Indian Association of Conservative Dentistry and Endodontics

CONSTITUTION and BY-LAWS

The Indian Association of Conservative Dentistry & Endodontics is a registered organization as defined by the Societies Act and as such is registered with the Registrar of Societies at Chennai on date 5th March 2012

Registered Number 31/2012 dated 5th march, 2012 at the Registrar of Societies, Central Chennai, Tamilnadu.

CONSTITUTION & BY-LAWS

Every Aspect is classified as Articles and Sections under Articles for ease of Reference.

ARTICLE - 1

Name:

The name of this organization shall be Indian Association of Conservative Dentistry and Endodontics. In short, the organization may be referred to as “IACDE”.

Permanent Registered Office address of the Society shall be:

Department of Conservative Dentistry & Endodontics, Government Dental College and Hospital, Asarwa, CIVIL Hospital, Ahmedabad-380026

ARTICLE - 2

The administrative office of the organization:

The administrative office of the organization shall be at such a place within India as may be decided from time to time by the then Secretary and approved by the Executive Committee of the Organization.

ARTICLE - 3

Aims and Objectives:

The aims and objectives for which the Organization is established are as under:

To promote the co-operative effort of its members with regards to the advancement of Science and Practice of Conservation Dentistry and Endodontics in India.
To convene activities such as scientific meetings, seminars, symposia etc. at periodic intervals at convenient places for the dissemination of knowledge and skills for the advancements in the subjects of Conservative Dentistry and Endodontics.
To promote academic activities through the voluntary help of Department of Conservative Dentistry and Endodontics in various dental institutions in India and recognized study clubs or groups of academia in the subjects of Conservative Dentistry and Endodontics.
To encourage Research and Development activities pertaining to Conservative Dentistry and Endodontics.
To propagate and work for suitable public health measures for the prevention of Dental Caries.
To print and publish journals, periodicals, newsletters and other literature relating to problems, practice, methods and other matters in relation to Conservative Dentistry and Endodontics to help propagation of new knowledge in the subjects concerned in India and abroad, to the Indian fraternity for the benefit of the society at large.
To represent officially the views of the members of the Organization on all matters affecting or likely to affect the study and practice of Conservative Dentistry and Endodontics in India to the Government of India, State Governments, Foreign Governments, Chamber of Commerce, Municipalities, Local Board, Universities or any other Public and Private authorities.

ARTICLE - 4

Organisation and Dissolution:

Section 1

The organization is not a profit making organization under the State Laws. All the income, earning, movable and immovable properties of the Organization shall be solely utilized and applied towards the promotion of its aims and objectives. No profit thereof shall be paid or transferred directly or indirectly by way of dividend, losses, profits or in any manner whatsoever to the present or past members of the organization. No member of the Organization shall have any personal claim on any movable or immovable properties of the organization or can make profit in any manner whatsoever by virtue of his membership.

Section 2

If this organization is dissolved at any time for any reason whatsoever, the whole or any part of its movable or immovable properties shall not be distributed to or among the past or present members. After meeting all the liabilities of the organization the balance shall be used to foster the art and science of Conservative Dentistry and Endodontics in a manner to be finally determined by the then Executive Committee of the Organization and approved by the General Body.

ARTICLE - 5

Members:

There shall be following categories of members and one person can be a member of one category only, at a given time according to his eligibility. The name and credentials will be recorded in a register. Any change should have to be notified.

Section 1

Founder Members: Persons who have taken part in forming and promoted the organization shall be treated as Founder Members. As a mark of respect the names of the Founder Members as available in the record as on the date of foundation, i.e. on registered in 2014 are noted herein, viz.
- Dr. Girish Parmar
- Dr. K.S. Gohil
- Dr. R.V. Suchde

Section 2

Life Member: The person holding post graduate degree in Conservative Dentistry/Operative Dentistry/Restorative Dentistry/Endodontics from any Indian/Foreign University/Board/Statutory Body recognized by Dental Council of India and whose name appears in part A of Dentists’ Register of Dental Council of India are eligible for life Membership. Diploma holders are not eligible to become a member of this association. [Existing members holding Diploma cannot vote or hold any official post in the organization.]

