Law Iami Bylaws Original
Law Iami Bylaws Original
Law Iami Bylaws Original
HYDERABAD
CERTIFICATE OF REGISTRATION
I hereby certify that I.A.M.I. (Indian Association for Medical Informatics, Dept of Clinical
Pharmacology, Nizams Institute of Medical Sciences, Panjagutta, Hyderabad-500 482 ) is this day
registered under the Andhra Pradesh (Telangana Areas) Fasli (Act I of 1350 F)
Given Under my hand and seal at Hyderabad, this, the 18 th day of September One Thousand Nine
Hundred Ninety Three.
DOCUMENT NO. I
(1)
Medical Informatics)
ASSOCIATION:
(2)
(3)
LOCATION OF THE
OFFICE SITUATED
CERTIFICATE
1. Certified that the association is formed with no profit motive and no commercial
activity is involved in its working. Its activity will be limited only to professional and
academic activities.
2. Certified that none of the Office bearers, Executive Committee Members and Advisors
are paid from the funds of the association.
3. Certified that the association would not engage in any kind of agitational activities to
ventilate grievances by any one on any other Member.
Signed***************
(Prof N. G. Rao), Vice President, I.A.M.I.
Hyderabad, A.P.
Dated: 18 Sept 1993.
DECLARATION
We, the undersigned persons in the memorandum have formed an association and are
responsible to run the affairs of the association and are desirous of getting the association
registered under PUBLIC SOCIETIES REGISTRATION ACT 1350 Fasli.
Names of the Office Bearers who formed the Association, their designations,
addresses and signatures:-
Sd/-
WITNESSES :-
(1) Signature:
*****************
Name in block letters: Dr R.A. SASTRY
Son of :
Sri R.S. Rao
Occupation:
Addl Prof of Surgery, NIMS
Residential Address: 6-9-903/A/4, Somajiguda, Hyderabad
(2) Signature:
*****************
Name in block letters: Dr G. VIJAYA KUMAR
Son of :
Dr G. Somasundara Rao
Occupation:
Addl Prof of Surgery, NIMS
Residential Address: B-53/F-3, Vijayanagar Colony, Hyderabad-457.
2.
To give necessary assistance and guidance to Healthcare Providers, Health Insurance Providers and
computer professionals who are interested in developing equipment / software for enhancement of
professional efficiency of doctors, nurses and paramedical technicians and administrative efficiency in
hospitals in order to bring in the required improvements in patient care, betterment in hospital services,
documentation and over all improvement in administrative functions in Health Services of States and
Central Government through mutual collaboration.
3.
To help organizations, hospitals, institutions, health & hospital administrators who are life members of
IAMI to identify their health and administrative problems that can be solved through computerization and
pass them on to Information Technology Companies (both software and hardware) for solution.
4.
To make all the required efforts to introduce computer education in all the colleges of medical sciences,
dental sciences, nursing and pharmacy in India at both UG and PG levels through MCI (Medical Council
of India) and respective University Authorities.
5.
To make all the efforts to improve the medical, dental, nursing and pharmacy colleges in their
educational and training methodologies through computer-aided techniques and computerized library
information services.
6.
To assist government / public / private hospitals, nursing homes & clinics and other organizations /
institutions / establishments having their own hospitals / dispensaries in planning, procurement and
installation of computer systems including computer-linked medical instruments & equipment and other
health related software through standard companies at reasonable rates.
7.
To suggest improvements in the existing services and procedures including installed information
systems if approached by any hospital / nursing home / clinic / organization / establishment / institution /
laboratory / dispensary / pharmaceutical company and find suitable software & hardware firms to do that
job suiting international standards.
8.
To develop collaboration links with other countries, other national and international organizations /
associations / societies / institutions and software companies for associated membership, software
development, database sharing, knowledge base creation, data mining, software exchanges, literature
(bibliographic) references etc.
9.
To assist in the planning, development and employment of manpower for medical informatics in
hospitals / medical, dental & nursing institutes / medical organizations and pharmaceutical companies
who join IAMI as life members.
10. To help India to reach high international standards in healthcare through standardization of the hospital
procedures including patient care, medical documentation, health records, health statistics,
computerized / computer-interfaced medical instruments, patient monitors and other hospital
equipment.
11. To conduct periodic professional conferences at national / international level in medical informatics and
periodic conferences / seminars / workshops at regional level to keep abreast the members of IAMI of
the technologies involving computers and information sciences in relation to medical and allied fields.
