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Byelaws of Association

  1. NAME OF THE ASSOCIATION: INDIAN COLLEGE OF LABORATORY ANIMAL MEDICINE
  2. ADDRESS OF THE ASSOCIATION: 138D, Vellaiyur PO, Gangavalli TK, Salem DT, Tamil Nadu 636116
  3. DATE OF FORMATION: 20 May 2020
  4. REGISTRATION OF THE DISTRICT WITHIN WHOLE JURISDICTION OF THE ASSOCIATION: SALEM, TAMIL NADU
  5. WORKING HOURS OF THE ASSOCIATION: 10 am to 04 pm (available online through email or website).
  6. OBJECTS OF THE ASSOCIATION:
    1. The primary objectives of the College / Society shall be to further scientific progress in laboratory animal medicine in India and increase the competency by certification of those who practice in this field;
    2. Establishing standards for post-graduate certification, education, training and experience as a prerequisite, and examination, for qualification as a Specialist in Laboratory Animal Medicine;
    3. Establishing routes through education, training and experience that provide the most time-efficient pathway to qualify for board certification;
    4. Ensuring that all training and/or experience requirements and all prerequisites for examination eligibility are relevant to the assessment of the candidates’ qualification;
    5. Examining and certifying veterinarians as specialists in laboratory animal medicine; developing and supervising continuing education programme in laboratory animal medicine;
    6. To establish MOU with different research organization either private or public at different parts of the country for residential training programme to meet the examination criteria and create Diplomate in laboratory animal medicine
  7. THE ACTIVITIES OF THE ASSOCIATION, INFURTHERANCE OF ITS OBJECTS:
    1. The Indian College of Laboratory Animal Medicine (ICLAM) has the object of promoting (1) Education, (2) Science, (3) Research Activities (4) Animal Welfare (5) Training in Laboratory Animal Medicine and other object with respect to which the state has powers to make laws which may be prescribed under the Section 3, may register itself under the Act.
    2. Apart from the above purpose, this Association will endeavour for good purpose whole-heartedly. In addition, collaborate with international organizations of laboratory animal medicine from several other countries.
  8. THE NAME OF THE PERSON OR OFFICER, IF ANY AUTHORISED TO SUE OR TO BE SUED ON BEHALF OF THE ASSOCIATION: The General Secretary upon instructions from the President shall be the person authorized to sue and to be sued on behalf of the Association.
  9. THE NAME OF THE PERSON OR OFFICER WHO IS EMPOWERED TO GIVE DIRECTIONS IN REGARD TO THE BUSINESS OF THE ASSOCIATION: The President of the Association is empowered to pass any specific orders in the day to day administrative affairs of the Association.
  10. ENROLMENT OF MEMBERS:
    1. Qualification:

      A candidate with B.V.Sc / M.V.Sc / Ph.D who have graduated from veterinary council of India (VCI) and holding license to practice in India are eligible for admission as a member of the Association and they must strive for the betterment and good purpose of the Association. The Indian College of Laboratory Animal Medicine will certify the following membership.

    2. CATEGORY OF MEMBERS:

      The Society shall consist of Founding Diplomates, De facto Diplomate, Diplomate, Honorary Member and Associate Member. The Governing Council/ Executive Committee shall decide on the number of Founding and De facto Diplomates based on the expertise and contributions of the members. Founding and De facto Diplomates will be nominated by the Governing Council only till the period of 12 months from the date of registration of the Society. The Honorary and Associate Members each will not be exceeding 5% of the College Diplomates. However, there will be no limit for College Diplomates

      a. Founding Diplomates

      These Diplomates are distinguished and experienced members in the field. In order to qualify, they had to:

      • be a member of the Governing Council in creating the College / Society;
      • have achieved distinction in the field and have qualifications far exceeding those proposed as necessary for candidates to take board certification of the College / Society;
      • have at least fifteen years’ experience in the specialty;
      • have been spending at least 60 percent of his/her time in the laboratory animal specialty;
      • have contributed significantly to the field by operations, research, publication, lectures and must be a Ph.D;
      • be recognised by their peers as leaders in their field and be uncontroversial to the majority of members;
      • are currently working in corporate or government organizations;
      • have published as lead author of at least 05 original articles and at least two additional articles as co-author in SCI, SCI-E, NAAS rated or peer reviewed international journals excluding non-peer reviewed review articles and proceedings abstracts;
      • be significantly active in India in the specialty of Laboratory Animal Medicine.
      • Must agree and provide undertaking to register the candidates under their supervision to fulfill the training and course duration for board examination of the Diplomates ICLAM.

