Law Iami Bylaws Original

7/26/2019 Law Iami Bylaws Original

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OFFICE OF THE REGISTRAR OF SOCIETIES

HYDERABAD

CERTIFICATE OF REGISTRATION

REGISTRATION No. 3774 / 93

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 18th

day of September One Thousand Nine

Hundred Ninety Three.

SEAL of REGISTRAR OF SOCIETIES

Andhra Pradesh, Hyderabad Signed By: Registrar of Societies


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DOCUMENT NO. I

MEMORANDUM OF ARTICLES OF THE ASSOCIATION

(1) NAME OF THE SOCIETY / IAMI (Indian Association for

ASSOCIATION: Medical Informatics)

(2) LOCATION OF THE : C/o. Department of Clinical PharmacologyOFFICE SITUATED Second Floor, OPD Block,

Nizams Institute of Medical Sciences,Punjagutta, HYDERABAD500 482.

(3) AIMS AND OBJECTIVES : Separate sheet attached. (These may beamended any time with the concurrenceof majority of the members).

CERTIFICATE

1. Certified that the association is formed with no profit motive and no commercialactivity is involved in its working. Its activity will be limited only to professional andacademic activities.

2. Certified that none of the Office bearers, Executive Committee Members and Advisorsare paid from the funds of the association.

3. Certified that the association would not engage in any kind of agitational activities toventilate 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.


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DECLARATION

We, the undersigned persons in the memorandum have formed an association and areresponsible to run the affairs of the association and are desirous of getting the associationregistered under PUBLIC SOCIETIES REGISTRATION ACT 1350 Fasli.

Names of the Office Bearers who formed the Association, their designations,

addresses and signatures:-

Sd/- 1. Dr Nanduri Gajanana Rao S/o Late Dr N.R. Rao, Vice President.Occupation: Senior Consultant, Computer-assisted Medicine,CMC Ltd, Gachibowli, Old Bombay Road,

Residential Address: 76, AWHO Colony, Sector-A, SECUNDERABAD.

Signature: ***************

Sd/- 2. Shri Devulapalli Subba Rao, S/o Late DVR Murthy, Secretary.Occupation: Manager, Computers,Indian Hospital Corporation, Apollo Hospital,Jubilee Hills, Hyderabad.Tel: 247655 (off) 238049 (res)

Residential Address: Plot-60, Road No. 5, Jubilee Hills, Hyderabad.Signature: ***************

Sd/- 3. Shri Kovelimadhom Anantharaman Ramesh S/o KS Anantha Raman,

Joint Secretary.Occupation: Director, Strabus Software Solutions (P) Ltd.

73, BHEL Enclave, Akbar Road, Secunderabad.Tel: 811356 / 845651

Residential Address: 71- BHEL Enclave, Akbar Road, Secunderabad.Signature: ***************

Sd/- 4. Shri Remella Venkata Surya Subba Avadhanulu, S/o RV Surya Narayana,Additional Secretary,Occupation: Head, Computer Division, NIMS, Hyderabad.Tel: 228899

Residential Address: H-34, Madhuranagar, Hyderabad-500 038.Tel: 221277Signature: ***************

Sd/- 5. Dr (Ex Lt. Col) Krishna Reddy Bhaskara Reddy S/o K. Ramana Reddy,Executive Member.Occupation:Signature: ***************


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WITNESSES :-

(1) Signature: *****************Name in block letters: Dr R.A. SASTRYSon of : Sri R.S. RaoOccupation: Addl Prof of Surgery, NIMSResidential Address: 6-9-903/A/4, Somajiguda, Hyderabad

(2) Signature: *****************Name in block letters: Dr G. VIJAYA KUMARSon of : Dr G. Somasundara RaoOccupation: Addl Prof of Surgery, NIMSResidential Address: B-53/F-3, Vijayanagar Colony, Hyderabad-457.

All Signed on: 18 Sept 1993 Registration Number Allotted by the

Registrar: 3774 of 93


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OBJECTIVES OF INDIAN ASSOCIATION FOR MEDICAL INFORMATICS

(As amended on 11 April 1997)

The following aims and objectives have been drafted for the benefit of giving guidelines while enlisting newmembers in the association and for the Office Bearers, Executive Committee Members and Life Members ofthe IAMI for their functioning:

1. To develop computer awareness in people of Medical Profession (including Dental, Nursing,

Paramedical, Pharmacy and Hospital Administration) through lectures, seminars, workshops,exhibitions and demonstrations of medical software in all parts of the country and to stress the necessityand benefits of various computer applications in Medicine, Health and Hospital Services.

2. To give necessary assistance and guidance to Healthcare Providers, Health Insurance Providers andcomputer professionals who are interested in developing equipment / software for enhancement ofprofessional efficiency of doctors, nurses and paramedical technicians and administrative efficiency inhospitals 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 andCentral Government through mutual collaboration.