12. To bring out periodical news bulletins, publish Indian Journal of Medical Informatics and proceedings of
the conferences to encourage members of IAMI in professionalism, research, innovations, publications
and knowledge sharing.
DOCUMENT NO. II
(Rules and Regulations)
BYE LAWS OF THE ASSOCIATION
(As amended on 11 April 1997 and subsequently on 03 March 2001)
(1)
ASSOCIATION:
(2)
LOCATION OF REGD :
OFFICE:
(3)
Informatics)
Department of Clinical Pharmacology
Second Floor, OPD Block,
Nizams Institute of Medical Sciences,
Punjagutta, HYDERABAD 500 482.
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4. GENERAL BODY:
a.
The administration and control over all the matters concerning the
Association shall vest in the General Body and not any individual
member, even any one of the OfficeBearers and Executive
Committee. However, the President, Secretary, Treasurer and
selected few of the Executive Committee may make decisions in
day to day work of the association and ask for approval /
ratification for all important decisions and expenditure by the
General Body later at the earliest.
b.
c.
(ii)
(iii)
(iv)
(v)
To appoint an Auditor.
(vi)
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(ii)
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(iii)
(iv)
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for their study tours related to the field of Medical Informatics. He/she
will work out the required terms and conditions for any collaboration / cooperation with foreign professional bodies to get associated membership
to IAMI life members and to pass them on to the General Body /
Executive Committee for approval / ratification.
The International Representative shall attend the conferences / workshops
/ seminars organized by IAMI, take active participation in them through
personal attendance or by giving live presentation of a paper through
internet and exercise his / her rights in taking part in elections and voting
through email. He/she will make all efforts to rise the financial status of
IAMI through more NRI memberships, advertisement collections, finding
donors/sponsors etc. For any expenditure above the limit of $ 50.00
(fifty), he/she is required to take approval in advance from the Executive
Committee. Until the financial status of IAMI improves, no financial help
may be given to the International Representative for his/her travel,
attending conferences, telephone calls, stationary, secretarial work etc.
(v)
ADDITIONAL, JOINT / ASSISTANT SECRETARY shall perform the specific jobs and
tasks assigned to them by the Executive Committee or President and assist the
Secretary in the discharge of his/her duties in such a way as may be desired.
(vi) TREASURER: He/she shall be responsible for all the amounts received and spent on
behalf of the Forum as authorized by the Executive Committee and General
Body. He/she shall keep all the documents entrusted to him/her including the
cheque books, FDRs etc and accurate documents of all accounts and all monetary
transactions (amounts received, drawn, deposited, issued and spent) with proper
and correct vouchers. He/She shall present a statement of Income and Expenditure
in the Annual General Body Meetings. Any expenditure more than Rs 500.00 is
required to have the approval of the Executive Committee in advance. When in
urgency, such expenses can be incurred with verbal approval followed by written
approval of the President /Vice President/Secretary and have to be ratified by the
Executive Committee subsequently. In case of amounts received in excess of
Rs. 500/- shall be deposited without delay on the next working day in the IAMI
bank account without fail. Any discrepancy noticed in the accounts shall be
brought to the knowledge of the President / Vice President and Secretary and
necessary action will be taken to rectify it. He/she shall see that the FDRs are
applied for or renewed in time and minimum amount required for immediate
transactions only is kept in the SB / Current Accounts of the Association. The SB /
Current Account / FDRs are required to be operated by any two of the following
three Office Bearers:
(a) President or Vice President
(b) Secretary or Joint Secretary
(c) Treasurer or Assistant Treasurer
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The Bank Manager shall be informed immediately if there are any changes in this
names for operating the Associations bank accounts and loss of any important
documents such as cheque books, cheques, FDRs etc.
(vii)
ASSISTANT TREASURER:
(viii)
(ix)
EXECUTIVE BODY:
(a)
They will attend the Executive Committee Meetings whenever called for
by the President / Vice President / Secretary and will take part in all
matters of importance scheduled for discussion and decisions in those
meetings along with the other members of the Executive Committee
(Office Bearers and Advisors). An Executive Committee Member may
absent himself / herself from such meetings after due intimation to the
convener of the meeting. No proxy is allowed in the E.C. Meetings.
(b)
They will attend all the General Body Meetings without fail and take
part in the elections.
(c) They shall work only for the enhancement of the membership and
activities of the association and no groupism or factionalism is allowed.
If there are any complaints on any of the Office Bearers or other Executive
Committee Members or the Advisors, these will be in writing and
discussed in the immediately following Executive Committee Meeting. No
member of the Executive Committee will go to press or publish in a public
news paper or professional news bulletins on any issue concerning IAMI
without discussion in an Executive Committee Meeting for any reason
what so ever.
