: Registered Office:

Yet to Be Decided

RULES, BYE LAWS

&

MEMORANDUM
 MEMORANDUM
I. NAME
The name of the association shall be “KHAR BANDRA MEDICAL ASSOCIATION”
hereinafter called “Association”

II. AREA

The operational area of the Association shall be within the areas allocated in and
adjacent to Khar and Bandra region.

III. OFFICE ADDRESS

To be decided.

IV. OBJECTS

The objects of the Association shall be:-

1. To promote and advance medical and allied sciences in all their different
branches and to promote the enhancement of medical health and medical
education to all.
2. To maintain honour, dignity and interest of the medical profession and to
promote co- operation and brotherhood amongst its members.
3. To generate sense of fraternity and co-operation amongst members
4. To promote schemes for welfare of members and their families
5. To conduct service projects for betterment of public health and sanitation
6. To promote a healthy doctor-patient relationship

V. METHODS

For the achievement of these objectives the Association may,

1. Arrange from time to time periodical meetings of the members, congresses,
conferences, lectures, discussions, demonstrations and workshops on any
aspect of medical and allied sciences for the members of the Association, other
persons in medical profession and the common public in general.
2. Publish and circulate a journal or a newsletter either paid or free, which shall
be the official organ of the Association, of a character specially adopted to the
needs of the medical practitioners in the whole of Khar and Bandra and shall
undertake publicity and propaganda work of the Association through its
 columns and publish other literature and announcements by members about
their professional activities, in accordance with the objects of the Association.
3. Conduct educational campaign and service projects among the people in the
matter of public health and sanitation by co-operating whenever necessary
with different public bodies or private agencies and NGO’s working with the
same object.
4. Organise medical camps, for providing medical relief during epidemics and in
times of emergency.
5. Create an Office, Area or Space either temporarily or permanently for proper
functioning of the Association at a location deemed fit for use for various
projects and schemes of the Association.
6. Borrow or raise money in such a manner as the Association may think fit and
collect subscriptions and donations for the Association.
7. Invest any money of the Association, not immediately required for any of its
objects, in such a manner as may from time to time be determined by the
managing committee.
8. Co-operate with any other medical institution or Association having all or in
part objectives similar to those of the Association.
9. Consider and express its views on all questions and the laws of India, or
proposed legislation affecting medical profession, public health and medical
education and intimate or take such steps and adopt such measures from time
to time as may be necessary to expedite the objectives of the Association.
10. Purchase, take lease or otherwise acquire, hold, manage, let, sell, exchange,
mortgage or otherwise dispose off movable or immovable property of every
description and exercise all rights or privileges necessary or convenient for the
purpose of Association and in particular any land, building, furniture
household or other effects, utensils, books, newspapers, periodicals,
instruments, fittings, appliances, apparatus, articles of sports, conveyance and
accommodation as and when deemed necessary or desirable in the interest of
Association, sell premises, let, hire out, mortgage, transfer or otherwise
dispose off the same.
11. To receive any gift or legacy of moveable or immovable assets with or without
conditions for promoting the objects of the Association.
12. Maintain, improve or alter and keep in condition any or all of the Association’s
premises for the purpose of the Association.
 13. Do all such things, as are cognate to the objects of the Association or are
incidental or conducive to the attainment of above objects.
14. Arrange social meetings and cultural programs for members and their families.
15. Conduct programs of help, gratitude and generosity for the common public.

VI. MEMBERSHIP RULES

1. Members:
Association shall consist of members whose names are on the register of the
Association at the time when these Rules and Bye-Laws come into operation
and of subsequent members who shall be those persons who being eligible
shall, and pay the prescribed membership fee after the date of adoption of
these rules and Bye-Laws of the Association, be duly admitted to the
Association in such a manner and upon such conditions as may be prescribed
from time to time by the Rules and Bye-Laws.
2. Register:
There shall be a register of all the members of the Association which shall be
maintained in the office of the Association in such a manner and showing such
particulars as may be prescribed by the Managing committee from time to
time. The register shall contain names of the Member and Recommender,
qualifications, registration number and address of residence and clinics,
mobile number and email of the Member with official address for
correspondence being email and one of the postal addresses of clinic or
residence would be taken up as additional correspondence only if opted for by
a written request.
3. Eligibility:
Any doctor possessing following medical qualification and practicing and/or
residing and/or employed within the operational area of the Association shall
be eligible for the membership of the Association

