|RULES AMENDED AND APPROVED BY THE GENERAL BODY OF THE ASSOCIATION HELD ON 27-11-2000 AND EFFECTIVE FROM 01-01-2001
1. NameThe Association shall be called the Association of Microbiologists of India or AMI in short.
2. OfficeThe office of the Association shall be located at the normal place of activity of the General Secretary. All communications regarding the association, membership and other matters should be directed to the General Secretary. Matters regarding finances should be directed to the National Treasurer of the Association.Permanent location: The permanent records, literary possessions, including journals, books and any other records of the association shall be at a permanent location in India to be selected by the Central Council. This shall be the place of the Editor – in – Chief of the Journal, who shall have the responsibility to manage the permanent office.
3. ObjectiveThe objectives of the Association shall be to promote the study of Microbiology and to facilitate interaction between Microbiologists and other allied disciplines. The Association shall publish one or more research journals under the authority of a competent Editorial Board.
4. Membership and PrivilegesMembership of the association is open to all graduates in Microbiology or allied disciplines who pursue studies, teaching, research or profession in Microbiology or allied subjects. Members shall have the privileges as specified in para 4.1.3.Types of Membership and Admission: There shall be three categories of members – Honorary members, Life members and Annual members of the Association of Microbiologists of India.
Resignation, Termination and Readmission of AMI Members
5. Membership FeePersons can enroll as life members or annual members either directly or through the unit nearest to their place of working. Membership fee is likely to change from time to time to be decided by the General Body of the Association.
Fee retainment: When membership is through the local AMI unit, the local treasurer shall retain the admission fee in full of life members and annual members, in addition to the 50% of the annual fee of the annual members and shall remit the balance to the National Treasurer. The unit treasurer shall not retain any part of the life membership fee.
6. Journal MembershipMembership of the Journal is optional. The Journal membership rate may change from time to time with the approval of the General Body. Those who wish to receive the journal may pay the journal subscription, in addition to the membership fee to the Editor – in – Chief or to the unit Secretary who shall then send the same to the national Treasurer. Journal subscribers will receive the journal directly form the Editor. All ex- Presidents of the Association are eligible to receive the journal free of charge on retirement from service, provided they are unable to subscribe and should inform the Editor – in – chief in writing annually.
7. The Central Council and its FunctionsThe Central Council of the Association, herein after called the CC, shall consists of the President, President Elect, the General Secretary, the Treasurer, the Joint Secretary, the Editor – in – Chief, four members elected by the general procedure of election and one representative from each AMI unit. All past Presidents and General Secretaries will also be ex- officio members of the Central Council without voting rights.Functions of the CC: The CC shall formulate all policy matters relating to the functioning of the association for approval by the General Body. It shall approve the admission of new members to the association, make modifications and amendments to these rules and regulations subject to approval by a majority of members at the General Body.
It shall examine the agenda for the General Body as well as requests from members for items to be discussed by the General body, provided they are sent to the General Secretary at least 60 days before the General body meeting. The CC shall execute all decisions made by the General Body of the AMI. The CC shall have powers to nominate persons to represent the AMI at National and International Conferences as and when the necessity arises. Persons nominated shall be the Life members of the association and preferably, members of the Central Council. The Central Council shall decide the cost of representation, if any. The CC may invite any other Scientific Society to participate in AMI, if found desirable. The CC shall have the right to permit financial assistance requested by units subject to recommendation by the Treasurer. The CC shall nominate the Editor – in – Chief of the Journal from among the Life Members of the Association (from among those available at the permanent location of AMI, when the permanent location is established). The CC meetings are private and the proceedings shall not be communicated to the press without the consent of the Council.
CC Meetings: The CC may be convened as and when required by the General Secretary with 15 days notice but shall convene at least once before the General Body meeting of the Association. A minimum of 6 persons shall form the quorum for the Central Council meeting.
CC President: The CC meeting shall be presided over by the President or in his absence the President- Elect. In case neither is able to attend, the General Secretary may conduct the meeting with any one member in the chair. Such meetings may be held provided there is a quorum of at least 6 members.
Filling of CC vacancies: Vacancies arising in the CC due to death, resignation or any other reasons shall be filled only by due election at the earliest. The vacancies of Joint Secretary and the Editor – in – Chief can however be filled by fresh nomination by the Central Council but only for the remainder of the period of the term.
