Powers and Duties of the Office Bearers

President:

The President shall be responsible for the proper conduct of the affairs of the Society. He/she shall preside over all meetings of the Executive Council and General Body. He/she shall direct the affairs of the Society in the best interests of the Society and shall perform such other duties as are necessary and incidental to this Office.

Vice President (Academic)

The Vice President (Academic) will represent the interest and role of academic community in the society.

VicePresident (Research Laboratory)

The VicePresident (Research Laboratory) will represent the interest and role of research laboratories in the society.

Vice President

The Vice President will represent the interest and role of private companies in the society. When nominated by the president, any of the above three Vice Presidents shall act for the President in his/her absence and exercise all his/her powers and perform all such duties as are normally carried out by the President. The Vice Presidents shall chair technical and other meetings or perform such other duties as may be assigned by the President or Executive Council from time to time.

Secretary

The Secretary along with the Joint Secretary will be responsible for carrying on the administration of the Society. He/she will keep minutes of the Council Meetings and General Body Meetings and issue notices of such meetings as directed in the Bye-Laws. He/she will supervise and control the Society‟s staff and attend to correspondence and comply with the formalities of the Societies Registration Act and other Governmental rules and regulations guiding the operation of the Society. In such duties, he/she will be assisted by the Joint Secretary and office manager(s) who may be nominated by the Executive Council.

Joint Secretary

The Joint Secretary along with the Secretary will be responsible for carrying on the administration of the Society. The Joint Secretary shall act for the Secretary in his/her absence and exercise all his/her powers and perform all such duties as are normally carried out by the Secretary. The Joint Secretary shall perform any 9 other administrative duties as may be assigned by the President or Executive Council from time to time.

Treasurer

The Treasurer shall be the custodian of the funds of the Society and shall be responsible for the maintenance of proper books and accounts of finances received and expended. He/she would also make careful investment of the surplus money not immediately required under the instruction of the Executive Council.

Duties

Finances

The Secretary and Treasurer shall keep proper books of accounts and submit them once a year to the auditors appointed at the Annual General Meeting. The Treasurer of the Society would arrange to collect the subscription and other dues from its members.

The amounts collected would be deposited in a Bank to be decided by the Executive Council and operated on by two or more members of the Executive Council as may be decided at the first meeting of the Executive Council.

The Treasurer would also, under the instructions of the Executive Council, make careful investment of surplus funds not immediately required, so that the interest accrued thereon can be usefully utilized for the Objectives of the Society.

Indemnity

Every Office Bearer and members of the Executive Council shall be indemnified against all losses and expenses incurred in the discharge of his/her/their duties except as may happen through his/her own willful neglect or dishonesty.

The Council shall have the power to frame guidelines from time to time for the proper execution of the Bye-Laws. As to the interpretation of these Bye-Laws, the decision of the Council shall be final.

Except where specifically provided in these Bye-Laws, the decision of the Council shall be final in all the matters.

Removal of members of the council

In the event of there being any complaints against any member of the Executive Council, the Executive Council shall first form a Sub-Committee of three members of the Executive Council to examine thoroughly the charges levied.

The Sub-Committee will not include the member who made the complaint as well as the member against whom the complaint has been made.

If there is any substance in the charges, a report shall be prepared which would be considered by the Executive Council at a special meeting of the Council to be convened for this purpose, a notice of 10 days having been given for this meeting. The Quorum at this special council meeting would be 1/3rd and an opportunity would be given to the concerned Council member to present his/her side of the case. If after the hearing, the charges are found to have substance, 10 then such Council member shall be removed from his/her post but not from the membership of the Society.

Consideration of expulsion as a member of the Society would be as per Rule 29 of Section –III

Expulsion of members

The Executive Council shall have the power to suspend or remove from the list of members, a member of any class for willful contravention of the Bye-Laws or for any reason which the Council considers contrary to the Interest of the Society. Such decision for suspension or expulsion except as provided in Rule 28 of Section III has to be taken at a Special meeting of the Executive Council to be convened for this purpose giving notice of 10 days. Quorum of this/her Special meeting will be 1/3rd. The decision shall be by a 2/3rd majority of the Executive Council members present.

At such a meeting, the Council shall give the member concerned an opportunity of attending personally and representing his/her case. The decision of the Council will be binding on the member subject only to arbitration as provided in these rules.

Executive Council

The business of the Society shall be managed and conducted by an Executive Council which shall consist of the President, Vice President, Vice President (Academic), Vice President (Research lab), Secretary, Joint Secretary, Treasurer and other elected, Ex- Officio, co-opted and nominated members as provided in these Bye-Laws –I.

