Memorandum

Memorandum of Association and Rules and Regulations of
SOCIETY OF NUCLEAR MEDICINE, INDIA
a
The Society shall be called “Society of Nuclear Medicine, India.”
b
The Registered Head Office of the Society will be at Radiation Medicine Centre, TMC Annex Bombay 400 012. However; regional branch societies formed in India with affiliation to the parent body may have their own separate offices in their regions.
Aims and Objectives
a To promote, encourage and help the development and advancement of Nuclear Medicine as a specialty in India.
b To encourage research work in this field.
c To provide a forum for exchange of ideas and experience amongst scientists actively associated with the use of radioisotopes in medical sciences and
d To promote better understanding of the medical uses of radioisotopes among the medical profession India.
e Solicit and receive subscriptions, donations and gifts of all kinds for realisation of the above mentioned aims and objects.
f Make rules and regulations for the conduct of the Society and its activities and to alter the same from time to time, as and when necessary.
Funds of the Society
a
The income and property of the Society whensoever derived shall be supplied solely towards the promotion of the aims and objects of the Society set forth in this memorandum and no portion thereof shall be paid, transferred directly or indirectly by way of dividend, bonus, or otherwise, howsoever by way of profits to the members of the Society PROVIDED HOWEVER that nothing herein contained shall prevent the payment in good faith of remuneration or bonus to any officers, servants or employees of the Society or to any member thereof or other person in return for any service rendered to the Society or the payment of interest at a rate to be sanctioned by the Executive Committee from time to time upon any monies borrowed by the Society.
Trustees
a
A group of three Trustees will be appointed by the Annual General Body Meeting to advise the Executive Committee on the utilisation of funds available with the Society. Fixed assets of the Society will not be disturbed without the approval of the Trustees. They would also advise the office bearers regarding the investment of the Society’s funds. The Executive Committee would spend for day to day routine expenses of the Society. Any expense of more then Rs.5,000 at any one time would need the prior approval of the Trustees. The Trustees would be senior members of the Society who have contributed significantly to the growth and activities of the Society. Their term will be of 3 years except for the initial batch of Trustees who would have varying term so as to avoid retirement of more than one Trustee in any one year. In case of voluntary retirement or death the vacancy would be filled by the next annual general meeting. A Trustee who is due to retire can be reappointed for another term by the general body.
Membership
a
Persons actively associated with the medical application of radioisotope and/or research and development in this or related fields are eligible for membership. Full membership is open to both medical and non medical scientists .
b
Annual membership fees shall be Rs.35/-. The membership fees for each year should be paid on or before March, 31st of each year.
c
A member paying Rs.350/- in a lump sum shall be deemed a life member of the society.
d
Those desirous of becoming members of the Society shall apply in prescribed application forms. The Executive Committee of the Society shall have the right to decide the eligibility of any applicant for membership and its decision shall be final in this matter.
Patrons of the Society
Eminent scientists and other very eminent people from India associated with the development of Atomic Energy and its applications shall be invited to be the patrons of the Society. Such an invitation will be on the basis of a resolution of the General Body Meeting. Usually there will not be more than 3 patrons at any on time.
Cessation of Membershipembership
Membership of the Society shall cease
a
By Voluntary Resignation.
b
If a member has not paid his subscription for more than one year. The member will be intimated about his default within a month and he can be readmitted by the Executive Committee within one month of such an intimation after payment of all arrears.
c
If a resolution terminating a membership is passed unanimously by the members of the Executive Committee and if such resolution is confirmed by the General Body at its next meeting by 3/4 majority of members present at that meeting, such a member however, shall have opportunity to explain his case before the General Body before the voting.
Cessation of Membership
a
All members shall be entitled as of right to participate in all the activities of the Society including the right to vote.
Executive Committee
a The Executive Committee shall consist of

1.
President
2.
Two Secretaries
3.
One Treasurer and
4.
Seven Members
5.
