misuses the powers associated with the post he/she is holding.
• Usurps the power not associated with the post he/she is holding.

GENERAL INFORMATION AND GUIDE LINES

New Member

When a new member joins our society he or she does not have much information about our society. It is also difficult to organise orientation programmes for every member as they may join any time of the year. However, he or she should know following information about our society preferably in the form of a booklet.

(Note- A sub committee may be formed to prepare such booklet)

1. History and Background of the Organisation

How the organisation was established and in particular why it was established. Who was involved and what were the issues or priorities at the time.

What changes have taken place to bring the society to its present status?

This information and photographs (we should keep scrapbooks) will help set the scene for new members.

2. Objects (purpose) of the Organisation

It is vital that member is fully familiar with the objects (aims and objectives) of our organisation. The aim is a broad statement about why the organisation exists (an overall statement of intent). The objectives are more specific statements about what the society hopes to achieve – for whom, where and how? What are the exact needs that our society is addressing and what services are provided to meet these needs? What does the society believe in? What is its value base?

3. Governing document of the Organisation

Give each new member a copy of the constitution. It is useful for knowing procedures for general meetings, election of committee members, election of officers and how committees work.

4. Annual Reports

Previous Annual Reports will probably be one of the most effective ways of finding out about many aspects of the society’s work. It is recommended to read Annual Reports quite early on in the induction process

5. Funding Arrangements and Current Finances

It is vital that a member knows exactly how the society is funded. Who are the main funders? Who was approached for funding but declined? How much money has to be raised through society’s own fund raising efforts? Where there are several new members, some form of meeting, maybe even an informal get-together, with funders could be helpful. Familiarise members with the previous years’ accounts and the current finances. If they are new to accounting, arrange a meeting with the Treasurer of the committee to talk about the budgeting systems.

GUIDE LINES FOR GENERAL BODY MEETING

(ALSO APPLICABLE TO EXECUTIVE COMMITTEE MEETING)

The General Body meets to transact business which is of common interest to all members. However some of us are not familiar with the method of doing it. All associations are democratic institutions and adopt parliamentary procedures as their working methods. A small resume of necessary information is given below.

The Notice for the meeting of the General Body Meeting will be issued in writing by the Secretary, as per rules, well in advance.

The notice will have following information –

1. The meeting is called by the President as routine or emergency or on demand (requisitioned) by some members.
2. The date, time and place of meeting
3. The agenda
4. Any other significant matter which the occasion demands.
5. Annexure – like some report by reference committee or other information relevant to the agenda.

All the members should assemble few minutes before the scheduled time. This will help to discuss the issues on agenda informally amongst them, sometimes even giving vent to their feelings. This will ensure to maintain proper decorum & civility during formal conduct of meeting.

A copy of the constitution and bye laws should be available at the time of meeting.

The agenda generally includes

1. Title of meeting
2. Apologies from absentees
3. Minutes of previous meeting
4. Actions relating to previous meeting
5. Items to be discussed and decided
6. Reports from sub-groups
7. Any other business
8. Date, time and venue of next meeting

THE NORMAL CONDUCT OF THE MEETING

The President will occupy the central position at the head of assembly facing members. The Secretary will occupy the place on one side of the President. The Treasurer will occupy the place on the other side of president.

In the absence of President, the Vice president will occupy his / her place and conduct the meeting.

The President may ask any member of the executive member or advisory committee to preside a particular meeting partly or completely.

The Secretary will note down the proceedings of the meeting and will record it, as “Minutes of the meeting”.

The meeting will be called to order by the President on time.

If the quorum of the members is not complete the meeting will be adjourned for a specified time by the President and again call to order after completion of such time.

The quorum will not be necessary for the reconvened meeting.

The President will specifically mention this provision and request the Secretary to proceed with the first item on the agenda.

After the Secretary has read the first item on the agenda, the President will make the opening comment, if necessary, and declare the subject open for discussion. The Secretary will give necessary details if necessary.

The President should refrain from giving his opinion at the beginning whenever possible. The President should invite members, one by one, to express their opinion, giving opportunity to all members.

The members should refrain from talking all at once, however exciting or provocative the subject may be.

The members should not hold one to one conversation with any other member and should address all talk to the President or to the assembly at large.

The member should wait for his/her turn to speak and the President should not allow any one member to dominate the discussion or speak continuously. Any reprimand should be gentle and disguised as request as far as possible.

Any point discussed by a member should not be discussed in detail again by other member but mention his/her support or concurrence for the same in minimal words.

Any disagreement should be voiced in mild manner (choice of words and tone and volume).

After having reasonable discussion the President should put the subject in the form of a proposal for voting.

The President should cast his/her vote only in case of a tie.

The same procedure should be followed for all items on the agenda.

The late comer, if any, should occupy his / her seat without disturbing the proceedings of the meeting. Loud apologies for late coming are not necessary.

The President will declare the adjournment of the meeting till further notice.

A subject is introduced as a motion or proposal for consideration by a member and all members together decide to take necessary action.