      b. De facto Diplomates

      These are de facto Diplomates appointed by the Founding Diplomates. The de-facto recognition is possible upon application no later than 12 months after provisional recognition of ICLAM by the IACLAM. To be appointed, a candidate has to:

      • have at least fifteen years of experience in the specialty;
      • preferably be a member of the Governing Council in creating the College / Society;
      • have been spending at least 60 percent of his/her time in the laboratory animal specialty;
      • have contributed significantly to the field by operations, research, publication, lectures and must be a M.V.Sc;
      • have published at least 04 original articles in refereed journals as first author and at least two additional articles published in refereed journal as a co-author excluding non-peer reviewed review articles and proceedings abstracts;
      • be significantly active in India in the specialty of Laboratory Animal Medicine.
      • be recognised by their peers as leaders in their field and be uncontroversial to the majority of members;
      • Must agree and provide undertaking to register the candidates under their supervision to fulfill the training and course duration for board examination of the Diplomates ICLAM

      c. Diplomates

      A Diplomate is a veterinarian who satisfies the ICLAM requirements as to training, experience and competence in laboratory animal medicine as described in the Training and Experience requirements to meet the minimum standards by the candidates for ICLAM. The veterinarian may enroll the programme under experience category or residency programme provided he/she must meet the criteria

      d. Honorary Members

      A person who has contributed in an extraordinary manner to the advancement of laboratory animal medicine may be elected an Honorary Member. Honorary Members shall have all the rights and privileges of Diplomates except the right to use the designation of "Dilpomate", vote or hold office. The number of Honorary Members shall not be more than 5% of the total number of the College Diplomates. Nomination for Honorary Member status necessitates proposal by two Diplomates in good standing. The proposal should be written and forwarded to the Secretary / Registrar. It must contain such information relating to the activities of the nominee in the field of laboratory animal medicine as required by the Council. Election of an Honorary Member shall be accomplished by a unanimous vote of the Council. Honorary Member status does not confer the right to act as a specialist in laboratory animal medicine

      e. Associate Members

      The College may confer Associate Member status on persons who have contributed significantly to veterinary medicine. The Council of the College defines admission criteria for Associate Members. These criteria must ascertain that only scientists of international repute who are active in a field relevant to laboratory animal medicine are admitted as Associate Members. The number of Associate Members shall not be more than 5% of the total number of the College Diplomates. Moreover, Associate Members are:

      • not conferred any diplomate and are not entitled to use the designation of "Diplomate";
      • encouraged to participate in the training of residents together with Diplomates of the College;
      • not entitled to act as resident supervisors without a Diplomate responsible for the training programme;
      • not allowed to hold office within the College or to vote at the general meetings. They can be co-opted to College committees as advisors;
      • encouraged to participate in scientific meetings and workshops organised by the College; and
      • not allowed to advertise their title.

      Training and experience eligibility for Membership and Board Certification:

      • Any Veterinarian who have graduated from the Veterinary Council of India (VCI) approved college / university, licensed or eligible to be licensed to practice veterinary medicine in India, who has shown sufficient evidence of his/her involvement and interest in the laboratory animal medicine is eligible to become member. He/she may apply to the Secretary of the Society supported by two members. Any Veterinarian with B.V.Sc & AH (6 years of experience) or M.V.Sc (4 years of experience) who wish to take up the board examination of Diplomate ICLAM has to be working in the field of laboratory animal science with at least 60% of his/her time spending in care, breeding, teaching, training, management, experimentation and/or IAEC. The member has to undergo the required residency (internship) of 12 - 24 months, appearing for the board certification after successful completion of the residency and has to pass the examination as per the set criteria of passing. Governing Council (Executive Committee) of the Indian College of Laboratory Animal Medicine (ICLAM) shall decide on the admittance of the applicant to the Society;
      • Any Veterinarian who have been the author of minimum three original articles (of which two must be as first author) which demonstrate the application of scientific methods on topics that are relevant to laboratory animal medicine and science. The articles must have been published or accepted for publication in a NAAS rated or an international peer-reviewed science journal at the time of application for eligibility to undertake Board examination;
      • Eligible Veterinarian must complete applicable standard residency under direct supervision of an ICLAM Founder Diplomate, Defacto Diplomate or Diplomate as a primary requirement to qualify for taking the examination for the laboratory animal specialty certification programme. The candidate may also take help of the Honorary and Associate Member as co-supervisor during the residency period.
      • Veterinarians elected to membership of the College shall be designated a Diplomate of the Indian College of Laboratory Animal Medicine and shall be authorised to use the designation of Diplomate of the Indian College of Laboratory Animal Medicine (Dip. ICLAM, DICLAM or Dipl. ICLAM);
      • The affiliated organization will be imparting most of the training activities based on the MoU which may include short course / workshop / seminars or online participation. Hence, there is no requirement of physical infrastructure of the ICLAM at the registered site as most of the training activities shall be conducted at the regional training centers including resource personnel as per the MoU
  11. REMOVAL AND APPEAL OF THE MEMBERS:
    1. Membership in the College shall be terminated due to voluntary resignation, loss of life, non-payment of membership fees, failure in re-evaluation, if any, or for other serious reasons as determined by the Council after due consideration of any explanation provided by the member.
    2. If any member of the Association fails to renew / remit the membership fees after 3 months of expiry date, he/she will be removed from the Association, on the recommendations of the Executive Committee. The removed member can be readmitted, however he/she should pay the entire dues to the Association.
    3. A member can be removed by the President for his misconduct. However if he/she gives any explanation to the committee it will be considered.
    4. Members guilty of offences punishable as strangers:
      Any member of a Registered Association (ICLAM) who steals, purloins or embezzles any money or other property or willfully and maliciously destroys or injures the property of the Registered Association or forges any deed, bond, security for money, receipt or other instrument whereby the funds of the registered Association may be exposed to loss, shall be subject to the same prosecution, and, if convicted, shall be liable to be punished in like manner as any person who is not a member would be subject and liable to in respect of the like offence
  12. RIGHTS, OBLIGATION AND PRIVILEGES OF MEMBERS:
    1. Registered members / Founding Diplomates, De facto Diplomates, Diplomates, Honorary Members and Associate Members will receive all the printed or online literature / journal etc. brought out by the Society.
    2. Registered members, Honorary Member and Associate Member will have the right to attend all General body meetings as well as lodge their grievances, if any. However, they are not allowed to hold office within the College or to vote at the general meetings.
    3. A registered member can give his/her good ideas and views for the betterment of the Association.
    4. If any member removed for certain reasons, feels that it is not justified, he/she can appeal in this matter to the Executive Committee and prove his/her innocence along with the supported evidence in this behalf and according to law, if they are found fault, the Executive Committee may take action as deemed fit.
    5. Every member should try to fulfill the objects of the Association. The members should treat other members friendly and should follow the rules and regulations of the Association without prejudice to the Association.
  13. THE MANNER IN WHICH THE ASSOCIATION SHALL TRANSACT ITS BUSINESS: The Association shall develop its funds by its membership / examination fees and donations. The finance of the Association will be determined according to the decision of the Executive Committee to carry on the objects of the Association.
  14. THE CONSTITUTION OF THE COMMITTEE, SPECIFIED IN SECTION 15, THE QUALIFICATIONS OF THE MEMBERS OF THE COMMITTEE, THEIR TERM OF OFFICE AND THE PROCEDURE FOR THEIR APPOINTMENT AND RE-APPOINTMENT:

    i. Constitution of the Governing Council:

    The Governing Council (Executive Committee) of the society will consist of:
    1. President
    2. Vice President
    3. General Secretary
    4. Joint Secretary
    5. Treasurer
    6. Registrar
    7. Executive Committee Members/ Councilors - Four (4)
    For the first time, the Governing Council (Executive Committee) is considered by members nominated by the Executive Committee of Laboratory Animal Scientists’ Association (LASA), India

    ii. Duration of the Executive Committee:

