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Governing Council

Memorandum, Rules / Regulations & By-laws

Indian Society Of Hospital Waste Management (ISHWM)
(Founded - 2000, Registration under the Society Act of 1860,
Registration No. 36939 of 2000)

Part I: Memorandum of the Society

Name of the Society: The name of the Society will be "The Indian Society of Hospital Waste Management" (ISHWM) hereinafter called the "Society"

Registered Office: The Headquarters of the Society shall be in India. Registered office of the Society is 253, AFNO Enclave, Plot-11, Sector-7, Dwarka, New Delhi-110075;

Secretariat: The secretariat office of ISHWM and address for correspondence is: 18A/GH-10, Sunder Apartments, Paschim Vihar, New Delhi-110087

 

Aims & Objectives: The objectives of the Society will be as follows:-

  1. To promote and advance the knowledge in Environmental Protection with special reference to Hospital Waste Management. It also envisages promotion and improvement in public health, protection to the environment, hospitals and individuals through the practice and education in the matters dealing with the healthcare waste management.

  2. The subject of Environmental Protection and Hospital Waste management involves multidisciplinary approach and involves active participation by specialists of various disciplines such as Pathology, Microbiology, Hospital Administration, and Preventive & Social Medicine. Therefore, it will function to bring together specialists from various disciplines under one roof with a common goal of personal and environmental protection.

  3. To propagate education and awareness in hospital waste management to the hospital staff, as well as to the general public.
  4. To advance research in various fields connected with Environmental Protection through Hospital Waste Management.

All the income earnings, movable/immovable properties of the Society shall be solely utilized and applied towards the promotion of its aims and objects only, set forth in the Memorandum of the Society, and no profit on thereof shall be paid or transferred directly or indirectly by way of dividends, bonus, profit or in any manner whatsoever to the present or past members of the Society, or to any persons claiming through any of the present or past members. No Member of the Society shall have any personal claim on any moveable or immovable properties of the Society or make any profit, whatsoever, by virtue of his/her membership.

Methodology: In order to attain and further the above objectives, the Society shall follow various steps as enumerated below:-

  1. To hold periodical meetings, seminars, workshops, training courses and annual conferences of the members of the Society.
  2. It will also be the endeavor to conduct workshops, training courses etc. separately for the benefit of the beneficiaries such as general public, hospital waste handlers, patients & visitors to healthcare facility, including relatives of patients.

  3. To publish and circulate a Journal on Hospital Waste Management and Environmental protection. This publication will be designed in such a fashion as to be useful to the people from medical profession as well as to the general public.

  4. To maintain a Library at the location of the permanent office.
  5. To generate funds from all possible sources.
  6. The funds so generated will be utilized solely to further the aims and objectives of the Society, such as for research, and for advancement in the knowledge and application of disposal practices of hospital waste and environmental protection. Scholarships and Awards for outstanding contributions will be judged on merit from time to time by a special board of officers nominated from time to time.

  7. All publications will be the property of the Society. All intellectual property rights will rest with the Society.
  8. To propose to the Government amendments to the laws and regulations in respect of disposal of waste from the hospitals, and environmental protection within the issue of hospital waste management.

  9. To collect subscriptions and donations for the purposes of functioning of the Society.

  10. To invest the monetary assets of the Society to enhance the assets when not immediately required with the approval of the Governing Council.

  11. To offer assistance to any healthcare facility, or to other Society/Associations with similar goals.

  12. Create and assist State-wise branches to propagate the objectives all over the country in a methodical and systematic manner.
  13. To make whatever acquisitions and purchases are essentially required, erect/construct buildings as well as other appropriate utility items, acquire on lease or otherwise in a prescribed manner, take hold of the possessions, manage, let, sell, exchange, mortgage or otherwise acquire in any other acceptable manner with due approval of the Governing Council or the General Body, as required under the rules.

  14. All rights and privileges on all immovable and movable properties of any description will remain vested with the Society, and utilization will be to the benefit of the Society alone. No member of the Society will ever have any claim on these properties, such as land, building, furniture, equipment, household items including utensils, books, newspapers, magazines and other periodicals, appliances of any description, vehicles of all kinds, and any other item deemed to be necessary and inescapable for the proper functioning of the Society. These shall be procured, sold, hired out, rented in, mortgaged, transferred or disposed of appropriately in the sole interest of the Society.