 As defined in the Medical Degrees Aact 1961 (Act VII of 1961) and duly
registered under Maharashtra Medical Council Act 1965 as amended
from time to time in any one of the state medical councils in India.
 As prescribed in schedule A, A1, B and C of Maharashtra Medical
Practioner Act of 1961 and its further amendments and duly registered
under the said act with the Maharashtra Board of Ayurvedic and Unani
 systems of Medicine or Maharashtra Council of Indian Medicine,
Mumbai.
 Having Dental qualification of BDS and / or MDS, and having
registration with the Dental Council in Maharashtra.
 Has been registered by Maharashtra Council of Homeopathy, and
Biochemic System of Medicine Bombay under Bombay Homeopathic
and Biochemic Practitioners Act 1959 (Bom XII of 1960) e.g., G.C.E.H.,
L.C.E.H., B.H.M.S., and D.H.M.S.
 Has been registered by Maharashtra State Council for Occupational
Therapy and Physiotherapy under The Maharashtra State Occupational
and Physiotherapy Council Act (2004) e.g. B.P.T, B.O.T

4. Enrolment of Member:
Any person eligible for membership of Association and wishing to become the
member of the Association shall duly fill and sign or submit the prescribed
membership application form either in hard copy or in digital format with
recommendation from one existing member of the Association and forward it
to Hon. Secretary of the Association. Such application shall be scrutinized by
the Managing Committee. The candidate shall be declared as duly admitted
member of the Association if the member fulfils the “Eligibility” criteria. No
member shall be considered for membership of the Association for the same
year if his application is received for consideration within 30 days prior to
elections of Managing committee.

VII. CLASSIFICATION OF MEMBERS

1. Patron Member:
Any corporate body or an individual donating a minimum of Rs. 20,000/‐
(Rupees Twenty Thousand) (or an amount as decided by the Managing
Committee from time to time) can, at the discretion of the Managing
Committee, be enrolled as a Patron of the Association. Patron members shall
neither have voting rights nor the right to propose or second any person for
membership or any post nor hold any office of the Association, Their names
would not be entered in the Register of Life Members. An individual Patron
Member can also become a Life Member if he fulfils eligibility and pays the
requisite fees. Names of Patrons would be maintained in a separate Register
and they would not require any Recommendation from Existing Life Member.
 2. Regular Life Member:
Any person who fulfils the eligibility criteria and who pays a lump sum, non-
refundable subscription according to the existing Byelaws shall be Regular Life
member of the Association upon positive scrutiny of his Membership
Application. He will have voting rights and the right to propose or second any
person for any post and hold any office of the Association, his name would also
be entered in the Register of Life Members and he will have the privilege of
recommending another Member to the Association. A person enrolled as a
Regular Life member at inception of membership would not automatically lose
his status of Regular Life Membership even on relocation of his Clinic or
Residence or Job Area out of the operational area of the Association except by
a written request from his side asking for a membership status conversion.
3. Associate Life Member:
An eligible doctor practicing and residing out of the area of the jurisdiction but
within the area of jurisdiction of Greater Mumbai and extended suburbs can
become the Associate Life Member of the Association on recommendation of a
Regular Life Member. He will not have any voting rights or the right to
propose or second any person for any post or hold any office of the
Association; his name would be entered in the Register of Life Members
however he will not have the privilege of recommending another Member to
the Association. An Associate Life Member can be converted into Life Member
status if he submits proof of relocation of Clinic or Residence or Job Area in
the operational area of the Association along with a written request for
conversion in his membership status.

VIII. SUBSCRIPTION OF MEMBERSHIP

1. The Association does not recognise ordinary or yearly Memberships

2. Any person willing to become a Member of the Association needs to pay Rs.
1000/- (Rupees One thousand only) as subscription of Life Membership.
3. The subscription is non-refundable and would be forfeited even if the
Membership is ceased
4. All Re-applications for Membership after Termination, Removal or Cessation
would require re-subscription with fees prevailing at the time of the re-
application.
 5. The Association through its Managing Committee reserves the right to revise
the rates of Subscription of Life Membership.
6. Any revision in the fees needs to be ratified in the Annual General Body
Meeting and communicated to the previous members in soft or hard copy.
7. All subscriptions should be remitted either by cheque or any other cashless
format deemed suitable and Cash Mode should be avoided as far as possible.

