The name of the society shall be “Vitreo Retinal Society – India” the term “Society” herein after used in the constitution shall imply the “Vitreo Retinal Society – India”

The Society shall be governed by this Constitution and its Bye – laws

The registered office of the society will be located at the place and address of the Hon. Secretary

The objects of the Society shall be:

• To cultivate and promote practice and research in the diseases of Retina, Vitreous and allied disciplines of Ophthalmology
  
  
• To accelerate and promote professional and social fellowship amongst the members of the society and provide all opportunity to each member to undertake, promote and participate in all the activities of the society so as to realize their full potential.
  
  
• To contribute to mutual exchange of knowledge and appreciation of each others problems amongst the members of the society
  
  
• To promote continuing education in the field of retina, vitreous and allied specialties of ophthalmology by organising (a) seminars, symposia, workshops, conferences and refresher courses and (b) by publishing papers, pamphlets and journals on academic and non academic matters pertaining to the society
  
  
• To promote the development and research of instruments and appliances in the field of retina, vitreous and allied specialties with a view to manufacture and encourage such products in developing countries
  
  
• To encourage the formation and eventual affiliation of state vitreo–retinal surgeons associations and to co-ordinate with other associations and societies of allied disciplines
  
  
• Publishing journals, proceedings, newsletters on academic and related matters pertaining to the society whenever adequate funds are available
  
  
• Instituting awards and orations
  
  
• Organizing exhibitions of machinery and appliances pertaining to practice of retina, vitreous and other specialties in ophthalmology and allied sciences with a view to encourage and improve manufacture of such instruments and appliances in India and other developing countries.
  
  
• Maintaining liaison with and affliation to the All India ophthalmological society (AIOS)
  
  
• Co–operating with other medical societies/associations
  
  
• Ensuring ethical practice and professional conduct of its members as laid down by the society from time to time
  
  
• Raising finances through subscriptions/contributions/donations from members and non–members and creating special funds to run the activities of the society
  
  
• Acquiring and disposing movable and immovable property and assets by purchasing, constructing, altering, maintaining selling or mortgaging properties that may be necessary for the aforesaid objectives.
  
  
• Framing bye–laws, rules and regulations and to amend, add, alter or delete the same as and when necessary.
  
  
• Doing all such other things as may be incidental to or conducive to attaining the aims and objectives of the society.

The Society will have the following type of membership.

• Regular Life Members
  All Ophthalmologists (with allopathic degree recognized by MCI) with primary interest in the field of retina vitreous and Allied disciplines residing in India will be eligible.
  
  
• Associate Life Members
  All Ophthalmologists with secondary or casual interest in the field of Retina Vitreous and Allied disciplines and scientists, Health personnel engaged in research in the field and residing in India will be eligible. This will be decided by a questionnaire.
  
  
• International Life Members
  International members will be those persons who fulfill the criteria in clauses 1 and 2 above and are not residents of India.
  
  
• Members in Waiting:
  An Applicant for membership, whose application is found in order but not ratified by the general body and membership confirmed by official communication from the office of Hon. Secretary
  
  All categories of members will participate in all activities of the society, but only regular members will have voting rights and can hold office. Associate members and international members may apply for a change to regular membership when qualified to do so.

• All Subscriptions of life memberships shall be a one-time payment or paid in two equal instalments at 6 months’ interval.
  
  
• Membership fee for Regular and Associate life Membership is at present Rs. 2000/-
  
  
• Membership fee for international Life member is at present US$ 300.
  
  
• The fee amount may be altered by the Governing Council from time to time.

All members will have the right to participate in and benefit from all academic activities of the Society. Only the Regular Life members will constitute the General Body, can vote and hold office.

If a member opts to pay Life Membership subscription in two instalments under Article VI (1) he will be treated as life Member only after he pays both the instalments. Till such time he will be treated as a Member in Waiting

Membership of the society will cease:

• By voluntary resignation
• On death
• By a decision of 2/3rd of the members of the Governing Council on the ground of Professional misbehavior or misconduct provided the same is ratified by a general body Meeting by a simple majority. Any life Member who has ceased to be a member pursuant to the provisions of this clause may be re – admitted on such terms as the Governing Council may think fit (by a decision of 2/3rd of the members of the governing council, provided the same is ratified by a General Body Meeting by a simple majority) Notice to this effect be given a month before the General Body Meeting.
• If a member fails to pay the second instalment within a period of one year after it has become due and has been notified to the member by a registered letter.

Membership of the society will cease:

The affairs of the society shall be managed by the Governing Council elected by the General Body.

