APS Constitution

(Last Amendments in 2022-23)

1. NAME OF ASSOCIATION

The association shall be called as ‘Association of Physicians of Surat’ and in abbreviation as ‘APS’

2. AIM AND OBJECTIVES

• (a) To make progress in scientific knowledge in the field of Medicine.
• (b) To disseminate scientific knowledge and update amongst the Physicians and Medical Community of Surat city and district.
• (c) To publish APS news bulletin and scientific literature including booklets and disseminate scientific knowledge on topics of interest in the field of Medicine.
• (d) Endeavour to root out the quackery in the practice of Medicine.
• (e) To institute oration lectures, scholarships, awards, medals etc. for promoting the excellence in the field of Medicine.
• (f) To protect the rights and privileges of the members of APS.
• (g) To develop fraternity and strengthen solidarity among all the Physicians of the association.
• (h) To conduct community awareness programmes and projects for the welfare of the public at large.

3. MEMBERSHIP CATEGORIES

(a) Life Membership

Any physician or specialist from Surat having post graduate degree qualification in General/Internal Medicine (Registered under GMC/MCI/NMC of India) with or without post doctoral qualification can become a life member of APS after following prescribed application process.

(b) Associate Membership

Associate membership of APS can be conferred after following prescribed application process to the following persons.

(1) Any physician or specialist out of Surat having post graduate degree qualification in General/Internal Medicine (Registered under GMC/MCI/NMC of India) with or without post doctoral qualification

(2) Postgraduate students of General/Internal Medicine till they get pass out. After passing out their associate membership will be terminated AUTOMATICALLY and they have to reapply for life membership (as per 3 (a)), if they wish so.

(3) Postgraduate diploma/degree (Registered under GMC/MCI/NMC of India) holders in the sub-specialty of General/Internal Medicine.

(c) There will not be any annual membership category.

4. MEMBERSHIP APPLICATION PROCESS

(a) A person who fulfill the eligibility criteria and desirous to become the member of APS will have to apply in the prescribed form for the membership, which is made available to download on APS website.

(b) The application will have to be supported by 2 existing life members of APS along with NON REFUNDABLE life/associate membership fees (as per the category in which he/she falls), which will be determined time-to-time by the Executive Committee (EC) of APS and approved by the General Body.

(c) The application should also be supported with self attested copy/proof of all requisite qualifications and medical council registration certificates as well as two passport size photos. In case of postgraduate students of General/Internal Medicine, a letter from head of department/ unit denoting their residency status should be accompanied with the application.

(d) All applications will be scrutinized in the next available EC meeting of APS for the approval. The applicant will become life/associate member only after the approval from the EC.

(e) The register of all the members of APS will be kept with the Hon. Secretary of APS and will remain open to scrutiny of any member of the association. Names of the newly registered members of the association during the year shall be announced at the annual General Body Meeting (GBM) of the association. Preferably this may be circulated in the news magazine also.

(f) A member can resign from his/her membership at any time if he/she wishes by denoting so in writing to APS. A member will AUTOMATICALLY lose his/her membership if his/her name will be removed from the registry of any of the Medical Council.

5. RIGHTS OF THE MEMBERS:

(a) Life Members

All the registered life members will be eligible to participate in all the activities of the association. Life members will have the voting right and right to contest as EC member.

(b) Associate Members

All the registered associate members will be eligible to participate in all the activities of the association. However, associate members WILL NOT have the voting right or right to contest as EC member.

(c) All those who became members prior to the implementation of these new amendments will continue to enjoy the same status/rights; those had been coffered to them.

6. EXECUTIVE COMMITTEE

This will consist of: (1) President (2) President Elect/Vice President (3) Hon. Secretary (4) Hon. Treasurer (5) Immediate Past President (IPP) (6) Joint Secretary (7) Assistant Secretary (8) Joint Treasurer and (9) 12 Elected Members from the life members of APS (10) 3 to 5 Senior Physicians as Advisors at the discretion of the incoming President (12) Past presidents of APS as a Special Invitee (11) Any representative of Association of Physicians of Gujarat (APG) Board as a Special Invitee (13) 3 to 4 Co-opt Members at the discretion of the incoming President.

7. ELIGIBILITY TO CONTEST FOR THE EXECUTIVE COMMITTEE

Only life members of APS will be eligible to contest the election and eligible to vote.

• (a) Executive Committee Members: Any life member of APS can contest for the post of elected representatives (Total post available – 12); however, he/she must be a life member of APS for at least 3 full years.
• (b) Assistant Secretary: Must have worked for at least 2 years in the Executive Committee.
• (c) Joint Treasurer: Must have worked for at least 2 years in the Executive Committee.
• (d) Joint Secretary: Must have worked for at least 2 years in the Executive Committee. The President will have a privilege to select the Joint Secretary of his team if more than one candidate has applied for.
• (e) Hon. Treasurer: Must have worked for at least 2 years in the Executive Committee and 1 year as an office bearer.
• (f) Hon. Secretary: Must have worked for at least 2 years in the Executive Committee and 1 year as an office bearer.
• (g) Vice President/President Elect: Must have worked for at least 2 years in the Executive Committee and at least 2 years as an office bearer.
• (h) President: The President Elect/Vice President will automatically be elevated to be the President. The post of the President is for ONLY ONE year and he/she cannot re-contest for the post of President Elect/Vice President for up to next 5 years after relinquishing the post of the President. However, if the Vice President is unwilling to become the President, the election for that post will be held. In this situation the life member who has a standing of at least 10 years, has held the post of any office bearer for at least 2 years in the past.
• (i) All the office bearers and EC members should participate actively in APS activities and EC meetings as their moral and ethical responsibility and maximum possible attendance from them is highly anticipated.

