Recommended Uniform Constitution for State/Regional Chapters of IAMM Published by: Indian Association of Medical Microbiologists, 2024 (Version 1.1)
Indian Association of Medical Microbiologists is a registered society with registration no. 9915, registered with Registrar of Societies, Govt. of NCT of Delhi
For submission of approval in GBM in November 2024 at Pune (Based on version 1.0 available at https://www.myiamm.in/AboutUs/Con_iamm)
PREAMBLE
The Indian Association of Medical Microbiologists (IAMM) was born in the year 1976 at Kasturba Medical College, Manipal when the medical microbiologists of our country felt the long-awaited need for starting our own Association. Considering the fast development of the subject in the recent years, as well as the growing number of specialists in the field, it was felt that the time was ripe to establish our own Association to improve the status of the subject of Medical Microbiology as well as medical microbiologists in our country. Thus, it was decided to start our own Association and nominate Dr. S.C. Agarwal, Dr. K.B. Sharma and Dr. Shriniwas as three chief architects to undertake the responsibilities to put the foundation for the new organization.
Thirty medical microbiologists from various parts of India joined as Founder Members and extended their support and suggestions to chart out the rules and regulations of our organization and christened it the Indian Association of Medical Microbiologists. The membership of IAMM has grown constantly and more than 4000 members have been enrolled till date. The IAMM has been conducting its annual meetings as the National Congress of IAMM in different cities regularly from the year 1977.
Various states in the country have established state or regional chapters. These function in the respective state as an independent body and conduct different academic activities. The national body has therefore drawn regulations for formation and functioning of state chapters. The said regulations shall be binding on the chapters. These are an amendment to existing regulations available at IAMM website at https://www.myiamm.in/AboutUs/Con_iamm.
No single institutional chapters or city chapters are allowed. This regulation supersedes any previous guidelines of the society.
OBJECTIVES
Objectives of the chapter will be to propagate scientific study of Medical Microbiology by holding one annual meeting and smaller workshops, Symposia, CME programmes and updates. Maximum benefit will be directed towards postgraduates and junior medical microbiologists.
BRIEFLY
1. Indian Association of Medical Microbiologists (IAMM), hence forth also called as parent organization or parent body, would help in formation of state chapters for the furtherance of the objectives of the society. They will be named as State/Region Chapter, henceforth also in this document as chapter.
2. A group of 15 such members from a state can form a chapter and will be known as IAMM-State/UT (Name of state/UT) chapter. A few states in an area, in very close proximity may (not exceeding four in number) form a combined chapter named after the states/Region/combination.
3. All members of the chapter mandatorily have to be members of IAMM by paying the life membership fee. The chapter will follow all the rules and regulations of IAMM and other notifications issued from time to time including amendments. The chapter would only be formed after being duly recognized by the Executive Council of IAMM.
4. All chapters of the Society shall function under directive of the IAMM. However, for day to day functioning, each chapter shall be free to govern itself and function in such manner as it thinks fit and for the defined purpose. The chapter can propose local regulations based on and necessarily consistent and aligned with the rules and regulations of the parent society. Such regulations and modifications shall only be implemented subject to ratification by the Executive Council of IAMM. Each chapter shall submit to the IAMM Executive Council, an interim Report of its activities at regular periodic intervals at least once in three months and desirably at least six monthly and also an Annual Report of its activities, as also any salient feature or recognition worth mentioning.
5. The state chapters can use IAMM logo clearly mentioning the state name either beneath or on the logo without any major disfigurement. Usage of the same logo of IAMM in totality is not permitted. The logo must clearly indicate the chapter of IAMM. Each chapter of IAMM is also free to design its own logo if they deemed fit.
6. Pattern of office bearers and of Executive Council members shall be similar to that of IAMM National body. Only life members shall be eligible to be office bearers /Executive Council of chapter or to take part or to vote in elections of the chapter. Generally council members are elected for a period of 2 years until any amendments are made by IAMM Executive Council.
7. The Executive Council of the chapter can have up-to fifteen council members. Necessarily and mandatorily 100% of the Executive Council of the chapter shall be comprised of Clinical Microbiologists (MBBS; M.D./DNB Microbiology). Only when such members are not available for selection then maximum up to 20% can be non-medical microbiologists (MSc with PhD). No other qualification is acceptable for selection to Executive Council.
8. It is paramount that the Executive Council members shall have a passion or a high interest in field of microbiology and related areas of interest.
9. Name of the IAMM President and Secretary shall be carried on the letter- head of the state/UT chapter, appropriately on the top left side, below which the chapter shall have its Office Bearers designated and named respectively.
10. The Executive Council shall elect a President for a period of 1 year, a Secretary, a Joint Secretary and a Treasurer for a period of 3 years. In case of any deviation it should be informed to IAMM and permission sought. The term of any Executive Council member can be extended only by one year in case of emergency. The Secretary shall be appointed for a period of not more than three years. Any member shall not be eligible for re appointment before three years have elapsed after the previous term.