8. Officers of the Association & their ResponsibilitiesThe Officers of the association shall consist of the President, the President Elect, the General Secretary, the Joint Secretary, The Treasurer and theEditor – in – Chief.
Term, duties and Responsibilities of the Officers of AMI:
The various Officers of the AMI except the Joint Secretary and the Editor–in–Chief shall be elected by the members of the Association and shall have the following terms, duties and responsibilities. The CC shall nominate the Joint Secretary and the Editor –in – Chief.
9. AMI UnitsA unit of AMI can be formed at any place in India with the approval of the CC provided it has a minimum of 20 members. All members will have the freedom to be associated with a unit closest to their place of working /residence. Where there is no AMI unit, members can enroll directly with the AMI through the National Treasurer. After the unit is recognized, it shall be included in the directory of the Association maintained by the General Secretary. Members forming the AMI unit shall convene and elect office bearers of the unit as mentioned in these regulations. The unit is also free to form their own rules for management within the framework of the general rules of the AMI for proper functioning of the unit. The election of office bearers should be held before March every year and the names of the office bearers should be communicated to the AMI General Secretary.
Management of AMI Units: Every AMI unit shall be managed by an executive committee, responsible to the general body of the unit and AMI. The executive committee shall consist of the President, the Secretary cum Treasurer and at least 2 members. The term of office of all the office bearers shall be ONE year. Election of these office bearers of the units shall be held by consensus or by ballot, if necessary. The unit Secretary cum Treasurer shall act as the returning officer for this purpose.
Functioning of the AMI Units: The AMI units shall conduct academic activities to promote the objectives of the Association by organizing seminars, meetings, conferences etc. with funds available at their disposal. The units shall collect membership fee before March 31st every year and process further as mentioned under Rules 5.6. Proper accounts shall be maintained in a nationalized bank and reported to the local unit as well as to the National Treasurer by the 31st of December every year. The Secretaries of the units shall send a report to the General Secretary every year, who in turn shall consolidate the same and submit to the CC and the General Body of the association at their meetings.
10. Eligibility for Office Bearers and Election Procedure
11. AMI General Body and General Body MeetingsThe General Body of the Association herein after called the GB shall include all members and will be the final authority to initiate, accept, reject or modify any proposal concerning the Association, its Rules and Regulations. The General Body shall take major policy decisions, which are first scrutinized by the CC.Members who wish to bring forth items for discussion at the General Body shall send the proposals in writing to the General Secretary at least 60 days before the GB meeting. The General Secretary shall examine the proposal, place it before the CC and thereafter bring it as an item for discussion to the GB.
Any other important matter can however be discussed in the General Body, if permitted by the presiding officer.
All the GB meetings shall be presided over by the President or in his absence by the President elect. In the absence of either, it may be presided over either by the immediate past president or any other past president of the AMI.
The GB meetings of the Association are private and the proceedings cannot be Communicated or publicized without the permission of the General Secretary.
12. Extra Ordinary General Body meetingsThe President or the CC can convene extra ordinary GB meetings on request in writing to the General Secretary by at least 100 (one hundred) members of the association. Such request s shall state specifically the purpose for which the meeting is to convened. The General Secretary, on receiving the request shall get the approval of the CC or the President and inform all the members of the AMI the date, time and place of such extraordinary meeting with at least 15 days notice.
13. Association Funds and ManagementThe Treasurer of AMI shall deposit all funds of AMI, in Scheduled Nationalized Banks in the name of the Association after obtaining the authorization from the President and the General Secretary. The authority to receive and manage funds on behalf of the Association shall rest solely with the Treasurer of the Association.All bank accountsincluding SB accounts and Fixed Deposits (FDs) will be operated jointly by the Treasurer and the General Secretary provided they are from one place. Should these officers be in different place, both may be allowed by the CC to operate individual SB accounts. However, all fixed deposits of AMI will be operated jointly by the Treasurer and General Secretary.
Fund investment: The Treasurer shall make investments of its funds as deemed best in recognized institutions only, after approval by the CC. All Life membership amounts will be placed infixed deposit. The interest from this shall be used for the activities of the Association. The capital amount of Life membership fee shall not be used for any purpose without approval by the GB of the Association.
