By-Laws

CONSTITUTION 

AND BY-LAWS 

INDIAN MEDICAL ASSOCIATION 

OF NORTHWEST INDIANA 

PREAMBLE 

 

Whereas, a large number of healthcare professionals of Indian heritage are becoming permanent residents of the United States of America and Canada, be it resolved 

That a non- profit organization be formed to maintain the identity of these healthcare professionals of Indian origin practicing in Northwest Indiana.  

That a forum be provided for meeting, sharing and fostering professional and cultural advancement.  

That a bond of purposeful unity be established to enrich the Indian Community at large and the whole society of North America. 

The term “ Indian origin” is used throughout these by-laws in an ethnic sense independent of birthplace and is meant exclusively to pertain to persons whose ancestry, in whole or part derived from India. The word “heritage” similarly, connotes ancestry.    

 

ARTICLE 1 NAME 

The name of the organization shall be Indian Medical Association of Northwest Indiana, Incorporated. The organization shall be Non- profit and incorporated in the State of Indiana. 

 

ARTICLE 2 OBJECTIVES 

Section 1:  To present lectures, seminars, discussions, papers and similar endeavors relating to the medical field for members of this corporation and the general public.  

Section 2:  To present to members of this corporation and to the general public lectures, seminars, discussions, papers and similar instructional endeavors relating to the promoting of better under-standing of the interests and problems of resident and practicing physicians of Indian origin in North America. 

Section 3:  To provide any and all educational materials presented in the above-described lectures, seminars, discussions and papers to the general public upon request. 

Section 4:  To promote close relationship and communication among members. 

Section 5:  To act as a central forum for the physicians of Indian origin in North America and to facilitate exchange of information with other physicans societies of North America, whereby information of common interest among members can be shared. 

Section 6:  To promote the standard of practice in the art and science of medicine in the common interest of its members and the public through educational, social and scientific activities. 

Section 7:    To help members integrate with American medicine and American culture and maintain a close liaison with local, national and international medical and physician societies and organizations. 

Section 8:  To promote the respectable image of the organization to the public through its non-profit activities. 

Section 9:  To maintain a liaison and communication with the Indian Associations of other medical specialties and also, cultural organizations in North America. 

Section 10:  To communicate and exchange information and encourage interdisciplinary cooperation with medical societies of India.  

 

ARTICLE 3 – MEMBERSHIP 

Section 1:  Classification of Members 

  1. Active Member: Any licensed provider holding a doctorate who is practicing medicine or dentistry in Indiana is eligible for active membership.  These members are eligible to vote and are entitled to hold elected office positions as detailed in Article 4.  Any member who has been granted active membership prior to the revision of these by-laws on February 17th, 2016 has been grandfathered into the organization as an active member.  
  1. Life Member: Any active member, allied member, or associate member of good standing may apply for life time membership 
  1. Honorary Member: Any physician with eminent scientific achievement may be invited as an honorary member as recommended by the Board of Directors and approved by the members in a general body meeting by a majority. 
  1. Associate member:  Any health care professional holding a doctorate and a license to practice their profession in any state other than Indiana is eligible for this membership.  
  1. Allied Members:  Any persons engaged in professions or careers in medicine and dentistry that DO NOT HOLD A DOCTORATE including but not limited to nurse practioners, physical therapists and pharmacists are eligible for this membership.  
  1. Medical Students, Residents and Fellows:  These health professionals of medicine or dentistry in approved training programs in the United States who wish to promote the Northwest Indiana Indian Medical Associations are eligible for this type of membership.  

Section 2:  Application for Membership 

Application for membership shall be made in writing or electronically on a form provided by the organization. The application will be forwarded to the Secretary, accompanied by the prescribed dues. The application shall be reviewed by the membership committee and recommended for approval by the Board of Directors at the next Board Meeting. 

Section 3: Membership Eligibility Continued 

Membership in the corporation is to be open to and all physicians of Indian Origin regardless of race or religion.  

ARTICLE 4 – OFFICERS 

Section 1:  Elected Officers 

Elected officers are: President, President-elect, Secretary, Treasurer, and Board of Directors.   

Section 2:  Qualifications 

  1. He or she must be at least an active member for one year. 
  1. He or she must be licensed practitioner in Northwest Indiana 
  1. The President must have held an elective office of the organization for at least one term unless approved by the Board of Directors.  