Two co-opted members. One of the co.-opted members will be a nominee of the organisers of the forthcoming Annual Conference of the Society. The other co-opted member will be the Chairman of the organising committee of the previous year’s Annual Conference or his nominee. The co-opted members would have all the rights and privileges of the duly elected members of the Executive Committee. The co-option of the members will be by the elected members of the Executive Committee every year.
6.
Ex-Officio members. The three immediate past Presidents of the Society shall be ex-officio members of the Executive Committee. These ex-officio members will advise the Committee but would not enjoy any voting rights.
b
One of the secretaries shall be from among the members working in Bombay and shall be designated as Headquarters Secretary. In the event, no one from Bombay is elected to the Executive Committee, the committee can co-opt an additional member from Bombay to discharge the duties of Headquarters Secretary.
c
All activities of the Society shall be managed by the Executive Committee, elected for that year.
Election of the Executive Committee
a
Members of the Executive Committee shall be elected from the members of the Society by a postal ballot of the general body and they shall hold office for a period of one year. Those whose membership have lapsed as a result of default in paying membership dues will not be eligible to contest the election or to vote in the election.
b
The right to vote or to nominate shall be restricted to members who have become members, at least 6 months before the month of election and have no outstanding arrears against their names.
c
Nominations for vacancies on the Executive Committee shall be invited by a suitable notice from amongst the members of the Society on the prescribed form of nomination which shall contain the full name and address of the candidate and his signature as and by way of his consent and shall be supported by two members, one as proposer and the other as seconder. This nomination form duly filled in should be returned to the Headquarters Secretary of the Society so as to reach him on or before the declared date.
d
When the number of the valid nominations is the same as the number of seats or less, the persons so nominated shall be declared as elected at the General Meeting held at the time of the Annual Conference of the Society.
e
When the number of valid nominations is less than the number of seats the remaining seats shall be filled by co-option by the elected members of the Executive Committee.
f
When the number of valid nominations exceeds the number of seats, voting papers containing names of candidates duly nominated, in alphabetical order shall be sent to all members of the Society who shall indicate by putting a cross against the names of the candidates whom they wish to vote for and return the voting paper to the Headquarters Secretary so as to reach him by the stipulated date.
g The election of the Executive Committee will be concluded at least two week’s before the scheduled General Body Meeting at the Annual Conference of Society.
h The Secretaries would endeavor to maintain the confidentiality and secrecy of the ballot and would devise appropriate procedures for this purpose.
i There should be at least 2 week’s interval between the following chronological steps in the election:

A
Request for nominations and issue of nomination papers.
B
Return of nomination papers
C
Last date for withdrawal from the election.
D
Issue of ballot Papers.
E
Return of the ballot papers.
The effective date will be the date shown by the Post Office stamping at the receiving end,
j In the event of an election, when the number of nominations exceed the number of vacancies, the first ten receiving the higher number of votes will be deemed to have been elected.
k The term of office of a member of the Executive Committee shall be one year. A member can seek re-election for two additional terms.
Election of the President
a
Separate nominees will be invited for the post of the President. The nominations will be obtained as described in 9 (c) for members of Executive Committee.
b
The person who is nominated as President should have been a member of the Society for at least 3 years and should have served at least one term as a member of the Executive Committee prior to being nominated by the President.
c
The formalities of the ballot would be the same as in the case of the members of the Executive Committee. Both the ballot would be conducted at the same time.
d
The nominee who gets the highest number of votes and at least 2/3 rd of the total votes polled can be considered duly elected as President.
e
If the nominee who gets the highest number of votes, fails to secure 2/3rd of the total votes he can be considered elected as a member of the Executive Committee only. The Executive Committee would then amongst themselves decide who should be the President of the Society.
f
The term of the President is for one year. At the end of this term he cannot seek re-election.
g If no nominations are received for the Presidentship, the number Executive Committee members elected will be eleven instead of ten. In such a case, the Executive Committee would themselves decide who should serve as a President of the Society.
