Bylaws

This page is an electronic copy of the registration and bylaws document dated 18 Sept 1993 on file with the Registrar of Societies in Hyderabad.


REGISTRATION AND BYLAWS OF IAMI

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, Nizam’s 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

DOCUMENT NO. I

MEMORANDUM OF ARTICLES OF THE ASSOCIATION

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

(2) LOCATION OF THE : C/o. Department of Clinical Pharmacology

OFFICE SITUATED Second Floor, OPD Block, Nizam’s Institute of Medical Sciences, Punjagutta, HYDERABAD – 500 482.

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

CERTIFICATE

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

  1. Certified that none of the Office bearers, Executive Committee Members and Advisors are paid from the funds of the association.
  2. Certified that the association would not engage in any kind of agitational activities to ventilate grievances by any one on any other Member.

Signed***************

(Prof N. G. Rao), Vice President, I.A.M.I.

Hyderabad, A.P.

Dated: 18 Sept 1993.

DECLARATION

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

Names of the Office Bearers who formed the Association, their designations, addresses and signatures:-

Sd/- 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: 221277

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

Sd/- 5. Dr (Ex Lt. Col) Krishna Reddy Bhaskara Reddy S/o K. Ramana Reddy,

Executive Member.

Occupation:

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

WITNESSES :-

(1) Signature: *****************

Name in block letters: Dr R.A. SASTRY

Son of : Sri R.S. Rao

Occupation: Addl Prof of Surgery, NIMS

Residential Address: 6-9-903/A/4, Somajiguda, Hyderabad

(2) Signature: *****************

Name in block letters: Dr G. VIJAYA KUMAR

Son of : Dr G. Somasundara Rao

Occupation: Addl Prof of Surgery, NIMS

Residential Address: B-53/F-3, Vijayanagar Colony, Hyderabad-457.

All Signed on: 18 Sept 1993 Registration Number Allotted by the Registrar: 3774 of 93

OBJECTIVES OF INDIAN ASSOCIATION FOR MEDICAL INFORMATICS

The following aims and objectives have been drafted for the benefit of giving guidelines while enlisting new members in the association and for the Office Bearers, Executive Committee Members and Life Members of the 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 necessity and benefits of various computer applications in Medicine, Health and Hospital Services.
  2. To give necessary assistance and guidance to Healthcare Providers, Health Insurance Providers and computer professionals who are interested in developing equipment / software for enhancement of professional efficiency of doctors, nurses and paramedical technicians and administrative efficiency in hospitals in order to bring in the required improvements in patient care, betterment in hospital services, documentation and over all improvement in administrative functions in Health Services of States and Central Government through mutual collaboration.
  3. To help organizations, hospitals, institutions, health & hospital administrators who are life members of IAMI to identify their health and administrative problems that can be solved through computerization and pass them on to Information Technology Companies (both software and hardware) for solution.
  4. To make all the required efforts to introduce computer education in all the colleges of medical sciences, dental sciences, nursing and pharmacy in India at both UG and PG levels through MCI (Medical Council of India) and respective University Authorities.
  5. To make all the efforts to improve the medical, dental, nursing and pharmacy colleges in their educational and training methodologies through computer-aided techniques and computerized library information services.
  6. To assist government / public / private hospitals, nursing homes & clinics and other organizations / institutions / establishments having their own hospitals / dispensaries in planning, procurement and installation of computer systems including computer-linked medical instruments & equipment and other health related software through standard companies at reasonable rates.
  7. To suggest improvements in the existing services and procedures including installed information systems if approached by any hospital / nursing home / clinic / organization / establishment / institution / laboratory / dispensary / pharmaceutical company and find suitable software & hardware firms to do that job suiting international standards.
  8. To develop collaboration links with other countries, other national and international organizations / associations / societies / institutions and software companies for associated membership, software development, database sharing, knowledge base creation, data mining, software exchanges, literature (bibliographic) references etc.
  9. To assist in the planning, development and employment of manpower for medical informatics in hospitals / medical, dental & nursing institutes / medical organizations and pharmaceutical companies who join IAMI as life members.
  10. To help India to reach high international standards in healthcare through standardization of the hospital procedures including patient care, medical documentation, health records, health statistics, computerized / computer-interfaced medical instruments, patient monitors and other hospital equipment.
  11. To conduct periodic professional conferences at national / international level in medical informatics and periodic conferences / seminars / workshops at regional level to keep abreast the members of IAMI of the technologies involving computers and information sciences in relation to medical and allied fields.
  12. To bring out periodical news bulletins, publish Indian Journal of Medical Informatics and proceedings of the conferences to encourage members of IAMI in professionalism, research, innovations, publications and knowledge sharing.