The standard and usual GB actions are defined as follows:

ADOPT – Approve as action to be implemented through Executive Committee.

FILE – Accept report for information only.

REFER – Send report to the Executive Committee or some other committee for further consideration.

REFER FOR DECISION – Send to the ISA Governing Council (or any other authority) for their opinion or action

NOT ADOPT – Defeat (not accept) the report or resolution.

Procedures for Submission of Resolutions

Any member can submit a matter for consideration by General Body for action to be taken in the form of a proposal or motion. It should be seconded by at least one other member.

The member should submit in writing the back ground and need for considering the matter with supporting material, if any, to the secretary at least one month in advance of the GBM.

The motion it self should be in form of only one line.

Example – “I move that the tenure of the post of * * * be increased to * * * years”.

The motion should be seconded by other member.

The secretary will submit the matter to the executive committee and executive committee may decide to refer it to a committee for additional study / information.

The executive committee should include the resolution in the agenda.

The report of committee should be available to the G B at the time of discussion.

A properly submitted resolution cannot be suppressed by Secretary or executive committee and has to be included in the agenda.

The executive committee can also submit a proposal to the General Body for consideration after passing it by simple majority.

Procedures for Submission of Late and Emergency Resolutions

Late resolutions should be avoided whenever possible. The introduction of timely resolutions allows Executive committee members time to research background information and ISA policy and prepare testimony either for or against a resolution. In addition, it gives Reference Committee members an opportunity to study in detail background information in order to make an informed recommendation on the disposition of a resolution to the General Body.

However, there is a need to have a mechanism to admit resolutions that have a legitimate reason for being late, while attempting to maintain an atmosphere of informed discussion of such resolutions. The following mechanisms may be used to introduce late and emergency resolutions.

Late Resolutions – Resolutions that are submitted after the deadline but before the meeting has been called to order shall require a two-thirds vote of the Assembly to be debatable on the floor.

The President shall make recommendations to the General Body on whether or not it should be considered as business. Late resolutions approved for consideration may be referred to a reference committee, and handled in the same manner as those resolutions introduced before the deadline.

Late resolutions must be accompanied by a written statement addressing the following points:

– The timeliness/urgency of the resolution

– The importance of the resolution to the members.

– Why the resolution is being presented late.

In order for the Reference Committee to complete its review of a resolution prior to the General Body’s business session, late resolutions and accompanying statements must be at the ISA office at least 7 days before GB meeting. It is the author’s responsibility to ensure that the resolution and accompanying material has been received by the office. If the materials are not at the office by this deadline, it will instead be considered emergency resolutions and dealt accordingly. Copies of the resolutions will be made available for members of the Assembly. Initially limited debate will be allowed on acceptance of the resolutions for deliberation only. Debate may be allowed on the content of the resolutions. The author of the resolution will be given the opportunity to address the Assembly for one minute on the reasons to accept the resolution. Following this limited debate, the Assembly should judge the merits of accepting the resolution on the three criteria listed above. The Assembly will then vote on whether to accept the resolution. A majority vote is required for acceptance.

Emergency Resolutions – Resolutions that are submitted after the meeting has been called to order shall be called emergency resolution and initially limited debate will be allowed on acceptance of the resolutions for deliberation only. It will require a three-fourths majority of the Assembly to be debatable on the floor. Emergency resolutions approved for consideration shall be debated on the floor of the Assembly without referral to a reference committee. To accept an emergency resolution it must be a true “emergency” issue which was not previously known to the Assembly and which must be dealt with immediately in order to have an impact.

The mechanism for accepting these types of resolutions must be followed strictly to prevent abuse of this system, and to ensure that only issues that are important and timely are heard by the Assembly.

Reference Committees

The General Body meeting is of too short duration for every member to become familiar with all issues raised in the proposals and reports. By referring the work of listening, investigating, and making recommendations on motions to a reference committees an opportunity is provided for all members to express their views. Additionally, the General Body is able to transact a large amount of business with a thorough understanding of the facts about each motion. The utility of committees also ensure greater freedom for discussion, more time for the subject matters presented in the motions, and effective and appropriate forums for addressing specific questions and concerns.

Reference committees should be created from appointment of chairman, made by the Executive Committee, based on interest and experience of the member in the activities of the ISANCB and familiarity with the issue under consideration. Other committee members (appointed or co-opted) need not have any particular qualifying experience.

All appointees should be briefed regarding the specific charge of the committees and their role as members of a reference committee. The reference committee may make its own rules of working.

The reference committee should meet to hear testimony on the proposals and reports that have been referred to it. It should gather information on the issue from other sources also, if necessary.

Reference committee hearings should be open to all members. Any member is privileged to speak on the proposals and reports under consideration. Other individuals, may, upon recognition by the Chair of the reference committee, be permitted to speak. The Chair is privileged to call upon anyone in attendance if, in his/her opinion, the individuals have information that would be helpful to the committee in drafting its report.