Funds meant for specific awards accepted by the GB of AMI shall be placed in separate FDs. The Treasurer shall maintain separate accounts for the utilization of the interest from such deposits. The original investment shall not be used for any purpose. The Treasurer may increase the size of the initial deposits by placing more funds therein or reinvestment of unused interest, with prior approval of the CC. The Treasurer shall ensure proper growth of the capital and the interest by proper reinvestment management.
Funds for giving away Young Scientists awards or travel grants to students shall be from interest accruing from FDs preferably kept for this purpose. However, until such time the FDs are established for this purpose, this expenditure may be made out of the surplus funds available with the Treasurer subject to approval of the CC. The Treasurer shall however, make efforts to establish separate fixed deposits for these purposes.
Funds for normal functioning of the association and the Journal shall be drawn from the annual membership fees, the Journal subscription from members and institutions, advertisements in Journal and the interest accruing on the Life membership fixed deposits. The Treasurer shall be free to place any surplus funds from any source, in new FDs in the name of AMI and this shall be brought to the notice of the CC at the earliest.Any surplus amount available may be utilized for the welfare of the Association and for providing assistance to the young microbiologists as deemed fit by the CC on recommendation by the Treasurer. This information shall however be brought to the notice of the GB at its next meeting.
14. Accounting YearThe accounting year of the Association shall be January to December every year.No person shall be normally, admitted to the Association after the month of March every year.
15. Association JournalThe Association shall publish quarterly the Indian Journal of Microbiology. The subscription rate shall be fixed by the GB on the recommendation by the CC and the Editor – in Chief. This shall however vary form time to time. Membership to the journal is optional.
16. Association RecordsThe officers concerned particularly the General Secretary and the Treasurer shall maintain all routine correspondence and records of the Association for at least 10 years. For this purpose, they shall be allowed to have computerized facilities. Records of permanent or historical value or exchange material shall be preserved both on paper and floppies/CD’s at the permanent location of the Association. All records held by the various officers and equipment purchased out of the Association funds shall be transferred to the successor, as and when an officer demits his/her office.
17. Appellate AuthorityAny dispute arising in relation to the interpretation of these rules and regulations or with regard to any matter, for which no provision is made herein, the decision of the CC shall be final. Such decisions of the CC shall however be placed before the GB, which only will have the right to modify or reverse the decision of the CC.
18. Amendments of RulesThese rules of the Association can be altered only by the GB. No alteration shall be made unless two thirds of those voting at the GB meetings are in its favour.
Procedure for rule change: Any changes in these rules, suggested by a member shall first be scrutinized by the CC. If found acceptable, the General Secretary shall send the proposal to all the Life members and to units of the association for their comments. The various unit secretaries, on receipt of the proposal, shall convene a general body meeting of the unit and examine the proposal. The units will then inform the General Secretary about their decision in writing within 30 days after receipt of the communication from the General Secretary. If any unit does not respond, it will be presumed that they have no objection to the proposal.
The General Secretary shall then consolidate all comments received from the Units and place the same for consideration by the CC and then at the next GB meeting. Any change to these rules and regulations shall be made only by a Majority of 2/3 of members present at the General Body. The decisions of the GB shall be final and binding and not be subject to any judicial review.
The General Secretary shall then inform all the members about the changes approved either directly or through the units.
19. AMI ConferencesAll AMI units are entitled to host the conferences of the AMI, which are at present annual. Any unit desiring of hosting the conference shall bring a written commitment to the General body of the Association to that effect. The GB shall examine all requests and decide the unit, which shall organize the next conference.During the conference, in addition to symposia, keynote lectures, and poster presentations, the GB of the Association shall also meet and carry on business activities. The President of the AMI, who shall deliver his presidential address at the conference, will chair the conference. The Responsibility of holding the conference shall be of the unit, who may be initially supported financially by the Association. The finances given by the Association to the unit shall be deemed to be a loan, which should be returned to the Association soon after the conference is over along with the accounts of the unit audited by a recognized auditor. The loan amount shall be decided by the CC on request from the organizers. The unit will be authorized by the Association to collect funds from the public in addition to the Registration fee from participants. The registration fee will be decided by the organizing committee and the CC of AMI. Any surplus funds at the end of conference shall be shred by the unit and the AMI in a ratio mutually acceptable. Submission of accounts to the Donor Agencies after the conference shall be the responsibility of the Organizing unit and this shall be done at the earliest so that the next unit authorized by the GB to hold the conference, is able to obtain assistance.The dates and program of the conference shall be decided by mutual consent between the CC of AMI and the Organizing Committee.