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

01.09.1993

DOCUMENT NO. II

(Rules and Regulations)

BYE LAWS OF THE ASSOCIATION

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

(2) LOCATION OF REGD : Department of Clinical Pharmacology

OFFICE: Second Floor, OPD Block, Nizam’s Institute of Medical Sciences, Punjagutta, HYDERABAD – 500 482.

(3) MEMBERSHIP, CATEGORY, FEE Etc.

  1. Eligibility for Membership:

Medical doctors of any speciality, general practice and administration, dentists of any speciality, medical, health and bio-statisticians, people of computer profession and trade, nurses, medical technologists and technicians, paramedical people of any category and all non-clinical and non-medical scientists who are working or interested in working in any of the application areas in medicine, health, hospital administration and any allied subject and subscribing to the Aims and Objectives of this Association are eligible to become members of IAMI provided the life membership fee is paid. Undergraduate students of medical sciences, dental sciences, computer sciences, engineering, nursing, pharmacy, biology, biomedical engineering, bio-statistics and bio-physics, who have interest in medical informatics are also eligible to become student members provided annual membership fee is paid. Medical / Dental / Nursing / Health / Technical / Engineering / Management / Hospital Administration / Paramedical, etc Teaching Institutes, Hospitals, Nursing Homes, Clinics, Organizations, Computer Firms of both software and hardware who are interested in any of the subjects related to computer applications in Medicine and allied sciences including Hospital Planning and Administration and any central or state health authorities may become Institutional Members for life provided the prescribed fees are paid in one lump sum.

  1. Subscriptions:
  • INDIVIDUAL LIFE MEMBERS : Persons of any of the above fields working in India or abroad, on payment of the prescribed life membership fees in one lump sum are enrolled as Life Members. Their Personal Life Membership number starts with the category initials of PL and the year of taking life membership or taking annual membership in case of conversion to life membership followed by the general serial number.

(ii) INDIVIDUAL ANNUAL MEMBERS: An undergraduate student of any Institute / College / teaching Organization / Establishment / Hospital located in India or abroad, who is interested in the AIMS and OBJECTIVES of the Association may apply for a temporary annual membership by paying the required membership fee every year until the completion of studies. Their membership number starts with the category initials of PA and the year of taking annual membership for the first time followed by the serial number given by IAMI. This membership is limited to under graduate students only. A certificate from the Head of the Institute is required to be attached with the membership application form for all students.

(iii)INSTITUTIONAL LIFE MEMBERS: Any Teaching or Research Organization, Institution, Establishment, Hospital, Nursing Home, Clinic, Health Authorities or Firm located in India or any foreign country may become an institutional member for life by paying the fixed fee in one lump sum. A maximum number of six employees from that Organization / Institute / Hospital / Firm enjoy the benefits of membership in IAMI (for one or more years). The Head of the Organization / Institute / Hospital / Firm submits the list of those members to IAMI soon after the membership is approved by the IAMI. In this category, the Organization is at liberty to change the list of 6 individuals at any time they wish. Their Institutional Life Membership number starts with the category initials of IL followed by the year of taking membership and the general serial number given.

(iv) HONORARY MEMBERS: Any person with outstanding qualifications and experience in the field of medical informatics may be nominated for honorary membership without application and membership fee for any fixed period as approved by the Executive Committee supported by a consent letter from the concerned person within one month. Their tenure is initially for one year and extendable every year for any number of years. They do not need to pay any fee for their membership and are allotted the membership number starting with the category initials, PH followed by the year of becoming honorary member and the general serial number given. They may also be nominated as Honorary Advisors and they advise the President and Executive Committee on various aspects concerning IAMI. They do not enjoy voting rights in elections.