3. To help organizations, hospitals, institutions, health & hospital administrators who are life members ofIAMI to identify their health and administrative problems that can be solved through computerization andpass 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 Councilof India) and respective University Authorities.

5. To make all the efforts to improve the medical, dental, nursing and pharmacy colleges in theireducational and training methodologies through computer-aided techniques and computerized libraryinformation services.

6. To assist government / public / private hospitals, nursing homes & clinics and other organizations /institutions / establishments having their own hospitals / dispensaries in planning, procurement andinstallation of computer systems including computer-linked medical instruments & equipment and otherhealth related software through standard companies at reasonable rates.

7. To suggest improvements in the existing services and procedures including installed informationsystems 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, softwaredevelopment, 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 inhospitals / medical, dental & nursing institutes / medical organizations and pharmaceutical companieswho join IAMI as life members.

10. To help India to reach high international standards in healthcare through standardization of the hospitalprocedures including patient care, medical documentation, health records, health statistics,

computerized / computer-interfaced medical instruments, patient monitors and other hospitalequipment.

11. To conduct periodic professional conferences at national / international level in medical informatics andperiodic conferences / seminars / workshops at regional level to keep abreast the members of IAMI ofthe 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 ofthe conferences to encourage members of IAMI in professionalism, research, innovations, publicationsand knowledge sharing.

(Dr.N.G. RAO), Vice President, I.A.M.I.

01.09.1993 and 12 .06.1997


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DOCUMENT NO. II

(Rules and Regulations)

BYE LAWS OF THE ASSOCIATION

(As amended on 11 April 1997 and subsequently on 03 March 2001)

(1) NAME OF THE SOCIETY / IAMI (Indian Association for Medical

ASSOCIATION: Informatics)

(2) LOCATION OF REGD: Department of Clinical PharmacologyOFFICE: Second Floor, OPD Block,

Nizams Institute of Medical Sciences,Punjagutta, HYDERABAD500 482.

(3) MEMBERSHIP, CATEGORY, FEE Etc.

A. Eligibility for Membership:

Medical doctors of any speciality, general practice and administration,dentists of any speciality, medical, health and bio-statisticians, people ofcomputer profession and trade, nurses, medical technologists andtechnicians, paramedical people of any category and all non-clinical andnon-medical scientists who are working or interested in working in any ofthe application areas in medicine, health, hospital administration and anyallied subject and subscribing to the Aims and Objectives of thisAssociation are eligible to become members of IAMI provided themembership fee is paid. Undergraduate students of medical sciences,dental sciences, computer sciences, engineering, nursing, pharmacy,

biology, biomedical engineering, bio-statistics and bio-physics, who haveinterest in medical informatics are also eligible to become studentmembers provided annual membership fee is paid.

B. Subscriptions:

(i) INDIVIDUAL / INSTITUTIONAL ANNUAL MEMBERS: Any Institute / Organization/ Establishment / Hospital / Firm who are interested in the AIMS andOBJECTIVES of the Association and paying the required membership fee of Rs750.00 (Rupees seven hundred and fifty only) per annum and for those located ina foreign country is US $ 60.00 (sixty only) per annum may become anInstitutional Annual Member of the Association for a period of one year from thedate of receipt of the fee. The membership amount is to be paid in lumpsum inadvance. Their membership number starts with the category initials of IA and theyear of taking annual membership for the first time followed by the serial number.For individuals, it is limited to under graduate students only (of medical, dental,nursing, computer science, engineering and pharmacy colleges, students ofbiomedical informatics, biomedical engineering, bio-statistics and bio-physics,etc). A certificate from the Head of the Institute is required to be attached withthe membership application form for all students. Their Personal Annualmembership number starts with the category initials of PA and the year of takingannual membership for the first time followed by the serial number. In case of


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Institutional annual membership, a maximum number of ten employees from theOrganization / Institute / Establishment / Hospital / Firm enjoy the benefits ofmembership in IAMI for a period of one year . The Head of the Organization /

Institute / company submits the list of those ten members to the President, IAMI soonafter the membership is approved by the IAMI.

(ii) INDIVIDUAL LIFE MEMBERS : Persons of any of the above fields on payment ofRs.750/- (Rupees seven hundred and fifty only) in lumpsum are enrolled as LifeMembers. Persons who are aged more than 50 years, need to pay only Rs 500.00 (Rupeesfive hundred only) in lumpsum. The fee for life membership for any person working /staying in a foreign country shall be US $ 50.00 (fifty US Dollars only) in cash orcheque). Their Personal Life Membership number starts with the category initials of PLand the year of taking life membership or taking annual membership in case ofconversion followed by the serial number.