  15. Undertake projects/render consultancy in healthcare waste management.
  16. Any other matter which shall promote the objectives of the Society.

Part II: Rules & Regulations of the Society

Name of the Society: Indian Society of Hospital Waste Management (ISHWM)

  1. The Society shall consist of members whose names were on the Register of the members of the Society at the time when these rules and regulations and bye laws came into operation as soon as the Society was registered with the Registrar of the Societies under the Societies Registration Act of 1860. The Members will be categorized as Ordinary, Life, Honorary and Affiliated Members. Subsequently, new members will be admitted subject to their fulfilling the criteria laid down by the Society from time to time, and names of approved applicants will be added in the Register of Members maintained for this purpose.

  2. The Headquarters of the Society will be located wherever the Secretary of the Society is. However, as and when a permanent office is created in any appropriate place all office records will be maintained there with a skeleton staff appointed from time to time by the Society. In addition a Joint Secretary will be elected/nominated from the location of permanent office for regular and proper functioning of the Society.

  3. The Headquarters of the Journal shall be where the Editor is. The Editor will be nominated/elected. However, it shall be ensured that he possesses outstanding capabilities to produce a Journal of international standards.

  4. A Register shall be maintained in which the names of all the members of the Society are entered with their qualifications and addresses. Qualifications and addresses shall be updated as when intimated in writing by the members.

  5. State/Regional/Zonal Chapters of the Society may be formed by the registered members by forming local groups after obtaining written approval by the Governing Council of the Society.

  6. The Society shall follow the financial year followed by the Government for all financial transactions and audit purposes. It shall, therefore, be 31 Mar of each year as the day of financial year closing.

  7. However, for the annual membership, it shall be from 1st Jan to 31st Dec, every year. The members shall pay their subscription as elucidated in the bye-laws.

Membership Privileges

  1. Payment of appropriate membership without default shall entitle the member of the Society for all privileges of membership of the Society and to the Chapter of which he/she is a member.

  2. A member shall be eligible to receive free of charge, or at such rates fixed by the Society from time to time, a copy of the Journal of the Society and all other publications as and when published.

  3. All Life members shall have the right to enjoy the privileges of Membership of the local chapter where the member resides. He shall be entitled to enjoy the privileges of another local chapter provided the member permanently changes the residence and informs all concerned to change the effect.

  4. All members shall make it a point to attend the annual conferences on paying the necessary registration fees. Non Members may also attend the annual conferences by paying the registration fees (which may be different than what would be applicable for the members).

  5. All members have the right to attend the Chapter/Regional/Zonal meetings.
  6. All such attendance will be governed by the rules laid down in the bye-laws and instructions issued from time to time.

  7. All members shall enjoy any other privileges that may hereinafter be conferred by the Society.

  8. All members have the right to vote. Eligibility to vote will be as in para 14 of Part III.

Management of the Society:- The General Control, direction, and management of the affairs of the Society shall be vested in a body termed as the Governing Council.

Composition of the Governing Council - The Council shall be composed of the following members of the Society:-

(a) Honorary President of the Society
(b) The immediate Past President
(c) Honorary Vice President
(d) Honorary Secretary
(e) Honorary Joint Secretary
(f) Honorary Treasurer
(g) Honorary Editor
(h) Immediate past Secretary
(i) One representative elected/selected from each Chapter/Regional/Zonal
(j) Any co-opted member at the discretion of the Governing Council.

Terms of office of the Governing Council: The Council shall be a continuous body

Meetings of the Governing Council: The annual meeting of the Council shall ordinarily be held on the day prior to the Annual Conference of the Society.

Extra-ordinary meeting of the Governing Council: If required due to exceptional and inescapable circumstances, an extra-ordinary meeting of the Council shall be convened by the President at a time, date and place decided by him.