(v) MEMBERS CONVERTING FROM ANNNUAL TO LIFE MEMBERSHIP: Any annual member may opt to become a life member at any time. If the conversion request comes within one year of paying the annual membership fee (initial or subsequent), they need to pay the life membership fee less one year annual membership fee. In such cases, the membership category changes to PL and the year and serial number remain same.

  1. GENERAL BODY:
  2. The administration and control over all the matters concerning the Association shall vest in the General Body and not any individual member, i.e even any one of the Office Bearers and Executive Committee. However, the President, Secretary, Treasurer and selected few of the Executive Committee may make decisions in day to day work of the association and ask for approval / ratification for all important decisions and expenditure by the General Body later at the earliest.
  3. Current Members on rolls (only life) with exception of honorary and student members and Advisors (who are not honorary) are entitled to participate in the General Body Meetings and elections.
  4. General Body Meetings will be normally held when a conference / workshop / seminar takes place or when an extraordinary General Body Meeting is called for by the President to transact the following business on any day preferably in the first or last 3 calendar months:-
  • To pass the expenditure statement of previous year.
  • To approve the report of the activities of the society.
  • To elect new Office Bearers.
  • To elect or select the Executive Committee, Advisors etc and to nominate Honorary members.
  • To appoint an Auditor.
  • To plan and schedule the activities in the coming years including conferences, workshops and seminars and selection of the locations and the Chairpersons for the Organizing committees.
  • To record any query / suggestion / advice from any member and express the possible solution or detailed discussion by all members present in the meeting.
  1. EXECUTIVE BODY AND OFFICE BEARERS:
  2. Executive Committee: The Executive Body, the Office Bearers and the Advisors form the Executive Committee and their total number shall not exceed 20. The Executive Body are 10 in number and the elected / selected office Bearers i.e. President, Vice President, Secretary, Additional Secretary / Joint Secretary, International Representative, Treasurer, Editors of IJMI etc and Advisors do not exceed ten in number. The Advisors do not exceed 4 in number including any Honorary if present. The immediate past President and one of the Past Presidents do automatically act as Advisors until next elections and selections. The immediate past Secretary and Treasurer form part of the Executive Body until the next elections / selections to maintain continuity in the total functioning of the association and to clarify any matters pending since their term. The members for the Executive Body may be nominated by any member and have to be approved by the General Body or existing Executive Committee or by the new Office Bearers soon after the fresh elections supported by the consent letters from the nominated persons in writing within a month. Only when the nominated persons out number the vacancies, the names will be put before the General Body for electing.
  3. Annual List: The members of the Executive Committee shall be duty-bound to attest the signatures of all the newly elected Office Bearers and Executive Committee Members and to see that the said names and signatures are sent in an annual list filed with the Registrar of Societies before 15th day of the succeeding month in which elections are held.
  4. Functions of the Office Bearers and Executive Body:

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

  • PRESIDENT (Active) is an elected Head of the Association. He/She may be nominated as an HONORARY PRESIDENT in special circumstances even if he/she is not a life member of the association. He/she shall be a person of eminence with considerable experience in Medical Informatics. One of the members of the Executive Committee may also be nominated by the Executive Committee to act as the President in any extraordinary circumstance until elections are held or when both the President and Vice President are absent for any period. He/she shall be in overall charge of the day to day work and conduct of the affairs of the Association and shall preside over all the meetings of the Association and its committees. He/she has power to call for the meetings of the General Body Suo Moto or on the requisition made by at least one fourth of the members or half of the Executive Committee. He/she shall take all important decisions and put them before an Executive Committee for ratification. He/she can exercise his/her right to vote in all 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 and shall act as an Acting President for any period of his/her absence or incapacity or on relegation of presidential duties by the President him/herself for any special reason before an election.