(d) Only an E.C. Member shall be Head of any sub-committee formed by the
association for any purpose.
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(x)
The ordinary tenure for Office Bearers including the President and Executive
Committee Members is 2 years or until the next elections are conducted which ever is
earlier. However, the tenure of any individual (including Advisors) may be extended
by the Executive Committee to another period of 2 years if elections/selections to the
Office Bearers are not conducted in time for any reason. At the end of 4 years, it is
mandatory to hold elections / selections for the above without fail. Only the President
may nominate other Office Bearers and Executive Committee Members when
elections are delayed or postponed for any reason and this list is required to be
discussed and ratified by the Executive Committee or majority of members in an
Extraordinary General Body Meeting at the earliest opportunity but not later than 3
months from the date of such nomination. It is also mandatory to obtain the
willingness certificates / letters from the nominated members and filed before the
meeting. Any one of them may resign at any time after submitting a letter of
resignation to the President, who shall discuss the subject in an Executive Committee
Meeting and accept or reject the request. The President shall ensure that there is
nothing outstanding against that person in cash or kind dues to the association. Any
change in the list of the Executive Committee shall be informed to the registrar of the
societies within 30 days. Any change in the IAMI bank account holders, shall be
notified to the bankers immediately along with the specimen signatures of the new.
7.
8.
QUORUM: -
FUNDS:
A. Source: The main source for funds of the association is the membership
fees paid by the members of the association. The Funds and the interest
earned shall be spent only for the attainment of the objectives of the
Association and no portion there of shall be paid or transferred directly or
indirectly to any of the members through any means. For all the routine
expenses, only the interest earned is permitted to be spent and it is mandatory
for the Executive Committee to see that the principal amount accumulated
through membership in the association is not touched on any account.
However, a nominal honorarium as fixed by the Executive Committee and
approved by the General Body may be paid to the Treasurer and a part time
clerk every month out of the interest earned on the deposits or from the
principal funds for their special & pain taking services beyond their routine
office timings. When the association membership and activities grow large, a
full time clerk cum accountant may be employed and paid from the interest
earned.
c.
d.
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B. Special Payments: The fees for the auditors as approved by the General
Body will be paid to them once a year after the accounts are audited and
passed by the General Body / Executive Committee. Any of these expenses if
they do not fit in to the amount of interest earned from the deposits of
principal amount, may be temporarily paid from the principal amount and
credited back at the earliest from the interest earned later or savings from a
conference, workshop or seminar organized by the association or any of its
branches. While organizing a conference by the association in any place, the
Executive Committee may approve a refundable loan to the Chairman or
Secretary, Organizing Committee of the conference up to a maximum
amount of Rs 50,000 from the principal funds of the Association to cover the
initial expenses and advances. This amount shall be paid back by the
Organizing Committee within 15 days of the conference. The expenses for
travel, lodging and boarding of the President, Secretary, Treasurer, one of the
Advisors, one of the Executive Committee Members, the immediate past
President and the founder President of the association to attend the
conference/workshop/seminar may be paid from the funds of IAMI or
savings of the conference/workshop/seminar if any of them requests the
President or Chairman, Organising Committee for such financial assistance.
C. Records: The amounts received by the association should be invested only
in nationalized banks in savings or current account or fixed deposits of any
duration or in any government approved chit fund organizations to earn more
interest. A proper register shall be maintained by the Treasurer on these
deposits, other investments, interest earned, various amounts received,
expenses, loans etc and keep them ready to be checked by the Executive
Committee frequently and audited once a year. All transactions shall be done
through cheques and draft only as far as possible. The cash in hand with the
Treasurer and Secretary or any of the Office Bearers should not exceed
Rs 500.00 at any time.
C. Audit of Funds: All the funds received and expended shall be the responsibility
of the Treasurer and may be inspected by any of the Executive Committee
Members at any time. Every effort should be made by all the Office Bearers and
Executive Committee Members to observe austerity measurers, conserve as much
funds as possible in the interest of the association and avoid unnecessary
expenditure. An internal audit may be ordered by the EXECUTIVE
COMMITTEE once in six months and a compulsory external audit through a
qualified person once a year as early as possible after the end of the financial year.