(iii)INSTITUTIONAL LIFE MEMBERS:An Organization, Institution, Establishment, Hospitalor Firm may become an institutional member for life by paying a fee of Rs. 5,000/-(Rupees Five thousands only) in lumpsum and the life membership fee for anOrganization / Institution / Establishment / Hospital / Firm located in a foreign country isUS $ 500.00 (five hundred only). A maximum number of ten employees from theOrganization / Institute / Hospital / Firm enjoy the benefits of membership in IAMI (forone or many years). The Head of the Organization / Institute / Hospital / Firm submits thelist of those members to IAMI soon after the membership is approved by the IAMI. Inthis category, the Organization is at liberty to change the list of 10 individuals at any timethey wish. Their Institutional Life Membership number starts with the category initials of

IL and the year of taking life membership or taking annual membership in case ofconversion followed by the serial number.

(iv) HONORARY MEMBERS:Any person with outstanding qualifications and experience inthe field of medical informatics may be nominated for honorary membership withoutapplication and membership fee. This is to be approved by the Executive Committeesupported by a consent letter from the concerned person within one month. Their tenureis one year and extendable every year for any number of years. They do not need to payany fee for their membership even if they wish to continue and are allotted themembership number starting with the category initials, PH followed by the year ofbecoming honorary member and serial number. They may also be nominated as Honorary

Advisors and they advise the President and Executive Committee on various aspectsconcerning IAMI. They do not enjoy voting rights in elections.

(v) CONVERSION OF MEMBERS FROM ANNNUAL TO LIFE: Any annual member may opt tobecome a life member (both individual and institutional) at any time. If the conversionrequest comes within one year of paying the annual membership fee (initial orsubsequent), they need to pay the life membership fee less one year annual membershipfee. In such cases, the membership category changes to PL in case of persons and IL incase of Institutes / Organizations / Hospitals / Establishments / Firms etc.


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4. GENERAL BODY:

a. The administration and control over all the matters concerning theAssociation shall vest in the General Body and not any individualmember, even any one of the OfficeBearers and ExecutiveCommittee. However, the President, Secretary, Treasurer andselected few of the Executive Committee may make decisions inday to day work of the association and ask for approval /ratification for all important decisions and expenditure by theGeneral Body later at the earliest.

b. Current Members on rolls (both life and annual with exception ofhonorary and student members), and Advisors (not honorary) areentitled to participate in the General Body Meetings and elections.

c. General Body Meetings will be normally held when a conference /workshop / seminar takes place or when an extraordinary GeneralBody Meeting is called for by the President to transact thefollowing business on any day preferably in the first or last 3calendar months:-

(i) To pass the expenditure statement of previous year.

(ii) To approve the report of the activities of the society.

(iii) To elect new Office Bearers.

(iv) To elect or select the Executive Committee, Advisors etcand nominate Honorary members..

(v) To appoint an Auditor.

(vi) To plan and schedule the activities in the coming yearsincluding conferences, workshops and seminars and selectionof the locations and the Chairpersons for the Organizingcommittees.

5. EXECUTIVE BODY AND OFFICE BEARERS:

a. Executive Committee: The Executive Body, the Office Bearers andthe Advisors form the Executive Committee and their total numbershall not exceed 20. The Executive Body are 10 in number and theelected / selected office Bearers i.e. President, Vice President,Secretary, Additional Secretary / Joint Secretary, InternationalRepresentative, Treasurer etc and Advisors do not exceed ten innumber. The Advisors


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do not exceed 4 in number including any Honorary if present. Theimmediate past President and one of the Founder Presidents do

automatically act as Advisors until next elections and selections. Theimmediate past Secretary and Treasurer form part of the Executive Bodyuntil the next elections and selections. The members for the ExecutiveBody may be nominated by any member and have to be approved by theGeneral Body or existing Executive Committee or by the new OfficeBearers at the time of fresh elections supported by the consent letters fromthe nominated persons in writing within a month. Only when the nominatedpersons out number the vacancies, the names will be put before the GeneralBody for electing.

b. Annual List: The members of the Executive Committee shall be duty-bound to attest the signatures of all the newly elected Office Bearersand Executive Committee Members and to see that the said names andsignatures are sent in an annual list filed with the Registrar of Societiesbefore 15thday of the succeeding month in which elections are held.

6. Functions of the Office Bearers and Executive Body:

The following shall be the duties and responsibilities of various Office Bearers andExecutive Body of the Association and these may be amended by General Body with atleast 2/3rdof the total members in attendance:

(i) PRESIDENT (Active) is an elected Head of the Association. He/She may benominated as an HONORARY PRESIDENTin special circumstances even if he/she isnot a life member of the association. He/she shall be a person of eminence withconsiderable experience in Medical Informatics. One of the members of theExecutive Committee may also be nominated by the Executive Committee to actas the President in any circumstance, when both the President and Vice Presidentare absent for any period until elections are held. He/she shall be in over allcharge of the day to day work and conduct of the affairs of the Association andshall preside over all the meetings of the Association and and its committees.He/she has power to call for the meetings of the General Body Suo Moto or on therequisition made by atleast one fourth of the members or half of the ExecutiveCommittee. He/she shall take all important decisions and put them before anExecutive Committee for ratification. He/she can exercise his/her right to vote inall the meetings and elections if he/she is an active elected President only.