Power and Function of the Governing Council: The Council is the executive authority of the Society and as such shall have the powers to carry and implement the policy and programmes of the Society as laid down from time to time. It shall have the right to:-

  1. Make regulations and issue instructions for the proper functioning of the Society. It will also ensure proper maintenance and administration of the properties of the Society as well as for the maintenance and administration of all its publications.
  2. Appoint various Committees, sub-committees, ad hoc committees, special committees and standing committees as and when required and considered necessary.
  3. Represent on any matters of interest of the Society or its members before the Government or any other public body or properly constituted authority.
  4. Consider decide all applications for memberships, resignation of Members. It shall also be responsible to take disciplinary action against a member or a Chapter in case of willful neglect or default.
  5. Appoint or remove salaried personnel of the Society.
  6. Sanction TA for persons called for special/extra-ordinary meetings.
  7. Amend bye-laws as per Rules stated.
  8. Authority to write off the whole or part of the unrealizable arrears of subscription of members, contributions from Chapters or any other outstanding dues of the Society or its publications.
  9. Further, subject to provisions of rules, shall exercise in addition to the powers by the act, Rules and Bye-laws, all such powers as may be sanctioned by the Society.

Meetings of the Governing Council: The annual meeting of the Council shall ordinarily be held on the day prior to the Annual Conference of the Society. The secretary shall call this meeting by sending invitations and the agenda for the meeting at least one month in advance to all council members. The organizers of the annual conference of the Society shall be requested to make all the necessary arrangements for the meeting. Apart from annual meeting the governing council shall meet once in quarter to address and administer routine matters; and to provide guidance for furthering the aims and objectives of the Society.

Extra-ordinary Meeting of the Governing Council: If required due to exceptional and inescapable circumstances, an extra-ordinary meeting of the Council shall be convened by the President at a time, date and place decided by him. An extraordinary meeting of the governing council may be called at any time of the year by the secretary if at least one-third of the council members request for it. The meeting will be chaired by the president, and attendance by two-thirds members of the total members of the governing council will constitute the quorum of the meeting. In the event of incomplete quorum, the chairperson may adjourne the meeting and reconvene it after a brief interval. The recommendations of the governing council shall be put forward before the General Body Meeting for information/approval/ratification

Annual General Body Meeting: Annual General Body Meeting shall be held routinely only after the meeting of the governing council, and preferably on the day of the conference. The secretary shall call this meeting by sending invitations and agenda for the meeting at least one month in advance to all members of ISHWM.

Power and Function of the Governing Council: The Council is the executive authority of the Society and as such shall have the powers to carry and implement the policy and programmes of the Society as laid down from time to time. It shall have the right to:-

  1. Make regulations and issue instructions for the proper functioning of the Society. It will also ensure proper maintenance and administration of the properties of the Society as well as for the maintenance and administration of all its publications.

  2. Appoint various Committees, sub-committees, ad hoc committees, special committees and standing committees (Working Group) as and when required and considered necessary.

  3. Represent on any matters of interest of the Society or its members before the Government or any other public body or properly constituted authority.

  4. Consider and decide all applications for memberships, resignation of Members. It shall also be responsible to initiate disciplinary action against a member or a Chapter in case of willful neglect or default.

  5. Appoint or remove salaried personnel of the Society.

  6. Sanction TA for persons called for special/extra-ordinary meetings.

  7. Amend bye-laws as per Rules stated.

  8. Write off the whole or part of the unrealizable arrears of subscription of members, contributions from Chapters or any other outstanding dues of the Society or its publications.

  9. Further, subject to provisions of rules, shall exercise in addition to the powers by the act, Rules and Bye-laws, all such powers as may be sanctioned by the Society.

Office Bearers of the Society: The following office bearers shall be elected for the proper management of the Society.

(a) Honorary Secretary
(b) Honorary Joint Secretary
(c) Honorary Treasurer
(d) Honorary Editor of the Journal

The President and Vice President shall generally be nominated by the Council and will be subject to approval/ratification by the General Body. The Governing Council shall take into account the contributions made by a Member, his/her qualifications and other achievements while nominating names for the post of the President and Vice President. In case the AGM does not ratify/approve names of the president and/or the vice president so proposed by the Governing Council, the AGM will nominate/elect suitable eligible members for the post of the president or the vice president.

Journal of the Society - The Journal of the Society shall be under the charge of the Editor who shall be assisted by an Editorial Board and an Editorial Advisory Board.

Annual Conference - There shall be an All India Conference of the Society organized every year under the auspices of the Society. The Conference shall be held by any Department related to Hospital Waste Management in different parts of India. The request shall be made in writing to the Society which will be considered by the Council and passed by the general Body. Those who take the responsibility of holding the annual Conference shall ensure that the Conference is conducted in an extremely meticulous manner and of high scientific quality. Efforts would be made to invite Guest Speakers of eminence from India and abroad. In case there are no proposals the governing council may decide to hold the annual conference or only the AGM depending upon response and volunteers to host the annual conference of the Society.

