CONSTITUION
(RULES AND REGULATIONS)
OF THE SOCIETY
1. INTRODUCTION AND PURPOSE FOR FORMING THE SOCIETY:
The PGIMER, Chandigarh was the vision of late Sardar Partap Singh Kairon, the Chief Minister of undivided Punjab and the distinguished medical educationists of the state of Punjab. This institute was started in 1962 and finally inaugurated by Pt Jawahar Lal Nehru, the first Prime Minister of India on 7th July 1963 to provide high quality patient care in the country and attain self-sufficiency in postgraduate medical education to meet the country’s need for highly qualified medical teachers in all medical and surgical fields. The Institute was originally under the Government of undivided Punjab. After the reorganization of the state, the administrative control of the institute passed on to the Union Territory of Chandigarh in November 1966. The Institute became an autonomous body under the Act of Parliament in 1967 functioning under the Ministry of Health and Family Welfare, Government of India.
In the finest global tradition of the reputed seats of learning, which cherish links with their former students for mutual pride and enrichment,and for the welfare of patients through their professional skills, the former Students and faculty of PGIMER decided to create a PGI Chandigarh Alumni Association.
(I) NAME OF THE SOCIETY :
The name of the society is and shall be PGI CHANDIGARH ALUMNI ASSOCIATION. The society shall also use its name in the short form i.e. PCAAS.
(II) REGISTERED OFFICE OF THE SOCIETY
The Registered office, Head Office and Principal Place of Business of the Association is and shall will be located in the premises of the PGIMER in the PGI Alumni relations cells, Kairon block, PGI, Chandigarh Pin code 160012.
(III) AREA OF OPERATION:
The area of operation is and shall be at Chandigarh,
(iv) AIMS AND OBJECTIVES OF THE ASSOCIATION:
(a) To promote interaction amongst members and to serve as a link between the members o PCAAS and their Alma Mater i.e. PGIMERChandigarh, India.
(b) To organise Welfare Services for its members, PGIMER students, disaster management services
and humanity at large.
(c) To provide help and any other type of assistance to the members of PCAAS
(d) To conduct academic activities and to award prizes for excellent work done in the medical fieldand/or social sphere.
(e) To publish or assist in the publication of PCAAS newsletter, books and/or journals by members of PCAAS.
(f) To work towards improvement of medical education and health care services in the community.
(g) To organizes medical camps in different parts of the country to provided free counselling, medical care and aid to the suffering poor and the down trodden without distinction of caste, creed and religion.
(h) To mobilise and generate resources and funds to carry out the objectives of the Association, accept donations and gifts of both movable and immovable assets.
(i) To encourage formation of chapters of PCAASin the four zones of India (North, South, East, West) and in other countries where alumni of PGIMER, Chandigarh are professionally settled.
(j) Any other objectives that the Executive Committee may deem fit in the interest of PCAAS and interest of the institute and country at large and which shall be not in contravention of the above noted aims and objective of the Association .
(V) OTHER IMPORTANT CONDITIONS REQUIRED TO BE FULFILLED UNDER THE SOCIETIES REGISTRATION ACT 1860 AS ENSHRINED IN SECTION 20 OF REGISTRATION OF SCOCIETIES ACT:
(a) The Income and Property of the Society Shall Be Applied solely towards the promotion of the objectives of the society is set forth in the memorandum of Association and no portion thereof shall be paid or transferred directly or indirectly to the members of the society.
(b) No member of the governing body of the society shall be appointed to any salaried office of the society or any office of the society paid by fees, that no remuneration shall be given by the society to any member of such governing body except repayment of out of pocket expenses and interest on money lent or spent for premises/demises to the society.
(c) The society by its Constitution is required to applied profits, if any or other income in promoting its objectives.
(d) If upon the winding up or dissolution of the society, there remains after realisation of its debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members of the society, but shall be given or transferred to some other institution having objects similar to the objects of the society to be determined by the members of the society at or before the time of dissolution.