Equitable hearings are the responsibility of the reference committee Chairman, and the committee may establish its own rules on the presentation of testimony, with respect to time limitations, repetitive statements and the like. It is recommended that all those who wish to give testimony on a particular item of business be given the opportunity to do so once, before others are allowed to speak a second time. It is recommended that the reference committee Chairman should not ask for an expression of the sentiments of those attending the hearing by an informal vote on a particular item. The committee members may ask questions to be sure that they understand the opinions being expressed, or may answer questions if a member seeks clarification; however, the committee members must not enter into arguments with speakers, or express opinions during the hearings. Likewise, debate between two or more speakers is out of order. All testimony must be directed to the reference committee Chairman. The reference committee should listen carefully and evaluate all opinions presented so that it may provide the General Body with carefully considered recommendations.

The reference committee hearing is the proper forum for discussion of controversial items of business.

In general, those who have not taken advantage of the hearing to present their viewpoints, or to introduce evidence, should not be encouraged to speak on the GBM floor.

Reference Committee Reports

Following its open hearings, a reference committee should convene a closed session for deliberations and construction of its report. The reference committee deliberations are conducted in simple and informal procedures.

Reference committee should have wide latitude in their efforts to facilitate expression of the will of the majority on matters before them, and to give credence to the testimony they hear. The reference committee has the option to recommend that an original resolution be subject to usual parliamentary procedures by recommending adopt, not adopt, refer, refer for decision, or file. The reference committee’s other option is to recommend substitute language for the original resolution. Finally, the reference committee may recommend that original resolutions of similar subject matters be consolidated. Such consolidated resolutions then become the substitute resolution proposed by the reference committee.

At the time of the reference committee report, each report or resolution that has been accepted by the GBM for consideration is placed before the GBM for disposition along with the reference committee’s recommendations. In the event that a number of closely related items of business have been considered by the reference committee and a consolidated or substitute resolution has been proposed by the reference committee, the reference committee substitute will be the matter before the GBM for discussion.

Reference committee recommendations should correspond to the standard types of GBM actions.

THE CHIEF PURPOSES OF MOTIONS

PURPOSE OF ACTION MOTION

Present an idea for consideration and action – – – – – – – – – Main motion

Decide to take a definite action – – – – – – – – – – — – – – – – – Resolution

Improve a pending motion – – – – – – – – – – – – – – – – – – – – Amend

Amend a previous action – – – – – – – – – – – – – – – – – – – – – Amend

Separate the main idea into component parts – – – – – – – – Division of question

Regulate or cut off debate – – – – – – – – – – – – – – – – – – – – Extend or Limit debate

Delay a decision – – – – – – – – – – – – – – – – – – – – – – – – – – Refer to committee or Postpone to a certain time

Close debate – – – – – – – – – – – – – – – – – – – – – – – – – – – – – Vote immediately

Withdraw a motion – – – – – – – – – – – – – – – – – – – – – – – – – Withdraw

Meet an emergency – – – – – – – – – – – – – – – – – – – – – – – – – Question of privilege

Gain information on a pending motion – – – – – – – – – – – – Parliamentary inquiry

Question the decision of the presiding officer – – – – – – – Point of order

Regularise action taken in emergency – – – – – – – – – – – – Ratify

Change an action already taken – – – – – – – – – – – – – – – – Reconsider

Terminate a meeting – – – – – – – – – – – – – – – – – – – – – – – Adjourn, Recess

Cancel or annual pervious decision – – – – – – – – – – – – – Rescind

IMPORTANT POINTS ABOUT AMENDMENTS

1. A primary amendment amends the pending motion and must be germane (closely related) to the main motion.

2. A secondary amendment amends the primary amendment and must be germane to the primary amendment.

3. There may be only one primary and one secondary amendment pending at the same time to the same motion. (If there are more than one proposal for amendment then these should taken for consideration one after other and not simultaneously.)

4. A motion to amend by substitution is a motion to strike out a paragraph or a main motion of only one sentence, and to insert a different paragraph or main motion.

5. An amendment by substitution is a primary amendment.

6. The amendment methods are:

a. to insert or to add;

b. to strike out;

c. to strike out and insert.(substitute)

Parliamentary Procedures at a Glance

Action desired Wording of Motion Votes

*The Main Motion “I move that…” MAJORITY

*Adjourn the meeting “I move the meeting be adjourned” 2/3 MAJORITY

*Recess the meeting “I move that the meeting be 2/3 MAJORITY

recessed until…”

*Postpone temporarily _ do _ 2/3 MAJORITY

*End debate “I move to vote immediately” MAJORITY

*Limit debate “I move that each speaker be limited MAJORITY

to …. minutes per discussion”

*Postpone an item “I move to postpone this item until…” 2/3 MAJORITY

*Have something “I move this matter be referred to…” 2/3 MAJORITY

referred to committee

*Amend a motion “I move to amend this motion by…” MAJORITY

*Amend a previous “I move to amend the motion MAJORITY

action that was adopted…”

*Ratify action taken “I move to ratify the action taken…” MAJORITY

in an emergency by the Executive Council

*Vote on a ruling by the “I appeal the Chair’s decision” MAJORITY

Chair

*Consider something out “I move to suspend the rules 2/3 MAJORITY

of its scheduled order and consider…”