IX. GENERAL RIGHTS AND PRIVILEGES OF LIFE MEMBERS

1. A Life membership subscription shall entitle the member for equal privileges
of membership of the Association of all types in terms of opportunities,
participation and concessions generally in functions, programs, schemes and
events (except for voting in elections or on resolutions, nominating members
or election contestants and contesting elections of the Association which are
not available to Associate Life Members).
2. All Life members shall be entitled to receive a copy of the journal / newsletter
and other publications of Association either free of charge or at the rates the
managing committee may fix from time to time. They are also entitled to
receive all notices, circulars and communiqués by email regularly without any
charge and if opted for by post at a yearly fixed charge as decided by the
Managing Committee from time to time.
3. All Life Members shall have the right to attend and take part in discussions at
all general & clinical meetings, lectures & demonstrations; participate in
functions, cultural programs and get benefit of various schemes organised by
the Association.
4. All Life Members shall have the right to participate and vote on resolutions
during Annual General Meetings and Special General Body Meetings and to
hold office according to the rules and Bye-laws.
5. All Life Members shall be entitled to use the building, premises, land or area
which is either owned or rented by the Association and facilities contained
therein as may be set apart for the Members on the terms and conditions
decided by the Managing Committee.
6. All Life Members shall have the right to attend any Medical conferences,
Continual Medical Education Events, etc. organised by the Association on such
terms & conditions laid down by Managing Committee in accordance with
Bye-laws of Association.
 7. All Life Members shall enjoy any other privilege that may herein-after be
conferred by the Association.
8. Associate Life Members shall enjoy all the privileges of Regular Life Members
except that they shall not be entitled to vote in elections or on resolutions and
shall not hold any office in the Association or nominate any candidate for
elections or recommend any person for membership.

X. RESIGNATION, TERMINATION & READMISSION

1. A Life Member can voluntarily resign from the association by giving a written
one month notice to the Hon. Secretary and the same shall be placed before
the managing committee for necessary action. The notice shall not be accepted
until he clears all dues due to Association. On acceptance his name would be
struck off from the Register of Life Members in due course and he would lose
all rights and privileges previously entitled to him including forfeiture of the
Life Membership Fees paid by him. He can re-apply for Life Membership after
a cooling period of 6 months on fresh payment of fees. He will be re-classified
as a Regular or Associate Member based on the new application status.
2. If a Member is deregistered by the Board of Registration or the State Medical
Council on the ground of unethical conduct, the membership of the said
Member shall stand terminated from the Association from the date of said
deregistration. Upon forfeiture of qualification by virtue of which he became
eligible for membership, the Member can be re-admitted in the Association if
his name has been re-entered by the Registering Board or Medical Council on
fresh payment of fees. He will be re-classified as a Regular or Associate
Member based on the new application status.
3. If the conduct of a member be deemed by the Managing Committee,
prejudiced to the interest of the Association or be calculated to bring the
medical profession in disrepute, the Managing Committee may ask him to
submit a written explanation of his conduct. In the event of the explanation
found unsatisfactory by the Managing Committee, the member may be asked
either to apologise, or to resign from the Association. If the member
apologises, his apology shall be given due consideration by the Managing
Committee. In the event of member not accepting the decision of Managing
Committee the matter shall be referred by the Managing Committee to General
Body for action. In that event an Extraordinary General Body meeting of the
 Association shall be called to consider the case and at least 7 days notice of the
meeting shall be given to the member concerned and he shall be given
opportunity to explain his conduct if he so desires. If at the meeting 3/4 th of
the members’ present and voting record their votes for the removal of his
name from the membership, the resolution shall be deemed as carried.
However General Body may declare him innocent, pass strictures, suspend for
a certain specified period or just warn the member, the decision of the General
Body shall be final and binding. The member if so removed can be re-admitted
after 2 years by an application to Managing Committee supported by ten Life
Members of the Association. The decision on such re-admission by Managing
Committee will be final.
4. A person may be removed if he is found void-ab-initio for qualifying as eligible
for the membership of the Association. On receipt of written information from
any ten Life Members of the Association questioning the eligibility of a
member, Hon. Gen. Secretary shall conduct the necessary enquiry and place
his findings before Managing Committee for necessary action. The decision of
the Managing Committee shall be final and binding.
5. On termination of membership either by resignation, de-registration or
removal for misconduct, a person shall also automatically cease to hold such
office or appointment as he may be holding in the Association or it’s
subcommittee by virtue of his being a member.

XI. YEAR OF THE ASSOCIATION

The year of the Association will be 1st April of the year to the 31st March of the
succeeding year.

XII. MANAGEMENT OF THE ASSOCIATION

1. The Management of the Association shall be vested in the Managing

Committee. Composing of the following :
1. Hon. President.
2. Vice -President.
3. Hon. Secretary.
4. Hon. Treasurer.
5. Hon Joint Secretary
6. Six Elected members
 2. Out of the total Team of eleven members at any point of time at least two
members shall be females
3. The total number of elected members shall stay at eleven till the number of
Life Members crosses two hundred after that two posts can be increased for
every two hundred new Life Members e.g. for four hundred Life Members on
the register the Management Committee will consist of thirteen Members.
4. The Managing Committee shall also be empowered to Co-opt two Members of
the Association
5. Immediate Past President shall be ex-officio member of the Managing
Committee. : – Post of ‘Immediate Past President’ will not be considered as
continuity in the managing committee as it is by default. His nomination for
the post of any Office Bearer will not be considered for 3 years after his tenure
as President.
The Hon. President, Hon. Secretary. Hon. Treasurer and Immediate Past President
shall be called “office bearers” and shall be on dais if available for all official
procedures.