Affiliation of the Society - To ensure enhancement in the knowledge and for wider perceptive of the subject, the Society shall have the right to affiliate or be affiliated with other National or International relevant Societies or Associations or any other relevant scientific bodies on mutually agreed terms and approved by the Council.

Affiliated bodies - Any similar Society or Association, Union or Scientific Organization either in India or abroad may be affiliated to the Society on terms and conditions to be mutually decided upon, approved by the Council and passed in the General Body Meeting.

Validity of Proceedings - The proceedings of the Council or any other Committees, sub-committees or other Body acting under the Rules and Bye-laws of the Society or any of its Chapters shall not be invalidated by any accidental omission. It shall also be not invalidated without any specific reason or anomaly detected subsequently. A notice by the aggrieved person is required stating sufficient reasons which will be discussed by the appropriate authority as per the existing rules and regulations before a final decision is taken in this regard.

Delegation of Authority - Where, by or under the Rules and Bye-laws, any act or thing is required to be done by the Society, the same may be done by such Office Bearers, Officers or Members or Members of the Society as the Council may appoint for the purpose.

Part III: Amendments to the Memorandum, Rules and Byelaws

(a) Memorandum

Proposals for changes in the memorandum of the Society as and when considered necessary shall be put forward and discussed by the Council, specially convened for this purpose. The proposed alterations or additions must reach the Headquarters at least six months before the date of the special meeting and shall be circulated to all members for their opinion/comments at least two months before the date of the meeting. Due notice of the proposed change must be given in the agenda of the special meeting of the Council. No such proposal shall be carried into effect unless agreed to by the votes of 3/4th of the members of the governing council present, and voting at the Special Meeting and confirmed by 3/4th of the Members present at the next Annual General Body.

(b) Rules

Proposals for changes of Rules shall ordinarily be considered only at the Annual meeting of the Council. The proposed changes must reach the headquarters of the Society at least three months before the date of the Annual Meeting and be circulated to the Chapters and due notice of it must be given in the Agenda of the Annual meeting of Council. Rules can only be amended or changed by a 3/4th majority of members present and voting, and subsequently ratified by three-fourth voting members in the subsequent General Body Meeting.

Any additions to modifications or repeal of the Rules shall be considered to have come into force only after the proceedings of the meeting at which they have been passed has been confirmed at the next meeting of Annual General Body (AGB).

It is also necessary to give due notice which shall mean that the actual words of the proposed alteration of the Rules shall be included in the Agenda of meeting of the Council/Annual General Body.

(c) Bye-laws

Bye-laws can be changed/modified on proper notice of at least three months before the annual meeting of the Council and Annual General Body Meeting; and after due circulation to members, Bye-laws can be amended and /or altered by the Annual Meeting of the Council/AGB Meeting.

In anticipation of the approval of the Annual General Body, the Council may amend the Bye-laws at the meeting. However it is mandatory that the proposed amendments have been circulated to members and 3/4th of the members of the Council present vote for the amendments.

Sub-Committee: At present no sub-committees are formed. It is proposed to form various Regional Committees subsequent to the formation and registration of the Society.

Source of Income & Utilization of Funds: The income of the Society shall be derived from Subscription from members, donations and interests from fixed deposits. The expenditure will be all expenses related to for carrying out the work of the Society.

Audit of Accounts: This will be carried out by an authorized and registered Chartered Accountants Firm.

Operation of Bank Account: The Bank account will be operated by the Treasurer after approval by the Secretary and the President of the Society.

Annual List of Managing/Governing body: Once in every year a list of the office bearers and members of the Governing body of the Society shall be filed with the Registrar of Society, Delhi. As required under section 4 of the Societies Registration Act 1860.

Legal Proceedings: (Section 6 of the Act) The Society may be sued in the name of the President, Secretary as per provisions laid down under section 6 of the Societies Registration Act 1860 as applicable to the Union Territory of Delhi.

Amendments: Any amendments in the Memorandum of Association or Rules will be carried out in accordance with procedure laid down under section 12 and 12-A of the Societies Registration Act 1860.

Dissolution and Adjustment of Affairs: If the Society need to be dissolved it shall be dissolved as per the provisions laid down under section 13 ands 14 of the Societies Registration Act 1860 as applicable to the Union Territory of Delhi.