Scrutinizers
a
The Committee shall appoint three scrutinizers who shall be members of the society but shall not be candidates for election. After scrutinizing the voting papers they shall submit the report of scrutiny to the President of the General Body Meeting through the Headquarters Secretary and the President shall declare the results at the General Meeting.
b
In case of equality of votes recorded for any seat of the committee, the selection shall be made by drawing lots.
Office Bearers
a
Members of the Executive Committee from among themselves shall select (1) Headquarters Secretary (2) Joint Secretary and (3) Treasurer in such a way that smooth functioning of the day to day work of the society is possible at the Head Quarters Office.
Casual Vacancy
a
In the event of a casual vacancy occurring on the Committee on account of death, resignation of prolonged absence, the remaining members shall have power to fill up such a vacancy by co-option and such co-opted member or members shall hold office till the next annual election.
Meetings of the Executive Committee
a
At every meeting of the Executive Committee, the President shall preside. In the absence of the President, any member of the Executive Committee present other than the office bearers shall be elected to preside over the meeting and he shall exercise all rights and enjoy all privileges of the President at that meeting.
b
Attendance of at least five members would be required to constitute a quorum.
c
As far as possible, the Headquarters Secretary would endeavor to send the Agenda of the meetings to all members of the Committee in advance and would solicit the options of non-headquarters members in writing before holding a meeting of the Managing Committee Meeting.
d
In the event, there are less than five members elected from the headquarters city, all business required of executive committee will be conducted by correspondence. A majority opinion will prevail in cases of decisions arrived at by such correspondence.
e
At least one meeting of the Executive Committee will be held every year at the time of the Annual Conference of the Society.
f
Any member of the Committee elected from Headquarters City absenting himself for three consecutive meetings without seeking leave of absence shall be deemed to have vacated his seat and such member shall not be eligible for re-election for the next year.
Powers of the Executive Committee
The Executive Committee shall have the following duties and powers:
a
To receive and dispose of the applications for membership, and resignations.
b
To take all steps necessary for the administration of the Institutions under the control of the Society and to appoint, employ dismiss, suspend the staff, as also to appoint employ or remove agents, lawyers, pleaders, attorneys, architects, valuers for any of the purposes of the Society.
c
To regulate and sanction any expenditure which the Committee may, consider to be necessary or desirable in furthering the objects of the Society.
d
To delegate any of its powers to such persons, officers or employees of the Society as it may deem fit for the proper and smooth conduct of and to further the objects of the Society.
e
To accept donations, subscriptions, endowments for any specific purpose consistent with the objectives of the Society and/or accept donations, endowments, gifts, earmarked for specific purposes with a view to perpetuate the name or memory of any person or persons whose memory the Donor may like to perpetuate, with objects not inconsistent with the objectives of the Society.
f
To make Bye-laws and Rules not inconsistent with these Rules. These changes are to be ratified by the General Body Meeting.
g
To prepare every year the Society’s budget for the following year, prepare the report of the work and the annual statements of accounts which, should be duly audited.
h
Bank account of the Society shall be operated by the Hon. Treasurer, jointly with the Headquarters Secretary or the President.
i

To appoint sub-committees if necessary from out of the members of the Society for any specific purpose and to fix the scope of the activities of these sub-committees. One of the Secretaries of the Committee shall be ex-officio member of all such sub-committees.