Composition

The Governing Council shall have the following office bearers

1. PRESIDENT ……………………………………………:   1
2. VICE PRESIDENT……………………………………...:   1
3. HON. SECRETARY …………………………………….:   1
4. HON. JT. SECRETARY ……………………...…………:   1
5. HON. TREASURER …………………………………….:   1
6. HON. JT. TREASURER  ………………………………..:   1
7. MEMBERS. Minimum …………………………………..:   1

                            Maximum ……………………………………...:   3

1. CONVENER – SCIENTIFIC COMMITTEE …………...:   1
2. EX – OFFICIO MEMBERS
1. IMMEDIATE PAST PRESIDENT
2. IMMEDIATE PAST HON. SECRETARY

1. ONE REPRESENTATIVE from the local Organising Committee to be co–opted prior to the Annual Conference

1. President (Chair)
2. Secretary
3. Treasurer
4. Convener Scientific Committee

1. Convener Scientific Committee
2. President
3. Secretary
4. Representative of Organising Committee  

a) All members of the Governing Council shall be elected by secret ballot at an annual general body meeting after 2 years. The out going office bearers may seek re–election unless he or She is disqualified on other grounds as mentioned in the rules.

b)  The tenure of the Governing Council is 2 years

c)  A Member can apply only for one position

d) No office bearer of the society shall hold the same office for more than two consecutive terms of two years each. However re–election to same office will be permitted after a gap of at least one term.

e) An out – going office bearer shall hand over charge by delivering all papers of the society to the new elected office bearer within one month of election.

f) An office bearer may be removed by resolution of a general body by 2/3rd majority.

g) The out going office bearers may seek re- election unless disqualified as mentioned in article VIII or completing a second consecutive term of the same office.

h)  No member can file nomination for more than one post in a given election.

NOTICE OF GENERAL BODY MEETING

The Notice of the General Body meeting shall be sent by the Hon. Secretary to every member at least one month before the date of the meeting either by sending it by post, under certificate of posting, registered post or fax. The Hon. Secretary shall fix the date of this General Body Meeting in consultation with the president.

• All regular members shall constitute the General Body of the society
•  It shall govern the affairs of the society through the elected office bearers and Governing Council

Minimum of 10% of total regular members registered for the meeting. In case the quorum is not present at the start of the general body meeting, it shall be adjourned for 30 minutes and reconvened on the same day and the same venue. Adjourned general body meeting will not require any quorum.

1. The Members of the Governing Council shall meet as often as required and one – fourth of the members of the Governing Council shall be a quorum for the said meeting.

2. The Secretary shall circulate the agenda for the meeting to the office bearers at least one month prior to the date of the meeting.

3. The President shall preside at the meeting of the office bearers and in his absence the vice president shall preside over the said meeting. In absence of both president and vice president the meeting will be presided over by the Hon. Secretary, or any other member of the Governing Council decided at that time.

4. The President or presiding officer will have a casting vote in event of a tie.

5. The voting at any meeting of the office bearers may be by ballot or by raising of hand.

6. The President shall be the exclusive head for important matters and politics and shall preside over all general body meetings and shall be responsible for upholding the constitution of the society and shall approve the mandates of the general body and the meeting of the office bearers and all decisions shall be executed under his orders.

7. The vice president shall perform the functions of the president in the absence of the president.

The functions of the Governing Council shall be as under:

1. To frame rules and regulations for conducting the business of the society and/or its any Centre, institution, activity conducted by the society which shall not be inconsistent with the object, rules and regulations of the society.

2. To Consider and recommend the applications for membership as per rules.

3. To appoint, promote, punish, suspend, remove or dismiss employees and to frame/alter/modify/cancel rules and regulations of the service conditions and wages of the employees.

4. To raise loans and/or accept deposits with or without security and decide the terms and conditions on which they should be accepted and to offer necessary security thereon.

5. To sanction loan and Advances for conduct of annual meeting and other events organized by the society form time to time.

6. To arrange for proper maintenance of accounts and preparation of balance sheets, statements etc. and submission of progress reports and other obligatory returns before the General Body Meeting and then to submit or forward the same to the concerned authorities.

7. To see that the verifications of the property including stock of the society is done every year.

8. To do all such other acts and things those are necessary.

9. To convene the Annual General Body or special General Body Meeting whenever necessary.

10. To shift the office of the society to any suitable and convenient place in India as and when found necessary by the Governing Council.

11. To purchase or otherwise acquired movable or immovable property of the achievement of the objects of the society.

12. To sell, lease out, mortgage, charge, exchange, donate, gift or otherwise dispose of any portion and/or whole property on such terms and conditions as the Governing Council may think fit and proper in the interest of the society with prior approval of the General body.