*To discuss an issue “I move that we consider informally..” 2/3 MAJORITY

without restrictions of

parliamentary rules

*To call attention to a “I rise to a point of order” MAJORITY

violation of the rules or

error in procedure, and to

secure a ruling on the

question raised

*To allow the maker of “I move to withdraw my motion” MAJORITY

a privilege motion to

remove the motion from

consideration

*To separate a multi-part “I move division of the question” 2/3 MAJORITY

question into individual

questions for the purpose

of voting

*To cancel a decision “I move to rescind the resolution..” MAJORITY

Parliamentary Strategy

There are certain well accepted strategies which are legitimate and which should / may be adopted by the members to get their ideas (motions) passed or to defeat the opponent’s ideas (motions).

Shouting, unending arguments, walkout or show of physical power is not acceptable.

Main Motion introduced by Proponent (you are supporting it)

1. Second it promptly and enthusiastically.

2. Speak in favor of it as soon as possible.

3. Do your homework; know your facts; have handouts, charts, computer presentation.

4. Move to amend motion, if necessary, to make it more acceptable to opponents.

5. Vote against “motion to table or to postpone” unless delay will strengthen your position.

6. Move to recess or postpone, if you need time to marshal facts or work behind the scenes.

7. If defeat seems likely, move to refer to committee, if that would improve chances.

8. If defeat seems likely, move to divide question, if appropriate, to gain at least a partial victory.

9. Have available a copy of the organization’s standing rules, its bylaws.

10. If motion is defeated, move to reconsider, if circumstances warrant it.

Motion introduced by opponent, to be defeated, (you are opposing it)

1. Speak against it as soon as possible. Raise questions; try to put proponents on the defensive.

2. Move to amend the motion so as to eliminate objectionable aspects.

3. Move to amend the motion to adversely encumber it.

4. Draft a more acceptable version and offer as amendment by substitution.

5. Move to postpone to a subsequent meeting.

6. Move to refer to committee.

7. Move to table.

8. Move to recess, if you need time to round up votes or obtain more facts.

9. Question the presence of a quorum, if appropriate.

10. Move to adjourn.

11. On a voice vote, vote emphatically.

12. If the motion is adopted, move to reconsider, if you might win a subsequent vote.

13. If the motion is adopted, consider trying to rescind it at a subsequent meeting.

14. Have available a copy of the rules and bylaws.

The management of the society is entrusted with the executive committee. All the office bearers and members are thus trustees and not rulers of the society. They must manage the society according to aim & objects and rules & regulations and not as per personal opinion or whims how so noble the intentions be.

The President

The President has a strategic role to play in representing the vision and purpose of the ISANCB. The President ensures that the executive committee functions properly, that there is full participation at meetings, all relevant matters are discussed, that effective decisions are made and carried out and ensure that the executive committee functions properly. The president’s duties include

• To plan and run meetings in accordance to the governing document.
• To ensure matters are dealt with in an orderly, efficient manner.
• To bring impartiality and objectivity to meetings and decision-making.
• To facilitate change and address conflict within the executive committee
• To review governance, performance and skills.
• To plan for recruitment and renewal of the executive Committee.
  • To liaise with the secretary, to keep an overview of the society’s affairs.
  • To co-ordinate the committees to ensure responsibilities for particular aspects of management (e.g. personnel matters, financial control etc) are met and specialist expertise is employed as required.
  • To sit on appointment and final appeal grievance panels, as appropriate.
  • To communicate effectively the vision and purpose of the society.
  • To advocate for and represent the organisation at external meetings and events.
  • To be aware of current issues that might affect the society.

Chairing meetings

One of the most important roles of the President is steering the Executive Committee through its business effectively and efficiently. A good President will be mindful of the following basic points.

Before the Meeting

Plan the agenda with the secretary. Include items brought to you by other members. Decide the order and timing of the agenda, and who will introduce each one.

Identify which agenda items are for information, which are for discussion and which are for decision.

Be well briefed about each item, and actions taken since the last meeting.

Ensure all necessary background papers (including the last meeting’s minutes) are sent out with the agenda beforehand.

Check that all relevant practical arrangements have been made, e.g. room layout, visual aids, etc.

Arrive in good time before the meeting is due to start.

During the Meeting

Ensure quorum is present.

Start the meeting promptly. Welcome members. Make any necessary introductions.

Receive apologies for absence.

Ensure that additions or amendments to minutes of last meeting are recorded.

State the objectives of the meeting and each item.

Try to be brief when making a point.

Maintain control. Set out time limits.

Allow flexibility and freedom of expression.

Keep to the agenda.

Ensure time is used effectively.

Ensure that proper minutes are taken.

Ensure full participation.

Draw out quieter members and discourage those who are monopolising the meeting.

Be prepared to highlight issues that no-one else will, and to ask the awkward questions.

Weigh up contributions impartially.

All points in favour of a point should be summarised against all points not in favour.

Ensure everyone understands what is being discussed.

