Constitution of the Society

1Name

The name of the society shall be THE SOCIETY OF NEUROSCIENTISTS.

2Address

The registered office of the society shall be at 10A, Nayagaon Housing Society, Rampur, Jabalpur (M.P.).

3Jurisdiction

Madhya Pradesh and Chhattisgarh.

4Objectives of the Society

1. To maintain close association and co-operation among those devoting full time to any branch of Neurological Sciences within and outside states of Madhya Pradesh and Chhattisgarh.
2. To maintain the highest standard in the ethics and practice in all the fields of neurological sciences.
3. To maintain this high standard, every endeavour shall be made to give adequate training to those who are properly qualified.
4. To promote and encourage research in all the fields of neurological sciences.
5. To receive and accept donations, gifts, grants or contributions in kind and cash from any person or persons, associations, societies, companies, authority or Government for the furtherance of the aims and objectives of the Society.
6. To increase public awareness about neurological disorders.
7. To formulate a code of conduct for its members.

5Membership

Any Member on paying the membership fees of Rs. 3,000/- for Associate Membership and Rs. 5,000/- for Life Membership and Rs. 3,000/- for conversion of an Associate member into a Life Member.

6Membership Admission

1. Life Membership Admission shall be restricted to those in full time practice of any branch of Neurological Sciences and/or processing a postgraduate degree or diploma in any sub-specialty of Neurological Sciences. They would be admitted under separate category of Neurology, Neurosurgery & Allied branches of Neurosciences.
2. Application of Life Membership shall be proposed and seconded by Life members of good standing and the Governing Body shall be the authority to admit them.
3. The privileges of a Life Member would be to receive the Journal of the Society, voting and contesting for posts as per rules and to present papers at Conferences of the Society. The privileges of Membership shall come into effect after the Governing Body has approved the membership application.
4. Associate Membership shall be open to those who have evinced interest in any branch of neurosciences through their professional and/or scientific activities.
5. Associate Members shall be proposed and seconded by Life members of good standing. The Governing Body shall be the authority to admit Associate Members.
6. Associate members can take part in all the activities of the society by presentation of papers at scientific meetings, participation in discussions or publication of papers in journal of the society etc. and shall have all the privileges of membership except that they shall not have the right to vote or be office bearers of the Society. The privilege of Membership shall come into effect after the Governing Body.
7. The application for membership shall be recommended by any of the Members and approved by the board of management in their meeting.

7Members Eligibility

Any person who is of sound mind, above age of 21 years, in full time practice of any branch of Neurological Sciences and/or processing a postgraduate degree or diploma in any sub-specialty of Neurological Sciences. They would be admitted under separate category of Neurology, Neurosurgery & Allied branches of Neurosciences and who is not convicted for any offence can become a member of the society. Every member should strictly abide by the Rules and Regulations of the SOCIETY.

8Cessation of Membership

The membership shall be ceased or cancelled in case of death, insolvency, involvement in any crime, failing to pay membership fees or involvement in any illegal and anti-management activities. Members once who has contributed the member's fees/donation is not refundable under any circumstance and also not entitled to be transferred in anybody's names.

9Documents

The following books, documents or registers shall be maintained at the Registered Office of the Society:

1. Register containing the names and addresses of the Society bearing the signatures of the individual member.
2. Voucher and account books.
3. Proceedings of Governing and General Body meetings.
4. Any other documents as the Secretary may deem fit or as the Governing Body of the Society may direct.

10Meetings

A) General Body Meeting

The General Body of the society shall consist of all the members who have legal membership out of which twelve shall be elected to constitute the Governing Body of Managing Committee.

1. There shall be at least One General Meeting of the society every year chaired by the President.
2. The first General Body Meeting of the Society shall be held within 3 months from the Date of Registration.
3. The General Body Meeting of the Society shall be convened by the Secretary under instructions and guidance of the President at least once in a year giving 15 days' prior notice to the members clearly stating venue, date and time together with the agenda of such matters as are required to be determined by the Governing Body Meeting.
4. The Chairman of the General Body Meeting of the Society shall be the President of the Society, if present; otherwise the Vice-President shall function as Chairman.
5. Notice of the Meeting of the General Body by the Secretary may be given to the members provided, however, in the case of General Body Meeting convened for the purpose of considering any proposal for the alteration, amendment, addition to or revocation of any of the Memorandum of Association or the Rules and Regulations of the society or for the amalgamation of the Society with any other society, a written or printed report of the Governing Body proposing the change shall be given to every member at least 15 days before the date of General Body Meeting.