XIII. DUTIES & POWERS OF THE OFFICE BEARERS

1. Hon. President

 The Hon. President shall preside at all the meetings of the Managing
Committee & various committees of the Association.
 He will preside and regulate the proceedings of the meetings & conferences
of the Association \.
 In addition to the ordinary vote, he shall have a casting vote in case of tie.
He shall preside at the Annual General Body Meeting of Association.
 The President shall guide & control the activities of the Association and
shall nominate Members of various Committees; he shall also be an ex-
officio member of all Committees.
 The President shall interpret Rules & Bye-Laws and decide doubtful points.
 He shall instruct the Hon. Secretary to call the Managing Committee /
General Body meetings.
 The President shall sanction the bills for payment after they have been
approved by Hon. Secretary / Treasurer.
  If the President and the vice President is absent a temporary chair is
created among the Office Bearers for a particular meeting the Chair will
just Conduct the meeting and help the Office Bearers for the time in need.

2. Vice President

 In absence of President, the Vice-President shall preside over the meetings.

In the event of absence or leave of the President, Vice-President shall carry
out duties of the President.
 Vice-President shall help in organising membership drive of Association.

3. Hon. Secretary

 Shall have overall charge of Association & conduct all correspondence.

 Shall have supervision on Accounts, pass all the bills for payment & sign
Cheques or arrange payments in cashless form.
 Shall supervise the functioning of the Committees and would be an ex-
officio member of all committees
 Shall get prepared by Hon. Treasurer annual statement of accounts duly
audited by Auditors for adoption by Managing Committee & General Body.
 Shall recommend budgets for various committees to Managing Committee.
 Shall present Annual report to Annual General Body Meeting.
 Shall ensure and maintain a correct & up to-date register of all the
members of Association.
 Shall bring all important matters relevant to the interest of Association to
the notice of President / Managing Committee or Office Bearers.
 Shall attend all the meetings of Managing Committee of Association & keep
correct minutes of all proceedings.
 Shall look after and ensure and maintain logs all the movable and
immovable properties of Association.
 Shall represent the Association in all legal matters & court cases personally
and / or through his appointee and / or through a lawyer appointed by
Managing Committee.

4. Joint Secretary

 Joint Secretary shall assist Hon. Secretary and shall perform the work
assigned by him from time to time.
 He shall perform all duties of Hon. Secretary in his absence.
  He shall aslo help the Vice-President in membership drive of the
Association.

5. Hon. Treasurer

 He shall receive all the money of the Association and deposit them in the
bank approved by Managing Committee to the credit of the Association and
operate the account physically and digitally along with President and Gen.
Secretary as per Rules & Bye-laws.
 He shall be responsible to deposit the part of money not immediately in
requirement in fixed deposit, Govt. or Semi Govt. securities, as approved by
the Charity Commissioner Rules.
 He shall be responsible for collection of all subscriptions, compensation for
use of Premises, income derived from Association, functions, conferences,
entertainment programs, social & cultural activities & publications of
Association from respective persons and Co-ordinators of Committees.
 He shall dispose of all the bills for payment as approved by Hon. Secretary
and President.
 He shall be responsible for keeping up-to date accounts of Association with
all Account \ book posted up-to date.
 He shall prepare quarterly accounts to be placed before Managing
Committee.
 He shall have right to point out any error or discrepancy in the order of
payment of Hon. Secretary and refer the bills/vouchers to Hon. Gen.
Secretary. In the event of their disagreement still persisting the matter shall
be referred to the President and his decision shall be final.
 He shall get prepared the statement of Accounts & Balance Sheet showing
the financial position of the Association, get it audited by the approved
Auditors and submit it for adoption to the Managing Committee and
General Body.
 Hon. Treasurer shall be treasurer of all the committees & programs of the
Association.




2. If the President and the vice President

3. Ss
 4. Dd
5. ss

XIV. VACANCIES IN THE MANAGING COMMITTEE

1. Vacancies occurring in the Managing Committee between two Annual General

Body meetings except for the post of President shall be filled in by Managing
Committee by majority of votes. In case of vacancy occurring in the post of
President, the Vice-President shall act as President during the remaining
period of the office.
2. In case of vacancy occurring for both the post of Hon. President and Vice
President, the vacancy will be filled by the Special General body at its meeting
called for this purpose.
3. Non attendance of any Managing Committee Member for three consecutive
meetings of Managing Committee without written intimation to Hon.
Secretary or proper explanation to the President for the absence shall
terminate his membership from Managing Committee & constitute a Vacancy.
4. A member will be automatically disqualified to act as an Office Bearer if he
fails to attend 6 consecutive Managing Committee meetings even though he
has claimed a leave of absence for all of them. He will also be disqualified to
file nomination for elections for next term.
5. A Co-opt Member can be opted for the post of Hon. Secretary, Joint Secretary,
Hon. Treasurer if need arises but not the post of a Hon. President.