13. To elect Governing Council after every 2 years.

14. To Create different earmarked funds and to spend out of them for the objects of the society.

15. To form/reform dissolve committees/subcommittees for carrying out any one or more objects/functions of the society.

16. To frame/alter/modify/cancel rules regarding scope and functions and Honorarium of the said committees and sub committees and sub committees framed as per the above clause.

17. To fix/revise the Honorarium of any member of the Governing Council.

18. File appeals, applications, petitions before any court/authority/ commissioner, whenever found necessary in carrying out the objects of the society.

19. To suggest amendments to the Memorandum and/or rules of the society.

20. To look after the properties and funds of the society and keep them in good condition.

21. To develop the property.

22. It shall be lawful for the members of the Governing council to re- imbrues themselves out of the funds of the society, all costs and expenses incurred in carrying out the works of the society.

23. The Governing Council shall be competent to delegate any of its powers to the president, Hon. Secretary of the Governing Council, or any committee or sub – committee formed for specific purpose.

24. Subject to the rules and regulations and resolutions passed by the society at the General Body Meeting, the Governing Council shall have full authority to carry on the business as provided for in the Memorandum of Association of the society and can call for its meeting whenever necessary. Governing council shall meet as and when required.

25. Business of an urgent nature may be disposed of by calling out special meeting of Governing Council or by Circulation of relevant papers amongst the members of the Governing council provided that a resolution is passed by a 3/4th majority of the members of the Governing council to ratify such action. All such resolutions passed accordingly by circulation will be ratified in the subsequent meeting of the Governing council.

26. Any casual vacancy in the Governing council on account of death resignation etc. of a member of the Governing council shall be filled in by the remaining members of the Governing council by co- option and such member shall hold the office till the remaining tenure of the Governing council.

27. In case of any vacancy arising in the Governing council for any reason whatsoever the remaining members shall be competent to function in the normal course provided that there are at least as many members as are required to form the quorum for the meeting.

TA/DA for meetings held other than Annual General Body Meeting   

TA/DA for office Bearers should be decided as per the available funds of the society as present Air fares are expensive. Train fare 1st class may be sanctioned. This provision is only meant for meeting held during the year before the annual general body meeting. These allowances will not be allowed/sanctioned for attending the Annual General Meeting of the society.

A) PRESIDENT

The president of the society shall preside at and conduct and regulate all meeting of the society, the Governing council or sub committees of which he may be a member and his rulings on any point of order and decision as to the results of voting shall be final and conclusive. The chairman shall in addition to his rights of voting as a member have a casting vote in case of a tie. In the absence of the president the vice president shall have the authority to interpret the rules and regulations for the purpose of conducting and regulating the meeting and deciding the question arising at such meeting. President will represent the society. President shall constitute subcommittees to be confirmed by the General Body.

B) VICE PRESIDENT

Vice President shall perform all the functions of the President in the absence of the President.

C) HON. SECRETARY

1) To manage the day-to-day affairs of the society under the direction of the president.

 2)  To attend and reply all correspondence on behalf of the society.    

3) To supervise the work and functions and activities of the society and get them done in proper manner.

4) To authorize expenses upto Rs. 1000/- without previous sanction of the Governing Council and shall get it ratified in the next meeting of the Governing Council.

5) Shall keep the report of the working of the society before the Governing council and General Body Meeting.

6) To convene all meetings of the Governing Council and the General Body in Consultation with the president.

7) To record proper Minutes of the proceedings at the Meetings of the Governing Council and of the General Body in separate minute books as may be kept for the purpose and give effect to all resolutions passed at such meetings.

8) To keep a register of the members of the society as per the societies registration Act, 1860, and to make arrangements for the recovery of subscriptions.

D) HON. TREASURER

1.  To have custody of all funds and money of the society.

2. To have custody of all account books and bank pass books, receipt books, vouchers and other concerned files.
 
3. To accept any money and pass receipts

4. To keep detailed and regular accounts

5. To prepare the Budget and accounting statements and get them approved by the Governing council and get them audited

6. To place the audited statements before the general body

7. To make payments only when supported by a voucher duly counter-signed by the Hon. Secretary.

E) HONORARY JOINT TREASURER

The Honorary joint Treasurer shall officiate in absence of Hon. Treasurer.

  F) CONVENOR, SCIENTIFIC COMMITTEE
    
1) Shall plan and propose programmes for the scientific Meetings/conferences of the society for approval and finalization by the scientific committee.