Application of the Act: All the provisions under all the sections of the Societies Registration Act 1860 as applicable to the Union Territory of Delhi shall apply to this Society.

Byelaws of the Society

1. Membership

(a) Ordinary Members: Candidates for the membership shall be nominated by two members of the Society. Candidates while submitting their application shall give a list of contribution the candidate has made in the subject of healthcare waste management. Details of any relevant publications may also be submitted. The application duly proposed and seconded by existing members shall be presented to the Council through the secretary. The nomination may be circulated amongst the Members of the Council or presented during the Annual Meeting of the Council. Nomination of the candidate will be confirmed and the candidate made a member by a simple majority vote of the Governing Council. The council is empowered to approve such membership. The General Body will be informed about induction of new members in its subsequent meeting. Validity of ordinary members will be on yearly basis.

(b) Life Members: This category of membership is open for those individuals who have keen, demonstrated, and continued interest in the field of hospital waste management.

(c) Honorary members: Honorary members are nominated depending upon the reputation, and high standing. They may be from Government sector, individuals representing NGOs or any person considered suitable by the Council. These members will be elected by the Governing Council. Appropriate mention shall be made in the Agenda. Honorary members shall have the right to attend the meetings of the Society, and take part in the discussions, but shall not have voting rights.

(d) Affiliated members: Members from the affiliated bodies, as per rules, can become affiliated members and will be subject to the same rules as for ordinary member, but shall not have the voting right. Likewise student members will not have any voting rights.

2. Annual Membership Subscription and Life Membership Fee

Ordinary members in India Rs: 1000 (Per year)
Ordinary member-Resident abroad US$: 100 (Per year)
Life membership Rs: 5000 (One time)
Life membership - resident abroad US$: 500 (One time)
Corporate membership in India  Rs: 25,000 (One time)
Corporate membership - resident abroad US$: 1,000 (One time)
Student membership, Indian Citizen Rs: 500 (Per year)
Student membership, Residents abroad US$: 75 (Per year)

3. Revision of ordinary annual membership fee: The annual ordinary membership subscription may be revised from time to time by the General Body.

4. Any ordinary/student member can become life member if he/she pays the difference of life membership fees during the tenancy of his membership.

5. The subscription in case of ordinary and student membership is payable in advance, and for renewal it will be due on 1st Jan every year. The payment shall be made by a crossed bank draft in the name of "Indian Society of Hospital Waste Management" payable at New Delhi, to the Treasurer along with initial application, and by March every year in case of renewal.The membership fee includes the price of Indian Journal of Hospital Waste Management, and any other publication of the Society inclusive of postage. The draft in the case of Residents abroad should be made payable to a Bank located in New Delhi, India Treasurer/Editor in Chief shall have the power to stop the supply of the Journal to any member whose subscription is overdue for three months or more.

6. Termination of Membership:

(a) Any member can terminate his/her membership by resignation. Any member may at any time resign the membership by giving 30 days' notice in writing to the Hon. Secretary.

(b) Any member who is in arrears in payment of subscription for two years and who has been duly notified of the fact shall be removed from the membership of the Society. Such members shall be reinstated on payment of the dues and a penalty of Rs. 500/-

(c) If any time, the Council is of opinion that the interests of the Society require the expulsion of the member it shall be put up at the meeting of the Council at which if two thirds of the members present vote for the expulsion of the member in question, the member whose case is under consideration shall there upon cease to be a member of the Society. The matter shall be discussed in a closed meeting. The decision of the Council shall be put forward during the subsequent Annual General Body Meeting for ratification by the General Body.

(d) Under no circumstances any member shall have the authority to question the decision of the General Body in a Court of law.

7. Formation of State-wise branches: The Council and the general Body shall authorize the development of regional State wise branches of the Society in India and abroad. One Chairman/Convener shall be named by the Council at the initiation of such a branch who will also become the ISHWM Council member for a term of one year. The subsequent Chairman/Convener and Council representative will be determined by the members of the regional branches themselves. Respective branches will have the authority to formulate their own Rules & Regulations for day to day functioning of the branch. However, these Rules & Regulations should be in conformity with that of the main Society. The branch societies will meet regularly for academic and business meetings. The Joint secretary of ISHWM will be the co-ordinator for the proper conduct of regional branches and the regional branches will keep the Joint Secretary informed about their activities and also submit an annual report to him which he shall present at the Annual Council and General Body Meeting of the Society. The Joint Secretary shall also advise and assist the regional branches in their activities.