B) Governing Body Meeting

1. The Governing Body meeting of the Society shall be convened by the Secretary under instructions and guidance of the President at least once in a quarter giving 7 days' prior notice to the members clearly stating venue, date and time together with the agenda of such matters as are required to be determined in the Meeting, the presence of at least 1/2 (one/two) of the members in person or proxy shall be required for validity.
2. If meeting is adjourned for want of quorum, no quorum will be necessary for the adjourned meeting. Adjourned meeting will be held on the same date and venue after 15 minutes from the scheduled meeting.

C) Special General Meeting

In case of alteration, amendment, addition or revocation of any of the articles of the Rules and regulations of the Society or amalgamation with any other society or Association or for the dissolution of the society, the presence of at least 2/3 (two-third) of the members in person or proxy shall be required for validity. The quorum of the General Body Meeting shall not be below 2/3 (two-third) of the total membership. Questions, resolutions etc. arising in the Meeting shall be decided upon by majority of votes whether by voice vote (show of hands) or by poll and if needed the Chairman has a casting vote. Each member shall have one vote which he may utilize in presence or by proxy. Copy of alternations/amendments/additions or revocations approved in the special general meeting shall be deposited to the registrar within 14 days of such alternations/amendments/additions or revocations is applicable.

11Powers and Duties of the General Body

The following are the powers and duties of the General Body:

1. To approve the report of the Governing Body, the Accounts of the Society and its Auditors Report.
2. To elect, by votes, the eligible members of the Governing Body unless otherwise agreed upon.
3. To appoint Auditors or Auditor and to fix their or his remuneration.
4. To approve the financial budget.
5. To transact any other business this may be brought forward by any member of the Governing Body or of the Society with the prior permission of the Chairman.

12The Governing Body

a. The affairs of the Society shall be managed by the Governing Body. The Governing Body shall consist of:

1. President — 1
2. Vice President — 1
3. Secretary — 1
4. Treasurer — 1
5. Members — 6
6. Immediate Past President — 1
7. Editor, Journal of The Society of Neuroscientists
8. Past Secretary — 1
9. Past Treasurer — 1
10. Organizing Secretaries of the forthcoming and concluded Annual Conferences

b. The Governing Body will have six members who will be elected for a term of three years each. Of these there will be at least two neurosurgeons and two neurologists. The rest of the members could be from any specialty. They may be assigned specific responsibilities as determined by the GB.

c. The President, President elect, Secretary, Treasurer shall be "Officers" of the Society.

d. The term of office for various Governing Body members shall be as under (a year for the purpose of this proviso shall be counted from one annual General Body meeting to the other):

1. President and President elect — One Year
2. Secretary, Treasurer and Governing Body Members — Three Years
3. Immediate Past Presidents — One Year
4. Editor — Three Years
5. Past Secretary — One year
6. Past Treasurer — One year
7. Organizing Secretaries of Annual Conferences — One year (starting from previous conference to the conference being organized)

e. Limitation:

1. The President & President elect shall not contest for any position in the Governing Body subsequently.
2. Members of the Governing Body including office bearers of the Society would hold office for only one term in their respective offices.

f. The office bearers of the Governing Body are elected by the majority vote at the General Body meeting. The Chairman of the Governing Body shall be the President. If he is not available, the Vice-President presides over the meeting. The quorum for the Governing Body meeting shall be 1/2 (half) members. Questions arising in the meeting shall be decided by majority votes whether by voice (show of hands) or by polls; and if needed, the Chairman has a second or casting vote. Hence, the number of executive members shall be seven. However, the total number of members in the Governing Body shall not be less than twelve.

g. Other Matter:

1. Only Life members can contest for any post.
2. For the post of Secretary, Treasurer a contest and should have been a Life Member of the Society for a continuous period of 5 years.
3. For the post of President elect a contest and should have been a Life member for continuous period of 15 years.
4. A member to be eligible for election as GB member should have attended at least 2 of the last 5 annual conferences of the Society.
5. No member of G.B. can take charge of office of any post of the Society without completing the term of existing post.
6. The President Elect shall automatically become President in the following year.
7. There shall be no election for the post of President.
8. In the event of resignation, demise or insanity of an officer of the Society, the G.B. is empowered to nominate one of its existing members to the post vacated till the following election.
9. Elections shall be held by voting by voice / postal ballot and/or electronic ballot prior to / during the annual conference.
10. The Governing Body shall have the right to change the logistics of the election process in the face of exigencies or introduce byelaws for other modes of voting like electronic voting as and when required.