2) Propose Special invitees, process the cases for Academic recognition, honor or support for and on behalf of the scientific committee.

3) May propose the formation of subcommittees such as, site selection committee and annual programme committee to aid and assist the functioning of the scientific committee

The annual general body meeting of the society will be held once every year during the annual conference with prior notice of one month before the dates of the meeting form the Hon. Secretary, in consultation with the President. It will be presided over by the President, in his absence by the Vice- President, and in his absence by the Hon. Secretary or any one else elected to preside this specific meeting. All regular life members shall constitute the general body.

TRANSACTIONS

1. To confirm the Minutes of the previous General Body Meetings.

2. To discuss matters arising form the Minutes of this Meeting.

3. To present Hon. Secretary’s Report.

4. To pass the budget for the ensuing year.

5. To present and approve the audited statement of previous year.

6. To elect members of governing council every two years by process of election.

7. To appoint CA and an Auditor and to sanction remuneration for the same.

8. To consider amendments for the rules, if duly proposed and seconded by members.

9. To lay down policy.

10. Any other matter with the permission of the president.

11. To discuss the outlines of next year’s functions and working.

1. President can call a General Body Meeting for an important purpose with one month’s notice.

2. On request in writing made by 2/5th of the members of the society the Hon. Secretary/President shall call a General Body Meeting within a month’s time form the date of such notice. In the event of secretary/chairman failing to call for the General Body Meeting for a specific purpose mentioned in the notice then the members themselves can call for the requisitioned meeting by designating one of them as convenor for the purpose. Such requisitioned meeting shall always be held in the office of the society.

Annual Meeting:

1. The society shall organize symposium/workshops/conferences etc. at least once in a year.

2. It may host or organize an international conference in place of the scheduled conference.

3. Normally a period of six months would be given for notifying the scientific meeting of the association.

4. The scientific meeting will be organized by a committee on behalf of the Vitreo Retinal Society – India, according to its constitution and bye – laws.

Journal/Proceedings:

It may start publication of a journal which will specifically deal with the subject of retina and vitreous and allied Speciality, whenever funds are available.

Electronic Media: 

The society might chose to use any of the modern electronic media such as web site.

Awards/Orations: 

The society may institute awards and orations after due approval by the Governing council.

Funds:

The funds of the society shall be kept under:

• Reserve Funds: All regular and international membership subscriptions under << Membership>> section. Only interest of this fund shall be transferred to the general fund.
• Donations to institute awards and orations under << Awards and orations>> section.
• Any other income or unconditional donations, at discretion of Governing Council
• General Fund
• Meeting registration charges shared with local organizing committee as laid down in the bye – laws
• Trade exhibition charges, shared with local organizing committee, as laid down in the bye – laws.

Expenses:

The following expenses shall be borne by the society

• Expenses borne by the office of the Hon. Secretary and Hon. Treasurer shall be subsidized/ borne by the society as laid down in the bye – laws.
• Expenses borne by the office of the convenor scientific committee shall be subsidized.
• Payment made toward holding of conference, workshops, printing of stationeries and postage for efficient working of the society.

 INVESTMENT OF FUNDS:

The money which is not required for immediate use shall be invested as approved under the provisions of the Bombay Public Trust Act 1950 and/or provisions of the income Tax. Act, 1900.

LOANS:

The society may raise loans if necessary for furtherance of the objects of the society form any individual, Bank, Financial Institutions etc. on interest free basis or on payment of interest, with or without hypothecating or mortgaging property of the society. However approval of the General Body and sanction of the charity commissioner, Bombay is necessary for raising such loan.
 

ACCOUNTING YEAR:

The accounting year of the society shall be from 1st April to 31st March every year.

BANK ACCOUNTS:

The Bank account shall be opened in any one or more scheduled bank/s, post office or approved co–operative bank/s in the name of the society, and shall be operated jointly by a President and/or Hon. Secretary and Hon. Treasurer.

RECORDS:

The following records shall be kept by the Hon. Secretary and the Hon. Treasurer.

1. Membership Register
2. Proceeding Books
3. Notice Book
4. Attendance Books
5. Voucher File
6. Receipt Books
7. Cash Book and other subsiding register
8. Any other registers that may be necessary
9. Property Register in the prescribed form

1. Subject to the provision of Sec. 35 and/or Sec.36 of the Bombay Public Trust Act 1950 the society can purchase/sell, give/accept gift, exchange, acquire, dispose, alienate any immovable property.
  