    The term of the Governing Council (Executive Committee) shall be 03 (three) years. Nomination for each post will be sought from General Body and elections will be held by secret ballot every three years preferably at the time of Annual General Body meeting.

    iii. Duties of Executive Committee Members:

    1. Those who would like to contest in the election as an Executive Committee Member has to maintain the membership regularly and should have good conduct.
    2. He/she has to take part in the Association activities honestly.
    3. A member who does not attend 3 meetings consecutively without notice shall be expelled from the Executive Committee.

    iv. Executive Committee Meeting:

    Executive Committee shall convene a meeting at least twice per year. The Exact date, place and time of the meeting should be intimated to the members of the Executive Committee well in advance before seven days of the meeting to be held through the postal letters or the letters under certificate of posting or through registered email. The quorum, must be 2/3 of the members of the Executive Committee. If there is no quorum, the meeting will be convened within same place at the same time for this meeting postponement of the meeting for want of quorum, the quorum is not necessary. The two third of members of the Executive Committee will determine the resolution of the Association and pass them according to the wishes of the members of the Executive Committee.

    v. Urgent Meeting:

    The Urgent Meeting of the Executive Committee shall be intimated to the members well in advance before seven days and such meeting can be convened by the President. During this urgent meeting any important as well as urgent matters can be discussed.

    vi. DUTIES OF EXECUTIVES:

    1. President:
      All meetings of the Governing Council shall be chaired by the President.
    2. Vice President:
      In the absence of the President the duties of President shall be performed by the Vice-President
    3. General Secretary:
      Agenda, dates, venue etc., shall be drawn out by the Secretary in consultation with the President. All records pertaining to the memberships, circular, meeting etc. shall be maintained by the General Secretary. Minutes of all meetings shall also be recorded by the General Secretary.
      1. The General Secretary receives complaints and suggestions in regard to the improvement of administration and considers them for appropriate action.
      2. The General Secretary will have the power to enter into agreements, sign documents and authenticate records on behalf of the Society / ICLAM, subject to the decision of the authorities of the Society.
      3. To place before the Management Council a report of the development activities of the Society / ICLAM.
      4. Issuance of certificates to the Diplomates, Associate and Honorary Members.
      5. It is the duty of the General Secretary to prepare the members list and to protect the property of Association. Further he/she should act according to the decision of the Executive Committee / Governing Council.
    4. Joint Secretary:
      In the absence of General Secretary, the duties of the General Secretary shall be performed by the Joint Secretary.
    5. Treasurer:
      1. Accounts of income and expenditure shall be maintained by the Treasurer. An item wise register shall be maintained by the Treasurer. Sanction of money on various activities shall be done by the Secretary. A statement of accounts shall be presented at the Annual General Body meeting by the Treasurer.
      2. Treasurer shall issue the receipts for the amount collected from the members and others including maintenance of the records. The Treasurer will act as Legal Advisor of this Association
    6. Registrar:
      1. To perform all the duties as desired by the President and the Secretary.
      2. The Registrar processes registration requests, schedules classes and maintain class lists, enforces the rules for entering or leaving classes, and keeps a permanent record of grades and marks.
      3. To act as Custodian of the College and conducting examination including declaration of results.
      4. To exercise such other powers and perform such other duties, as prescribed by the Society / ICLAM, from time to time
    7. EXECUTIVE MEMBERS / GOVERNING CUNCIL:
      1. The Governing Council (Executive Committee) members shall assist in formulating various activities of the Society. They shall keep the members informed on various developments and needs of the Society.
      2. The Governing Council shall work together to meet the objectives of the society and will have the right to plan the course of activities like arrangement of Camps / Seminars / residency (internship), the venue and time and other details, after the agenda is passed by the Governing Council shall be put up to the General Body for its approval for implementation.
      3. The Executive Committee Members shall assist the executive in passing the resolutions of the Association and to render all possible helps in the regard.
      4. No payment shall be made out of the funds of the Association to the President, General Secretary, Treasurer or any other officer of the Association by way of honorarium for any service rendered by him to the Association.
  15. THE PREPARATION AND FILING WITH THE CONCERNED REGISTER OF SUCH RECORDS, ANNUAL OR OTHER STATEMENTS WHICH ARE SPECIFIED IN THE ACT AND THE RULES:
    1. The Association has to give a declaration that according to the previous years functions of the Association was effectively done.
    2. At the end of the list financial of year, the members of the Association their names, profession and addresses in the prescribed form should be forwarded to the Registrar.
    3. During the previous financial year, if there is any change in the executive Committee that change should be filed with the Registrar within 3 months in the prescribed form along with the copy of the resolution.
    4. The books of the Association shall, at all reasonable hours be open to inspection by the Registrar or by any person authorised by him in this behalf.
    5. After the inspection of the books by Registrar, if he/she requires by order it is the duty of the Association or Committee Member or members of the Association to give information to the Registrar.
    6. It is the duty of the member or members of the Association to submit the necessary books, records, accounts and other documents required by the Registrar or Enquiry Officer.
    7. The Association shall have a registered office by which all communication and notices may be addressed and shall file with the Registrar the notice of situation of such offices.
    8. The clear name of the Association shall be placed in the entrance in Tamil.
    9. The situation of the registered office of the Association or any change in the situation shall be intimated in prescribed format to the Registrar within 3 months.
    10. It shall be the duty of the Association to file mortgage or details of any other liabilities of the Association in the prescribed format to the Registrar within one month.
    11. REQUESTING TO EXTEND THE TIME FOR FILING:
      Income & Expenditure Account, Balance Sheet, Sub-section 18(3) (b) (i) above copies, notices, as per Sub-section (ii) Form VI (iii) explanation letter, to be sent to the Registrar within 6 months for filling.
  16. THE AUDIT OF ACCOUNTS AND BALANCE SHEET FOR THE FINANCIAL YEAR WITH REFERENCE TO SECTION 16 AND THE PERSON OR PERSONS APPOINTED TO DO SUCH AUDIT:
    1. The Association has decided to keep the financial year from April 1st to March 31st. The accounts of the Association shall be presented for an audit, after the expiry of the financial year.
    2. The Association shall convene the General Body Meeting in the financial year within six months (i.e.) within September 30th or the ensuing annual general meeting of ICLAM. During this meeting, the Societies previous financial year accounts (Assets and Liabilities) under Sub-section 16(1) Societies yearly income and expenditure of the Association shall be audited by a Chartered Accountant. The above audited accounts shall be placed before the General Body to get approval. Afterwards, the audited accounts should be filed before the Registrar within six months.
    3. Proper Books of Accounts to be maintained by the Association:
      1. Cash Book:
        Cash Book showing daily receipt and expenditure, and the balance at the end of each day.
      2. Receipt Book:
        The receipt of membership, examination fees and donation, the name of the member address, date and amount received to be signed by the Secretary or Treasurer. They should keep counter foils of the receipt books.
      3. Voucher File:
        The Association shall maintain a vouchers containing all vouchers for contingent and other expenditure incurred by the Association, numbered serially and filed chronologically.
      4. Monthly Income And Expenditure Registers:
        Ledger showing consolidated and separates account of all items of receipts and expenditure, member-wise as well as item-wise to be maintained.
      5. Letters File:
        The letters should be maintained for all letters sent by the Association.
      6. Minute Book:
        The Association shall cause minutes of all proceedings of its General Meetings, and its committee to be entered in books kept for the purpose.
      7. Members Register:
        The Association shall maintain a register of its members includes the name, address, occupation and the date of enrolment filled in prescribed format.
        8. The association shall maintain the e-copies of vouchers / receipts and online mode of transactions wherever applicable or at such other place as the Governing Council may think fit.
  17. THE SUPPLY OF COPIES BYE LAWS OF THE ASSOCIATION INCOME AND EXPENDITURE, AND THE BALANCE SHEET TO THE MEMBERS: The Society shall display a copy of its by-laws, the receipt and expenditure account and the balance sheet on the official website of the Society. In cases, e-copies of above shall be shared through registered email address.
  18. INSPECTION OF SOCIETIES REGISTERS & ACCOUNTS AND RETURNS: The General Secretary shall verify the accounts returns and registers of the Association and in each account, return and register, the following declaration shall be endorsed by the General Secretary in token of such verification, namely "I declare that the particulars furnished above are true and correct to the best of my knowledge and belief".
  19. THE MODE OF CUSTODY, APPLICATION AND INVESTMENT OF THE FUNDS OF THE ASSOCIATION AND THE EXTENT AND CONDITIONS OF SUCH INVESTMENTS:
    1. Bank Account Operation:
      1. The Society shall open and operate a bank account in a nationalised bank or any other private bank in the name of the Society. Any amount from this account shall be drawn by any two of the President, General Secretary and Treasurer jointly.
      2. The funds of the Association would be utilized only towards the objects and no portion of it would be distributed in any manner to the members or persons defined in Sec.13 (1) (c) of the Income Tax Act.
    2. Investments of Funds:
      1. The Association may, from time to time, invest of deposit any portion of its funds not immediately required
        1. Upon immovable properties.
        2. In securities of the Government or in NSC or other securities of the Govt. of India or
        3. In the Post Officer savings Bank Account or
          In a specialized account opened by the society in a nationalized bank or any other Private Bank.
        4. In units issued by the unit TNST of India.
          All property movable and immovable belonging to the society shall vest in the Executive Committee and shall be managed by the Committee.
      2. Treasurer can keep up to Rs.500/- for the day-to-day expenses of the Society. The Treasurer should get the consent of the Executive Committee to keep more than Rs.500/- for any expenditure
  20. FUNDS EARMARKED SPECIFICALLY FOR THE PURPOSE OF MAKING PROVISION FOR A DEPENDANT OF A DECEASED OR DISABLED MEMBER AND THE QUANTUM OF PAYMENTS TO BE MADE THEREOF: No part of the funds of the Association shall be divided by way of bonus or dividend or otherwise among its members excluding those funds earmarked specifically for the purpose of making provision for a dependent of deceased or disabled member.
  21. ARRANGEMENTS FOR TRANSACTION OF DAY-TO-DAY BUSINESS OF THE ASSOCIATION, THE EXPENDITURE TO BE INCURED THEREFORE, THE STAFF TO BE EMPLOYED AND THE CONDITION OF SERVICE OF SUCH EMPLOYEES: The Executive Committee shall look after the day to day administration works, they are not eligible to claim any salary or for their services is treated as honorary. If need arise in future, separate workers shall be appointed. If so, the appointed workers’ duty and salary shall be fixed by the Executive Committee.
  22. (1) CONDUCT OF ANNUAL GENERAL MEETINGS AND THE PROCEDURE THEREFORE AND THE NUMBER OF MEMBERS REQUIRED FOR MAKING A REQUISITION IN WRITING, CALLING FOR SUCH A MEETING:
    1. Conduct for General Body Meeting:
      The Association shall conduct at least one General Body Meeting before expiry of the every financial year, within 6 months of the financial year, or before September or at the time of annual meeting or ensuing annual conference of the Association, whichever may be suitable.

