CONSTITUTION OF THE KSMDAA
ARTICLE 1: NAME AND OBJECTIVE
Section 1.1: The name of the association shall be Karnataka State Medical & Dental Alumni Association of America (KSMDAA), here in after referred to as the association.
Section 1.2: The objective of the Association shall be to advance the profession of Medicine and Dentistry, contribute to the advancement of education of Medical professionals, bring together all Medical professionals of Kamataka origin and who have an ancestral link to Karnataka, to form a cohesive group and to work with other organization.
Section 1.3: The Association shall be a charitable and non-profit organization. Its income shall be derived from the membership dues, donations, and grants from organizations, investments, and various other Used raising events.
Section 1.4: The Association structure shall consist of three elements:
1. The General Body
2. The Executive Committee
3. The Board of Trustees
Each element shall enjoy specific rights and shall discharge its responsibilities in accordance with the Constitution and the bylaws of the association.
Section 1.5: The Association shall exist 1 accordance with the principles outlined in this article an n this constitution and the additional provisions in the bylaws of the Association created in accordaridcethweithcithiesispiritsDan’ d letter of this Constitution.
ARTICLE 2: MEMBERSHIP
Section 2.1: Any Physician or Dentist of Karnataka State origin who resides in the U.S.A. are eligible to apply for membership to this association. All members shall pay their dues to the association and shall follow and obey the rules and laws of the Association as provided in this Constitution. There shall be the categories of members:
Section 2.1a: Active Member: An individual who holds a degree of MBBS or MD or DDS or DMD and has duly paid the association dues. In this category, any individual may become a life member by paying a predetermined amount of life membership dues.
Section 2.1b: Student Member: Any individual who has paid dues to the Association and is enrolled in a graduate school to receive a degree of M.B.B.S. or M.D. or D.D.S. or D.M.D.
Section 2.1c: Honorary Member: An individual who has shown interest in the activities of the association. This individual may or may not be a medical professional. This honor shall be bestowed upon a deserving individual by the decision of the executive committee.
Section 2.2: The dues shall be determined by the Executive Committee and approved by the General Body.
Section 2.3: Only the Active Members of the Association as described in article 2.1a shall have the right to vote and shall be eligible to hold any elected office of the Association. Any other dues-paying member can be appointed by the Executive Committee or Board of Trustees to do any special project of the Association.
ARTICLE 3: GENERAL BODY
Section 3.1: The General Body of the Association shall consist of all dues-paying members of the Association.
Section 3.2: The General Body shall have the power to elect or dismiss by any member of the Executive Committee or Board of Trustees or any other committee of the association. It shall have the power to make specific recommendations or to change the provisions of the Association’s Constitution and by law, It has the power to dissolve the association. The General Body shall exercise these powers according to the procedures outlined in this Constitution.
Section 3.3: The Annual General Body meeting shall be held at least once a year ores determined by the executive committee. The business carried out at the General Body meeting may include the election of the Executive Committee and members of the Board of Trustees review of the association’s activities, financial status and any other matter related to the association.
Section 3.4: The General Body meeting shall consist of dues-paying active members who may be physically present at the meeting or represented by proxy. A majority vote of all active members present at the meeting shall be used for passage of all transactions.
Section 3.5: To amend the Constitution or to dismiss the executive committee shall require an affirmative vote of 2/3 of all active members. Section 3.6: To change the bylaws of the association shall require 2/3 of the vow of the active members present at the time the motion is being considered.
ARTICLE 4: BOARD OF TRUSTEES
Section 4.1: The Board of Trustees hereafter referred to as the Board. shall be the elected body of the members and shall be entrusted with the tasks of protecting and preserving the association functions according to the provisions of its constitution and bylaws. The Board shall exercise an overseeing and advisory role over the executive committee. In case the executive committee fails to function. the Board shall have the power to carry out the executive responsibilities until the next election.