2. No persons in whom for the time being any fund money, any property, movable or immovable of the society may be vested shall be answerable for any loss arising in the administration or application of the said fund money/ property unless such loss or damage or deterioration shall happen by or through the willful default or neglect as determined by the Governing council or its authorized sub committee.

Under this provision of constitution, bye–laws can be made which can be amended from time to time by simple majority in a General Body Meeting.

The Governing council may recommend any amendment, addition, alteration or deletion to the constitution, provided they give at least 30 days of clear notice with the details of proposed amendments to the members of the society before the general body meeting.

2/3 of members attending and voting at the General Body Meeting is necessary for passing the resolution.

22. ALTERATION IN THE NAME OF SOCIETY AND OBJECTS

If at any time a question of changing the name of the society or amendments/alterations, additions to the objects of the society shall arise then it will be lawful for the Governing council to do the same after following the procedure laid down in section 12, 12A, 12B and 12C of the societies Registration Act 1860.

The Provisions of section 12, 12A, 12B and 12C of the Societies Registration Act 1860 is reproduced below.
                          
Section-12. Societies enabled to alter, extend or abridge their purposes- whenever it shall appear to the governing body of any society registered under this Act which has been established for any particular purpose or purposes, that it is advisable to alter, extend or abridge such purpose to or for other purposes within the meaning of this Act, or to amalgamate such society either wholly or partially with any other society, such governing body may submit the proposition to the members of the society in a written or printed report, and may convene a special meeting for the consideration thereof according to the regulations of the society.

But no such proposition shall be carried into effect unless such report shall have been delivered or sent by post to every member of the society ten days previous to the special meeting convened by the governing body for the consideration thereof, nor unless such proposition shall have been agreed to by the votes of three fifths of the members delivered in person or by proxy and confirmed by the votes of three fifths of the members present at a second special meeting convened by the governing body at an interval of one month after the former meeting.

Section-12A. Registration of charge of name –

(1) where a proposition for change of name has been agreed to and confirmed in the manner prescribed by Sec. 12, a copy of the proposition so agreed to and confirmed shall be forwarded to the registrar for registering the change of name. If the proposed change in the name is in his opinion undesirable of any of the reasons mentioned in sec. 3-A the Registrar shall refuse to register the change of name.

(2) Save as provided in sub – section (1), the registrar shall, if he is satisfied that the provisions of this Act in respect of changes of name have been complied with, register the change of name and issue a certificate of registration altered to meet the circumstances of the case. On the issue of such a certificate the change of name shall be complete.

(3) The Registrar shall charge for any copy of a certificate issued under sub – section (2) a fee of rupee one and all fees so paid shall be accounted for to the state government.

(4) If, through inadvertence or otherwise, a society is registered by a name which should not have been registered (due regard being had to the provisions of sec 3-A) the Registrar may, after hearing the party concerned direct the society to change the name, and the society shall change its name within a period of three months form the date of the directions in accordance with the provision of this Act, or such longer period as the Registrar may think fit to allow.

Section-12B. Effect of change on name – The change in the name of a society shall not effect any rights or obligations of the society or render defective any legal proceeding by or against the society; and any legal proceeding which might have been continued or commenced by or against it by its former name may be continued or commenced by or against it by its new name.

Section-12C. Registration of change of names effected before coming into force of Bom. Act 53 of 1958 – if any society registered under this Act, has before the date of the coming into force of the societies Registration (Bombay Amendment) Act, 1948, intimated to the Registrar of companies the change of its name and if the registrar has recorded such change, the registrar may, not withstanding anything contained in this Act; on an application made by the society in this behalf and on payment of a fee as provided for in sub- section (3) of sec 12-A register the change of such name and issue a certificate to the society under sub – section (2) of the said sec, 12-A. On the issue of such certificate the change shall be deemed to be complete from the date on which such change was recorded by the Registrar, notwithstanding the fact that the society had not followed the procedure prescribed in sec. 12 and 12A.

A) For any reason whatsoever if the activities of the society come to standstill or require to be wound up, the governing council by a resolution shall apprise the financial position to the General body and after settling all accounts, debts, the resolution to that effect shall be passed by not less than 3/5th of the members whose names are in the membership registers of the society in a special General Body Meeting convened for that purpose with a written notice of clear 30 days given to all members of the society.

B) However, on the dissolution of the society if after satisfying all its debts and liabilities whereto remain any property or properties movable or immovable whatsoever shall not be given or distributed amongst the members of the society but shall be handed over to any other society and/or public trust having the same or similar objects for which this society is formed and/pr as per orders of the court. However, the procedure for dissolution laid down in section 13 and 14 of the societies registration Act, 1860 will be followed.