2. TERMS OF ADMISSION OF THE MEMBERS:
(I) ELIGIBLITY FOR MEMBERSHIP
(a) Those who have completed any Postgraduate medical course from PGIMER (MD, MS, PhD, Fellowships, MSc, DM, MCh, MHA, MDS)
OR
(b) Faculty of PGIMER (Past and Present- at least 3 years regular service at PGIMER, Chandigarh)
OR
(c) All those who have completed an undergraduate or Postgraduate paramedical degree/diploma course at PGIMER (e.g. BSc & MSc Nursing, BSc-MLT, MSc-MLT BSc Speech and audiology, Perfusionist, Bachelor’s in Physiotherapy and all other new paramedical courses of at least 3 years duration )
OR
(d) Anyone who has worked for at least 3 years in an academic medical job at PGIMER.
3. MEMBERSHIP FEES:
Currently:
– Indian Rs. 500 for Indian Residents and for residents of other SAARC countries. $ 25 for all others
4. RESIGNATION,FINES,EXPLUSION OF MEMBERS AND OFFICE BEARERS
i. On the death of a member
ii. Resignation by the member
iii. By the General Body on the recommendations of the Executive Committee on the grounds of bringing disrepute to the Association by a member in any way. On his/her involvement in antisociety activities, which are in contravention to the constitution of the society.
5. CATEGORIES OF MEMBERS:
There will be two categories of members in the above noted Society but all the members shall be life members.
(i) HONORARY MEMBER (II) ORDINARY MEMBERS.
i) HONORARY MEMBERS:
(a) The serving Director of PGIMER will be the Chief Patron of PCAAS.
(b) All former Directors of the PGIMER, Chandigarh will be the Patrons of the Association.
(c) All former Deans of the PGIMER, Chandigarh will be the advisors of the Association
ii) ORDINARY MEMBERS:
Anyone who fulfil the qualifications as mentioned at Sr.No.2, can become the member of the society ,but he/she should be either recommended by one of the Member of the Executive body or two members of General body of the society by paying the one LIFE TIME membership fee, which is as follow:
Indian Rs. 500 for Indian Residents and for residents of other SAARC countries. $ 25 for all others
FORMATION OF GENERAL BODY OF THE ASSOCIATION:
5.1. Composition: All members of PCAAS whose names are on “register of Membership" of PCAAS shall be members of the general Body of PCAAS.
The register of membership will be maintained and kept in the head office of the Association.
5.2. Voting rights and other privileges of members of the General Body
All members of the Association are entitled to the same kind of privileges except the voting rights which differ for various groups as under:
* All members of groups I (a) & I (b), have voting rights on all issues of the Association (e.g. election of the office bearers of the Association as well as nominees of group B (only) on the Executive Committee, constitutional amendments etc).
Whereas, members of groups I(c) & I (d) have voting right only to elect nominees of their respective groups to the Executive Committee of the Association.
5.3 POWERS, FUNCTIONS AND DUTIES OF THE GENERAL BODY.
i. To elect the Executive Committee as per details in clause 6.
ii. To guide and examine the work of the Executive Committee and decide the future line of action.
iii. To draw rules and byelaws for the smooth functioning of the Association.
iv. To examine and approve the yearly income and expenditure drawn by the Executive Committee.
v. To assist in raising funds for the Association.
vi. The General Body has the power to sanction extraordinary expenses of the Association as and when deemed necessary.
The General Body shall have the supreme power and can change the decision of the Executive body but with 2/3rd Majority of the members present in such meeting the notice of which shall not be less than 15 days.
EXECUTIVE COMMITTEE:
6.1. COMPOSITION:
It shall consist of 7 office bearers (1 President, 2 Vice Presidents, 1 Secretary ,1Treasurer, 2 Joint Secretaries ) and 10 Executive Committee Members from PGIMER including one each elected /co-opted from amongst Group Ib, Ic, Id as in Sr No. 2) and at least three founder members.