The Regional Branch Chairpersons should send copies of notices of Branch Meetings and the Minutes of their proceedings to the Joint Secretary at the same time as they communicate it to their members.

8. Terms of office of the members of the Council: The President and the Vice President shall assume their office after the AGB at the Annual Conference for a period of one year or till next Presidential election. Honorary Secretary, Joint Secretary and Treasurer shall assume office for three years. The Editor for five years. Other Council members for one year or as decided by the Regional Branches. Casual vacancies in the case of office bearers (who are ex-officio members of the Council) shall be filled by the Council.

9. Traveling allowance to members: Traveling allowances for the members will be at the discretion of the Council.

10. General Procedure of Meeting:

(a) Minutes of all meetings shall be correctly kept by the secretary of the Governing Council, and the secretary, ISHWM, and shall be duly confirmed at the subsequent meeting of the Council, or the AGB as the case may be.

(b) No resolution adopted or rejected at a meeting shall be reconsidered unless either 12 months have elapsed or 1/3rd of the members of the Council or 50 ordinary members sign a requisition for its reconsideration.

(c) The Chairman of a meeting may adjourn a meeting if deemed necessary particularly if the majority of the Members present are in favour of adjournment. At the adjourned meeting only the unfinished business of the meeting may be transacted.

(d) The Chairman shall, in case of equality of votes, will have a casting vote.

(e) No business shall be transacted at a Special Requisition meeting other than for which the meeting was called.

(f) A notice may be served on any member either personally through an employee of the Society, or by Registered post with acknowledgement due.

(g) If within 30 minutes from the appointed time, or such time as decided by the President or the Chairperson the quorum is not complete the meeting shall be adjourned. The Meeting will be reconvened again by the Secretary in consultation with the President/Chairperson after a brief interval as decided and members present shall form the quorum and carry on the business.

11. Composition of the Journal Committee: The journal committee shall consist of the editor in chief, three editors, one executive editor, and one technical officer. There will be an Editorial Advisory Board consisting of at least ten members. The editor in chief shall be elected and occupy his office for five years at a time. The editor may select his editorial staff. The members of the editorial advisory board will be selected from amongst the members of the Society. The editor in chief will propose names for the editorial advisory board to the Governing Council for approval.

12. Funds of the Society:

Income: The income of the Society shall be derived from the following sources:-

(a) Subscription from ordinary/ life/corporate/student Members.
(b) Subscription of Life Members.
(c) Special contributions or donations raised directly or through Branches.
(d) Income derived from the Journal and other publications of the Journal as per byelaws.
(e) Contributions from the Branches/Institutions organising Annual Conferences
(f) Donations from Individuals
(g) Donations from Commercial Firms.
(h) Funds given by individuals for institution of awards.
(i) Subscription from affiliated bodies as per rule.
(j) Interest on deposits
(k) Any other income.
(l) Such other sources as authorized by the Council.

Reserve Fund

There shall be a reserve fund of the Society. At least 25% of the surplus each year shall be credited to this fund in the following year. The reserve fund shall only be credited to this fund in the following year. The Reserve Fund shall only be drawn upon by a special resolution of the meeting of the AGB, the notice of which shall have been duly circulated and in which 3/4th of the Members present and vote in favour of the resolution for withdrawal.

Expenditure

The Council shall out of the funds of the Society defray all ordinary expenses and such other charges as may be necessary for carrying on the work of the Society. It shall be further provided for the issue of the Journal and any other publications as may be authorized and shall be empowered to spend money on scientific conferences. Funds may also be utilized for institution of certain awards for young scientists as well as for other purposes as considered necessary and essential by the Council and General Body.

Financial Powers shall be as under:-

Secretary upto Rs. 10,000/-
President upto Rs. 25,000/-
Governing Council beyond Rs. 25,000/-

Projects and Consultancies: In case any project/consultancy is undertaken by individual members through the Society, 30 % of the consultancy charges will be payable to the Society. Similarly, if a member prepares and submits a proposal within the aims and objectives of the Society for grant to any agency which gets approved, 30 % of the institutional charges due to the Society from the budget of such proposal will be reimbursed to the concerned member.