Ensure that if jargon and abbreviations are used, all present understand them.

Ensure that decisions are recorded, together with who is going to implement them.

Remember that above all he is there to guide the meeting.

Steer members to work harmoniously and purposefully as a team.

Keep an eye on time.

At the End of the Meeting

Summarise decisions taken and action points to be followed up e.g. who’s responsible, by when.

Agree a date for the next meeting – it is usually best to set dates for the year’s meetings well in advance.

Agree what special items will be put on the agenda of the next meeting.

The President will:

1. speak clearly and succinctly;

2. be sensitive to the feelings of members;

3. be impartial and objective;

4. start and finish on time;

5. be approachable;

6. have an understanding of the voluntary and community association;

7. be tactful;

8. be able to delegate;

9. have experience of management committee involvement;

10. show interest in member’s viewpoints;

11. have sound knowledge of the organisation’s work;

12. have an ability to respect confidences; and

DO	DO NOT
Str Strive for consensus, vote sparingly	M Make all the decisions
Listen to others	All Allow any member to dominate meetings
Encourage new faces onto committee	Cut people out of discussions
Make all members feel valued	Be Talks most at the meetings
Plan for the future	All Allow meetings to become unproductive
Make new members feel welcome	Make people feel foolish or useless
Allow others to take responsibility	Fo Force people to contribute to discussions
Keep calm	Lose temper
Know when to stand down	Stay too long

The secretary

The secretary is the chief executive officer of the ISANCB. The smooth running of the society will depend on the efficiency of the secretary.

Below are some of the qualities, skills and knowledge which should be demonstrated by the secretary.

The secretary will:

1. be methodical, with a good eye for detail;
2. be well organised, with an orderly mind;
3. bring objectivity to the proceedings;
4. deal promptly with correspondence;
5. be able to take accurate notes of meetings;
6. make sure members receive all the necessary material;
7. bring the necessary material to the meeting;
8. work well with the President;
9. ensure quorum is met for meetings; and
10. have the knowledge or experience of committee procedures.

DO	DO NOT
Be organised.	Ignore correspondence.
Keep copies of all correspondence.	Keep information to her/him.
Check quorum is met for meetings.	Be late for meetings.
Respect confidentiality.	Throw away important papers.
Work closely with the Chairperson.	Write down trivial detail.
Make it easy for others to take over by keeping clear records.	Rely on his/her memory.
Prepare for meetings well in advance.	Repeat private conversations.
Summarise discussions effectively.	Organise meetings at the last minute.
Keep people informed.

Be casual about the minutes of meetings.

The secretary’s role at meetings-

The Secretary is crucial to the smooth running of Executive Committee meeting. This involves activities before, during and after Committee meetings.

In order to be effective, the Secretary should carry out the following activities:

Before the Meeting

• Consult with the President on the order of business for the meeting, and the way in which it should be dealt with on the agenda. Decide what business requires discussion and what requires a decision by the Executive Committee;
• Ensure that the notice of the meeting is given well in time, that suitable accommodation is arranged and confirmed, and that copies of the agenda is prepared;
• Circulate to all members (a) any papers to be discussed at the upcoming meeting and (b) a copy of the agenda, minutes of the previous meeting; and
• Make sure that any reports or information requested at the last meeting is available or that there is a good reason if not.

At the Meeting

• Arrive in good time before the meeting with the minutes and all the relevant correspondence and business matters for that meeting, in good order. Record the names of those who are present, and convey and record apologies received from those who are absent;
• Read the minutes of the previous meeting, and if they are confirmed, obtain the President’s signature on them;
• Report on action or matters arising from the previous minutes. Read any important correspondence that has been received;
• Take notes of the meeting, recording the key points and making sure that all decisions and proposals are recorded, as well as the name of the person or group responsible for carrying them out. Make sure action points are clear; and
• Make sure that the President is supplied with all the necessary information for items on the agenda, and remind the President if an item has been overlooked.
• Prepare a draft of the minutes and consult the President and senior members (where relevant) for approval;
• Send a reminder notice of each decision requiring action to the relevant person; this can be done by telephone, or by an ‘action list’ with the relevant action for each person duly marked; and
• Promptly send all correspondence as decided by the Executive Committee.

After the Meeting

The Treasurer.

The Treasurer has a watchdog role over all aspects of financial management, working closely with other members of the Executive Committee to safeguard the organisation’s finances. The Treasurer typically acts as an information and reference point for the President and other committee members clarifying financial implications of proposals; confirming legal requirements; outlining the current financial status; and retrieving relevant documentation.

The treasurer will:

1. be capable of handling figures and cash;
2. have an orderly mind and methodical way of thinking;
3. have experience in dealing with sums of money (cheques and cash);
4. have experience of financial control and budgeting;
5. have an eye for detail;
6. be available for financial advice;
7. good communication and interpersonal skills;
8. ability to ensure decisions are taken and followed-up; and
9. show good time-keeping.