8. ELECTION PROCEDURE

Election, if required, for all the posts, except the President, shall be held at the time of the annual GBM of APS and will be conducted through ballots.

• (a) Applicant will have to submit his candidature in a prescribed form, with the name and the signature of the proposer and seconder.
• (b) The Hon. Secretary/ Election Commission will announce the programme of the election to all members either through separate letter or through the news bulletin or digital media of APS.
• (c) The election notice will have to be given at least 30 days before the date of the election.
• (d) All nominations must be filed at least 15 days prior to the date of the election.
• (e) Nomination can be withdrawn any time before the stipulated time of withdrawal.
• (f) A member can contest for any number of posts, but if eligible for all posts, he can retain only 1 post to contest.
• (g) In case of any dispute, an appeal should be filed to the Election Commissioner and his decision shall be final. IPP shall be the Election Commissioner. He will form committee of 2 past presidents as members of the election committee if election is required.
• (h) The New EC shall function after the annual GBM is over.
• (i) Installation of the New Team can be at any time after the annual GBM.

9. DUTIES AND POWERS OF THE EXECUTIVE COMMITTEE

The duration of the EC will be ONE year from 1st April to 31st March of the next year or till the next election will be held. The full EC shall meet at least ONCE in three months.

• (a) To decide and convene the annual general meeting before March end every year.
• (b) To convene the Special GBM if required and to call the Requisition meeting if so required.
• (c) Requisition meeting can be called if at least 50 members request so in writing. It should be convened within 21 days of the request. It can discuss only that agenda which is requested by the requisition members. No other agenda can be discussed at the requisition meeting.
• (d) To scrutinize and prepare the accounts of the association to be presented to the General Body.
• (e) To decide on acceptance of the donations for the purpose of Oration, Scholarships, and Awards; to be placed before the annual general body. The terms of each should also be presented to the General body for acceptance.
• (f) To decide the academic and CME programmes for the benefit of the members.
• (g) To interact with the authorities if required for protecting the rights of the members of the association and also to participate in activities of social advantages and of advantage to the public at large.
• (h) To propose ‘Rules and Amendments’ to the existing rules for consideration at the annual GBM. Rules and amendments can be passed only with 2/3 majority of the members present and voting, at the time of the annual meeting. Proposed rules and amendments must be circulated in writing at least 1 month prior to the annual GBM.
• (i) Generally to act in all matters in relation to the affairs of the association not specifically provided for.
• (j) All matters before the GBM will be decided by simple majority of votes except that mentioned in (h) above.

10. CORE WORKING COMMITTEE

The President, Vice President, Hon. Secretary, Hon. Treasurer, Immediate Past President, and Joint Secretary, shall form the CORE working committee for daily routine work and they may meet as often as require for any decision.

11. ANNUAL GENERAL BODY MEETING

(a) This should be held before the March end, unless mitigating circumstances exists. The Hon. Secretary shall issue a notice to this effect. The notice shall contain the agenda to be discussed. 50 members shall form a quorum. If sufficient quorum is not present, the meeting will adjourn for 15 minutes and thereafter a non-quorum meeting shall be called in. The non- quorum meeting shall discuss only that agenda which is notified.

(b) The President of APS shall preside over the annual GBM. In his absence, the President Elect shall preside, if both are absent, the members those present shall elect a Senior Member to preside over the meeting. However, on arrival of the President or President Elect, they will take over the Chair.

12. SPECIAL GENERAL BODY MEETING AND REQUISITION MEETING

(a) Should a necessity arise, the EC is empowered to call a special GBM. The notice for the special GBM must be issued at least 15 days in advance and must contain the agenda to be discussed. No other agenda except that notified can be discussed in the specially convened GBM.

(b) The EC must convey a requisition meeting if at least 50 members so desire in writing, giving the agenda to be discussed at such a meeting. No business except that notified can be discussed at the requisition meeting. At least 15 days notice must be given to convene the requisition meeting. The time and venue of the special meeting and the requisition meeting must be notified.

13. EXTRA ORDINARY-EMERGENCY GENERAL BODY MEETING

The President, should need arise, is empowered to call an extra ordinary-emergency GBM at 24 hours notice. The agenda of this emergency meeting should be informed either through a phone call or through a SMS or WhatsApp to all the members of the association. No business other than that notified can be discussed at this meeting. The majority opinion shall be carried through.

14. As far as possible the EC shall form a scientific committee and other committees to decide the various programmes during the year.

15. If for any reason, the post of the President falls vacant during the year, the President Elect shall function as the President of the association. However, if both the posts, of the President and President Elect fall vacant, the rest of the members of the Executive Committee shall elect any of the Senior Member of APS to function as the President for the rest of the year.