13. Duties and Powers of the Office Bearers

A. President

(a) Shall be in the overall control of the Society and Council.
(b) Shall be the Chairperson of all meetings of the Council.
(c) Shall preside over the annual conference and all meetings of the Society.
(d) Shall guide all activities of the Society.
(e) Shall oversee the proceedings of all meetings and conferences of the Society; interpret the Rules and Byelaws as and when required, and decide upon doubtful and controversial issues.
(f) Shall in addition to his or her ordinary vote have a casting vote in case of a tie of votes while electing office bearers of the Society.

Note: In the eventuality of the President being not available for a period exceeding two months on account of illness, foreign travel etc. the Vice President shall be authorized by the President to officiate as President. The Vice President automatically becomes the President on occasions such as untimely death or resignation of the President. It is mandatory to get the approval of majority of the members of the Governing Council in writing (through postal route if required) before installing the Vice President as the President in such eventualities.

B. Vice President

Shall preside over all the Annual Conferences and the Council meetings in circumstances where the President is not available due to unforeseen and unavoidable reasons, and to carry out the duties of the President on such occasions in the continued absence of the president.

C. Honorary Secretary

(a) Shall be in charge of the Office at the headquarters wherever situated. For purpose of convenience he/she may have an office functioning from his/her location.
(b) Shall be responsible for all correspondence.
(c) Shall scrutinize accounts submitted by the treasurer and approve and sign along with the President besides the Treasurer.
(d) Shall supervise and issue all administrative instructions.
(e) Shall conduct all meetings and conferences.
(f) Shall coordinate and conduct the Council and AGB meetings.
(g) Shall be the ex-officio member of all committees.
(h) Shall maintain an updated and correct register of all members.
(i) Shall issue notices regarding all meetings and conferences.
(j) Shall assist the Treasurer to prepare the annual budget.
(k) Shall assist the Treasurer in presentation of the budget in the Council and AGB Meetings.
(l) Shall issue quarterly newsletter incorporating important events of the Society for information to all the members.
(m) Shall conduct the elections for various posts of the Society as required.
(n) Shall do such other acts as deemed necessary and essential for the smooth function of the Society.
(o) Shall keep the President informed of any irregularities observed in the proper function of the Society.
(p) Shall take all appropriate administrative action with the permission of the President for the proper and smooth function of the Society.
(q) Shall submit list of members and list of office bearers to the Registrar Societies, Government of NCT of Delhi, as required under the Societies Registration Act 1860.

The Honorary Joint Secretary

(a) Shall assist the Hon Secretary in all duties.
(b) Shall act as Hon Secretary in the absence of the Hon secretary.
(c) Shall co-ordinate all activities of the Branch activities.
(d) Shall prepare and present Annual reports in respect of Regional Branches.
(e) Assist regional Branches in their day to day activities.

The Honorary Treasurer

(a) Shall be in charge of all financial transactions of the Society.
(b) Shall receive money for the Society from all sources; maintain proper account and deposit the money in a Nationalized Bank approved by the Council/General Body.
(c) Shall be responsible for proper collection of membership fees and other contributions from all concerned.
(d) Shall dispose off the bills for payment after approval of the President.
(e) Shall ensure proper accounting and auditing of funds.
(f) Shall prepare the Statement of Accounts to be placed before the Council and GB.
(g) Shall supply the updated mailing list to the Secretary for purpose of sending nomination forms for elections and to the editor-in-Chief for mailing the Journal.
(h) Shall keep the Council and GB informed about the assets of the Society and put money in fixed deposits for accruing interests wherever possible with the approval of Council.
(i) Shall be responsible to maintain an updated register of members of the Society.

The Editor-in-Chief

(a) Shall be responsible for the publication of the Journal.
(b) Shall ensure high standard of the Journal.
(c) Shall ensure regular publication of Journal.
(d) Shall elect the editorial team, with the approval of the Governing Council.
(e) Shall maintain proper accounts of the journal.
(f) Shall submit annual audited account and budget to Council/GB.
(g) Shall choose referees and get the articles scrutinized by them.
(h) Shall approach himself/herself and through members of the Society different commercial firms for advertisements for the Journal.
(i) Shall undertake all other acts that may contribute for enhancing the standard of the Journal.