(iii) SECRETARY shall be responsible for properly Organizing all activities of the association, maintaining all records of it and ensuring prompt and timely correspondence. He/she shall be responsible for all his/her duties, subject to the over 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 the Treasurer and will maintain minutes of all meetings. He/she guides the Treasurer in preparing budget and expenditure statement. He/she does not keep any amount belonging to the association more than Rs 500.00 at any one time and does not enjoy 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 the Executive Committee for its approval and dispatch to the Chairperson of the Organizing Committee well before the biennial conference organized by the association. The Secretary shall present his/her annual report to the audience for familiarizing them with the developments which have taken place since its inception and more in detail of the achievements during his/her tenure as Secretary.

  • INTERNATIONAL REPRESENTATIVE & Coordinator: A separate portfolio of International Representative & Coordinator may be given to a life member staying / working abroad and his/her duties shall be to act as a spokesperson for IAMI abroad, to develop collaborations and cooperation with similar associations/societies in foreign countries, work out inter society membership or associated membership facilities with them for life members 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 computer applications in medicine, information on new products developed etc for the benefit of IAMI and its members. He/she also shall explore the possibilities of marketing in a foreign country, of any product (software or hardware) designed or developed by a member of IAMI. He/she may also probe the possibilities of awarding projects of research, design, development etc by any foreign agency / Organization / Institution to any life member or life institute of IAMI. He/she will also take the initiative for exchange of software between India and other countries and make all necessary correspondence in that regard. He/she shall make due efforts to rise the status of IAMI to that of other well established associations and societies in other developed countries. He/she will make efforts to enroll nonresident Indians as foreign members in IAMI. He/she will be on the look out and is responsible to gather up to date developments and technological updates in Medical Informatics from other countries and pass on the information to the Secretary or Joint Secretary (News Bulletin) for publication. He/she is also responsible to gather International support and aid to organize special conferences, meetings, seminars, workshops etc. in India or abroad and to obtain financial help for the life members of IAMI for attending international conferences / workshops / seminars etc or

for their study tours related to the field of Medical Informatics. He/she will work out the required terms and conditions for any collaboration / co-operation with foreign professional bodies to get associated membership to IAMI life members and to pass them on to the General Body / Executive Committee for approval / ratification.

The International Representative shall attend the conferences / workshops / seminars organized by IAMI, take active participation in them through personal attendance or by giving live presentation of a paper through internet and exercise his / her rights in taking part in elections and voting through email. He/she will make all efforts to rise the financial status of IAMI through more NRI memberships, advertisement collections, finding donors/sponsors etc. For any expenditure above the limit of $ 50.00 (fifty), he/she is required to take approval in advance from the Executive Committee. Until the financial status of IAMI improves, no financial help may be given to the International Representative for his/her travel, attending conferences, telephone calls, stationary, secretarial work etc.

(v) ADDITIONAL, JOINT / ASSISTANT SECRETARY shall perform the specific jobs and tasks assigned to them by the Executive Committee or President and assist the Secretary in the discharge of his/her duties in such a way as may be desired.

(vi) TREASURER: He/she shall be responsible for all the amounts received and spent on behalf of the Forum as authorized by the Executive Committee and General Body. He/she shall keep all the documents entrusted to him/her including the cheque books, FDRs etc and accurate documents of all accounts and all monetary transactions (amounts received, drawn, deposited, issued and spent) with proper and correct vouchers. He/She shall present a statement of Income and Expenditure in the Annual General Body Meetings. Any expenditure more than Rs 500.00 is required to have the approval of the Executive Committee in advance. When in urgency, such expenses can be incurred with verbal approval followed by written approval of the President /Vice President/Secretary and have to be ratified by the Executive Committee subsequently. In case of amounts received in excess of Rs. 500/- shall be deposited without delay on the next working day in the IAMI bank account without fail. Any discrepancy noticed in the accounts shall be brought to the knowledge of the President / Vice President and Secretary and necessary action will be taken to rectify it. He/she shall see that the FDRs are applied for or renewed in time and minimum amount required for immediate transactions only is kept in the SB / Current Accounts of the Association. The SB / Current Account / FDRs are required to be operated by any two of the following three Office Bearers:

  • President or Vice President
  • Secretary or Joint Secretary
  • Treasurer or Assistant Treasurer

The Bank Manager shall be informed immediately if there are any changes in the names for operating the Association’s bank accounts and loss of any important documents such as cheque books, cheques, FDRs etc.