Section 3

Honorary Member: Any person who may be nominated by the Executive Committee and accepted by the General Body of the Organization can be an Honorary Member. The person should be of national and / or international repute and by awarding such membership the association will be honored.

Section 4

Student Member: Any Student who is studying post graduate degree in Conservative/Operative Dentistry / Endodontics recognized /approved by Dental Council of India are eligible to become Student Members. They can attend the general body meeting but cannot take part in any discussion or voting.

Section 5

Associate Life Member: There will be no provision for new associate life members henceforth.
[Existing Associate members: cannot vote or hold any official post in the organization.]

Article - 6

Membership fee Details:

Life Member: -Rs. -
Student Member: -Rs. -
Student members are converted as life members on their passing MDS degree in the specialty of Conservative/Operative Dentistry / Endodontics on production of the self- attested copy of their post graduate degree certificate.

Article - 7

Right and Tenure of Members:

Only the founder members and life members will have voting right, no other category of members will have the voting right. However, the members of other categories can involve themselves in all organization activities including attendance in Annual/Extra Ordinary General Body Meeting but without the right to participate in the discussion and voting. The Life Membership, Associate life Membership, and Founder Membership is for lifetime unless the membership is ceased as per provisions in the constitution. The honorary membership of a person will be for the period as may be decided by the Executive Committee/General Body.

Article - 8

Mode of becoming a Life/Student Member:

An intending member shall submit the application in the prescribed form duly filled-in with the required documents of proof to the General Secretary along with the stipulated membership fees. The General Secretary shall approve the membership after perusal of the documents and ratify the action of awarding membership after the approval of the executive committee.

Article - 9

Cessation of Membership:

A person shall cease to be a member under the following circumstances:

Submission of resignation and acceptance by the Executive Committee.
Termination by the Executive Committee for failure to discharge the responsibility / defalcation of fund/ failure to co-operate with the Organization towards its aims and objectives / any act disgraceful and detrimental to the organization.

The termination has to be ratified by the General Body.

The executive Committee will have the power to take steps against the member even if his membership has been ceased, to realize any claim which is subsisting at the time of cessation.

Article - 10

Liabilities of persons ceasing to be member:

Any member, so ceasing to be, shall forfeit all his rights to or claim upon or privileges of the organization, its properties and fund but shall however continue to be liable for and pay to the organization all dues which at the time of his or her ceasing to be a member of the organization be deemed from him or her to the organization.

Article - 11

General Body:

All the members having voting rights shall constitute the General Body. It shall have the supreme legislative power of the Organization.
It shall have the power to enact, amend and/or repeal any part or whole of the constitution of the Executive Committee.
The General Body shall have the power to elect office bearers and Executive Committee.
It shall have the power to approve or reject any proposal or recommendation forwarded by the Executive Committee or any other committee being formed for any particular purpose.

Article - 12

Annual general Meeting:

There shall be an Annual General Meeting of the General Body at the date, time, place and agenda as may be decided by the Executive Committee. The Honorary member / Associate Life Member / Student Member will be eligible to attend the meeting but not eligible to take part in any discussion and to vote.

The president or in his absence the 1st or 2nd or 3rd Vice President of the organization in chronological manner will preside over the Annual General Meeting or Adjourned General Meeting.

Article - 13

Notice for Annual General Meeting:

A clear 21 days prior notice will be sent through electronic means. (Mail/ Text message / App notification) to all the voting members, specifying the date, place, agenda and time. The resolutions of the meeting will not be invalidated due to nonservice of notice.

Article - 14

Quorum of the Annual General Meeting or Adjourned General Meeting:

At least one- third (1/3rd) of the members of the general Body personally present shall constitute the quorum.
If within fifteen (15) minutes from the time specified there is no quorum, the Annual General Meeting will be adjourned.
The Adjourned Annual General Meeting may be held after thirty (30) minutes on the same day and place over all agenda and number of members’ present will be deemed to be quorum for Adjourned Annual General Meeting. The members present will have full authority to take a decision over all the matters in issue and the same will be final and binding upon the organization.

Article - 15

Order of Business in Annual General Meeting:

At the annual meeting of the Organization the order of business shall be as follows:

Call to order by the president.
Reading the minutes of Previous Annual General Meeting, statement of action taken and its approval.
Report of accounts by the treasurer and its approval.
Report of the editors of publications.
Report of the secretary and its approval.
Election of office bearers and Executive Committee members.
Any other business by permission of the chair.
Address by outgoing president.
Handing over charge.
Adjournment.