      The clause of one General Body Meeting in each year may not be applicable in cases of unprecedented situation like war, lock-down of natural calamities etc.

      After expiry of the financial year. Income and Expenditure account, shall be audited by an auditor and shall be placed before the General Body Meeting.

      After getting approval of the General Body, the President shall sign the report. The President of the Association shall send the report to the Registrar within 6 months from the General Body Meeting.
    2. Intimation for General Body Meeting:
      Intimation above the meeting or by local delivery shall be informed to all the members or by Registered post; or in person, or email, or publication in a leading newspaper before 21 days. Apart from this it shall specify the date, place and time, of the meeting along with a copy of the objects of the Association shall also be enclosed.

      A copy of the above should also be affixed to the Notice Board of the Association in this meeting, previous years activities, and Audited Accounts should be placed approval of General Body Meeting.

      After obtaining approval within 6 months, report shall be prepared submitted to the Registrar with necessary fees, if any.

      The Registrar may nominate an Officer Subordinate to him to be present at the General Body Meeting as per their discretion.
    3. The Objects to be discussed in the General Body Meeting:
      1. Previous years audited Income and Expenditure Account / Accounts and auditor's report to be discussed in detail for approval.
      2. Appointment of an auditor for next financial year.
      3. Association activities of the previous financial year shall be submitted for approval.
      4. Budget proposal for next financial year.
      5. The details for passing an ordinary resolution towards the future improvement of the Association to be discussed.
      6. If any necessity arise to pass special Resolutions, the subject matter for passing a Special Resolution to be discussed for approval.
      7. If necessity arises to elect a New Executive Committee, the related activities to be discussed.
    4. Quorum:
      For all General Body Meetings there must be 1/3rd quorum of the members who have attended the General Body Meeting. If there is no quorum for General Body Meeting it can be postponed. The Postponed meeting shall be conducted after the expiry of half an hour. No quorum is required for the postponed meeting. The actual presence of the meeting can be treated as quorum.
    V.   (2) CONDUCT OF EXTRA ORDINARY GENERAL MEETING AND THE PROCEDURE THEREFOR AND THE NUMBER OF MEMBERS REQUIRED FOR MAKING A REQUISITION IN WRITING, CALLING FOR SUCH A MEETING: Extraordinary General Meeting can be convened by Executive Committee to pass any Special Resolution shall be conducted after the expiry of on hour or on the request of 3/4th of the members in writing. The Executive Committee, as per Sub-section 28(1) can call with in one month for a Extraordinary General Meeting for taking any decision. It does not require quorum.

    In an Extraordinary General Body Meeting is not called in accordance with such requisition the requisitionist shall have power to call such meeting themselves.

    The registered members of the Association shall be given 21 days prior notice for before the day appointed for such Extra ordinary General Meeting.
  23. OBJECTIVES FOR WHICH PASSAGE OF THE "SPECIAL RESOLUTION" IS NECESSARY
    1. The Association can change its name with the written consent of the Registrar by passing a Special Resolution.
    2. The Association may be special resolution amend the provision of its memorandum relating to the objects of the Association.
    3. To attain its main purpose by new or improved means.
    4. To amalgamate with any other Registered Association.
    5. To divide itself into two or more as desired the case may be.
    6. For any urgent judgment or to bring vote of confidence on the Executive Committee.
    7. To amend its by-laws.
    8. Any change in the memorandum or the bye-laws, shall be registered and on such registration shall take, effect from the date of the passing of such Special Resolution.
    9. The Extraordinary General Meeting is only to discuss the particular matter or business and other matters are not allowed for discussion.
  24. THE EXHIBITION OF THE REGISTER OF MEMBERS, THE BOOKS CONTAINING MINUTES AND THE BOOKS OF ACCOUNT AT THE REGISTERED OFFICE OF THE ASSOCIATION DURING BUSINESS HOURS FOR INSPECTION BY ITS MEMBERS FREE OF CHARGE A member may inspect the Register of the Association, which contains the names, addresses, and occupation of the members. The books containing the minutes of all proceedings of the general body meeting and of its committee duly signed by the chairman of such meeting shall be kept at the registered office and shall during business hours be kept open for inspection by any members free of change.