(ii) VICE-PRESIDENT shall assist the President in the discharge of his/her duties andshall act as an Acting President for any period of his/her absence or incapacity oron relegation of presidential duties by the President him/herself for any specialreason before an election.


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(iii) SECRETARY shall be responsible for properly Organizing all activities of theassociation, maintaining all records of it and ensuring prompt and timely

correspondence. He/she shall be responsible for all his/her duties, subject to theover all control of the President while ensuring proper functioning of the Forum.He/she will be the custodian of all records including accounts maintained by theTreasurer and will maintain minutes of all meetings. He/she guides the Treasurerin preparing budget and expenditure statement. He/she does not keep any amountbelonging to the association more than Rs 500.00 at any one time and does notenjoy any financial decision power unless authorized in writing by the President.He/she shall prepare the annual report of the association and present it to theExecutive Committee for its approval and dispatch to the Chairperson of theOrganizing Committee well before the biennial conference organized by theassociation. The Secretary shall present his/her annual report to the audience forfamiliarizing them with the developments which have taken place since itsinception and more in detail of the achievements during his/her tenure asSecretary.

(iv) INTERNATIONAL REPRESENTATIVE & Coordinator:A separate portfolio ofInternational Representative & Coordinator may be given to a life memberstaying / working abroad and his/her duties shall be to act as aspokesperson for IAMI abroad, to develop collaborations and cooperationwith similar associations/societies in foreign countries, work out intersociety membership or associated membership facilities with them for lifemembers of IAMI, to pass on information on various conferences /seminars / workshops taking place abroad or those organized by WHO,IMIA, any professional association / society / Institute / Organizations etc,and all interesting matters or free software on any aspect of computerapplications in medicine, information on new products developed etc forthe benefit of IAMI and its members. He/she also shall explore thepossibilities of marketing in a foreign country, of any product (software orhardware) designed or developed by a member of IAMI. He/she may alsoprobe the possibilities of awarding projects of research, design,development etc by any foreign agency / Organization / Institution to anylife member or life institute of IAMI. He/she will also take the initiativefor exchange of software between India and other countries and make allnecessary correspondence in that regard. He/she shall make due efforts torise the status of IAMI to that of other well established associations andsocieties in other developed countries. He/she will make efforts to enrollnonresident Indians as foreign members in IAMI. He/she will be on thelook out and is responsible to gather up to date developments andtechnological updates in Medical Informatics from other countries andpass on the information to the Secretary or Joint Secretary (News Bulletin)for publication. He/she is also responsible to gather International supportand aid to organize special conferences, meetings, seminars, workshopsetc. in India or abroad and to obtain financial help for the life members ofIAMI for attending international conferences / workshops / seminars etc or


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for their study tours related to the field of Medical Informatics. He/shewill work out the required terms and conditions for any collaboration / co-

operation with foreign professional bodies to get associated membershipto 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 throughpersonal attendance or by giving live presentation of a paper throughinternet and exercise his / her rights in taking part in elections and votingthrough email. He/she will make all efforts to rise the financial status ofIAMI through more NRI memberships, advertisement collections, findingdonors/sponsors etc. For any expenditure above the limit of $ 50.00(fifty), he/she is required to take approval in advance from the ExecutiveCommittee. Until the financial status of IAMI improves, no financial helpmay 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 andtasks assigned to them by the Executive Committee or President and assist theSecretary 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 onbehalf of the Forum as authorized by the Executive Committee and GeneralBody. 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 monetarytransactions (amounts received, drawn, deposited, issued and spent) with properand correct vouchers. He/She shall present a statement of Income and Expenditurein the Annual General Body Meetings. Any expenditure more than Rs 500.00 isrequired to have the approval of the Executive Committee in advance. When inurgency, such expenses can be incurred with verbal approval followed by writtenapproval of the President /Vice President/Secretary and have to be ratified by theExecutive Committee subsequently. In case of amounts received in excess ofRs. 500/- shall be deposited without delay on the next working day in the IAMIbank account without fail. Any discrepancy noticed in the accounts shall bebrought 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 areapplied for or renewed in time and minimum amount required for immediatetransactions 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 followingthree 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 thisnames for operating the Associations bank accounts and loss of any important

documents such as cheque books, cheques, FDRs etc.

(vii) ASSISTANT TREASURER:He/she will assist the Treasurer in all the functions asdirected by the Executive Committee or President / Vice President.