DO	DO NOT
Be trustworthy.	Borrow society funds for personal use.
Be impartial.	Delay payments.
Feel comfortable working with figures.	Be casual about accounts.
Be willing to explain figures if asked.	Pay or receive money without making a note of it.
Be methodical.	Ignore the law.
Bank society money as quickly as possible.	Overdraw society funds or carry society money around for weeks before banking it.
Make it easy for others to take over by keeping clear records.	Make one indispensable.

Financial responsibilities

It is not good practice for all tasks associated with the finance function to be performed by one person. For this reason, it is good practice to set up a finance sub group to monitor the finances

Even if the Treasurer and finance sub-committee carry out much of the work, final responsibility for the organisation’s finances rests with the Executive Committee as a whole. All members are accountable.

In our society with no staff the finance sub group could consist of the Treasurer and 2 other members of the executive committee. The Treasurer would chair and give leadership to the finance sub group. This provides an opportunity for those with no experience of finance matters to develop their knowledge and skills.

The Executive Member.

Executive committee members should understand their individual and collective roles, responsibilities and accompanying duties. Individual members should demonstrate selflessness, integrity, objectivity, accountability, openness, honesty and leadership.

All committee members are individually committed to:

1. uphold the values and objectives of the organisation;
2. give adequate time and energy to the duties of being a trustee; and
3. act with integrity and avoid or declare personal conflicts of interest

Executive Committee Member is a volunteer is who gives of his/her time freely and by choice, to help others (individual, community, and environment) without concern for financial reward. On the contrary a member may have to incur out-of-pocket expenses.

Executive Committee members work as a team!

The Executive Committee is ultimately responsible for the organisation. However, they often delegate tasks to a sub-committee and to volunteers and seek external advice.

Committee members need to ensure that there is clarity in relation to the task being delegated. Executive Committees cannot delegate responsibility for decisions taken. It is therefore essential that sub-committees refer back to the full Executive committee meeting where decisions are taken.

In addition, the Executive Committee will have an important communication role with its members. And, of course, there is communication with a range of external organisations such as funding bodies, statutory agencies, other voluntary organisations, etc.

Check list for Induction of Executive Committee Members

For many organisations, the role of Executive Committee members is implicitly understood rather than having been written down and agreed. However, our Executive Committee members will operate more effectively if there is a clear, written outline of their purpose and role. We shouldn’t be afraid of scaring off potential applicants! It is much better to be up front about what is involved in the role than have someone resigning prematurely because the role was not what they expected.

All new committee members need to know about the organisation, how it operates and their roles and responsibilities. It is recommended that this information should be given in the orientation programme.

The part of the orientation to be undertaken by the out going Executive Committee

Information about the executive committee:

Purpose of the committee

Minutes of recent committee meetings

Structure of the committee and sub-committees

Introduction to all committee members

Role of office-bearers (role descriptions)

Role of individual committee members (role description)

Legal and financial responsibilities

Frequency and format of meetings

Support system for committee members

Availability of resources for committee members

Contact list

Structure of the organisation

The part of the orientation to be done by the secretary

Information about the Society:

The constitution of ISANCB

Code of Conduct

History and background of the organisation

Aims, objectives & services of the organisation

Annual report / accounts

Funding arrangements

Publicity Policy statements of the organisation

Orientation can be a process over time rather than a single meeting. It may involve a combination of meetings and written information.

What Executive Committee Members Need Before a Meeting

All Executive Committee members should receive the following before a meeting takes place:

Notice of the meeting

Dates for Executive Committee meetings should be set well in advance.

Although this sounds obvious, no matter how often the dates are agreed, some committee members still seem to say “I forgot or I was busy”. However in order for a meeting to be effective all committee members really need to be present. It will also be at the top of the agenda for the next meeting. It is a good idea to send a number of reminders of the dates of meetings. We can have our meetings on a fixed dart, for example, the second Tuesday of every month, which means a pattern can be established.

Minutes of the previous meeting

The minutes are an essential record of what happened and what was decided at the previous meeting. It is important that minutes are prepared well, giving an accurate account of the most important actions and decisions taken at that meeting. The headings in the minutes should refer to the points on the relevant

agenda. For a committee member, receiving the minutes should not be a routine act of looking them over and forgetting about them. Read them over carefully to make sure they are an accurate record – has anything important been left out? Are there matters arising from the minutes that you want to discuss further at the next meeting? Are there points for action that one has to deal with before the next meeting? Make some notes, then store the minutes in the relevant file and bring it to the next meeting.

Agenda for the forthcoming meeting

A member should have been told how to get items on the agenda for a meeting, e.g. by mentioning your items to the President after a meeting, or by ringing the Secretary by a certain date. An agenda simply lists the topics or issues that will be discussed at the meeting, and should give shape and direction to the meeting.

Any relevant papers

Written reports and other written materials often accompany the agenda circulated prior to Executive Committee meeting. These relevant papers might include:

• Reference committee reports
• Financial reports
• Important circulars

Duties of executive committee

• Compliance

The executive committee must ensure that the members understands and complies with its own governing document, relevant laws, contractual obligations and the requirements of any regulatory bodies.