11. Functions of Executive council
i) The President shall preside on all general body meetings. In his/her absence, the senior most member of the Executive Council shall take the chair.
ii) The Secretary shall conduct all the duties concerned with the efficient running of the Association. He/she will make all the arrangements of the meetings. He/she will keep a list of all members of the Association and send the notices to all of them regarding meetings, vacancies, invite nominations, etc. The secretary shall present its reports at the annual general body meeting. He/She shall not be eligible for re-appointment to the same post before three years have elapsed after the previous term.
iii) The Treasurer shall be responsible for maintaining the membership list and maintain fees, bank documents related to membership fees etc. He/she shall also be responsible for maintaining any tax documents if required. The Treasurer will manage the accounts. All expenditures will be incurred under the authority of the President. Audited accounts will be presented every year at the time of Annual Meeting of the chapter.
FUNCTIONS
1. All chapters shall work only in accordance with the IAMM National body and carry out its objectives in letter and spirit.
2. All chapters of the society should attempt in all earnest, that the members of Society have representation on state level governmental /semi- governmental / non-governmental agencies/organizations/voluntary health agencies and on such other forums which are working towards and are consistent with objectives of IAMM and further parent Society’s policies and views on Infectious diseases, in all healthcare facilities from clinics to standalone centers or primary/secondary/tertiary health care facilities.
3. All chapters should organize frequent meetings, symposia, CME, and other programs in alignment with the IAMM objectives. However, the proposed programs should preferably be intimated to the secretariat, IAMM National body, in advance.
4. All chapters shall explore possibilities to publish and may publish health educational material and newsletter, whose contents are duly ratified by the chapter executive. The chapters would have automatic access to the educational and awareness and teaching/training material as available from IAMM once a request has been raised by the chapter Secretary. All chapters are expected to carry forth the programs of national body.
5. For publishing newsletter, if any, a written permission shall be taken from IAMM Secretariat. It would be the responsibility of the chapter and its office bearers to scrutinize the contents so that no unscientific or political/racist/disparity news is carried in any manner nor any criticism of the government or any institution/healthcare facility is carried out under any garb. The national body shall have no responsibility in such matters and absolves itself in case of such disputes. Newsletters shall carry authentic scientific data with authentic source written and mentioned clearly with the news.
6. All chapters shall be required to maintain records of all their activities and furnish the same to the IAMM periodically and along with Annual Report.
7. There shall be a meeting between office bearers of IAMM with President and /or Secretaries of various chapters of IAMM at least once a year.
8. IAMM may award chapters for meritorious services during its annual congress, as per guidelines given by the IAMM Executive Council from time to time in GBM of at its annual conference.
9. In matters not provided by these guidelines, the rules and regulations of the IAMM and decisions of the Executive Council of the IAMM, shall be applicable and binding to the working of the chapters. In case of any dispute relating to the working of the chapters, within or in between, the same shall be brought to the notice of IAMM Secretariat and the decision of the Executive Council of the National body in such disputes shall be final and binding on all the chapters. In case of a dispute between chapter and the National body, the same shall be resolved by mutual understandings and if not resolved, shall be referred to a three-member Committee from respected fraternity, chosen by the National body acceptable to both the parties and NOT comprising of Office Bearers of National body.
FINANCE
1. All state/UT chapters will be allowed to raise funds by way of subscription, advertisements, registration fee, sponsorship for program or for their activities and by any such means permissible under ethical code and regulations of National Medical Commission with the consent of the IAMM Executive Council, and as bound by laws of land.
2. All state/UT chapters must obtain their own PAN number and shall file their own tax returns if applicable. National body shall not be responsible for any financial matters related to state chapters. All state/UT chapters must be registered in their state of conception.
3. A separate bank account needs to be maintained in the name of the chapter and operated by the office bearers/executive members of the chapter, with any two of the following office bearers needed to operate the account as signatories-President, Secretary and Treasurer.
4. Under no circumstances the National IAMM PAN number and account number be used for any chapter activities. For formalities, copies of the IAMM constitution and letter of approval from National body can be provided upon request.
5. All accounts pertaining to chapters shall be audited once a year by a Registered Chartered Accountant appointed by chapter Executive. The account statement shall be sent to IAMM, duly attested, if required.
6. Organisers of Annual Meetings of the chapter will donate minimum of 20% of the savings. Donation from all agencies will be accepted.
7. Funds will be disbursed to the limit of interest accrued from the deposits without touching the deposits per se. Guidelines for fund disbursements for the year must be obtained in the Annual General Body Meeting. Basic heads could be secretarial assistance to the Secretary/President/treasurer, grant for scientific activities and various awards.
MEMBERSHIP
1. All membership rules of the parent Society including amendments, shall be followed regarding the membership of State chapter.
2. The chapter will be constituted by only Honorary members who are essentially members of National level Indian Association of Medical Microbiologists. However, attendance at scientific meetings will be open for all and will not be restricted to members only.
3. Each chapter is free to choose its membership fee and type.
OTHERS
1. Under the requirement of Section 12 and 12-A of the Society Registration Act, the rules of the Association can be altered only at an Annual General Meeting and only after notice has been given at least two months previously. No alteration shall be made unless three fifths of those voting are in its favour.
2. Under the requirements of Section 13 and 14 of the Society Registration Act.:
• Section 13: Dissolution of the State chapter of Indian Association of Medical Microbiologists may be affected if three-fifths of total membership of the Association votes for it.
•Section 14: Remaining assets of the Association shall not be paid between the members but shall be handed over to other Association as per the provisions of Section 14 of the Society Regulation Act.
Dr Sonal Saxena Dr Bharti Malhotra
Secretary IAMM President IAMM