(viii) Advisors:The Executive Committee or the General Body of the associationmay recommend / appoint people of eminence in medical informatics withinIAMI members or outside as Advisors limiting to 4 in number. They shallautomatically become members of Executive Committee and enjoy votingrights provided they are life members of IAMI. Otherwise, the ExecutiveCommittee may confer on them Honorary Membership. They advise thePresident, Office Bearers and the Executive Committee on various matters ofinterest to IAMI. Their advice will be recorded in the minutes of the meeting.The tenure of an Advisor is fixed for 2 years extendable any number of timesto another period of 2 years each time by the Executive Committee.

(ix) EXECUTIVE BODY:

(a) They will attend the Executive Committee Meetings whenever called forby the President / Vice President / Secretary and will take part in allmatters of importance scheduled for discussion and decisions in thosemeetings 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 theconvener of the meeting. No proxy is allowed in the E.C. Meetings.

(b) They will attend all the General Body Meetings without fail and takepart in the elections.

An Executive Committee Member should be a life member of theAssociation (either individual or institutional).

(c)They shall work only for the enhancement of the membership andactivities of the association and no groupism or factionalism is allowed.

If there are any complaints on any of the Office Bearers or other ExecutiveCommittee Members or the Advisors, these will be in writing anddiscussed in the immediately following Executive Committee Meeting. Nomember of the Executive Committee will go to press or publish in a publicnews paper or professional news bulletins on any issue concerning IAMIwithout discussion in an Executive Committee Meeting for any reasonwhat so ever.

(d) Only an E.C. Member shall be Head of any sub-committee formed by theassociation for any purpose.


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(x) TENURE OF OFFICE BEARERS AND EXECUTIVE BODY:

The ordinary tenure for Office Bearers including the President and ExecutiveCommittee Members is 2 years or until the next elections are conducted which ever isearlier. However, the tenure of any individual (including Advisors) may be extendedby the Executive Committee to another period of 2 years if elections/selections to theOffice Bearers are not conducted in time for any reason. At the end of 4 years, it ismandatory to hold elections / selections for the above without fail. Only the Presidentmay nominate other Office Bearers and Executive Committee Members whenelections are delayed or postponed for any reason and this list is required to bediscussed and ratified by the Executive Committee or majority of members in anExtraordinary General Body Meeting at the earliest opportunity but not later than 3months from the date of such nomination. It is also mandatory to obtain thewillingness certificates / letters from the nominated members and filed before themeeting. 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 CommitteeMeeting and accept or reject the request. The President shall ensure that there isnothing outstanding against that person in cash or kind dues to the association. Anychange in the list of the Executive Committee shall be informed to the registrar of thesocieties within 30 days. Any change in the IAMI bank account holders, shall benotified to the bankers immediately along with the specimen signatures of the new.

7. QUORUM: - Half of the total number of members for General Body Meetingsand th for the Executive Committee Meeting. However, on any occasion, whenminimum quorum condition is not met, that meeting may be postponed to anothertime / day. In extraordinary General Body Meetings, the above minimum quorum

level may be further reduced to 1/3rdof the total members and 1/5thof the totalmembers of the Executive Committee.

8. FUNDS:

A. Source: The main source for funds of the association is the membershipfees paid by the members of the association. The Funds and the interestearned shall be spent only for the attainment of the objectives of theAssociation and no portion there of shall be paid or transferred directly orindirectly to any of the members through any means. For all the routineexpenses, only the interest earned is permitted to be spent and it is mandatoryfor 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 andapproved by the General Body may be paid to the Treasurer and a part timeclerk every month out of the interest earned on the deposits or from theprincipal funds for their special & pain taking services beyond their routineoffice timings. When the association membership and activities grow large, afull time clerk cum accountant may be employed and paid from the interestearned.


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B. Special Payments:The fees for the auditors as approved by the GeneralBody will be paid to them once a year after the accounts are audited andpassed 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 ofprincipal amount, may be temporarily paid from the principal amount andcredited back at the earliest from the interest earned later or savings from aconference, workshop or seminar organized by the association or any of itsbranches. While organizing a conference by the association in any place, theExecutive Committee may approve a refundable loan to the Chairman orSecretary, Organizing Committee of the conference up to a maximumamount of Rs 50,000 from the principal funds of the Association to cover theinitial expenses and advances. This amount shall be paid back by theOrganizing Committee within 15 days of the conference. The expenses fortravel, lodging and boarding of the President, Secretary, Treasurer, one of theAdvisors, one of the Executive Committee Members, the immediate pastPresident and the founder President of the association to attend theconference/workshop/seminar may be paid from the funds of IAMI orsavings of the conference/workshop/seminar if any of them requests thePresident or Chairman, Organising Committee for such financial assistance.