  • ASSISTANT TREASURER: He/she will assist the Treasurer in all the functions as directed by the Executive Committee or President / Vice President.
  • Advisors: The Executive Committee or the General Body of the association may recommend / appoint people of eminence in medical informatics within IAMI members or outside as Advisors limiting to 4 in number. The immediate past President and one of the Past Presidents do automatically act as Advisors until next elections and selections. They shall automatically become members of Executive Committee and enjoy voting rights provided they are life members of IAMI. Otherwise, the Executive Committee may confer on them Honorary Membership. They advise the President, Office Bearers and the Executive Committee on various matters of interest 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 times to another period of 2 years each time by the Executive Committee.

 

  • EXECUTIVE BODY:
  • They will attend the Executive Committee Meetings whenever called for by the President / Vice President / Secretary and will take part in all matters of importance scheduled for discussion and decisions in those meetings along with the other members of the Executive Committee (Office Bearers and Advisors). An Executive Committee Member may absent himself / herself from such meetings after due intimation to the convener of the meeting. No proxy is allowed in the E.C. Meetings.
  • They will attend all the General Body Meetings without fail and take part in the elections. ©An Executive Committee Member should be a life member of the Association (either individual or institutional).
  • They shall work only for the enhancement of the membership and activities of the association and no groupism or factionalism is allowed. If there are any complaints on any of the Office Bearers or other Executive Committee Members or the Advisors, these will be in writing and discussed in the immediately following Executive Committee Meeting. No member of the Executive Committee will go to press or publish in a public news paper or professional news bulletins on any issue concerning IAMI without discussion in an Executive Committee Meeting for any reason what so ever.
  • Only an E.C. Member shall be Head of any sub-committee formed by the association for any purpose.

(x) TENURE OF OFFICE BEARERS AND EXECUTIVE BODY:

The ordinary tenure for Office Bearers including the President and Executive Committee Members is 2 years or until the next elections are conducted which ever is earlier. However, the tenure of any individual (including Advisors) may be extended by the Executive Committee to another period of 2 years if elections/selections to the Office Bearers are not conducted in time for any reason. At the end of 4 years, it is mandatory to hold elections / selections for the above without fail. Only the President may nominate other Office Bearers and Executive Committee Members when elections are delayed or postponed for any reason and this list is required to be discussed and ratified by the Executive Committee and majority of members in an Extraordinary General Body Meeting at the earliest opportunity but not later than 3 months from the date of such nomination. It is also mandatory to obtain the willingness certificates / letters from the nominated members and filed before the meeting. Any one of them may resign at any time after submitting a letter of resignation to the President, who shall discuss the subject in an Executive Committee Meeting and accept or reject the request. The President shall ensure that there is nothing outstanding against that person in cash or kind dues to the association. Any change in the list of the Executive Committee shall be informed to the registrar of the societies within 30 days. Any change in the IAMI bank account holders, shall be notified to the bankers immediately along with the specimen signatures of the new.

  1. QUORUM: - Half of the total number of members for General Body Meetings and ¼ th for the Executive Committee Meeting. However, on any occasion, when minimum quorum condition is not met, that meeting may be postponed to another time / day. In extraordinary General Body Meetings, the above minimum quorum level may be further reduced to 1/3rd of the total members and 1/5th of the total members of the Executive Committee.