General Body shall not be competent to take up and discuss any matter/issue which has not been specifically mentioned in the notice upon which meeting has been convened unless permitted by the chair.

Article - 16

Passing of Resolution at Annual General Meeting:

The Founder members and life members only shall have the right to participate in the discussion and shall have a voting right.
In the case of differences of opinion, the passing of resolution shall be governed by numerical majority of votes. Voting may be by raising hands or on ballot which will be decided by the chair.
The decision of the chair regarding any matter resolved either unanimously or by a particular majority shall be conclusive.
Before or on declaration of result of the voting on any resolution by raising hands, a poll may be ordered to be taken by the Chair of the meeting on his own motion or shall be ordered to be taken on a demand made on that behalf by at least 1/3 of the members present having voting rights. The demand of poll may also be withdrawn at any time by the persons who made the demand.
Ordinarily, the Chair will have no voting right but in case of tie the chair will give the casting vote.

Article - 17

Section - 1

Notice of Extra-ordinary General Meeting: The Extra ordinary general meeting may be called by the Executive Committee. The Executive Committee shall, on the written requisition of minimum one- fourth of voter members may decide to call an Extra-ordinary general meeting on the specified subject as may be proposed by the members within 45 days from the date of receipt of requisition and issue notice accordingly as per Rules. If Executive Committee does not issue notice for meeting to be held within 30 days hence, the members requisitioning for the meeting may issue a notice of such meeting by themselves, informing the office of Organization the date, time and place of the meeting. If no such notice is received in the office of the Organization within 75 days, the requisition will be deemed to be ineffective.

Section - 2

Quorum of Extra-ordinary General meeting and the Business: : One- third of the total members shall form the quorum in which at least half of the members who requisitioned for the meeting shall have to be present, otherwise the meeting will be deemed to be cancelled.

In the Extra-ordinary general meeting, only the agenda for which the meeting has been called on will be discussed and a decision will be taken and no other issue for any reason will be taken up for discussion.

Section - 3

Extra-ordinary General Meeting:

All general Body meetings other than Annual General Meeting or Adjourned Annual General Meeting shall be called Extra-Ordinary General Meeting.

Article - 18

Election of Executive Committee:

Only voter members qualify to be elected to the executive committee.
All the posts except the post of President, Joint Secretary, and Treasurer will be elected by the general body.
Proper election notice should be circulated every year with specific dates for each action, at least 45 days ahead of the election.
Nominations of Officers for the succeeding year must be proposed and seconded in writing and must reach the General Secretary at least 4 weeks prior to the Annual General Meeting.
Any lapse in the qualifying criteria or nomination shall make the candidate unfit to contest.
Any person wanting to contest shall apply to the secretary in the prescribed proforma.
In case of more than one candidate for one post, the voters will cast their vote. In case of a tie, the Chair will give the casting vote.
Two scrutinizers will be appointed by the President who shall conduct the election. The President shall act as returning officer.
In case of causing vacancy of any post due to death or any other reason, the President only may at his discretion nominate any member of the General body/Executive Committee to officiate the post. No member will have the right to challenge such an act of the President.

Article - 19

Executive Committee:

The Executive Committee shall be the administrative body of the Organization. The committee shall have all administrative powers and duties, those specifically reserved to the general body, viz.

To create such posts, appoint and control such staff as may be required for the effective management of the affairs of the Organization and to regulate their recruitment and conditions of their service.
To prepare and execute detailed project & plan programs for the furtherance of the Organization.
To receive and to have custody of the funds of the Organization and to manage its properties.
To accept any endowment, funds, subscription and donations, provided the same is conditional and not inconsistent with the objectives of the Organization.
To manage expenditures as per the budget.
To lay down terms and conditions governing fellowship, deputations, grants in research schemes and action projects.
To appoint committees with power to co-opt, for disposal of business of the Organization or for advice in any matter pertaining to the objects of the organization.