Audit objections if any are required to be settled as immediately as possible but
not later than six months from the audit report. The Treasurer, Secretary and vice
President or President will be responsible to keep all the affairs of the association
in order and objection free all the time throughout their tenure. Only audited
accounts and funds are transferable from the Treasurer to any new person
including a newly elected Treasurer. In special circumstances such as absence of
the Treasurer for any reason, the President may authorize any
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other Office Bearer or a member of the Executive Body to take over the duties of
getting the accounts audited and handing over them to the new Treasurer on behalf of
the Treasurer. The President and Executive Body shall ensure handingover of the
accounts by the Treasurer to a new Treasurer only after settling any serious audit
objection if raised by the external auditor.
E. Additional Funds: The Office Bearers and members of Executive
Committee may probe all possible resources to get more funds for the
association. Enough care should be exercised while accepting donations so
that an unscrupulous individual / Institute / Organization / association /
society does not get any place in the list of donors. All such donations
should be entered in the Income register and placed before the external audit
yearly. An income tax auditor may be consulted as and when required by
law or when the interest earned from the funds of the Association crosses the
allowed limit for payment of income tax.
F. Financial Limits for Expenditure by Office Bearers and Organising
Committee Members: Except the President and Chairmen of the
Organizing Committees, the financial limit for the Secretary, Treasurer,
Organizing Committees Secretary and Treasurer are Rs 1000.00 (one
thousand) only for purchases at one time. No other Office Bearer and
member in the Organising Committee have any financial powers. Prior
sanction of the President or the Chairperson is required for amounts more
than the said limit. However, a verbal approval may be taken in urgency,
followed by sanction in writing at the earliest opportunity.
9. Regd Office for IAMI: The registered office should not be changed unless the
located building is declared unsafe or the host Organization / Institute forces its vacation
for any purpose. If necessity arises for its change of location, it may be shifted preferably
to an Institute / Organization / Hospital / Establishment / Firm having a life membership
status where there is no necessity to pay a rental. This decision may be taken by the
President and ratified by the Executive Committee at the earliest and approved by the
General Body Meeting later. When adequate funds are available, the Association may
hire or construct a building to locate the Regd Office in it. While keeping the Regd
Office in its original location, as registered with the registrar, a working / functional
office may be opened in any city / town in the country suitable to a newly elected
President and Secretary which should also be housed preferably in any Institute /
Organization / Hospital / Establishment / Firm having a life membership status without
the need to pay a rental. The temporary office shall be closed when the President or
Secretary change. Similarly, while keeping the main bank account in the place of Regd
Office, a functional account may be opened in any nationalized bank in any city for the
convenience of the President/ Secretary/ Treasurer if they do not stay where the main
account of IAMI exists. This should be closed when new Office Bearers are elected. The
deposits however may be kept and maintained any where in the country. A minimum
balance as per the bank regulations should be maintained in the place of Regd Office to
keep the account active.
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conference/workshop/seminar in the form of a book or CD after getting a formal approval
of the Executive Committee. However, this amount shall not exceed 50% of the saved
amount on any account. The internally audited accounts of the conference / workshop /
seminar shall be put for a thorough external audit along with the regular audit of the
IAMI main accounts at the Head Quarters of IAMI soon after the current financial year
ends or when a treasurer is changed. Any objections raised by the internal or external
auditor on the accounts of the conference/workshop/seminar, the Chairperson of the
Organizing Committee shall see that these objections are cleared at the earliest but not
later than 90 days from the date/s of the conference/workshop/seminar. All the concerned
should take necessary due precautions to see that none of the transactions and audit
objections lead to any undesirable legal proceedings.
Protocols for Conferences, Workshops and Seminars: The following protocols
will be observed and followed by the Chairperson of the Conference/Workshop/Seminar
while inviting and arranging seating on the dais and in the front row, while inviting on
the dais, while honoring, presenting mementos etc . It is normal to request the senior
most in position / designation to be the Chief Guest and next to him/her will be the Guest
of Honour. One of them should be from the field of Medical Informatics. Their talks or
messages may not be printed in the souvenir. Their talks however, may be Xeroxed and
distributed to the delegates. It is also normal that the messages of VIPs should be
arranged in seniority while printing in the souvenir. No message on behalf of the VIP
shall be printed if signed and sent by another person junior to him/her. Photographs of all
the VIPs who sent their messages may be printed in the souvenir along with their
messages. It is also customary not to print the message of any VIP who sent his/her
willingness to attend the event. . When an event is organized in collaboration with other
Organizations, Institutes etc, the Heads of them or their representatives are required to be
seated on the dais of the inaugural and closing functions. Speeches of none on the dais
except that of the President and the Secretary shall appear in the souvenir. The list of
Office Bearers, Executive Committee Members and Advisors along with their
photographs shall be printed in the souvenir followed by the list and photographs of the
Organising Committee
The Key Note Speaker should be a person of eminence in any field of medicine or
computer applications in medical or allied subjects. His/her talk should appear in the
souvenir and proceedings. Similarly, the Chairpersons, Co-Chairpersons and Members
in a Panel Discussion should be selected carefully from a list of persons who had
worked in the field of medical informatics or have a good knowledge of this subject.