FUNDS:

Source: The main source for funds of the association is the membership fees paid by the members of the association. The Funds and the interest earned shall be spent only for the attainment of the objectives of the Association and no portion there of shall be paid or transferred directly or indirectly to any of the members through any means. For all the routine expenses, only the interest earned is permitted to be spent and it is mandatory for the Executive Committee to see that the principal amount accumulated through membership in the association is not touched on any account. However, a nominal honorarium as fixed by the Executive Committee and approved by the General Body may be paid to the Treasurer and a part time clerk every month out of the interest earned on the deposits or from the principal funds for their special & pain taking services beyond their routine office timings. When the association membership and activities grow large, a full time clerk cum accountant may be employed and paid from the interest earned

Special Payments: The fees for the auditors as approved by the General Body will be paid to them once a year after the accounts are audited and passed by the General Body / Executive Committee. Any of these expenses if they do not fit in to the amount of interest earned from the deposits of principal amount, may be temporarily paid from the principal amount and credited back at the earliest from the interest earned later or savings from a conference, workshop or seminar organized by the association or any of its branches. While organizing a conference by the association in any place, the Executive Committee may approve a refundable loan to the Chairman or Secretary, Organizing Committee of the conference up to a maximum amount of Rs 50,000 from the principal funds of the Association to cover the initial expenses and advances. This amount shall be paid back by the Organizing Committee within 15 days of the conference. The expenses for travel, lodging and boarding of the President, Secretary, Treasurer, one of the Advisors, one of the Executive Committee Members, the immediate past President and the founder President of the association to attend the conference/workshop/seminar may be paid from the funds of IAMI or savings of the conference/workshop/seminar if any of them requests the President or Chairman, Organising Committee for such financial assistance.

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

  • Audit of Funds: All the funds received and expended shall be the responsibility of the Treasurer and may be inspected by any of the Executive Committee Members at any time. Every effort should be made by all the Office Bearers and Executive Committee Members to observe austerity measurers, conserve as much funds as possible in the interest of the association and avoid unnecessary expenditure. An internal audit may be ordered by the EXECUTIVE COMMITTEE once in six months and a compulsory external audit through a qualified person once a year as early as possible after the end of the financial year. Audit objections if any are required to be settled as immediately as possible but not later than six months from the audit report. The Treasurer, Secretary and vice President or President will be responsible to keep all the affairs of the association in order and objection free all the time throughout their tenure. Only audited accounts and funds are transferable from the Treasurer to any new person including a newly elected Treasurer. In special circumstances such as absence of the Treasurer for any reason, the President may authorize any other Office Bearer or a member of the Executive Body to take over the duties of getting the accounts audited and handing over them to the new Treasurer on behalf of the Treasurer. The President and Executive Body shall ensure handing over of the accounts by the Treasurer to a new Treasurer only after settling any serious audit objection if raised by the external auditor.
  1. Additional Funds: The Office Bearers and members of Executive Committee may probe all possible resources to get more funds for the association. Enough care should be exercised while accepting donations so that an unscrupulous individual / Institute / Organization / association / society does not get any place in the list of donors. All such donations should be entered in the Income register and placed before the external audit yearly. An income tax auditor may be consulted as and when required by law or when the interest earned from the funds of the Association crosses the allowed limit for payment of income tax.
  2. Financial Limits for Expenditure by Office Bearers and Organising Committee Members: Except the President and Chairmen of the Organizing Committees, the financial limit for the Secretary, Treasurer, Organizing Committee’s Secretary and Treasurer are Rs 1000.00 (one thousand) only for purchases at one time. No other Office Bearer and member in the Organising Committee have any financial powers. Prior sanction of the President or the Chairperson is required for amounts more than the said limit. However, a verbal approval may be taken in urgency, followed by sanction in writing at the earliest opportunity.
  3. Regd Office for IAMI: The registered office should not be changed unless the located building is declared unsafe or the host Organization / Institute forces its vacation for any purpose. If necessity arises for its change of location, it may be shifted preferably to an Institute / Organization / Hospital / Establishment / Firm having a life membership status where there is no necessity to pay a rental. This decision may be taken by the President and ratified by the Executive Committee at the earliest and approved by the General Body Meeting later. When adequate funds are available, the Association may hire or construct a building to locate the Regd Office in it. While keeping the Regd Office in its original location, as registered with the registrar, a working / functional office may be opened in any city / town in the country suitable to a newly elected President and Secretary which should also be housed preferably in any Institute / Organization / Hospital / Establishment / Firm having a life membership status without the need to pay a rental. The temporary office shall be closed when the President or Secretary change. Similarly, while keeping the main bank account in the place of Regd Office, a functional account may be opened in any nationalized bank in any city for the convenience of the President/ Secretary/ Treasurer if they do not stay where the main account of IAMI exists. This should be closed when new Office Bearers are elected. The deposits however may be kept and maintained any where in the country. A minimum balance as per the bank regulations should be maintained in the place of Regd Office to keep the account active.
  4. 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 to avoid any possible irregularities by any one in the association.