XV. CONDUCTING THE MANAGING COMMITTEE MEETING

1. The Hon. President, or in his absence, the Vice-President shall preside over all
the meetings of the Managing Committee. In case of absence of President as
well as Vice-President, the meeting shall elect its own chairperson by majority
votes for that particular meeting.
2. An office bearer must seek prior leave of absence from President or Hon.
Secretary and the President & Hon. Secretary needs to seek leave in writing
from each other.
3. The Hon. Secretary needs to organise the meeting in consultation with the
President and communicate the Time, Venue and Agenda of the meeting at
least 5 clear days in advance to the Managing Committee Members. He needs
to conduct the meeting as per the agenda and keep a record of the minutes in a
 hard and soft format. The minutes of each Managing Committee meeting need
to be circulated to all the Life Members of the Association who have their
names on the Register on the day of the Meeting.

XVI. DUTIES AND POWERS OF THE MANAGING COMMITTEE

1. To administer the office of Association in accordance with the Memorandum,

Rules and Bye-laws of the Association. The Managing Committee shall have
right to delegate all or some of its powers except those relating to change of
Rules and Bye-Laws to Office Bearers.
2. The Managing Committee shall have right to appoint special, ad-hoc
committees. The Hon. President, Hon. Secretary and Hon. Treasurer shall be
ex-officio members of such committees.
3. The decisions of the Managing Committee in all matters not covered by Rules
& Bye- Laws shall be final & binding.
4. To frame, alter or repeal Rules & Bye-laws, to conduct business at Managing
Committee meeting, maintenance & administration of the office and other
properties of the Association.
5. To represent any matter, in which they consider the interest of the Association
and medical profession are affected, before the state Govt or other public
bodies or any other legally constituted authority.
6. To appoint or remove the salaried officers & servants of the Association.
7. To write off up to 5000/- arrears against any individual member of the
Association if considered desirable and ratify at the next general Body meeting.
8. To take any decision in the interest of Association and in furtherance of image
of the medical profession and Association within purview of Rules & Bye-laws.
9. To frame the following committees and any other committee as required:

 Scientific Committee
 Cultural Committee
 Administration Committee
 Development Committee

10. To take regular follow up of various committees their functions and projects
also to instruct the conveners of various committees to present the accounts of
their projects within 45 days of the completion of the project.

XVII. FUNCTIONS OF THE COMMITTEE

 Each of the Committees would be constituted with minimum two Members. There
would be no hierarchy in the committee and a Coordinator would be defined
among them who would report to the Managing Committee. Their functions would
be as follows:
1. Scientific Committee

 To arrange for various scientific sessions, lectures, demonstrations,

Medical Education Programs and Annual Conferences in regularity.
 To collate information and release pamphlets, brochures, journals,
newsletters from time to time for benefit of Members and Common Public.

2. Cultural Committee

 To arrange for various cultural programs, festive celebration, events,

sports, picnics for entertainment and recreation and social bonding
between Members.
 To take care of decoration and the organising part of various events held by
other committees.

3. Communication Committee

 To take care of various Registers, Checklists, Logs required by the Office for
Day to day Administration.
 To Create and disseminate information as per the database of members
created as well as manage communication with the Members in a
personalised manner.

4. Administration Committee

 To look out for new areas of development in terms of members, office

administration.
 To look out for maintenance aspects of all material and instruments and
their safeguard, office maintenance and all other regulatory aspects
required to be taken care of by the Association.

XVIII. CHANGES IN THE RULES AND BYE-LAWS

1. The Managing Committee shall have powers to recommend to the General

Body any change in the Rules & Bye-laws of the Association provided they give
at least 21 days clear notice to the members of the Association before calling
the General Body Meeting for the purpose. However the Association shall
 furnish or post such notice along with recommended Amendments at least 30
days before the proposed Annual General Body Meeting under by email or
certificate of posting to all the members of Association.
2. Proposal for change of Rules & Bye-laws by members of Association shall
ordinarily be considered only in the Annual General Body Meeting.
Amendment should reach the Association office Hon. Gen. Secretary before Ist
March and may be proposed by individual member in writing signed by a
proposer, seconder and supported by at least 10 members of the Association.
The proposal of Amendment should be circulated to the members and due
notice of it must be given in the Agenda of Annual General Body Meeting by
Hon. Secretary of the Association.
3. Any alteration to the existing “Rules & Bye-Laws” shall be made with the
sanction of 2/3rd of the members present and voting at the meeting of the
Association especially called for the purpose or at the Annual General Body
Meeting when at least 25% of the members are present. If there is no quorum,
the meeting shall be adjourned and reconvened after ½ hr where members
present shall form the quorum.