While placing two persons from the same Organization/Institute, for chairing a session,
speaking in a session, etc, care should be taken in placing them in order of their seniority
/ designation. Any doubt in these procedures, shall be cleared well before the event
through all available sources of information. A list of all the invited persons including
VIPs should be submitted by the Chairperson of the Organising Committee to the
President for his/her approval and ratification by the Executive Committee. . No VIP
will be honoured or felicitated at the time of entertainment or dinner. If any such
felicitation is planned, it should be done in the inaugural function only. Mention should
be made about the sponsors, donors, stall hirers and all the institutional life members in
the inaugural function.
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(d) Academic Credits for Postgraduate Students: The President and Chairperson of
the conference/ workshop/ seminar may correspond with the professional organizations
like IMA & MCI and any academic institute for granting credits to those delegates
attending the conferences / workshops / seminars which may help them in passing some
of the relevant examinations conducted by them.
11. Procedures for Conducting Elections: The elections for new Office Bearers and
selection of Executive Committee Members will be held during a General Body Meeting
or an extraordinary GBM after ascertaining the eligibility of the nominees by the
Executive Committee.
The following procedures will be followed for conducting elections or selections for
Office Bearers, Executive Committee Members and Advisors:The President or Vice President will convene an Executive Committee Meeting to get
their approval for conducting elections and selections and then, announce the date for
elections and selections through IAMI news letters or emails or IAMI website if
developed. These should normally coincide with an ordinary General Body Meeting held
during a conference / workshop / seminar organized by IAMI or through an extraordinary
General Body Meeting.
Names for various positions / portfolios will be called for through nomination letters
from life members along with secondment from atleast two more life members and
consent letters from the nominated members and their short resume. The Executive
Committee scans the nominations and clears the list for election if found suitable. The
suitability of the candidates for various positions is decided by the candidates
qualifications, experience, their positions, seniority in IAMI membership and the active
contributions made to IAMI in the past. The existing rules on QUORUM shall be
adhered to. Alternatively, these elections and selections may be implemented through
voting of all members through internet / website if developed or through individual
emails which would be kept confidential. The Registrar of Societies in whose office, the
association was registered will be informed of the changes in the Office Bearers and
Executive Committee Members as early as possible. The manager of the authorized
bank in which the accounts of IAMI are held, shall also be informed if there are any
changes in the account holders like President, vice President, Secretary and Treasurer
who are authorized to do any transaction with the funds and their specimen signatures
submitted.
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12.
13. Legal Aspects: Any legal notice or action for any purpose to be served on any one or
all the members / Office Bearers / Executive Committee Members / Advisors, shall be
limited to the judicial limit of the registered office and has to be addressed to the
registered office only. The required expenditure for the actions taken by majority of the
Executive committee may be met with by the funds of the association provided only the
interest earned from the funds of the association is utilized.
14.
WINDING UP / DISSOLUTION:
Dissolution of the association may be effected only with the approval of the
2/3rd of the total members present on the roster of the association at a
specially convened Extraordinary General Body Meeting. In case of
dissolution, the assets and funds of the Forum may be handed over to any
other Organization with similar objectives and purposes recommended by
more than of the Executive Committee Members. Quorum as mentioned is
essential for winding up and no proxies are allowed. The funds shall be
handed over only after a complete external audit approved by the Executive
Committee.
DOCUMENT No. II
Page-15.
Names of the Office Bearers who formed the Association, their designations,
addresses and signatures:-
Sd/-
DOCUMENT No. II
Page-16.
WITNESSES :-
(1) Signature:
*****************
Name in block letters: Dr R.A. SASTRY
Son of :
Sri R.S. Rao
Occupation:
Addl Prof of Surgery, NIMS
Residential Address: 6-9-903/A/4, Somajiguda, Hyderabad
(2) Signature:
*****************
Name in block letters: Dr G. VIJAYA KUMAR
Son of :
Dr G. Somasundara Rao
Occupation:
Addl Prof of Surgery, NIMS
Residential Address: B-53/F-3, Vijayanagar Colony, Hyderabad-457.