Article - 20

Composition:

The Executive committee shall be composed of the following portfolio.:

President – One	Term of Office - One Year
President Elect – One	Term of Office - One Year
Immediate Past President – One	Term of Office - One Year
Vice Presidents – Three	Term of Office - One Year
General Secretary – One	Term of Office - Three Year
Joint Secretary – One	Term of Office - Three Year
Treasurer - One	Term of Office - Three Year

Editors –

Journal - One	Term of Office - Three Years
News letter - One	2
Committee member –eighteen	12

All office bearers elected for a term shall be eligible for re-election, except for the President, who shall not normally be eligible for re - election until one year has elapsed.

The person who has been elected as President Elect in the annual general meeting shall take over the post of President in the next session for the period of one year i.e. up to the subsequent annual general meeting.

Article - 21

President:

The President shall preside over all Annual or Extra-ordinary general meeting and/or meetings of the Executive Committee or any other committee being formed for any purpose as per provision of the constitution.
The President will have the right of having the casting vote only in case of a tie but otherwise has no voting right during the tenure of his holding the portfolio of President.
A member can be a President only once in his/her lifetime.

Article - 22

President Elect:

There shall be one President Elect elected from the annual general meeting.
A person who is a voter member at least for ten years and has been a member of the Executive Committee for a minimum of two years and Vice Prssident for one year with a minimum of 60 % of attendance in each year is eligible to be elected as President Elect.
The President Elect will take over the post of President of the Organization in the very next Annual Session.

Article - 23

Vice-President:

A person who is a voter member at least for five years and has been a member of the executive committee for a minimum of two years with minimum of 60 % of attendance in each year is eligible to be elected as Vice President.
There shall be three vice presidents to be elected at the Annual General Meeting for one year only unless re-elected in the next session.
The Vice President shall assume the duties of the office of the President in his absence in the chronological order. [According to the number of votes procured in the election / IACDE membership seniority]

Article - 24

Immediate past President:

The person who has been the President of the previous session will be treated as immediate Past President in the next session and will be an automatic member of the Executive Committee for the next session.
The immediate past president shall help and guide the present Executive Committee to perform its functions.

Article - 25

General Secretary:

A person who is a voter member for at least eight years and a member of the Executive Committee for at least two years with minimum of 60 % of attendance is eligible to be elected as General Secretary.
The General Secretary will hold the office for three successive annual sessions. The General Secretary cannot hold office for more than two terms.
The General Secretary shall conduct the business of the organization, keep Minutes of all meetings, keep a list of names and addresses of all members and make a written report on the work of the organization to the Annual General Meeting and Executive Committee Meetings.
The General Secretary in consultation with the Executive Committee shall supervise and discharge the activities and business of the Organization. He will be the ex officio member of all the committees which may be formed from time to time for different purposes
The General Secretary shall sign all official documents, correspondences of the Executive Committee as well as Organization, and will sign on behalf of the president in his absence, and will issue vouchers for payment of bills of the Organization. The power of the general Secretary will be deemed to be as assigned by this constitution. The General Secretary will be one of the joint signatory with the Treasurer for operating the Bank Account of the Organization.
The General Secretary is authorized to prosecute and defend proceeding on behalf of the organization before legal authorities.
While applying for the post of General Secretary, the names of the Joint Secretary and the Treasurer should be given.

Article - 26

Joint Secretary:

A person who is a voter member for at least three years can be selected by the General Secretary and appointed by the President as joint Secretary of the Organization and this appointment will not be by way of election.
The Joint Secretary shall assist the General Secretary in supervising and discharging the activities of the Organization, shall collect the financial report from the Editor about the transaction, shall keep the balance sheets, shall make a report of his office to the Executive Committee and shall place a complete report of the financial condition of the Organization.
In the absence of the General Secretary, the Joint Secretary will hold the office of the General Secretary for all purposes. In case of the Secretary's post falling vacant the Joint Secretary will hold the office of the General Secretary for all purposes. In case of the Secretary's post falling vacant the joint Secretary will hold the office of the Secretary till the next Annual General Meeting.

Article - 27

Treasurer

A person who is a voter member for at least three year can be selected by the General Secretary and appointed by the President as Treasurer of the Organization and this appointment will not be by way of election.
The Treasurer shall be one of the joint signatory with the General Secretary for operating the Bank Account of the Organization.
The Treasurer will always keep and maintain the books of account to be audited by a licensed Auditor and place the same in the Annual General Meeting. All members will be entitled to receive a copy of the Audited Accounts prior to the Annual General Meeting at the cost of the Organization.