.20% members of the Association shall form the quorum for such Extraordinary
General Body meeting. In the event of “No Quorum” the meeting shall stand
adjourned for half an hour .If there is no quorum even after that the meeting shall be
called again after 2 weeks, quorum also will be required in this meeting. If
Quorum is not met after 1/2 an hour’s adjournment the Agenda shall be quashed.

XIX. SOURCES OF FUNDS OF THE ASSOCIATION

The sources of funds or income of the Association shall include:

1. Subscription from Members.
2. Donations or bequests given by the members of the Association or their
relatives and well wishers.
 3. Income derived from organising functions, conferences, entertainment
programs, sports, socials and other cultural activities.
4. Interest and dividend received from investments & Deposits
5. Sale proceeds and any Income derived from advertisements in programs or
any publication of the Association.
6. Such other sources of Income as may be determined by Managing Committee
from time to time.
7. Income derived from the utilization of premises if any.
8. Fees of the life membership and all funds received under clause 15 A ii as
above shall, unless otherwise earmarked, be transferred to the reserve fund of
the Association which shall be invested in long term return instruments.
9. Any part or full surplus money available at the end of the year, may be
transferred to the reserve fund if deemed fit at the Annual General Body
Meeting.
10. The Managing Committee shall have powers to invest the reserve funds in
Govt Securities, UTI and LIC mutual funds for higher yields, as approved by
the charity commissioner.

XX. EXPENDITURE OF THE ASSOCIATION

1. The Managing Committee shall, out of funds of Association, defray all ordinary
expenses and shall pay all outgoings of the premises and all other such
expenses necessary for smooth functioning of Association. They shall be
empowered to spend money on scientific seminars, the conferences, Prizes and
on such other purpose as they may consider advisable.
2. The Managing Committee shall be empowered if required, for a special
purpose, to draw the requisite amount from Reserve Funds or Long Term
Return Instruments with the prior sanction of the General Body, and the same
should be ratified in the subsequent General Body Meeting.

XXI. BANK ACCOUNTS AND THEIR OPERATIONS

1. All funds of the Association shall be deposited into accounts operated in the
name of Association, in a bank or banks as determined by Managing
Committee from time to time, and shall not be drawn upon except by cheque
signed by any two of the following three office bearers or by digital validation
by any two of the following three office bearers:
  Hon. President
 Hon. Secretary.
 Hon. Treasurer.
2. For enabling Digital Banking Services the Association shall apply for Net
Banking Services with respective Bank, the association may at the behest of the
Managing Committee subscribe for one or more wallet services and UPI.
3. Further the treasurer may keep with him at any time a sum not exceeding Rs.
5000/- (Five thousand only) for petty expenses.
4. For twin validation of digital payments as mentioned above the Login
Passwords of the Bank / Wallet can be kept with the Hon. President and the
Hon. Secretary while the OTP of the transaction will be sent on a mobile with
the Treasurer. For the Purpose the association may subscribe to a prepaid
mobile service
5. On change of the Managing Committee it will be the responsibility of the old
Managing Committee to transfer the details and the phone to the new
Managing Committee and it will be the responsibility of the new Managing
Committee to keep the phone secure and change the Passwords.
6. It will be the duty of the Hon. Treasurer to discuss the monthly income and
expenditure of the Association in the Managing Committee Meetings every
month.