j
To take such other measures as are necessary for the proper up-keep and safety of the property of the Society.
k
To keep the minutes of the proceedings of all Meetings of the Society.
l
And generally for and on behalf of the Society to do all such acts, deeds, and things not inconsistent with the aims and objects of the Society, and excepting those which are specifically required to be done by the General body.
m
The Committee shall meet as often as it may be necessary but shall meet at least once a year.
n
Whenever it is found inconvenient to call for a meeting and if one of the Hon. Secretary deem it desirable that opinion of the Executive Committee should be obtained on any particular matter or matters’ whereof, the opinion is required he shall do so by post and act in accordance with the views of the majority.
o
Question arising at any meeting shall be decided by a majority of votes of the members present and in case of equality of votes, the Chairman presiding over the Committee shall have a casting vote. In such situations the opinion of non-headquarters members should be obtained in writing and taken into account. In the event of any difference of opinion among the members of the Committee the opinion of the majority shall prevail and the acts of the majority of the Committee, in the execution of the powers hereof shall be as valid and effectual as if done by the whole Committee.
Duties of the Hon. Secretaries
Subject to the control of the Executive Committee, the duties of the Headquarters Secretary will be :
a
To conduct all correspondence.
b
To convene meetings of the Committee and to record the proceedings of every meeting of the Committee in a minute book to be kept for the purpose.
c
To receive application for membership and place them before the Committee for consideration.
d
To convene annual, special or extra-ordinary general meeting of the Society as directed by the Executive Committee giving due notice of the time and place and agenda thereof and to record the proceeding of every such meeting in the minute book to be maintained for the purpose.
e
In the event of prolonged absence of the Headquarters Secretary the President may authorize another member of the Executive Committee to act as Headquarters Secretary during such an absence. An intimation of such a change will be conveyed to all members of the Society in writing.
Duties of the Treasurer
a
To keep true, proper and correct account of all receipts and payments by and/or on behalf of the Committee and to submit the same to the Committee as and when required by the Committee and to prepare the statement of account and Balance Sheet after the close of the year and to place the same duly audited together with the Auditor’s Report thereon, if any before the Committee.
b
To prepare the Budget for the following year and to place the same before the Committee.
Casual Vacancy in the office of the Hon. Secretary and or Treasurer
a
In the event a casual vacancy occurs in the office of the Hon. Secretary or Hon. Treasurer the Committee shall fill up the same from amongst the Executive Committee and the person so appointed shall continue to hold the office until the date of the next election.
General Body Meetings
a

The Annual Meeting of the Society shall be held at a time and place decided by the general body at their previous annual meeting. Usually this meeting will be held at the time of the Annual Conference. The Executive Committee however, under special circumstances may postpone this meeting not beyond six months of the date fixed by the general body.

1.
The Annual Meeting will confirm the minutes and the proceedings of the previous Annual General Meeting.
2.
To consider and adopt the Report submitted by the Executive Committee together with the Audited Statement of Accounts.
3.
To declare the results of election of the members of the Committee in the place of vacancies.
4.
To appoint Auditors.
5.
To transact any other business that may be placed before it by the Executive Committee or any member if such member has given notice in writing two weeks before the date of the meeting to the Hon. Secretary.
6.
To transact any other business that may be brought forward with the permission of the Chair.
7.
The general body at its annual meeting would decide on the venue for the next annual conference and would select a Chairman or Secretary of the organizing committee of the next Annual Conference.
b
Apart from the Annual General Meeting held at the time of the Annual Conference, if the exigencies demand, the secretaries can convene an extra-ordinary general body meeting for transacting urgent business. Notice of such general body meeting will be sent to all members one month before the date of the meeting.
c
Chairman of the meeting:
At all the meetings, General Meetings, the president of the society shall preside. In the absence of the President members present shall choose one from the members present to be the Chairman of the Meeting who shall for the time being exercise all the rights and privileges of the President.
d
Quorum:
The business of the Annual General and extra-ordinary meetings shall be transacted only if at least 25 members are present. If there is no quorum the meeting shall stand adjourned.
e
Non-Receipt of a Notice by a member of Annual General and or Extra-Ordinary Meeting
The non-receipt of any such notice by any of the members shall not invalidate the proceeding of any such meeting.
