Rules & Regulations of Society of Oncology

Definition :

• Society means : "Society of Oncology"
• Committee means : The Managing Committee of Society
• Office bearers means : President, Secretary, Jt. Secretary & Treasurer
• Year means : From 1st April to 31st March
• Body means : The General Body of the Society
• Act means : Society Representation Act 21 of 1860

2. MEMBERSHIP :

Membership shall be open to any male or female above the age of 18 years and interested in social welfare work and who will abide by the rules and objectives of the society is eligible for membership. One will have to submit petition for membership which will duly be approved by the managing committee. The permanent membership fee will be Rs. 500/- and optional annual fee will be Rs. 100/-

3. APPLICATION FOR ADMISSION:

• Every application for the admission as member of the society shall be addresses to the secretary of the society.
• No application shall be considered unless the application is proposed by a member and seconded by another such member.
• Every such application shall be considered in the meeting of the managing committee and shall be accepted or rejected by a vote of majority save as those falling under rule-4 of these rules
• Every applicant shall be informed in writing by the secretary of the decision of the managing committee which shall be final.

4. TERMINATION OF THE MEMBERSHIP:

• By failing the payment of his annual membership fee without reasonable ground
• By resignation
• By failing to attend three meetings without information
• By death
• By unsound mind
• By order of the secretary if any member will not abide the rules of the society if found guilty of misconduct.

5. FORMATION OF MANAGING COMMITTEE:

a. Subject to provision of these rules the affairs of the society shall be administered and controlled by a managing committee and shall comprise 13 members including office bearers elected by the general body for a period of 3 years.

b. The members of the managing committee shall continue as such for a period of 3 yrs. Vacancy created by death or otherwise shall be filled in within 3 months of the occurrence of such vacancies by the sole authority of the president.

6. POWER OF FUNCTION OF THE MANAGING COMMITTEE

a. to carry out the aims and objectives of the society

b. to administer and control the affairs and funds of the society and exercise all powers of the society

c. to do all other lawful acts, matters, things and deeds as may be conducive to and expedient in the interest of the society

d. to purchase , take on lease or in exchange or hire or otherwise acquire any movable or immovable property for the purpose of the society and to carry out agreement contract obligations and arrangements on suitable terms.

e. to manage all the institutions conducted established by the society

7. GENERAL BODY MEETING:

The general body meeting of the society will be attended by all the members. The first general body meeting of the society shall be held within six months of the expiry of the financial year in which the first general body meeting was held. Thereafter the annual general body meeting of the society shall be held within eighteen months from the date of its registration under society's registration act 21 of 1860.

8. PROCEEDINGS OF THE ANNUAL GENERAL BODY MEETING :

a. passing of accounts of the previous financial year

b. election of office bearers and the members of the managing committee to fill vacancies caused by the retirement or otherwise.

c. appointment of the auditor for the next year

d. to receive and adopt the annual reports, the statement of accounts for the preceding year and the financial budget estimate for the ensuing year

e. to consider any other matter deemed important by the president or the majority of the member present

At general body meeting 3/5th person shall form a quorum. if the quorum is not present within half an hour of the fixed time, the meeting shall be adjourned to the same date and time and at the same place for the next week and if the quorum is not present at the adjourned meeting too, the members present shall be deemed to form quorum.

he notice of general body meeting shall contain item of business to transacted and with mention of place and trim shall be issued to all members at least 15 days before the meeting.

9. GENERAL BODY:

The annual general body meting shall be held at least once in a year at such time and place as fixed by the secretary.

10. POWER & FUNCTION OF THE OFFICE BEARERS:

PRESIDENT :

• He shall present conduct and regulate all the meetings and his ruling on any point of order and decision shall be final and conclusive.
• He shall have a general administrative control over the work of the society in all matters
• The president shall have the power to call meeting of the society

SECRETERY

• The secretary shall be the chief executive of the society and his duties shall be subject to the control and direction of the governing body of the society
• He shall issue all notices of all the meetings, all records and shall make all correspondence on behalf of the society
• He is entitled to see or defend any suit or proceedings on behalf of the society under the direction of the managing committee
• He shall collect money and issue receipt for the same
• He shall place a provisional budget every year for approval of the governing body. He shall not be entitled to spend more than 20,000 (Rs. twenty thousand) in society in hand the balance amount to be deposited to the bank.

JT. SECRETARY :

In the absence of the secretary, the Jt. Secretary shall discharge the works subject to the approval of the president and shall not take any decision.

TREASURER :

I. The treasurer may collect money on behalf of the society and shall deposit the full amount in the bank. He will inform the secretary to issue receipt to the concerned. He will not spend any amount without the written permission of the secretary. He is entitled to keep rs. 500/- in cash in hand.

II.He shall maintain all accounts in proper books as directed by the managing committee

III.He shall place the financial position to the society in every meeting of the governing body

IV.He shall be responsible to maintain the accounts of the society properly and regularly and the accounts shall be audited by the auditor appointed by the general body. The same audited statement of accounts shall be submitted to the secretary in time.

11. BANK OPERATION

The accounts of the society shall be kept properly and the bank accounts will be opened in a nationalized bank or post office in the name of the society and it will be operated by joint signature of any two office bearers such as President / Secretary and Treasurer but the signature of the secretary will be necessary.

12. SOURCE OF INCOME:

• by donation from its members, other individuals, private firms, companies, organizations and institutions running under society
• by governing aids
• any other legal source

13. INSPECTION OF THE RECORDS

All records will be kept in registered office. Any member wishing to inspect can do so with the prior permission of the president or secretary.

14. AUDIT OF ACCOUNTS

a. the accounts of the society shall be audited at least once a year by an auditor appointed by the general body and it will be placed before the general body meeting.

b. inspector general of registration, Bihar on his discretion any time may get audited the accounts of the society by recognized chartered accountants and the fee will be borne by the society

15. INTERPRETATION

The authority of the interpretation of any these by-laws, rules or regulations made hereunder which are enforce or that may came into force shall vest in the managing committee and their decision in the matter shall be final.

16. AMENDMENT OF RULES

the rules will not be amended to or altered unless two third members of the society have agreed to the proposed amendment for alteration in a general body meeting provided at least one month notice has been given to the members about the proposed amendment.

17. INFORMATION OF MEETING

• information of meeting will be given to the executive body 7 days before
• information for meeting of general body will be given 15 days before
• information for urgent and necessary meeting will be given 48 hrs before
• information of meeting will be given through registered post or special messenger.

18. LEGAL PROCEEDINGS

All the legal proceedings by or against the society shall be represented by the secretary of the society. All documents executed by or in favour of the society shall be in the name of the secretary of the society.

19. DISSOLUTION

a- the society shall be dissolved according to the rules of the societies registration act 21 of 1860 by 3/5th majority of the members of the society in the general body meeting

b. and after the dissolution the total movable and immovable properties of the society shall either be given to other society of the same aims and objectives or be given to the govt after being paid all davits loan etc. of the society by 3/5th majority in the general body meeting.

c- the society will be dissolved after the permission of Bihar Govt under section 13 of the society registration act 21 of 1860.