    A member shall be permitted to inspect the Records and Registers during working hours of the Association.     Specific Resolution
    Special resolutions shall have to be passed by a majority of not less than three fourth of members who are entitled to vote as are present in person or by at proxy at a general body meeting.     Filing of Special Resolution
    The Copy of the Special Resolution shall be filed with the Registrar within 3 months from the date of passing of such resolution.     DISSOLUTION:
    The Association may be special resolution, determine that it shall be dissolved and thereupon it shall be dissolved forthwith or at the time specified in the resolution. If, upon the dissolution of this Association, there shall remain after the satisfaction of all its debts and liabilities, any property whatsoever the same shall not be paid to or distributed among the members, or any of them but shall be transferred to some other registered Association having the same objects or objects similar to this Association to be determined by a Special resolution or in default thereof by the court.     GENERAL
    In the above, if anything is left out or not discussed in the Societies bye-laws, it is to be amended as mentioned in the Tamil Nadu Societies Registration Act 27/1975 Rules No.1978.
  25. ELECTION: Office Bearers & Executive Committee Members Method of Election:
    1. Office Bearers and Executive Committee Members should prepare voter's list before three months of the election and verify of and it should be placed in the Society’s Notice Board. Missing names of the General Members from the Voter's list shall be included in the Voter's list within 15 days from the date of application.
    2. The notice should be sent by post to the Secretary on duty before 2 months of expiry of the term. Election for Executive Committee Members, Election Officer, Assistant Election Officer is to be conducted.
    3. The Election Officer and Assistant Election Officer are to be elected by conducting General Body Meeting 40 days before expiry of the term of Executive Committee.
    4. After the declaration of the Election, the Election Officer and Assistant Election Officer should notify the date of filing nomination, the last date for nomination, the date of withdrawals, date of scrutinizing and election date. This notification should be placed in the notice board or pasted on the website.
    5. The Executive Committee Members, office bearers of the Association and General Body Meeting members have to conduct the election by following the rules and regulations of the Tamil Nadu Public Elections. In absence of the election Officer, the Assistant Election Officer shall perform this duties.
      1. Those who wants to contest in the election should obtain their nomination form from the Association. The forms will be made available online through the email as well as made available on the website of the Society.
      2. The Nomination form should be filled and one member must propose it and another second it and should be submitted to the Election Officer before the last date for filing of nomination.
      3. The candidate who submitted the nomination form but does not want to contest in the election later, can withdraw his nomination paper as per the date/ schedule published by the Election Officer.

        NOTE: The election date, nomination issuing date, nomination withdrawal date are not be included in the above given date.
      4. The date of election date, place, time the name of the Candidate, designation shall be sent to General Body members by post or through members registered email.
      5. In the Association, the election shall be held between 8.00 a.m to 5.00 p.m. if the election is conducted by ballot papers, Afternoon 1.00 to 2.00 are interval time.
      6. Election shall be conducted under the supervision of the Election Officer. If necessary the Election Officer have right to appoint persons or persons to assist in his work.
      7. Vote's slip shall be issued to each member, for each post and issued in bulk to the Office Bearers necessary Office Bearers shall only be elected particular vote slip are to be polled in that particular ballot box. On verification the poles. If the proposed Officer Bearers are exceeded the required office bearers in the ballot paper then the ballot papers shall be declared invalid.
      8. The Executive Committee may decide to conduct the elections by online method, provided the method is foolproof.
      9. After the election is over, ballot papers are to be counted and the result to be declared by the Election Officer. In case the elections are conducted by online method, the Election Officer may count the online votes in presence of the representatives available and declare the results. Signatures are to be obtained from all witness members present for counting the votes.
      10. If anything left, orally that should not be discussed in detail about the Election and its results. The Election Officer's decision is final.
  26. GENERAL FUNCTION:
    1. The Association is irrevocable. If the Association hereby constituted for any person in the opinion of the Executive Committee Meeting & Special General Body of the Association the net assets of the Association both movable and immovable shall be handed over to any Association as decided by the majority at the Special General Body Meeting.
    2. In the event of the winding up dissolution of the Association, its assets and liabilities, if any shall be transferred to another Association or Association which has similar objects and enjoying exemption under section 11 and 80-G of the Income Tax Act 1961.
    3. The Association shall invest its income available for investment from time to time in specific mode of investments as per section 13 (i) (d) read with section (ii) (5) of the Income Tax Act 1962.
    4. The Income and funds of the Association shall be solely utilised towards the objects of the Association and no portion of its income shall be utilised for payment to Office Bearers and Executive Committee Members by way of Salary, Remuneration, Profit, Interest, Dividends, etc., in section 13 (i) of the Income Tax Act 1961.
    5. The funds of the Association should not be applied for any religious purposes or given to religious institutions.
    6. Any amendment to the instrument would be carried only with the approved of Director of Income Tax (Exemptions).
    7. Acquisition / alienation of immovable property shall be done with prior approval of the Director of Income Tax (Exemptions).
    8. The benefits of the Association are open to all in the Association at large respective of caste, creed, religion sex etc.
    9. The activities and functions of the Association shall be utilized only towards charitable purpose and not for any profit motive.