XXII. MODE OF ELECTION OF MANAGING COMMITTEE

The office bearers and members of the Managing Committee shall hold office for two
years and shall be eligible for re-election as per Bye-Laws.
1. The First Probationary Committee of the Association would be formed from
among the initial Members of the association and if required voting may be
held for the same. The Committee shall have no hierarchy and would consist of
5 Members. These members would hold office till the actual elections are held.
2. Thereafter for an election the Probationary / Managing Committee shall invite
nominations from the members of the Association in sealed envelops for
participating in the next Managing Committee. The nomination forms would
be circulated in digital format to all Members and Hard copies of the same can
be collected from the Registered Office if required.
3. The Nomination papers shall reach the office of the Association or Hon.
Secretary, 10 clear days before the date fixed for election either by digital
format or by post.
4. Withdrawals of the nomination shall be permitted till 7 clear days before the
date of the election.
5. The Valid Nomination received from the members of the Association shall be
put to vote in Annual General Body Meeting.
6. Hon. Secretary and two members nominated by the President shall scrutinise
the nominations and report to the Managing Committee for necessary action.
The list of successfully nominated candidates would be circulated by email to
all the Members 5 days before the Election.
7. In case requisite nominations have not been received the nominations shall be
invited from members present on the floor of Annual General Body Meeting. If
nominations are not received from members present on floor of Annual
General Body, these vacancies will be filled up by next new Managing
Committee as Co-opt Members.
8. The name of candidates contesting the election shall be mentioned fully in the
ballot paper in alphabetical order of their surnames.
9. Two Election Officers who have requisite knowledge and experience about the
process would be appointed by the Managing Committee and called for the
Elections.
10. The ballot papers will be prepared by the office; It will be counted and signed
by Hon. Secretary before handing it over to Election Officers at the time of
Annual General Body Meeting, the Election Officers will countersign the ballot
papers before issuing to voters who will have to sign the counterfoils of ballot
paper.
11. No Member shall be eligible for nomination for election or voting unless he has
paid full subscription fees at least 30 days prior to the elections.
12. No member of the Association shall be eligible to be elected as member of
Managing Committee unless he has been Life Member of the Association for
one full year. (This shall not however be applicable for the first year as the
transition period)
13. After the Announcement of Result the elected Managing Committee can form
or vote for the posts of Hon. President, Hon. Secretary, Hon. Treasurer, Vice
 President & Joint Secretary. This vote would however be a vote by raising
hands.
The Decision would be taken by the Managing Committee keeping in mind that:
1. No member shall be eligible for the post of President/ or President Elect unless
he has been Vice President, Hon Secretary, Hon Treasurer, or Hon Joint
Secretary or office bearer for one bi-annual terms and out of which at least 1
post of Hon Secretary or 1 post Hon Treasurer. (This shall not however be
applicable for the first year as the transition period)
2. No member shall be eligible to be elected as Vice-President unless he has been
Hon. Secretary, or Hon. Treasurer or Hon Joint Secretary or office bearer for 1
bi-annual term. (This shall not however be applicable for the first year as the
transition period)
3. No member shall be elected as Hon Secretary or Hon Treasurer or Joint
Secretary unless he has been a member of the Managing Committee for at least
one bi-annual term. (This shall not however be applicable for the first year as
the transition period)
4. No member of the Association shall occupy the position of Hon. President for a
consecutive period of more than TWO years. However, the same member shall
be eligible to contest for the same post after a lapse of two years.
5. No member of the Association shall occupy the position of the member of the
Office bearer for a period of more than FOUR consecutive years and shall not
retain the same post for more than TWO years. However, the same member
shall be eligible for election after a lapse of two year if other election rules are
fulfilled.
6. No member of the Association shall occupy the position of the member of the
Managing Committee for a period of more than Eight consecutive years.
However, the same member shall be eligible for election after a lapse of two
year; however he/she may be co-opted
7. The year in which a member is co-opted for any post will not be considered as
continuity of his post.

XXIII. BUSINESS ORDER OF ANNUAL GENERAL BODY MEETINGS

The business to be transacted in the Annual General Body Meeting shall be in

following order unless otherwise determined in the Meeting. However the order may
be changed at the discretion of the Chairman/Chairperson of the Meeting.
 1. Condolence if any.
2. To confirm the minutes of last Annual General Body Meeting of the
Association.
3. Follow up of business arising out of the minutes of previous A.G.M.
4. To Adopt the Annual reports of the Managing Committee covering all the
activities of the Association. The Audited statement of accounts, Balance Sheet,
Reports of committees shall be appended to the annual report agenda and
taken up for discussion and approval together.
5. To appoint certified Auditors for the coming year to audit the accounts and to
fix their remuneration.
6. To consider resolution sent by members/Managing Committee and to discuss
various Amendments proposed by Managing Committee/members.
7. To conduct the Election if required, and declare the result of the election
8. Any other Business with the permission of the chair.

XXIV. ANNUAL DAY AND AWARDS

1. The Association would think of regularly honouring and gratifying its

Members and their families for the purpose of introducing ownership, social
bonding and pride.
2. An Annual Day would be planned in the month of November or December for
this purpose by the Managing Committee
3. Awards and Gratification would be done to suitable persons from amongst the
Members and their families
4. A special committee can be set up particularly for the purpose which would
select the awardees as suitable.
5. A Special Achievement Award would be given Bi-annually to persons who have
shown exemplary work in the Managing Committee.
6. The Managing Committee or the appointed Special Committee would be at
their free will to determine the criteria for the same.