• Internal controls

The executive committee should maintain and regularly review the society’s system of internal controls, performance reporting, policies and procedures.

• Equality and diversity

The executive committee must ensure that it upholds and applies the principles of equality and diversity and that the society is fair and open to all members.

• Prudence

The executive committee must act prudently to protect the assets and property of the society and ensure that they are used to deliver the society’s objectives.

• Managing risk

The executive committee should understand and regularly review the risks to which the society is subject and take action to manage the risks identified.

• Managing volunteers

The executive committee needs to understand the distinction between employees and volunteers and ensure that good practice in the recruitment and management of volunteers is in place.

(Note: The total number of executive members should not exceed fifteen. Large executive committee becomes difficult to manage as more time is spent in discussion and less in execution.

This restriction on the total number will result in large number of new member losing the opportunity in participating in the activities of The Society. Therefore, subcommittees should be formed to accommodate as many members as possible.

Each member of the executive committee should be entrusted with some responsibility. One can be asked to work with secretary, treasure, and vice president. This will result in their gaining useful experience and prepare them to take up above post more efficiently. Also each should be given the responsibility to organise one monthly activity with the help of Jt. Secretary and Secretary.

As far as possible the President should be senior to the Secretary.

Member should not be burdened with executive responsibility for more than five years including all posts (exception ex officio member).

One PG Student should be included in the executive committee for following reasons:

• It will be a good beginning of long association as future full member.
• We will know the requirements of them in academic field.
• They will be useful in organising monthly academic activities.)

GUIDE LINES FOR EXECUTIVE COMMITTEE MEETING

The Notice for the meeting of the executive committee will be issued by the Secretary well in advance, preferably in writing.

The notice will have following information –

The meeting is called by the President as routine or emergency or on demand by some executive members.

1. The date, time and place of meeting
2. The agenda
3. Any other significant matter which the occasion demands.

All the executive members should assemble few minutes before the scheduled time. This will help to discuss the issues on agenda informally amongst them, sometimes even giving vent to their feelings. This will ensure to maintain proper decorum & civility during formal conduct of meeting.

A copy of the constitution and bye laws should be available at the time of meeting.

THE NORMAL CONDUCT OF THE MEETING

The executive committee meetings are conducted on the same general guidelines as the general body meeting but less formally. The topics are put forward informally for discussion and not in form a proposal or motion. It is more of a work meeting than a policy making meeting.

Transparency and accountability

It is often with regard to financial management that the requirement for accountability and transparency is most pronounced. This is because the ISANCB is already receiving now and also likely to receive in the future monies by way of donation.

ISA NCB should be able to demonstrate its accountability by being able to produce an accurate and verifiable record of how it has spent a particular grant. Such a record would show how much was received, how much was spent and that all expended monies were spent on the activity as agreed by the funder.

ISA NCB will need to establish an adequate system for recording and reporting on financial transactions.

1. ISA NCB should be able to show

• How much money has been received in any given period;
• Whom this money was received from;
• How much has been spent and what has it been spent on;
• The monies have been spent only on items agreed by the relevant funder;
• Complete transactions are recorded;
• Relevant and timely reports; Accounts that are easily understood, so that any interested member can trace transactions and calculate cash, balances and other assets and liabilities;
• There is an effective audit record;
• The bank statement showing the relevant information;
• All expenditure matches to the appropriate source of income;
• There is a separate bank account for each significant source of income; If not, how to calculate the cash balance of any grant and ensure that grant monies are only used for the intended purpose;
• There is a separate ledger record for each grant with details for expenditure which match the budget for the grant as agreed by the funder;
• There is a system that ensures that all expenditure on project activity can be related to those agreed in the budget;
• There is a system for recording how much has been spent on each budget heading and how much remains to be spent;
• Internal as well external audit;

Dealing with poor attendance and non performance

Poor attendance is a common problem for executives committee. Most committees have problems, from time to time, with fairly regular non-attendance by one or more members. This makes it difficult for committee to apply consistent, good quality and collective decision making.

However, where committee is anxious not to completely lose valued members, it avoids dealing with this issue and is reluctant to take the necessary steps to improve attendance.

The President is responsible for dealing with poor attendance. She/he needs to find out what the constitution says about attendance and apply the rules. (Keeping a register of attendance at executive committee meetings and publishing it annually often helps to improve the situation!)

It is always a good idea to find out the reason for the non-attendance.

Here are some common reasons, with suggestions for how the president could manage the situation:

1. An issue in the member’s work or personal life is temporarily absorbing much of their time and energy.

The president could suggest that the member takes a break from being on the executive committee for an agreed period such as 3 months.

2. The member is busy and attendance at the executive committee meetings is never a priority.

If meetings never or rarely become a priority for an executive committee member, the president needs to tell him/her that it is time to step down.

3. The member received little induction or support when they first joined and is finding it difficult to participate effectively.

The president could reassure the member that her/his experience and skills are very much needed and organise a belated induction programme.

The president could also arrange for a more experienced member of the committee to be his/her mentor and facilitate their participation at executive committee meetings.