20. Institution and Presentation of Various AMI AwardsThe association on approval by the GB of AMI shall accept institution of awards to be given preferably to the Members of the Association. The awards shall be called AMI-X Award, if the award is instituted by any donor (X). Otherwise they shall be called as AMI Awards. Each Award shall be instituted with a capital fund placed in a separate FD in a Nationalized Bank by the Treasurer and shall be named as AMI- X- fund (example, AMI – Vyas Memorial Fund). The Treasurer shall maintain a separate file for the operation of each fund. The interest accrued in each deposit shall only be used for the distribution of the award and the capital shall not be disturbed under any circumstances.If the award is not given for any reason, the interest meant for the award shall be put back with the capital in the FD. In order to make the awards grow in size with time, except the Young Scientist Awards, the awards will be either, biannual, triennial or quadrennial as decided by the GB. The size of the award may be changed once in 10 years depending on the growth of the capital in each fund. The association, on recommendation of the GB may however increase the size of the awards before 10 years if the Capital Fund is enhanced by any funds collected specifically for that purpose.
For any rules not made herein with regard to the Awards, the decision of the Central Council and the General Body shall be final and not be subject to any judicial review.
21. General Rules & Procedure for Selection of AwardeesAll Awards are to be given away only at the GB meetings of the Association.The amount for each award may vary depending on the size of the capital. This may be changed from time to time by the GB on the recommendation of the CC.
All members of the association except the current CC members, are eligible for being nominated for the awards within the given specific guidelines. The General Secretary shall inform all members of the Association regarding the availability of the Awards during the year and the size of the awards, and call for nominations in the first circular of the annual AMI conference with appropriate deadlines for submission.
The nomination shall be proposed by two members, one of which should be a life member and should include a brief bio-data and achievements of the nominee intriplicate.
The minimum number of nominations for any award should be 3 (Three) and should this not be met, the General Secretary shall inform the nominees accordingly.
The General Secretary shall not get the nominations scrutinized by a committee if the number is less than the prescribed (except for AMI Vyas Memorial Award). In such a case, the award will be deemed to have not been given and deferred to the next appropriate time. Those who had applied may be asked to apply again by the General Secretary.
If the nominations have to be scrutinized, three Members selected by the Central Council shall screen nominations received by the General Secretary before the due date. In case the award is instituted by an outside agency, a representative of the agency may be one of the three members for scrutinizing the applications.
The recommendations of a majority of the members shall be accepted by the General Secretary and communicated to the Council for acceptance.
The Central Council shall not change or cancel the recommendations received from the General Secretary on scrutiny by the selection committee.
The General Secretary shall initiate the selection procedure well in time so that the Council may ratify and the candidates are informed about the award at least one-month before the General Body meeting. If for any unforeseen reasons the council is unable to meet to inform the awardees, the General Secretary shall obtain the approval of the President and inform the candidates.
The awardees shall be required to present herself/himself personally at the meeting and briefly present his/her work for which the award is given. If the awardee is not in a position to be present on health grounds or any unexpected reason, only then the council may recommend to the GB to give away the award in absentia. If the awardee does not turn up without adequate reasons, the award may be deemed to have forfeited and the award money is put back into the capital fund.
All decisions regarding the awards by the Central Council shall be final and not subject to any judicial scrutiny or interpretation.
22. Specific rules for Awards
23. AMI-Travel grantsThe AMI shall institute, when adequate funds are available, travel grants to enable young postgraduate students who are members of AMI to attend and participate in AMI conferences.
All post graduate students in Microbiology (to be certified by the HOD), who have their papers accepted for presentation at the AMI conference and coming from a distance beyond 500 km shall be eligible. The travel grants shall cover II class Railway fares by the shortest route. The funds for this shall come from interest from funds earmarked for this purpose. The number of travel grants available will depend on the funds available and the Treasurer, based on regional distribution, shall make selection. Priority will be given to those coming from the most distant place. Those interested in utilizing this facility should inform the General Secretary of AMI soon after their paper is accepted at the conference, along with a copy of the paper and the acceptance letter.