Elected Members

  1. The total number of elected members of the Executive Council will be Seven (7). The total number of members of the Executive Council can be increased with the approval of its majority members.
  2. All elected members of the Council shall hold Office for a 2 year term. Elected members at the conclusion of their 2 year term shall retire but shall be eligible for re-election.
  3. Every year before the 15th May, the Secretary shall notify every member of the Society the vacancies on the Council.
  4. The nomination of candidates duly proposed and seconded by at least 2 members on the nomination form provided for the purpose by the Secretary shall be returned to him before the last date specified which shall be on or before 30th June.
  5. The Nomination Form can either be duly filled and sent by post or can be sent through email.
  6. An independent „Election Officer‟, who is not a member of the Society shall be appointed by the Executive Council who will be responsible to conduct the Election and declare the results. Upon the election process being set in motion, the interpretation of the rules and regulations, Bye‐laws of the Association, with regard to the conduct of the elections shall be the sole responsibility of the „Election Officer‟ and binding on all other members concerned.
  7. The Society can also conduct electronic voting which may include sending the ballot forms signed and sent through email.
  8. The Executive Council and its members shall cease to exert any influence on the process of elections, till the declaration of the results by the „Election Officer‟. All issues related to the electoral process shall be represented only in writing to the „Election Officer‟, who shall look into the representation raised and initiate appropriate action if warranted. The „Election Officer‟shall abide by the Bye‐laws, Rules and Regulations in vogue at the time of elections, and ensure a smooth, fair and transparent election taking into confidence all concerned.
  9. The Election can be conducted at any place as decided by the Council. In case a member is unable to be present during the election date, he/she can cast his/she through post.
  10. The candidate offering for election should have been a Member, Life Member of the Society having membership in one or in combination of these categories on the last date specified for receipt of nomination. Members are also eligible to nominate themselves for election as candidates.
  11. Partner/Proprietor/Director/ Chief Executive Officer / Company representative of Company member/Institutional member, if elected and later ceases to be in the employment of the organization during his/her tenure in the Council shall cease to be a Executive Council member from the date he or she ceases to be in the organization.

Ex-officio members

All Past Presidents who hold membership of ISAM will be Ex-Officio members of the Executive Council.

Meetings of the executive council

  1. The Executive Council shall meet at least once a year at a time and place to be determined by the Council. A minimum of 15 days notice is required for the Executive Council meetings but the Secretary will ensure that sufficient advance information is given to the members to enable them to make necessary travel arrangements.
  2. The Executive Council shall also arrange meeting and conduct business through electronic mode including but not limited to Video Conferencing.

Quorum, Procedure and Voting at EC Meetings

  1. Half the members (includes elected, nominated, ex-officio and co-opted members) of the Executive Council would constitute a quorum at the meeting of the Council.
  2. The Executive Council shall have the power to regulate its own procedure.
  3. In all meetings of the Council, the decisions shall be by majority vote unless otherwise specified in the Bye-Laws, each member being entitled to one vote. In case of a tie, the presiding officer of the meeting shall have a casting vote.

Resolution by Circulation

A resolution in writing signed by majority of members shall be as valid and effectual as if it has been passed at a meeting of the Council duly called and constituted and notwithstanding that such resolution may be signed at different places or times. Such resolutions would be subject to ratification at the next regular meeting of the Council.

ELECTION OF OFFICE BEARERS

  1. The Office Bearers of the Society shall be the President, the Vice President (Academic), Vice President (Research Laboratory), Vice President (company), the Secretary, Joint Secretary and the Treasurer.
  2. The Office Bearers of the Society are to be elected once in two years in the Executive Council meeting immediately prior to the Annual General Meeting.
  3. The Executive Council Members comprising Elected Members, Ex-Officio Members and existing Co-opted members along with the newly Elected members, newly Nominated Members from the Chapters and the newly elected Ex-Officio Members will participating in the meetings.
  4. The Office Bearers would hold office for a period of two years but would be eligible for re-election.

COMMENCEMENT OF OFFICE

Past Presidents (Ex-Officio members) shall assume Office at the Annual General Meeting. The Office Bearers shall assume Office at the Annual General Meeting.

APPOINTMENT OF STAFFS

The Executive Council shall have the power to appoint staffs at its discretion a period to be determined by the Council. The Executive Council shall have the power to appoint such whole time or part time staff as may be considered necessary and on such terms and conditions as the Council may decide from time to time.

CASUAL VACANCY

The Council shall have the power to appoint a member to fill up a casual vacancy that may occur in the Council or among the Office Bearers of the Society but any person so appointed shall hold Office only until the next Annual General Meeting but shall be eligible for re-election.