4. Meetings are not purposeful or productive so the member does not see much point in attending.

The executive committee should review its planning and execution of meetings.

5. Meetings are so unfriendly and rancorous that the member does not want to be part of it.

The executive committee may need some support from advisory committee to address this particular issue.

If any officer is not functioning effectively, the president could initiate an advisory committee review.

Some suggested tools or approaches include:

• Develop a Code of Conduct for executive committee members and officers.
• Provide committee members with role descriptions, specifying the required commitment
• Review length of tenure.

The Advisory Committee

The advisory committee is a very useful asset to the society. It supports the society activities by providing information, resources, prestige, etc. Its usefulness is appreciated most in difficult or unusual situation. The respect and prestige it carries is sufficient to overcome most obstacles and its guidance and knowledge can steer through complicated situations.
There is a difference between a governing board and an advisory committee. Typically, the Executive committee is the governing board, responsible for attaining aim and object through activities and planning. An advisory committee is without governing responsibility. Advisory committees should not be confused with “project teams” and “work groups”. Project teams or work groups often have a specific start and end time, with clearly stated objectives; for example, conduct a seminar on a particular subject. On the other hand, advisory committees tend to have a longer life span, possibly lasting for many years, and a diverse membership consisting primarily of senior respected teachers and practitioners. Its primary goal is to provide guidelines and policy on matters related to aims and objects, and not to provide technical specifications.

Advisory committee should have a clearly defined mission that every member understands. They should not get bogged down in day-to-day details. They should focus on policies, not on procedures.

The advisory committee should focus on the big issues and not to get caught up in details.

They represent a larger membership and not their group or category like institution or practice, nor their own special individual interests.

For advisory committees to remain vital and useful, it is often best to set up specific terms for committee membership. Optimally, few members should retire periodically and others continue so that there is continuity of understanding and philosophy as well as avoidance of stagnancy of thought.

The President should spend time in conversation with the chairperson of AC which will help create good relations that can serve well when the time comes to find a replacement for a departing member or when having a particularly difficult time with the affair of the society. The President should seek the committee’s advice and consultation as needed and as appropriate.

Sometimes committee members can sound quite authoritative on what’s technically best for a solution. If the President is not knowledgeable about the issue, it is easy to slide into accepting their assertions as gospel. Weigh each assertion against the advice of known technical expert.

The advisory committee member need not be dogmatic in asserting technical correctness but be willing to compromise when one can. Advisory committee is not a super governing council. It should only guide and not insist on implementation of its advice.

Recognition between what must be done and what can be done is vital. Recognize the difference, and understand when something isn’t required. Be willing to compromise on what can be done. The political capital one earns by such compromises can pay off in much bigger ways later.

Many of the above recommendations are basic principles of good management and don’t apply only to advisory committees

The Bye laws

The bye laws are rules for day to day activities and execution of work which do not affect the overall policies of the society. These are formed under a specific rule or a group of rules.

The executive committee shall have to power to form, amend, add or delete byelaws.

The process of forming byelaws shall be some what informal (than amending rules).

Any member of the executive committee may propose the bye law with prior notice.

A simple majority of attending executive committee shall decide to adopt, reject, amend, and take up later or to refer to a committee for opinion any proposal for byelaw.

The subjects of the byelaws shall be:

Frequency and timings of the executive meetings

Monthly accounting

Organising monthly activities

Organising yearly activities

Fund raising

Membership fees

Disciplinary action

Awards and prizes

Evaluation of work of President, Secretary and Treasurer

CHECK LIST FOR THE VIBRANCE AND PROSPERITY OF OUR BRANCH

Respect rules and regulations.

Close team work between the office bearers and the members.

Show due respect to seniors and encourage new comers.

Accept leadership of the President.

Conduct Monthly meetings regularly and properly.

Contribute to State / National bodies.

Participate in the State, Zonal and National Conferences.

In monthly meetings have fellowship time and have members occupy different seats each time during meeting for good interaction among members.

Organise informative meetings covering branch and State / National News, Guest Speakers, projects information etc.

Convey Birthday / Wedding Anniversary to the members in each meeting.

Record and preserve all GB and executive committee meeting proceedings.

Form various recommended committees.

Hold their meeting regularly and informing members about their work.

Involve as many members as possible in branch work of their choice.

Out going team presents audited accounts within one or two months of handing over the charge.

Admit more members than it loses every year.

Dignified publicity of activities in the press.

Conventions and customs.
1. It is a custom that for installation ceremony of new team some eminent personality from field other than anaesthesia should be invited as the chief guest. The purpose is to make the elite of the society better aware about anaesthesia fraternity.

2. In addition to academic activity some informative programme on topics other than anaesthesia should be arranged at least once in a year e.g. finance, environmental awareness etc.

This is a schematic representation of poppy fruit which for millennia has supplied opium, from which morphine was extracted. It also shows three cuts made on the fruit and drops the juice, one near the mouth of the smiling face of a patient who is relieved from pain, anxiety, unwanted reflexes etc and has confidently placed his life in the hands of an anaesthetist. (To be improved artistically).