13Terms of Governing Body

1. The term of the Governing Body shall be maximum three years or as may be decided by members. But they can continue in the Office for another Six months after the expiry of the term with the approval of the General Body till the fresh elections of the Governing Body is held. The members in the Governing Body are eligible for re-election.
2. Vacancies occurring in the Governing Body shall be filled-up by the President and the substitute member shall hold office until the next General Body Meeting.
3. The member of the Governing Body may resign his membership, at any time, by proper communications in writing to the President, his intention to resign; the resignation will take effect on its acceptance by the Governing Body.

14Powers of Governing Body

The Governing Body as herein constituted shall have full powers and it is hereby authorized, subject to the provisions of those present, to do amongst others, the following acts, matters, deeds and things:

1. To acquire properties, movable or immovable for and under the name of the Society by way of purchase, lease, exchange or otherwise, grant, legacy, bequest, right, privilege from any person, company, society, Government or institution or body whatsoever and to hold all or part of the movable or immovable property of all descriptions now or hereafter vested in or in the possession of any person or body and used to devote for or to any purpose of the Society or any charitable, educational, social, moral, cultural, religious, scientific or other purposes whatsoever in connection therewith and to have the name or names of any or all of the above named mutated in any court of office (civil, revenue, municipal, estate) or any other nature to that of the society.
2. To alienate by way of lease, exchange, bring out, gift, or otherwise with or without securities, the properties, movable or immovable, or funds of the society or any portion thereof, including the making or giving subscription contributions or assistance, pecuniary or otherwise, to charitable, educational, benevolent or other institutions, bodies or persons as from time to time deem necessary or appropriate.
3. To apply for, obtain, collect, receive or recover from any Government or authority, whether state, District, Municipal, Cantonment Board, University or other public or private body or person such grants, allowance, rights, concessions and privileges as may seem from time to time desirable and to carry out, exercise comply with, and utilize the same.
4. To do donations to any other societies, whether registered or unregistered having similar objects.
5. To open and to operate current, savings or fixed deposits, accounts, with any scheduled Bank or Banks in the name of the Society upon such terms as the Governing Body shall deem fit and to remove or appoint those who operate on such account, or to open branch accounts with any scheduled Bank or banks in the name of the Governing Body or departments or heads of Institutions controlled by the Governing Body of the Society and to appoint or to remove those who operate on such accounts.
6. To administer or manage the funds of the Society either, directly or through the President or Secretary or Correspondent duly appointed by the Society for the purpose from time to time and to raise funds with or without securities, in any manner that the Society shall think proper.
7. To commence, prosecute, defend, appear, to conduct, abandon, continue, compromise, contest, or submit to any Civil, criminal, administrative, revenue, municipal, arbitration, conciliation, or other proceeding or inquire for furtherance of or in conjunction with any of the objects of the society; and to appoint such persons as the Governing Body deem fit for the purpose or representing the society or any Governing Body or Members of the Society in any legal or other proceedings that may from time to time be instituted by or against the society or such managing committee or persons.
8. Meeting of the Governing Body shall be held once in six months and also at such times and places as the President or Vice-President may from time to time determine. A quorum for a meeting of the Governing Body shall be 1/2 members generally present (unless the Governing Body otherwise decides). If meeting is adjourned for want of quorum, no quorum will be necessary for the adjourned meeting. Adjourned meeting will be held on the same date and venue after 1 hour from the scheduled meeting. The General Body shall conduct the following business:
   1. Approve the report of the work done during the year and adopt the audited financial report of the previous financial year ending on 31st March.
   2. Elect office bearers if required, and accept or reject application of membership of other members of the society.
   3. To delegate any of its powers to Governing Body consisting of such Member or Members of their body, for the proper conduct of the affairs of the Society if required.
   4. Conduct any other business that may be brought before the meeting.

15Powers of the President

Besides presiding over the meeting of the Governing and General Body, the president shall be vigilant to promote and safeguard the interests and achieve the objectives of the Society. He will be responsible to fill up vacancies in the Governing Body of the Society. The president may call an urgent meeting with prior notice of 1 day in writing if there is any urgency. The decisions of the President shall be final.

16Powers of the Vice-President

In the absence of the President, the Vice-President shall perform the ordinary duties of the President. He is obliged to convene the General Body Meeting within a period of three months in case of vacancy to elect the President.

17Power of the Secretary

The Secretary shall exercise all such powers and do all such acts as may be required for the proper conduct of the ordinary correspondence of the Governing Body, for the filling of statements as required by the Madhya Pradesh Societies Registrikaran Adhiniyam, 1973 and for the maintenance of the registers and files of the society. The Secretary shall convene and issue notices of General and Governing meeting as and when required. The Secretary shall at the end of every financial year send the statement of income and Expenditure with full particulars duly audited by the Auditor of the society to the Assistant Registrar, Firms and Societies, Jabalpur.