(a) Pre-conference procedures: The President asks for volunteers to organize the next conference, workshop and seminar etc, selects the place, Chairman of the Organising Committee, venue, dates, collaborative Organizations & Institutes and the theme for the occasion and gets them approved by the Executive Committee. The delegation fees, advertisement rates, stall hire charges, patrons etc, the chief guest, guests of 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 the concurrence of the President. The President also requests the Secretary to prepare the annual/biennial report of IAMI to be presented in the conference, peruses, approves and sends it to the Chairperson, Organizing Committee well before the conference.

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

(b) Post-conference procedures: The Chairman, Organizing Committee shall ensure completion of all transactions of the conference/workshop/seminar within 15 days of completing the conference/workshop/seminar, get the transactions audited by an internal audit team, close the bank accounts completely and transfer the balance amount along with the loan amount received from IAMI Head Quarters and the cash in hand to the IAMI main account through a demand draft. The Chairperson of the Organizing Committee shall obtain a letter from the manager of the bank certifying closure of both the Savings and Current accounts of the conference/workshop/seminar and submit to the President, IAMI within 30 days of the conference / workshop / seminar. If an Institute or Organization 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 of the savings (after paying back the loan amounts taken from any one including IAMI Head Quarters) to the bank account of that Institute / Organization to cover any extra expenditure incurred or for any academic activity in the field of medical informatics or to cover future expenses of the said branch of IAMI or to publish the proceedings of the conference/workshop/seminar in the form of a book or CD after getting a formal approval of the Executive Committee. However, this amount shall not exceed 50% of the saved amount on any account. The internally audited accounts of the conference / workshop / seminar shall be put for a thorough external audit along with the regular audit of the IAMI main accounts at the Head Quarters of IAMI soon after the current financial year ends or when a treasurer is changed. Any objections raised by the internal or external auditor on the accounts of the conference/workshop/seminar, the Chairperson of the Organizing Committee shall see that these objections are cleared at the earliest but not later than 90 days from the date/s of the conference/workshop/seminar. All the concerned should take necessary due precautions to see that none of the transactions and audit objections lead to any undesirable legal proceedings.

( c) Protocols for Conferences, Workshops and Seminars: The following protocols will be observed and followed by the Chairperson of the Conference/Workshop/Seminar while inviting and arranging seating on the dais and in the front row, while inviting on the dais, while honoring, presenting mementos etc . It is normal to request the senior most in position / designation to be the Chief Guest and next to him/her will be the Guest of Honour. One of them should be from the field of Medical Informatics. Their talks or messages may not be printed in the souvenir. Their talks however, may be Xeroxed and distributed to the delegates. It is also normal that the messages of VIPs should be arranged in seniority while printing in the souvenir. No message on behalf of the VIP shall be printed if signed and sent by another person junior to him/her. Photographs of all the VIPs who sent their messages may be printed in the souvenir along with their messages. It is also customary not to print the message of any VIP who sent his/her willingness to attend the event. When an event is organized in collaboration with other Organizations, Institutes etc, the Heads of them or their representatives are required to be seated on the dais of the inaugural and closing functions. Speeches of none on the dais except that of the President and the Secretary shall appear in the souvenir. The list of Office Bearers, Executive Committee Members and Advisors along with their photographs shall be printed in the souvenir followed by the list and photographs of the Organising Committee.