Article - 28

Editor:

A person who is a voter member for at least eight years and a member of the Executive Committee for at least two years with minimum of 60 % of attendance is eligible to be elected as Editor of the official journal of the organisation.
Additionally, the editor must fulfill the following criteria: The member contesting to be editor should
Have two publications as first author at state / national / international level recognized peer-reviewed journal.
Should have been in the editorial board of a state or national, dental or conservative dentistry peer-reviewed journal.
The Editor cannot hold office for more than two terms.
The Editor shall supervise the official journal of the organization, the Journal of Conservative Dentistry with the assistance of the Editorial committee/board to be formed by the editor. The General Secretary and President will be the members of the committee along with others.
The Editor will always be entitled to have a separate fund to be freely available for his activities and the Editor will be entitled to give advice for raising this fund.
The Editor will be bound to maintain proper Accounts and will submit the audited accounts to the Joint Secretary within the month of October of each year. The time may be extended by the General Secretary on prior request.
The Editor can have two Associate Editors and the same will be appointed by the President.
The Associate Editor should be a voter member for at least 4 years.

Article - 29

Newsletter Editor:

A person who is a voter member for at least six years and a member of the Executive Committee for at least two years with a minimum of 60 % of attendance is eligible to be elected as Newsletter Editor of our association.
The Newsletter Editor will hold the office for 2 years and for just one term.
The Newsletter Editor can have one Associate Editor and the same will be appointed by the President.
The Associate Editor should be a voter member for at least 3 years.

Article - 29

Member of the executive Committee:

Any person who is a voter member at least for three years and has attended at least one annual general meeting shall be eligible to be elected as member of the Executive Committee.
Any executive committee member is eligible for re-election in the succeeding year only if the member has a minimum of 60% attendance during the serving year.
The total number of the members will be eighteen which may be increased /decreased subject to the number of voting members. Of these, fifteen shall be elected members and three members shall be ex officio. (Past Presidents)
1:20 will be a ratio of members of Executive Committee to the Voting Members, subject to a maximum of 20 or as per resolution at the Annual General Meeting.
The members shall advice and help the General Secretary and also the Treasurer and Editor in their Executive Functions and also assist and co-operate with the President for the smooth functioning of Organization. The members shall actively participate in organizing and conducting the acts and activities of the Organization.

Article - 30

The executive committee shall meet at least four times in a year (AGM to AGM).

Article - 31

Liability

The liability of the IACDE is limited to its assets. Personal liability of its members is expressly excluded.

Article - 32

The official language of the IACDE shall be English.

Article - 33

Amendments

These By-Laws may be amended at any session of the AGM by a two third majority, provided that the proposed amendments are communicated to the members at least three months before the date of the AGM at which the amendments are to be discussed and voted on.

Article - 34

DISSOLUTION OF IACDE

The IACDE can be dissolved by a decision of a three-quarters majority of the present or represented Full Members.

The Executive Committee will carry out the liquidation, prepare a report and deliver the final settlement to the AGM, which decides upon the fate of the balance at the bank.

The balance at the bank will be distributed to other non-commercial, non-profit making organization(s) operating in the interest of the public.

In the event of a deficit balance, the liability of the membership will be limited to an amount not exceeding the level of the annual dues.

Article - 35

EMPLOYMENT

If necessary, the Federation may take on employees whose employment, discharge and salaries shall be decided by the Executive Committee.

Amendments 1

CODE OF CONDUCT FOR ELECTION

Eligible members are free to cast their vote even if they are not registered as delegates for the conference.
Candidates can communicate to the member of the society in support of their candidature only after the Head Office releases the list of eligible candidates for the upcoming election.
Candidates can communicate to the members in support of their candidature in a reasonable manner.
On the day of elections, no canvassing is allowed in area demarcated by IACDE President.
No posters, placards, pamphlets, cards within demarcated area on the day of election.
Use of the official IACDE website/ Facebook or any other official media shall not be permitted after election notification is issued.
Breach of any of the above shall be considered violation of the Code of Conduct for canvassing and violators may lose the right to contest.