XXV. TYPES OF MEETINGS AND QUORUM

1. Managing Committee Meeting

 The Managing Committee Meeting needs to be organised once in 30 days

but no later than 45 days by the Hon. Secretary.
  A Managing Committee Meeting can also be called for on written request of
3 members specifying the cause within 10 days of such request.
 A Meeting can also be called for by the President in case of an emergency
on a 3 day short notice.
 Quorum would consist of minimum 5 Members. If Quorum is insufficient
the meeting can be adjourned by upto an hour and carried out after an
hour with the available quorum
 7 Days Clear written notice needs to be given to all Managing Committee
Members either by email or on a messaging app with the Time, Venue and
details of the agenda except for an emergency meeting called by the
President

2. Annual General Body Meeting

 The Annual General Body Meeting needs to be organised once in a year

before 31st May but no later than 15th June by the Hon. Secretary.
 Quorum would consist of minimum 10% Members. If Quorum is
insufficient the meeting can be adjourned by upto an hour and carried out
after an hour with the available quorum.
 21 Days Clear written notice needs to be given to all Members either by
email and / or under certificate of posting with the Time, Venue and details
of the agenda.
 The Annual Report, Audited statement of Accounts, Balance Sheet of the
Association for the year ending 31st March and other such relevant papers
shall be sent along with the Notice.
 The intimation of Election for Managing Committee shall also accompany
the Notice of Annual General Body Meeting if required.

3. Special General Body Meeting

 A Special General Body Meeting needs to be organised as and when

required by the Hon. Secretary in consultation with the Hon. President for
suitable matters.
 Quorum would consist of minimum 20% Members. If Quorum is
insufficient the meeting can be adjourned by upto an hour and carried out
after an hour with the available quorum.
  15 Days Clear written notice needs to be given to all Members either by
email and / or under certificate of posting with the Time, Venue and details
of the agenda.

4. Extra Ordinary General Body Meeting

 An Extra Ordinary General Body Meeting needs to be organised as and

when required by the Hon. Secretary in consultation with the Hon.
President for urgent matters.
 Quorum would consist of minimum 20% Members. If Quorum is
insufficient the meeting can be adjourned by upto an hour and carried out
after an hour with the available quorum.
 7 Days Clear written notice needs to be given to all Members either by
email and / or under certificate of posting with the Time, Venue and details
of the agenda.

XXVI. MINUTES OF MEETING

1. Minutes of each Managing Committee meeting shall be read and confirmed at

subsequent Managing Committee meeting.
2. The minutes of Annual General Body Meeting shall be confirmed at the
subsequent Annual General Body Meeting and duly signed by the Chairman of
the meeting.
3. The minutes of all the other i.e. Special and Extra-ordinary meetings, etc will
be read and confirmed in the next Annual General Body meeting along with
previous Annual General Body meeting minutes.

XXVII. NO CONFIDENCE MOTION

4. An Extra Ordinary General Body Meeting of the Association shall be convened

by giving 7 days clear notice by email and / or post within 15 days on the
receipt of a written requisition for such a meeting for proving No Confidence
thereof by not less than 30% members of the Association specifying the cause
of requisition of such meeting.
5. The Quorum of such meeting shall be 50% of the total membership on that
day, corrected to nearest number. If there is no quorum at the appointed time
the meeting shall be considered as dissolved.
 6. Such No confidence motion can be moved against any member or Office bearer
of the Managing Committee, whole Managing Committee any Committee
appointed by the Managing Committee or any member of any such Committee.
7. Such a No confidence motion shall be considered to have passed by simple
majority at such a meeting.
8. Once the Motion of No confidence has passed as specified above, the Member
or the whole Committee / Managing Committee shall resign. However they
will continue to be in office till election is held for that particular post or posts
which shall be conducted within a period of one month by following the due
process.

XXVIII. DISSOLUTION OF THE ASSOCIATION

If it becomes impossible to carry out the objectives of the Association, the

Association can be dissolved in the following manner:
1. The Special Extraordinary General Body Meeting of the Association shall be
convened by giving 30 days clear notice by email and / or under certificate of
posting with specific agenda of dissolution, and 75% of the valid members of
the Associations shall form the quorum.
2. If it is decided by 3/4th of the members present and voting is in favour of
dissolution, this Association shall stand dissolved with immediate effect.
3. If upon the dissolution of the Association, there remains after the clearance of
all debts & liabilities, any property moveable or immovable whatsoever, the
same shall not be directly paid to or distributed among the members of the
Association. The resolution of disposal and usage of proceeds of such disposal
shall be decided by 3/4th majority by the members present in the Meeting for
dissolution or in the event of no resolution having been passed, the matter
shall be put before the City Civil Court within jurisdiction of Bombay.
4. In case of resolution of dissolution having been passed, the execution of
resolution so decided shall be carried out by a Committee of members elected
by General Body.