The Key Note Speaker should be a person of eminence in any field of medicine or computer applications in medical or allied subjects. His/her talk should appear in the souvenir and proceedings. Similarly, the Chairpersons, Co-Chairpersons and Members in a Panel Discussion should be selected carefully from a list of persons who had worked in the field of medical informatics or have a good knowledge of this subject. While placing two persons from the same Organization/Institute, for chairing a session, speaking in a session, etc, care should be taken in placing them in order of their seniority / designation. Any doubt in these procedures, shall be cleared well before the event through all available sources of information. A list of all the invited persons including VIPs should be submitted by the Chairperson of the Organising Committee to the President for his/her approval and ratification by the Executive Committee. No VIP will be honoured or felicitated at the time of entertainment or dinner. If any such felicitation is planned, it should be done in the inaugural function only. Mention should be made about the sponsors, donors, stall hirers and all the institutional life members in the inaugural function.

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

  1. Procedures for Conducting Elections: The elections for new Office Bearers and selection of Executive Committee Members will be held during a General Body Meeting or an extraordinary GBM after ascertaining the eligibility of the nominees by the Executive Committee.

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

The President or Vice President will convene an Executive Committee Meeting to get their approval for conducting elections and selections and then, announce the date for elections and selections through IAMI news letters or emails or IAMI website if developed. These should normally coincide with an ordinary General Body Meeting held during a conference / workshop / seminar organized by IAMI or through an extraordinary General Body Meeting.

Names for various positions / portfolios will be called for through nomination letters from life members along with secondment from at least two more life members and consent letters from the nominated members and their short resume. The Executive Committee scans the nominations and clears the list for election if found suitable. The suitability of the candidates for various positions is decided by the candidates’ qualifications, experience, their positions, seniority in IAMI membership and the active contributions made to IAMI in the past. The existing rules on QUORUM shall be adhered to. Alternatively, these elections and selections may be implemented through voting of all members through internet / website if developed or through individual emails which would be kept confidential. The Registrar of Societies in whose office, the association was registered will be informed of the changes in the Office Bearers and Executive Committee Members as early as possible. The manager of the authorized bank in which the accounts of IAMI are held, shall also be informed if there are any changes in the account holders like President, vice President, Secretary and Treasurer who are authorized to do any transaction with the funds and their specimen signatures submitted.

  1. AMENDMENTS TO BYELAWS, RULES AND OBJECTIVES:

No amendment of Byelaws and rules or alteration in the objectives of the Association shall be made for any purpose unless it is voted by at least 2/3rd of its total members present on the roster of the association at the normal General Body Meeting or a specially convened second meeting or an Extraordinary General Body Meeting convened for the same purpose later and passed by at least 3/4th of the total members present in that specially convened meeting and also approved by at least 3/4th of the Executive Committee Members. No proxies are allowed in any of these meetings.

  1. Legal Aspects: Any legal notice or action for any purpose to be served on any one or all the members / Office Bearers / Executive Committee Members / Advisors, shall be limited to the judicial limit of the registered office and has to be addressed to the registered office only. The required expenditure for the actions taken by majority of the Executive committee may be met with by the funds of the association provided only the interest earned from the funds of the association is utilized.
  2. WINDING UP / DISSOLUTION:

Dissolution of the association may be effected only with the approval of the 2/3rd of the total members present on the roster of the association at a specially convened Extraordinary General Body Meeting. In case of dissolution, the assets and funds of the Forum may be handed over to any other Organization with similar objectives and purposes recommended by more than ¾ of the Executive Committee Members. Quorum as mentioned is essential for winding up and no proxies are allowed. The funds shall be handed over only after a complete external audit approved by the Executive Committee.

DOCUMENT No. II

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: 221277

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

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

Occupation:

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

DOCUMENT No. II
WITNESSES :-

(1) Signature: *****************

Name in block letters: Dr R.A. SASTRY

Son of : Sri R.S. Rao

Occupation: Addl Prof of Surgery, NIMS

Residential Address: 6-9-903/A/4, Somajiguda, Hyderabad

(2) Signature: *****************

Name in block letters: Dr G. VIJAYA KUMAR

Son of : Dr G. Somasundara Rao

Occupation: Addl Prof of Surgery, NIMS

Residential Address: B-53/F-3, Vijayanagar Colony, Hyderabad-457.

All Signed on: 18 Sept 1993 Registration Number Allotted by the
Registrar: 3774 of 93