C. Records:The amounts received by the association should be invested onlyin nationalized banks in savings or current account or fixed deposits of anyduration or in any government approved chit fund organizations to earn moreinterest. A proper register shall be maintained by the Treasurer on thesedeposits, other investments, interest earned, various amounts received,expenses, loans etc and keep them ready to be checked by the ExecutiveCommittee frequently and audited once a year. All transactions shall be donethrough cheques and draft only as far as possible. The cash in hand with theTreasurer and Secretary or any of the Office Bearers should not exceedRs 500.00 at any time.

C. Audit of Funds: All the funds received and expended shall be the responsibilityof the Treasurer and may be inspected by any of the Executive CommitteeMembers at any time. Every effort should be made by all the Office Bearers andExecutive Committee Members to observe austerity measurers, conserve as muchfunds as possible in the interest of the association and avoid unnecessaryexpenditure. An internal audit may be ordered by the EXECUTIVECOMMITTEE once in six months and a compulsory external audit through aqualified 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 butnot later than six months from the audit report. The Treasurer, Secretary and vicePresident or President will be responsible to keep all the affairs of the associationin order and objection free all the time throughout their tenure. Only auditedaccounts and funds are transferable from the Treasurer to any new personincluding a newly elected Treasurer. In special circumstances such as absence ofthe 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 ofgetting the accounts audited and handing over them to the new Treasurer on behalf ofthe Treasurer. The President and Executive Body shall ensure handingover of the

accounts by the Treasurer to a new Treasurer only after settling any serious auditobjection if raised by the external auditor.

E. Additional Funds: The Office Bearers and members of ExecutiveCommittee may probe all possible resources to get more funds for theassociation. Enough care should be exercised while accepting donations sothat an unscrupulous individual / Institute / Organization / association /society does not get any place in the list of donors. All such donationsshould be entered in the Income register and placed before the external audityearly. An income tax auditor may be consulted as and when required bylaw or when the interest earned from the funds of the Association crosses theallowed limit for payment of income tax.

F. Financial Limits for Expenditure by Office Bearers and Organising

Committee Members: Except the President and Chairmen of theOrganizing Committees, the financial limit for the Secretary, Treasurer,Organizing Committees Secretary and Treasurer are Rs 1000.00 (onethousand) only for purchases at one time. No other Office Bearer andmember in the Organising Committee have any financial powers. Priorsanction of the President or the Chairperson is required for amounts morethan 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 thelocated building is declared unsafe or the host Organization / Institute forces its vacationfor any purpose. If necessity arises for its change of location, it may be shifted preferablyto an Institute / Organization / Hospital / Establishment / Firm having a life membershipstatus where there is no necessity to pay a rental. This decision may be taken by thePresident and ratified by the Executive Committee at the earliest and approved by theGeneral Body Meeting later. When adequate funds are available, the Association mayhire or construct a building to locate the Regd Office in it. While keeping the RegdOffice in its original location, as registered with the registrar, a working / functionaloffice may be opened in any city / town in the country suitable to a newly electedPresident and Secretary which should also be housed preferably in any Institute /Organization / Hospital / Establishment / Firm having a life membership status withoutthe need to pay a rental. The temporary office shall be closed when the President orSecretary change. Similarly, while keeping the main bank account in the place of RegdOffice, a functional account may be opened in any nationalized bank in any city for theconvenience of the President/ Secretary/ Treasurer if they do not stay where the mainaccount of IAMI exists. This should be closed when new Office Bearers are elected. Thedeposits however may be kept and maintained any where in the country. A minimumbalance as per the bank regulations should be maintained in the place of Regd Office tokeep the account active.


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10. PROCEDURES FOR CONFERENCES, WORKSHOPS & SEMINARS:

The following procedures shall be followed in letter and spirit by the Office Bearers and

Members of Organising Committee formed for conferences, workshops and seminars toavoid any possible irregularities by any one in the association.

(a) Pre-conference procedures: The President asks for volunteers to organize thenext conference, workshop and seminar etc, selects the place, Chairman of theOrganising Committee, venue, dates, collaborative Organizations & Institutes and thetheme for the occasion and gets them approved by the Executive Committee. Thedelegation fees, advertisement rates, stall hire charges, patrons etc, the chief guest, guestsof honour, keynote speaker, guest speakers, chair persons, members for panel discussion,mementos, arrangements for the conference, budget for expenses, menu for lunches,dinners etc are left to the discretion of the Organizing Committee and finalized with theconcurrence of the President. The President also requests the Secretary to prepare theannual/biennial report of IAMI to be presented in the conference, peruses, approves andsends it to the Chairperson, Organizing Committee well before the conference.