Section 4.2: The bylaws of the association shall define the composition. the terms and the process of electing the board members and may further specify the roles and the responsibilities of the board and the qualifications of the board members.
ARTICLE 5: EXECUTIVE COMMITTEE
Section 5.1: The Executive Committee of the Association shall be an elected body of members of the association entrusted with the task of organizing and carrying out all necessary activities and functions to fulfill the mission, goals, and objectives of the association.
Section 5.2: The Executive Committee shall be responsible for developing and managing the financial and membership resources of the association. It shall be responsible for planning and execute the association’s programs. It shall via, along with the board in formatting the long-range development plans of the association.
Section 5.3: The Executive Committee shall consist of the President, the immediate past President, three Vice Presidents, Secretary, Regional Directors and Co-directors, Treasurer, Joint-Secretary, and Joint-Treasurer.
Section 5.4: The president of the Executive Committee shall be the chief executive officer of the association.
Section 5.5: The Executive Committee shall have the power to appoint standing committees ad-hoc committees to help carry out various tasks, functions, and initiative of the association. The Executive Committee shall also have the power to dismiss or reconstitute such committees partially or entirely.
Section 5.6: The Bylaws may further specify the term, roles and responsibilities and the eligibility criteria for the members of the Executive Committee.
ARTICLE 6: GENERAL ELECTION
Section 6.1: The election of all the elected office bearers of the association shall be held during the Annual General Body meeting.
Section 6.2: The Executive committee and Board of Trustees shall appoint a member in good standing to help conduct the elections.
Section 6.3: the election shall be held once in every two years. In case the election cannot be held the active members shall be notified in advance prior to the following Annual General Body Meeting. In the General Body Meeting, the reason for the delay in election process shall be discussed and also should decide about the future plans for the elections. This decision shall have the support of 2/3 majority of the active members present at the General Body Meeting.
Section 6.4: Number of terms shall be limited to TWO for any candidate for the same position, however, provisions shall be made for the same candidate to contest for another position. Provisions for beyond two terms shall be available for exceptional candidates in the interest of the association, and this should have majority support from the General Body.
Section 6.5: In the event that an elected post becomes vacant, then the post may be filled temporarily by appointment by the majority vote of the committee.
Section 6.7: Any active member who has paid dues is eligible to become a nominee for the election.
ARTICLE 7: FINANCE/ASSETS MANAGEMENT
Section 7.1: Income of the association shall be drawn from the sources outlined in Article 1.
Section 7.2: The association’s funds shall be maintained as follows:
Section 7.2a: General Funds: These are the funds used by the Executive Committee to run the day too, association. These funds shall be allocated to the Executive Committee after an appropriation budget and approved by the Board of Trustees.
Section 7.2b: The Endowment Fund: This fund shall be created to provide for the long-term financial, of the association. The endowment fund shall be maintained in a separate investment account. Only the internal, income of the fund may be accessed for the general-purpose of the association. Only under extenuating circumstances, following the recommendation of the Executive Committee, The Board of Trustees by a majority vote may authorize the use of a portion or the whole endowment fund to discharge any financial obligation of Constitution. The interest derived from this fund may be used for the annual budget.
Section 7.3: Every year before spring the Executive Committee shall pass. ,r annual budget to the Board of Trustees for its approval.
Section 7.4: The Executive Committee shall present the annual financial status report to the members during the General Body meeting.
ARTICLE 8: DISSOLUTION OF THE ASSOCIATION
Section 8.1: If the association ceases to function or if the Executive Committee and The Board of Trustees feel that the association is no longer able to fulfill its original ideals and objectives as outlined in this constitution, then the association may be dissolved as follows:
Section 8.1a: The Executive Committee shall circulate a notice of the intent of the dissolution o all dues-paying members of the association.
Section 8.1b: After such a notice is circulated, a special or annual general body meeting shall be held. If the motion is passed by a 2/3 majority of votes, then the association shall be dissolved.