f
Business at the General Meeting:
At any meeting a proposition or resolution put to vote shall be decided on a show of hand unless a poll on the declaration of the results of the show of hands is immediately demanded by at least six members and unless a poll is so demanded a declaration by the President that the proposition or resolution has on a show of hands been carried unanimously or by a majority or lost as the case may be, shall be final, and entry to that effect in the minute book shall be conclusive evidence of the fact with proof of the number of proportion of the votes recorded in favor of or against the proposition or resolution. In case of equality of votes, the President of such meeting shall be entitled to a casting vote, in addition to the vote to which he is entitled as a member.
g
How poll is taken:
If a poll is demanded in the manner aforesaid, the same shall be taken in such a manner or the President directs and the results of the poll shall be deemed to be a resolution of the meeting at which poll was demanded.
Financial Year
a
The financial year of the Society shall be from the 1st day of January to the 31st day of December.
Register of Members
a
The Secretaries shall maintain a register of members which shall be available for inspection to the members in the office of the Society during working hours on due notice. From time to time, a list of all members and their addresses will be distributed to all the members by the Headquarters Secretary.
Audit
a
The accounts of the Society shall as soon as practicable after the close of the financial year, be audited by duly certified Auditor or Auditors or firm of Auditors, paid or Honorary who shall not be a member of the Society and who shall be appointed at the General Meeting.
Power to Amend
a
The Society hereby reserves the right to add, to alter, amend or modify clauses herein above by simple majority at a specifically convened meetings for the purpose.
Orations etc.
a
Donations received by the Society for setting up orations, prizes etc. will be put into the central accounts of the society. The corpus of these funds will not be utilized for any award, only the interest accruing from the corpus will be utilized for the awards or expenses in respect of such award.
b
At present the Society holds two major orations awards. Any decision about the selection of the recipient of these and other similar awards will be by the Executive Committee (by a majority opinion in case of conflicting opinions) and will be on the basis of guidelines set up at the time of the institutions of the award. A member of the Executive Committee will not be eligible for the award. The Executive Committee will invite suggestions for these awards from all the past awardees. Such suggestion will be given due consideration but will not be binding on the Executive Committee.
Newsletter / Journal
a
Newsletter / Journal or any publication of the society will be through the Headquarters office. The Editor of these publications will be appointed by the Executive Committee, for the tenure of one year. The Editor should be member of the Society but, not a member of the Executive Committee. The responsibility of the publication, printing, distribution etc. will be borne by the Headquarters Secretary and will be done through the Headquarters Office.
b
If and when a decision is taken to start a Journal, rules and regulations for that will be formulated and approved by the General body of the Society.
Annual Conference of the Society
a
An annual scientific conference of the Society will be held ever year at different places, in India. The selection of the venue will be on the basis of invitations received and will be done by the Annual General Body Meeting.
b
Expenses for organising the Conference will be borne by the local organisers. The central funds of the society will not be used for the organisation of such a conference.
c
Any funds left over as surplus after covering all the expenses of the conference will be given to the central corpus of the Society.
d
An audited statement of the accounts of the conference will have to be presented at the Annual General Meeting immediately following the Annual Conference. The Accounts should be submitted to the Executive Committee within six months of the Conference.
e
The organising committee of the conference will appoint various committees for the arrangements at the conference, will be empowered to open a Bank Account in the name of the Organising Committee of the Annual Conference of the Society of Nuclear Medicine, India and will be allowed to print requisite stationery in the name of the Organising Committee.
f
Any financial loss in organising the Conference will not be met wit by the funds of the Society.
Local Chapters
a
It is possible to establish various local chapters of the society in different regions and Cities of India. A permission for starting such local chapters will have to be obtained from the Annual General Meeting of the Society.
b
The local chapters, will be bound by the objectives of the Society and their activities should be such as to fulfill these objectives.
c
The expenses of the activities of the local chapter will be met with from the funds collected by the chapter locally.
d
The local chapter can organise small regional meetings but will participate in the Annual Conference of the Society and will not organise a separate local Annual Conference.
e
All members of the local chapters should also be primary members of the Central Society.