These Rules and Regulations have been framed for the furtherance of the aims and objectives mentioned in the Memorandum to which these are appended and these shall be called 'The Rules and Regulations of Clinical Infectious Diseases Society'.
Definitions: In these Rules, unless the context otherwise requires:-
- 'The Society' means 'Clinical Infectious Diseases Society'.
- 'Rules' means 'The Rules and Regulations of Clinical Infectious Diseases Society'.
- 'Governing Council' means the Governing Council (GC) of the Society to which the administration of the affairs of the Society is entrusted by the General Body.
- 'Member' means a person duly admitted as a member of the association.
- 'General Body' means the body constituted by all the members.
- 'President', 'Vice-President', 'Secretary', 'Joint Secretary' and 'Treasurer' mean the President, Vice-President, Secretary, Joint Secretary and Treasurer of the Society for the time of being in Office.
- 'The members of the Governing Council' mean the members elected as per Rules and Regulations of the Society.
- 'Year' means the year beginning from the end of the annual conference of CIDS till end of the annual conference the following Calendar Year.
Any physician or scientist who subscribe to the goal of CIDS to fight against Infectious Diseases (ID) in India is eligible to become a member of the society.
Members who have had 2 or more years of ID training will constitute Executive members. Only Executive life members (executive members who have paid life membership fee) will have the right to join the Governing Council and hold office. Exceptionally qualified members who do not have 2 years of ID training may also qualify on a case by case basis as executive members, if approved by the GC.
Members-in-training constitute those in training, including postgraduates.
Members will be invited on the basis of their credentials and contributions to ID. They should be able to contribute to the CIDS and help in achieving its goal. Honorary members would be invited by an executive member, and seconded by at least three other executive members.
The General Body of CIDS shall be composed of all Members.
Powers, Duties and Functions of the General Body
- To approve the Society's annual report.
- To pass the Society’s audited accounts.
- To approve the Society’s annual programme and budget.
- To elect the Governing Council (GC) of the Society from amongst its Executive Members.
- To establish overall policies for the working of CIDS.
- To be responsible for overall vision and thrust of CIDS.
The Governing Council is the body in whose hands the affairs of the Society are vested. The Governing Council will be elected from the Executive Members. Two new members will be elected every alternate year to the Governing Council from amidst the Executive Members of the society. Self nominations will be called for and candidates who fulfil criteria (see below) will be eligible. If there are more than two applicants, all life members of the society will be eligible to vote for two candidates among these applicants. Voting may be either by show of hands or secret ballot.
Criteria for eligibility for Governing Council:
- Has been an Executive Life Member of CIDS for at least 2 years.
- Commitment to mentoring of juniors and furthering the policies of CIDS.
- Continued availability for CIDS activities - academic and organizational (newsletter editor, newsletter contributor – minimum 5 articles, state / city chapter convener, CIDS subcommittee membership etc.)
- Organizational involvement in at least 1 conference in India – CIDSCON or national / state level conference of a professional society as organizing committee president, secretary or chair of scientific committee.
- Author for at least five (5) peer reviewed publications after completion of ID training. These should be original research articles published in journals included in the following databases: Scopus, PubMed, Medline, EMBASE, Index Medicus, Index Copernicus, and IndMED.
Ten to twenty members, including the office bearers, shall be the strength of the Governing Council. When the number exceeds twenty, one or more senior members may be permitted to retire. The Governing Council shall elect a President, Vice President, Treasurer, Secretary and Joint Secretary from among itself for a period of 3 years for the first term of the society and 2 years for subsequent terms.
Powers/Duties/Functions of the Governing Council
- The Governing Council shall elect a President, Vice President, Treasurer, Secretary and Joint Secretary from among itself.
- All powers of administration, organizing and conducting meetings and CMEs, advocacy, management of funds, supervision and implementation of programmes shall vest in the -Governing Council,
- Whenever necessary, it may delegate its powers to other sub-committees.
- The Governing Council shall have the power to admit Members, and to terminate membership and to fix the quantum of membership fee.
- The Governing Council shall have the responsibility to conduct General Body meetings, elections, auditing, etc. of CIDS.
Filling up of Casual Vacancies
All vacancies arising among the Governing Council of CIDS during their tenure of office shall be filled in from amongst the Executive Members of the Society.
Eligibility for executive membership:
- Trained in Infectious Diseases – equivalent of DM (2-3 years post MD).
- Exceptionally qualified members who do not have 2 years of ID training may also qualify on a case by case basis as executive members if approved by the GC.
OFFICE BEARERS OF CIDS
The office bearers of CIDS are:
– Vice president
– Joint secretary
The executive responsibility of the Governing Council rests with the office bearers.
Powers and Duties of the President
The President shall be responsible:-
- For chairing the meetings of the General Body and the Governing Council ;
- Guiding the Treasurer and the Secretary in the discharge of their duties;
- Providing overall leadership to the programmes & activities of CIDS;
- Shall have the casting vote if votes are tied;
- Can call a meeting of the Governing Council or General Body if he/she sees the need ordinarily with two weeks notice.