Section 8.1c: After the dissolution of the association, The Board of Trustees, however, shall continue to function for a period of not more than 60 days. During this period pay off all liabilities from the assets and distribute any remaining assets according to the asset disposition approved by the General Body.
ARTICLE 9: OFFICIAL LANGUAGE
English shall be the official language for all correspondence, notices, business meetings, as well as record keeping.
BYLAWS OF THE KSMDAA
ARTICLE 1: MEMBERSHIP
Section 1.1: Paid membership dues are not refundable.
Section 1.2: The member shall resign or be dismissed if convicted or when actions were taken against by a Medical Board.
Section 1.3: Only dues paid members are eligible to vote
ARTICLE 2: THE EXECUTIVE COMMITTEE
Section 2.1: General Rules
Section 2.1a: As per the provisions of the constitution article 5, this committee shall consist of: THE PRESIDENT, PAST-PRESIDENT, 3 VICE-PRESIDENTS. REGIONAL DIRECTORS, CO-DIRECTORS, SECRETARY. TREASURER, MEMBERS-AT-LARGE 4-8. JOINT SECRETARY AND JOINT TREASURER.
Section 2.1b: The term of the committee shall be for two years. A member may not serve more than 2 terms in the same position unless the General Body approves for exceptional candidates to serve another term.
Section 2.2: Eligibility
Section 2.2a: A person nominated for a post-A the Executive Committee must be dues-paying a member of the Association for at least TWO years.
Section 2.2b: For the positions of President, Vice-President and Secretary — one must have served M the Executive Committee or on the Board of Trustees for at least TWO years.
Section 2.3: Responsibilities
Section 2.3a: PRESIDENT: The president shall be the Chief Executive officer of the association. He/She shall convene, conduct and preside over the association’s functions, General Body meetings and the Executive Committee meetings.
Section 2.3b: VICE-PRESIDENTS: Shall coordinate and assist in arranging convention. In the absence of the President, to carry out the President’s responsibilities. Monitoring the functions of the appointed committees.
Section 2.3c: PAST PRESIDENT: To assist and coordinate for the smooth functioning of the Executive Committee with his/her experiences.
Section 2.3d: SECRETARY: Responsible for sending out notices and keeping the minutes of the Executive Committee meetings and General Body meetings. To keep the records. Reporting at the annual meetings.
Section 23e: TREASURER: To keep the records of receipts and expenses, to send out notices to collect the dues, to present the annual budget to the Executive Committee as well as to the Board before the spring season, to present annual financial status report to the General Body responsible to file all legal papers to the state and federal agencies to maintain the association’s tax-exempt and charitable organization status.
Section 2.3f: MEMBER-AT-LARGE: Role in publicity, fundraising, communication.
Section 2.3g: REGIONAL DIRECTORS/XO-ORDINATORS: Regional publicity, membership, fundraising, can vote in committee decisions, by mail or over the telephone.
ARTICLE 3: THE BOARD OF TRUSTEES
Section 3.1: General
Section 3.1a: As per provisions of the Association’s constitution article 4, the Association’s Board of Trustees, referred herein attar as the Board, shall consist of EIGHT TO TEN members.
Section 3.1b: Each new member of the Board shall be elected by the General Body during the annual General Body meeting.
Section 3.1c: The tenure of a Board Member shall be FOUR years and another TWO years of extension can be obtained for exceptional candidates, but this should be approved by 2/3 majority of the General Body.
Section 3.2: Eligibility
Section 3.2a: He/She shall he dues-paying member tier at least FOUR years.
Section 3.2b: the candidate shall have show dedication and strong support towards the success of the Association. And shall be well versed in Association affairs and shall show a capacity to protect and preserve the Association and its constitution and bylaws.
Section 3.2c: In the event that any member of the Board is convicted of professional misconduct or a criminal act or unethical conduct or his/her license to practice is suspended, must immediately submit their resignation. In the event such candidate does not resign, the Executive Committee, as well as the Board, shall decide jointly to dismiss the candidate from the Board of Trustees and subsequently shall notify this decision to General Body.