The Chairperson of the Organizing Committee may request the President to grant arefundable loan amount to a maximum of Rs 50,000 (fifty thousand only) from the fundsheld at IAMI head quarters. The President takes the approval of the ExecutiveCommittee for sanctioning of the loan,, takes an undertaking from the Chairperson,Organizing Committee for its refund within 15 days of completion of the conference orworkshop or seminar along with the savings and sends the amount by draft in the name ofconference/workshop/seminar. The Chairperson, Organizing Committee shall open one(only one) Savings account and one (only one) Current account in any nationalized bankin his/her place convenient and near to his/her place of work to operate the accounts ofthe conference/workshop/seminar. The Chairman shall ensure that all the receipt andexpense transactions are affected through cheques only and cash transactions are limitedto the minimum and cash in hand should never exceed Rs 500.00 (five hundred only).

(b)Post-conference procedures: The Chairman, Organizing Committee shall ensurecompletion of all transactions of the conference/workshop/seminar within 15 days ofcompleting the conference/workshop/seminar, get the transactions audited by an internalaudit team, close the bank accounts completely and transfer the balance amount alongwith the loan amount received from IAMI Head Quarters and the cash in hand to theIAMI main account through a demand draft. The Chairperson of the OrganizingCommittee shall obtain a letter from the manager of the bank certifying closure of boththe Savings and Current accounts of the conference/workshop/seminar and submit to thePresident, IAMI within 30 days of the conference / workshop / seminar. If an Institute orOrganization or branch of IAMI is involved in organizing the conference / workshop /seminar, individually or in collaboration with or without another Organization/Institute,the President may authorize the Chairperson, Organizing Committee to transfer a part ofthe savings (after paying back the loan amounts taken from any one including IAMI HeadQuarters) to the bank account of that Institute / Organization to cover any extraexpenditure incurred or for any academic activity in the field of medical informatics or tocover future expenses of the said branch of IAMI or to publish the proceedings of the


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conference/workshop/seminar in the form of a book or CD after getting a formal approvalof the Executive Committee. However, this amount shall not exceed 50% of the savedamount 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 yearends or when a treasurer is changed. Any objections raised by the internal or externalauditor on the accounts of the conference/workshop/seminar, the Chairperson of theOrganizing Committee shall see that these objections are cleared at the earliest but notlater than 90 days from the date/s of the conference/workshop/seminar. All the concernedshould take necessary due precautions to see that none of the transactions and auditobjections lead to any undesirable legal proceedings.

Protocols for Conferences, Workshops and Seminars: The following protocolswill be observed and followed by the Chairperson of the Conference/Workshop/Seminarwhile inviting and arranging seating on the dais and in the front row, while inviting onthe dais, while honoring, presenting mementos etc . It is normal to request the seniormost in position / designation to be the Chief Guest and next to him/her will be the Guestof Honour. One of them should be from the field of Medical Informatics. Their talks ormessages may not be printed in the souvenir. Their talks however, may be Xeroxed anddistributed to the delegates. It is also normal that the messages of VIPs should bearranged in seniority while printing in the souvenir. No message on behalf of the VIPshall be printed if signed and sent by another person junior to him/her. Photographs of allthe VIPs who sent their messages may be printed in the souvenir along with theirmessages. It is also customary not to print the message of any VIP who sent his/herwillingness to attend the event. . When an event is organized in collaboration with otherOrganizations, Institutes etc, the Heads of them or their representatives are required to beseated on the dais of the inaugural and closing functions. Speeches of none on the daisexcept that of the President and the Secretary shall appear in the souvenir. The list ofOffice Bearers, Executive Committee Members and Advisors along with theirphotographs shall be printed in the souvenir followed by the list and photographs of theOrganising Committee

The Key Note Speaker should be a person of eminence in any field of medicine orcomputer applications in medical or allied subjects. His/her talk should appear in thesouvenir and proceedings. Similarly, the Chairpersons, Co-Chairpersons and Membersin a Panel Discussion should be selected carefully from a list of persons who hadworked 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 eventthrough all available sources of information. A list of all the invited persons includingVIPs should be submitted by the Chairperson of the Organising Committee to thePresident for his/her approval and ratification by the Executive Committee. . No VIPwill be honoured or felicitated at the time of entertainment or dinner. If any suchfelicitation is planned, it should be done in the inaugural function only. Mention shouldbe made about the sponsors, donors, stall hirers and all the institutional life members inthe inaugural function.


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(d) Academic Credits for Postgraduate Students: The President and Chairperson ofthe conference/ workshop/ seminar may correspond with the professional organizationslike IMA & MCI and any academic institute for granting credits to those delegatesattending the conferences / workshops / seminars which may help them in passing someof the relevant examinations conducted by them.

11. Procedures for Conducting Elections: The elections for new Office Bearers andselection of Executive Committee Members will be held during a General Body Meetingor an extraordinary GBM after ascertaining the eligibility of the nominees by theExecutive Committee.

The following procedures will be followed for conducting elections or selections forOffice Bearers, Executive Committee Members and Advisors:-

The President or Vice President will convene an Executive Committee Meeting to gettheir approval for conducting elections and selections and then, announce the date forelections and selections through IAMI news letters or emails or IAMI website ifdeveloped. These should normally coincide with an ordinary General Body Meeting heldduring a conference / workshop / seminar organized by IAMI or through an extraordinaryGeneral Body Meeting.