The Secretary would be overall in charge of administration. He will be responsible for the publication of newsletters and GBM. He will maintain close liaison with the officers of the Society in discharging his duties. He shall send all alterations in constitution Byelaws & rules of society certified by at least 3 (three) members of GB to Registrar of Society, Madhya Pradesh. The Secretary shall be responsible for acting legally, for and on behalf of the Society.

18Power of the Joint-Secretary

In the absence of the secretary, the Joint-Secretary shall look after the affairs of Secretary with guidance from the President of the Society.

19Power of the Treasurer

1. He shall exercise all such powers and do all such acts as may be required for the proper conduct of ordinary business administration of the properties, movable and immovable, of the Society under the general supervision of the President or Vice-President. He shall operate the Bank Account jointly and/or severally with the President or Secretary. In case of his absence, the Secretary shall look after the affairs of Treasurer.
2. The Secretary and/or Treasurer shall deposit money in any of the Scheduled Bank or Banks, Post Office, either in Savings or Current Accounts, Fixed Deposits or Accounts of any other description in the name of Society.
3. Treasurer will be responsible for maintaining account books, send reminder of dues, send list of defaulting members to Secretary, getting all the accounts audited and at the end of every financial year send the statement of income and Expenditure with full particulars duly audited by the Auditor of the society to the Assistant Registrar, Firms and Societies, Jabalpur.
4. Investments and disbursements as per decisions of GB; Send reminder of dues; Send list of defaulting members to Secretary; Submitting the Income Tax returns of the Society; Maintenance of Income Tax exemption and sending all required documents to the Assistant Registrar, Firms and Societies, Jabalpur.

20Bank Account Operations

The Society shall have accounts in its name in any of the Scheduled Banks and all operations of such accounts shall be jointly and/or severally by the President or Secretary and Treasurer. The Treasurer shall keep the daily accounts of withdrawals, deposits and accounts of day to day expenditure. The Treasurer shall intimate to the Governing Body the Society's financial position before proceeding in major projects.

21Annual Report

Once in every year during the month of July, a list shall be filed with the Registrar of Firms and Societies of Madhya Pradesh of the names, offices, if any, occupation and address of the Governing Body, then entrusted with the Management of the affairs of the Society. The audited accounts of the Society shall be filed within 45 days of the Annual General Body Meeting held.

22Amendment

Every amendment in the Constitution of the Society shall be placed before the General Body Meeting and every such amendment shall be voted by 2/3rd majority of the members in such meetings. The Registrar, Firms and Societies, MP shall have powers to amend the registered Constitutions of the Society, if the same is in the interest of the Society. The Governing Body may frame business regulations for the better administration and function of the Society from time to time provided these resolutions are not repugnant to the society or the present rules.

23Dissolution

In case, it is decided to dissolve the Society, it may be dissolved by majority vote bearing 3/5th members of the society, who shall have expressed a wish for such dissolution by their votes delivered in person at a General Body Meeting convened for the purpose. On the dissolution of the society, if there shall remain after satisfaction of all debts and liabilities any property movable and immovable whatsoever the same shall not be paid to or distributed among the members of the Society but shall be given to some other Society, whether registered or un-registered having similar objects to be determined by the votes of not less than 3/5th of the members present at the time of dissolution of the Society. The decision shall be conveyed to the Registrar, Firms & Societies who shall issue orders which shall be treated as final.

24Property

All the properties, movable or immovable acquired by the Governing Body shall be in the name of the Society and shall be acquired by sale, gift or otherwise with the permission of the Governing Body. Any purchase, sale, gift or otherwise of immovable property shall be with the permission of Registrar, Firms & Societies, M.P. All deeds, agreements, lease, release, mortgages or documents of whatsoever nature relating to or effecting the alienation of the movable properties or rights or privileges of the society shall be executed for and on behalf of the Society by the President or by her duly authorized person.

25Bank Accounts

All accounts of the Society in its name shall be in any scheduled Banks. The deposit and withdrawals of amounts shall be accounted by the Treasurer.

26Disciplinary Committee

1. There shall be a disciplinary committee consisting of President, President elect and two immediate Past Presidents. This will be an empowered committee.
2. This committee shall go into complaints of misconduct against any member or associate member and take remedial actions including recommending removal of an errant member from membership of the Society to the General Body.

This page reproduces the registered Rules and Regulations of the Society for the information of its members. In case of any difference between this page and the registered document held at the Registered Office, the registered document prevails.