6.2. DUTIES AND POWERS OF THE EXECUTIVE COMMITTEE:
2a. To conduct and supervise the working of the Association
2b. To co-ordinate activities among its chapters
2c. To work towards the fulfilment of the aims and objectives of the Association
2d. The Executive Committee will have powers to create sub-committees and nominate members of the Association on these Sub- Committees
The Executive Committee can also co-opt Guest Members on various committees and sub committees of the Association
The co-opted members of the various Chapters of the Association and Sub-Committees will have no voting rights in the Executive Committee of the Association
2e. The Executive Committee will have the powers to sanction the expenses as may be required for functioning of the Association.
2f. Initial term of the founder Executive Committee will be for 5 years from the date of the
Registration of PCAAS. AND ELELCTION WILL BE HELD WITHIN FIVE YEARS, AFTER ELECTIONS THE COMIITTEE WILLTAKE THE CHARGES. Subsequently, the new Executive Committee will take over from the 1st April after every three years after due election or nominations of the members from respective Member groups as in 2.1.
A. ELIGIBILITY FOR VARIOUS POSTS OF THE OFFICE BEARERS OF THE ASSOCIATION
8.1. PRESIDENT: ONE POST
Any member, in good standing, can be elected as the President of the Association provided the candidate has completed 20 years after post graduation (MD, MS, MHA, MDS, MCh and DM, PhD only) from PGIMER and has been a member of the association for at least 5 Years.
8.2. VICE PRESIDENTS: TWO POST (One elected and one nominated)
8.2.1. Elected Vice President: One
Any member, in good standing, can be elected as the Vice-President of the Association provided the candidate has completed 15 years after post graduation (MD, MHA, MDS, MCh and DM, PhD only) with regular service at PGIMER and has been a member for at least 5 years
8. 2.2. Nominated Vice President: One
One Vice President will be co-opted/nominated by the Executive Committee.
8.3. SECRETARY: ONE POST
Any member, in good standing, can be elected as the Secretary of the Association provided the candidate has completed 10 years after post graduation (MD, MS, MCh, DM, MDS and MHA, PhD only) from PGIMER and has been a member for at least 5 years.
8.4 TREASURER: ONE POST
Any member, in good standing, can be elected as the Secretary cum Treasurer of the Association provided the candidate has completed 10 years after post graduation (MD, MS, MCh, DM, MDS and MHA, PhD only) from PGIMER and has been a member for at least 5 years
8.5. JOINT SECRETARIES: TWO POSTS
Any member, in good standing, can be elected as the Joint Secretary of the Association provided the candidate has completed 07 years after post graduation (MD, MS, MDS, MHA,MCh and DM, PhD only) with regular service at PGIMER and has been a member for at least 5 years.
Candidates once selected for the above posts cannot contest or hold the same post for more than two terms.
8.6. EXECUTIVE COMMITTEE MEMBERS: TEN POSTS
Any member, in good standing, can be elected as an Executive Committee member provided, he/she has been a member for at least one year. Two members will be from overseas alumni list who wish to contribute actively.
B. POWERS AND DUTIES OF THE OFFICE BEARERS
9.1. President:
i. The President will preside over all the meetings of the General Body and Executive Committee.
ii. The President will have the deciding vote in case of a tie.
iii. The President will be responsible for all the work done by the General Body and Executive Committee.
iv. He, along with Secretary, will represent the Association in the media, national and international fora.
9.2. Vice President:
Vice President will assist the President in discharging his duties. The Vice President shall have all the powers and duties of the President in his absence.
9.3. Secretary
i. To look after the day to day working of the Association.
ii. To make payments from approved funds as decided by the Executive Committee.
iii. He/she shall maintain records of all proceedings of the Executive Committee and the General Body.
iv. To call meeting of the General Body and Executive Committee.
v. The Secretary along with President of the Association will represent the Association in the media, national and international fora.
vi. The Secretary and Treasurer will operate the accounts of the Association jointly with the President.
9.4 Treasurer
i. The Treasurer will keep the accounts of the Association and get them audited Annually.
ii. The Secretary and Treasurer will operate the accounts of the Association jointly with the President
iii. To make payments from approved funds as decided by the Executive Committee
iv. The Treasurer will present to the President a statement of accounts of the Association every 6 months and to the Executive Committee once in a year.