14. Election of Office bearers.

(a) The election of office bearers shall be conducted by the Secretary by secret postal ballot/show of hands during Annual General Body Meetings.
(b) The President and the Vice President shall be nominated by the Council and approved/ratified by the General Body.
(c) The election for the post of Secretary, Joint Secretary and the Treasurer shall be every three years and that of the editor every five years.
(d) All prospective candidates shall be either ordinary members without default of membership fees or life members of the Society.
(e) The Secretary shall invite nominations from prospective candidates which should be proposed and seconded by standing members with no membership dues to the Society. It should also be accompanied by a letter of no objection and consent by the members so nominated for any post.
(f) The Secretary shall obtain the bio-data in brief of each candidate and enclose it with the ballot paper and send to all members who are eligible to vote. The ballot papers will be returned to the Secretary by the voters by a fixed date. Each ballot paper will be accompanied by the details of the voter (name, address, membership number and signature) in a separate sealed cover.
(g) If any candidate for election canvasses in any manner, he or she is liable to be disqualified.
(h) The Secretary shall conduct the election in a time bound manner as follows:-

       (i) Election announcement through newsletter in the month of Jul.
       (ii) Last date of nomination by last day of Sep.
       (iii) Last date of withdrawal of nomination last day of Oct
       (iv) Dispatch of ballot paper first week of Nov
       (v) Last date of receipt of ballot paper 15th of Dec
       (vi) Scrutiny of ballot paper, counting of votes within three days
       (vii) Announcement of Result during the next Annual Conference.

Eligibility for vote:

(a) Only those members who have fully paid up their dues by 30 Jun of the year as notified by the Treasurer.
(b) Scrutiny of ballot papers and counting of votes shall be supervised by the secretary in presence of two members nominated by the Council and approved by the previous GB. The counting of vote will take place in the office of the Secretary.
(c) The elected member will be informed in writing about his/her election by the secretary.
(d) In the eventuality of no nominations for any post, the Council shall select a person and submit his/her nomination to the GB for approval.
(e) In an eventuality of an election by postal ballot cannot be conducted, the election will be conducted at the venue of the Annual Conference amongst the members attending who are eligible by a secret ballot paper, counting done immediately afterwards and results announced.

15. Annual Conference

At least one annual meet of the Society shall be organized. During a calendar year. There shall be the Annual Governing Council Meeting, Annual General Body Meeting, and any other official meeting as deemed necessary. In addition there will be Scientific Sessions in which current and recent development in the field of hospital waste management will be discussed.

The Annual Conference shall be held at different parts of the Country, preferably by rotation. The bid to hold the annual conference may be made by the regional Branches/reputed Institutions or any other scientific body of the region. But the final decision shall be made by the Governing Council which shall be ratified by the General Body.

The secretary shall give notice for the Council and General Body Meetings through News letters.

Agenda for the meetings will be drawn from the proposals received from members.

During the Annual Meeting reports of the office of the secretary, the Treasurer, the Editor and the Joint Secretary will be presented together with the recommendations of the Council. The business meeting of the Society will be open only for the members of the Society.

The Annual audited Statement of Account will also be presented for approval by the GB.

The Scientific program of the proposed Annual Conference shall be finalized by the local organizing committee in consultation with the Council. The President and the secretary shall visit the location, if considered necessary prior to accepting the venue for the Conference. TA/DA for such visit will be authorized by the Governing Council.

The Organizing Committee shall ensure that all the activities are of high professional standard and shall also make all efforts to invite eminent national and international speakers during the Conference. Only members of the Society, as well as non-members registered for the conference as delegates will be permitted to present papers (including poster presentation), and as far as possible one member shall not present more than one paper during a particular Conference.

The entire financial responsibility of all such Conferences shall be borne by the sponsoring institution/branch with no liability to the parent Organization.

The Organizing Committee shall contribute Rs 100 per delegate and 10 % of all collection to the parent body on conclusion of the conference. The Governing Council may modify this requirement but will make sure that a substantial amount is rendered to the parent body. The organizers will also submit an audited statement of account at the conclusion of the conference.

16. Additions and Amendments to the Constitution, Rules & Regulations & by-laws of the Society.

Any additions and amendments shall be made only after due consideration by a sub-committee appointed by the Council, and all such issues will be discussed at length in the Council meetings. Decisions taken will be put forward at subsequent Annual general Body Meeting for consideration and approval. Minimum quorum shall be available with 3/4th majority for any such decisions passed and incorporated in the existing Constitution, Rules and Regulations and Bye-laws.