Names for various positions / portfolios will be called for through nomination lettersfrom life members along with secondment from atleast two more life members andconsent letters from the nominated members and their short resume. The ExecutiveCommittee scans the nominations and clears the list for election if found suitable. Thesuitability of the candidates for various positions is decided by the candidates

qualifications, experience, their positions, seniority in IAMI membership and the activecontributions made to IAMI in the past. The existing rules on QUORUM shall beadhered to. Alternatively, these elections and selections may be implemented throughvoting of all members through internet / website if developed or through individualemails which would be kept confidential. The Registrar of Societies in whose office, theassociation was registered will be informed of the changes in the Office Bearers andExecutive Committee Members as early as possible. The manager of the authorizedbank in which the accounts of IAMI are held, shall also be informed if there are anychanges in the account holders like President, vice President, Secretary and Treasurerwho are authorized to do any transaction with the funds and their specimen signaturessubmitted.


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12. AMENDMENTS TO BYELAWS, RULES AND OBJECTIVES:

No amendment of Byelaws and rules or alteration in the objectives of theAssociation shall be made for any purpose unless it is voted by at least 2/3rdof its total members present on the roster of the association at the normalGeneral Body Meeting or a specially convened second meeting or anExtraordinary General Body Meeting convened for the same purpose laterand passed by at least 3/4th of the total members present in that speciallyconvened meeting and also approved by at least 3/4th of the ExecutiveCommittee Members. No proxies are allowed in any of these meeting.

13. Legal Aspects: Any legal notice or action for any purpose to be served on any one orall the members / Office Bearers / Executive Committee Members / Advisors, shall belimited to the judicial limit of the registered office and has to be addressed to theregistered office only. The required expenditure for the actions taken by majority of theExecutive committee may be met with by the funds of the association provided only theinterest 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 the2/3rd of the total members present on the roster of the association at a

specially convened Extraordinary General Body Meeting. In case ofdissolution, the assets and funds of the Forum may be handed over to anyother Organization with similar objectives and purposes recommended bymore than of the Executive Committee Members. Quorum as mentioned isessential for winding up and no proxies are allowed. The funds shall behanded over only after a complete external audit approved by the ExecutiveCommittee.


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Names of the Office Bearers who formed the Association, their designations,

addresses and signatures:-

Sd/- 1. Dr Nanduri Gajanana Rao S/o Late Dr N.R. Rao, Vice President.Occupation: Senior Consultant, Computer-assisted Medicine,CMC Ltd, Gachibowli, Old Bombay Road,

Residential Address: 76, AWHO Colony, Sector-A, SECUNDERABAD.

Signature: ***************

Sd/- 2. Shri Devulapalli Subba Rao, S/o Late DVR Murthy, Secretary.Occupation: Manager, Computers,Indian Hospital Corporation, Apollo Hospital,Jubilee Hills, Hyderabad.Tel: 247655 (off) 238049 (res)

Residential Address: Plot-60, Road No. 5, Jubilee Hills, Hyderabad.Signature: ***************

Sd/- 3. Shri Kovelimadhom Anantharaman Ramesh S/o KS Anantha Raman,Joint Secretary.

Occupation: Director, Strabus Software Solutions (P) Ltd.73, BHEL Enclave, Akbar Road, Secunderabad.Tel: 811356 / 845651

Residential Address: 71- BHEL Enclave, Akbar Road, Secunderabad.Signature: ***************

Sd/- 4. Shri Remella Venkata Surya Subba Avadhanulu, S/o RV Surya Narayana,Additional Secretary,Occupation: Head, Computer Division, NIMS, Hyderabad.Tel: 228899Residential Address: H-34, Madhuranagar, Hyderabad-500 038.

Tel: 221277Signature: ***************

Sd/- 5. Dr (Ex Lt. Col) Krishna Reddy Bhaskara Reddy S/o K. Ramana Reddy,Executive Member.Occupation:Signature: ***************


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WITNESSES :-

(1) Signature: *****************Name in block letters: Dr R.A. SASTRYSon of : Sri R.S. RaoOccupation: Addl Prof of Surgery, NIMSResidential Address: 6-9-903/A/4, Somajiguda, Hyderabad

(2) Signature: *****************Name in block letters: Dr G. VIJAYA KUMARSon of : Dr G. Somasundara RaoOccupation: Addl Prof of Surgery, NIMSResidential Address: B-53/F-3, Vijayanagar Colony, Hyderabad-457.

All Signed on: 18 Sept 1993 Registration Number Allotted by the

Registrar: 3774 of 93

Law Iami Bylaws Original

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Transcript of Law Iami Bylaws Original