Section 3.3: Responsibilities
Section 3.3a: The Board shall oversee the performance of the Executive Committee, shall not indulge in the routine executive tasks which are the responsibilities of the Executive Committee.
Section 3.3b: The Board shall ensure that the provisions of the association’s constitution and bylaws are upheld and that the goals and objectives of the association are upheld.
Section 3.3c: The Board shall take a leadership role in fundraising, assets management. and authorize the annual budget.
Section 3.3d: In the event, the Executive Committee is dismissed by the General Body. the Board shall assume the responsibilities of the executive function emit a new Executive Committee is elected.
Section 3.4: Procedures
Section 3.4a: The Board Members shall choose their Chairpersons.
Section 3.4b: The Board Meetings are held the same time as that of the Executive Committee unless the Board wishes to meet separately.
Section 3.4c: The Chairperson shall report to the General Body.
ARTICLE 4: COMMITTEES
Section 4.1: Under The Provisions Of The Constitution, Article 5. Section 5.5, The Executive Committee May Set Up Committee To Assist In Carrying Out Various Tasks And Special Projects.
Section 4.1a: The Executive Committee shall nominate chairperson and members of these committees except the Nominating Committee.
A. SCIENTIFIC COMMITTEE: this committee shall be responsible for organizing Continuing Medical Education (CME) programs for the members and shall be responsible for the speakers and subject materials of such conferences. This committee can also deal with other education-related activities like Fellowship training and library activities.
B. MEMBERSHIP COMMITTEE: This committee shall be responsible for the recruitment new members and to investigate relocations of the members. The Regional Directors shall be part of this committee.
C. PUBLICATION AND COMMUNICATION COMMITTEE: This committee shall be responsible for the newsletters, invitations, and other information materials mailed to the members to keep them informed of the activities of the association.
D. SOCIAL AND CULTURAL ACTIVITIES COMMITTEE: The activities as decided in consultation with the Executive Committee. Members of this committee may be a non-member of the association especially if they belong to the family of an association member.
E. BYLAWS COMMITTEE: This committee is responsible for looking into the constitution and bylaws of the association and make a recommendation to the Executive Committee and the Board of Trustees for their approval. Any changes shall be presented to the General Body meeting for its approval.
F. NOMINATING COMMITTEE: As described in article 4, section 4.2 of the Bylaws.
Section 4.2: Nominating Committee
Section 4.2a: As provisions of the constitution article 6. section 6.2 of the Executive Committee and Board of Trustees shall appoint a Chairperson and two Members to carry out the Election Procedures. The General Body has the power to change the members of this committee.
Section 4.2b: Qualifications of the candidates for the chairperson of the nominating committee; he/she shall be dues-paying a member of the association for 4 years and shall have experience working in the Executive Committee or the Board of Trustees at least for two years.
Section 4.2c: Procedure to conduct the elections:
Section 4.2c1: The chairperson of the nominating committee shall meet with Executive Committee at least three months before the elections to prepare and plan the election process including the process of collecting nominations.
Section 4.2c2: The candidate to contest in the election process shall be a dues-paying active member at least for 2 years and shall have recommendations by at least two good standing members.
Section 4.2c3: The chairperson of the nominating committee shall preside over the election process. In the event, the chairperson is unable to carry out the task than the chairperson shall appoint one of the other members to preside over the elections.
Section 4.2c4: The nominating committee members shall not nominate one of its members for any position. One can resign from the nominating committee to become eligible as a candidate for the election.
Section 4.2c5: The nominating committee shall call for application from the eligible candidates at least 60 days prior to the election day. The elections are held during the General Body meeting. The committee shall present a slate of qualified candidates list for different positions vacant for election. The results of the election shall be announced by the end of the General Body meeting.
Prepared & Presented By:
PAPAIAH GOPAL, M.D