9.5. Joint Secretaries
There shall be two Joint Secretaries who will assist the Secretary in discharging his duties as per instructions of the President and Secretary of the Association. In the absence of the Secretary, they will discharge his duties as directed by the President.
A. Other MEETINGS:
There will be a minimum of one General Body Meeting and two Executive Committee meetings in a year. Absence from three consecutive Executive Committee meetings without prior intimation may lead to dropping of the member from the Executive Committee. The vacancy thus created will be filled by co-opting a member from the General Body with a consent of 2/3rd Majority of the executive committee.
11. PROCEDURE FOR CALLING OF MEETINGS:
The Secretary will call the meetings of the General Body. The place and time of which will be fixed in consultation with the President. Agenda for the meeting will be approved by the President and will accompany the notice. Notice for the Executive Committee, however, can be given on e-mail/phone or any other manner with approval of the Executive Committee.
Extraordinary General Body Meeting can be convened by the Executive Committee and by a special requisition from at least 100 members.
12. QUORUM:
The Association will adopt presence of one-third of total members as proper quorum in all meetings of the Executive Committee and one-fifth of all members in case of the General Body meeting. In case the quorum is inadequate, the meeting will be adjourned and re-convened after 15 minutes. The members present in the re-convened meeting will constitute the quorum for that meeting. All resolutions will be passed by majority of the members.
13. AMENDMENTS OF THE CONSTITUTION:
Proposals for amendments to the constitution may be submitted to the Executive Committee by any member of PCAAS. Such proposals will be discussed by the Executive Committee and presented in a General Body meeting for which prior information will be provided at least six weeks before the meeting.
Amendments to the Constitution will be adopted by two third majorities of the members present and voting.
14. FINANCIAL YEAR:
The financial year of the “PCAAS" will be from 1st April to 31st March every year.
15. BANK OPERATION:
The authorised signatories to operate the bank accounts will be any two of the three office bearers, i.e. the President, Secretary and Treasurer. The accounts shall be maintained in any of the Nationalised Bank in Chandigarh/Chandigarh
16. AUDITOR:
The Executive Body will appoint an Auditor (Chartered Accountant) who will submit his report to the Treasurer for presentation to the General Body Every Year
17. DONATION:
Donation of any amount in cash (as per the provisions of income tax rules) and/or kind may be accepted by the Association. Against the proper receipt and shall be included in Audit report.
18. ELECTION PROCEDURE:
18.1 Entire proceeding of the election to the Executive Committee will be conducted by an Election Committee of 3 persons nominated by the Executive Committee. Out of these, one shall be the President of Election Committee and two other, the members. None of the Executive committee existing shall be the appointed as Election Staff. The Election shall take place under the supervision of PATRON and ADVISOR
18.2 Election dates will be determined by the Executive Committee along with the members of Election Committee.
18.3 Election will be held in a General Body meeting called for this purpose by the members present.
President of the Election Committee will notify elections to various posts by giving at least 3 weeks prior notice. Election Committee will receive the names of the desirous candidates from amongst the members of the General Body of the appropriate Groups. Date for receiving and withdrawal of the nominations will be announced in the initial notice.
Nominations thus received will be scrutinized by the Election Committee. If there are more than one candidate for a particular post, election will take place by a secret ballot in the General Body Meeting called for this purpose. After counting of the votes, the result will be declared in the same meeting.
19. All the provisions under all the sections of the Societies Registration Act 1860 (Punjab Amendment Act, 1957) as applicable to Chandigarh shall apply to this society.
20. Once in every year, a list of the office bearers and Executive Committee members shall be submitted to the Registrar of Societies, Chandigarh, as required under Section `4’ of the Societies Registration Act, 1860.
21. The society can be dissolved as per provisions laid down under sections 13 & 14 of the societies Registration Act, 1860 as applicable to the state of Chandigarh.
22. In case of legal disputes, the jurisdiction will be the courts of Chandigarh only. Legal disputes will be in the name of/by the President and the Secretary on behalf of the Association
Awards/Scholarships
The selection for the above awards would be done by a sub-committee of the Executive Committee of PCAAS
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