Powers and duties of Vice President
- Will take-over the roles in the event of the President not available due to unforeseen circumstances
- The Vice-President automatically takes over as President for the next term.
Powers and Duties of the Treasurer
The Treasurer will be responsible:
- To maintain regular accounts
- To prepare annual statements of accounts of CIDS and to submit the same to the Governing Council and General Body
- To receive and disburse or amounts and to incur expenditure as per budget estimates approved by the governing council
- To submit financial records before related and required authorities to fulfill statutory obligations
- To provide leadership in the raising of funds for work to achieve the objectives of CIDS
- To monitor and oversee the operation of the bank account.
Powers and Duties of the Secretary
The Secretary will be responsible:
- To assist the President and the Treasurer in all the work of the Society related to the programmes and activities that fulfill the objectives of CIDS
- To keep records of the proceedings of meetings of the General Body and of the Governing Council. To maintain a list of Members of CIDS and data pertaining to their activities
- To do all correspondence, for and on behalf of CIDS and to have custody of records, files, etc. of CIDS
- To prepare the annual report and present to the general body
- To oversee and publish bulletins, journals and other literature in order to achieve the objectives of CIDS
- To submit records before the Registrar or any other authority and fulfill all statutory obligations
Powers and duties of Joint Secretary
- Will take-over the roles in the event of the Secretary not available due to unforeseen circumstances
- The Joint Secretary automatically takes over as Secretary for the next term
ELECTION AND VOTING
Each life member shall have one vote by person. In case of equality of votes, the President shall have the right of casting a vote.
QUORUM AND NOTICE OF THE MEETINGS
One third of the Members of the Governing Council shall constitute the quorum for the meetings of the Governing Council. The Governing Council shall meet at least once a year or as and when it is necessary at a given time and place so decided. A minimum notice of 21 days shall be given for any meeting of the Governing Council. In the event of urgent work, resolutions can be circulated among Governing Council members and it will have the same effect of Governing Council decision, but will need to be ratified in the next Governing Council meeting.
FILING OF STATEMENT AND RECORDS
The Secretary shall prepare and maintain all such records, annual and other statements which are specified and required to be filed by the societies Registration act 1975 and the Rules framed there under.
The Members shall contribute a certain amount of membership fee to CIDS either (a) on annual basis or (b) on a long-term basis, as decided by the governing council from time to time.
SOURCES OF INCOME AND UTILIZATION OF FUNDS
CIDS shall raise its funds through several ways, including: membership fees, grants, contributions and donations from Members, government and other bodies both within the country and abroad. All income shall be utilized for attaining aims and objectives of CIDS.
AUDIT OF ACCOUNTS
CIDS shall maintain proper accounts and other relevant records and prepare an annual statement of accounts in such form as may be statutorily prescribed by the Registrar of Societies and maintained as per law. The accounts of CIDS shall be audited annually by a firm of Chartered Accountant approved by Governing Council. The audited statement of accounts together with the audit report will be placed before the General Body with the recommendations of the Governing Council.
CUSTODY AND INVESTMENT OF FUNDS
The funds of CIDS realized by means of donations or subsidies, grants, contributions shall solely be utilized for the promotion of the objectives and business of the Association. Surplus amounts shall be invested in an approved bank or banks or undertaking of the government as determined by the Governing Council and it shall be operated by the President jointly with Treasurer or Secretary. No part of the funds shall be invested in speculative activities.
CONDUCT OF GENERAL BODY MEETINGS
- The general body (Annual) Meeting of CIDS shall be held every year.
- The notice of the general body meeting shall be sent to all members of the society so as to reach them at least 7 days before the date of the meetings.
- The quorum for the general body meeting shall be 20 percent of the total Life Members on roll. In the absence of a quorum, the meeting shall be adjourned for 5 minutes and if still no quorum is obtained, the business listed shall be disposed of without a quorum.
- Notice of any proposition to be moved shall be given by members in writing to the secretary at least 5 days prior to the meeting and the list of such propositions shall be notified to members at the Registered office of the society at least one day prior to the meeting.
EXTRA ORDINARY MEETINGS OF THE GENERAL BODY
- An extraordinary meeting of the General Body shall be convened within one month of the date of requisition in writing, from not less than two thirds of the total number of executive members on roll.
- Notice for such an extraordinary meeting shall be given at least 7 days before the date of the meeting.
PASSING OF SPECIAL RESOLUTION
The Secretary can arrange for convening a special general meeting. The notice for this may be shorter than 7 days but two third of Executive members must be present.
INSPECTION OF REGISTERS AND BOOKS
- The Register of members, the book containing the proceedings of the meetings and the books of accounts of the society shall be kept available at the Registered office of the Society for inspection by its members free of charge during office hours on all working days.
- Those members who want to ensure such shall obtain the prior written permission of either the President or the Secretary on the requisition made by them and the records shall be perused by the members in the presence of an officer of the society.
AMENDMENT TO THE MEMORANDUM OF ASSOCIATION AND RULES AND REGULATIONS
The Society may have special resolutions amending its rules and regulations passed in a general body meeting with two thirds majority, subject to provision in section 12 of the Societies Registration Act 1975.