         Section 3:  Duties of Officers 

  1. Duties of the President 

The President shall: 

  1. Preside over meetings, regular and special. 
  1. Appoint Chairman of the committees, subject to approval by the Board of Directors. 
  1. Act as a chairperson for the Board of Directors. 
  1. Submit to the Board of Directors at its first meeting of the year his or her plan of project of the organization for the term. 
  1. Act as Chairman of the nominating committee for his term. 
  1. Perform such duties as may be imposed on him by the organization in general and as pertaining to his office. 
  1. The term of the President is one year. 
  1. Must actively be practicing in the state of Indiana.   
  1.  Duties of the President-elect 

                  The President- elect shall: 

  1. Perform any duties assigned to him by the President or by the Board of Directors. 
  1. Be a member of the Board of Directors. 
  1. Must actively be practicing in the state of Indiana.   

 

  1. Duties of the Secretary 

The secretary shall: 

  1. Keep accurate minutes of all meetings. 
  1. Maintain an official and updated list of all members of the organization in coordination with the membership committee. 
  1. Be responsible for issuing an agenda of all regular and special meetings. 
  1. Keep an attendance record of all meetings of the organization. 
  1. Be the custodian of the reports, submitted by committee chairperson. 
  1. Be the custodian of the organization’s Constitution and By-Laws amendments. 
  1. Notify committee members of their appointment and the duties they are to perform. 
  1. Advise the persons concerned of actions affecting them that are taken by the organization. 
  1. Advise each applicant for membership in writing of the performance of their duties as may be assigned by the board of directors. 
  1.  Be a member of the Board of Directors. 
  1. Be responsible for maintaining all records, documents, registers and all official papers including the minutes of meetings. Prepare agenda for all meetings. Prepare reports bulletins, announcements, etc. Also, he/ she shall report to the President. 
  1.  Must actively be practicing in the state of Indiana.   
  1. Duties of the Treasurer 

The Treasurer shall: 

  1.  Be responsible for issuing notices and collection of annual dues. 
  1. Keep an accurate accounting record all business transactions of the organization, keeping all receipts, disbursements and records of assets and liabilities of the organization. 
  1. Be responsible for paying bills of the organization on time. 
  1. Be custodian of all money and checks received and submit an accounting slip to the President for auditing before depositing them in the local bank. 
  1. Prepare a financial statement at the end of the year to be presented in the last general meeting of the year and printed in the newsletter. 
  1. Be the custodian of all financial records including items such as funds received, disbursed funds, etc. He shall maintain appropriate books of accounts, monthly and annual statements and present the books for auditing purposes. All disbursements shall be brought to the attention of the Board of Directors at the subsequent meeting. The Treasurer shall participate in all financial negotiations and transactions of the organization. The Treasurer shall prepare and file all income tax obligations as required by IRS as and when it becomes due to maintain the non-profit status of the association. 
  1. Be Responsible for obtaining an official audit by a certified public accountant of the finances of the organization. 
  1. Transfer of all books, accounts and check to the incoming Treasurer of the organization. 
  1. Be a custodian of the properties of the organization and be responsible for transfer of properties and all transfers logged in an official record book at the end of his term. 
  1. To perform such other duties as assigned to him by the Board of Directors.  
  1. Must actively be practicing in the state of Indiana.   

 

  1. Duties of the Board of Directors 

In the performance of the officer’s functions, the Board of Directors is jointly responsible to the general body for upholding the constitution, its objectives and organizational structures. 

  • For a detailed definition refer to Article 6.  

 

ARTICLE 5 – MEETINGS 

Section 1:  Regular Meetings 

The organization shall hold at least two General Body meeting of all members. 

Section 2: Special Meetings 

Special meetings may be called of the membership for an urgent matter on recommendation of the President with the approval of the Board of Directors. 

Section 3:  Notice of Meeting and Agenda 

Notice and the agenda of the meeting will be circulated in advance by the Secretary in which shall be specified the place and date. 

Section 4:  Any member in good standing may request a General Body meeting to discuss any proposal, provided the request is supported by 30% of the membership. The governing body shall comply such request and complete the proceedings within 60 days of discussion of such a request. 

 

Section 5:  Quorum 

Members who attend meetings constitutes quorum.  

Section 6:  Conduct and Procedure of the Meeting 

Conduction of the meeting and parliamentary procedure shall be in accordance with Roberts Rules of Order, unless governed by the Constitution and By- Laws of the organization. Any action taken or attempted by the organization in conflict with the provisions of the organization’s Constitution and By-Laws and its amendments shall be invalidated and considered a non- official act. 

 

 

 

ARTICLE 6 – BOARD OF DIRECTORS 

 

Section 1:  Meetings 

  1. The Board of Directors shall meet at least 2-4 times every year. These meetings can be held in conjunction with the general body meeting.   
  1. The Secretary before the scheduled meeting shall send a notice of the meeting, which includes time, place and the agenda.  This will be done by electronic communication primarily. 
  1. Any members of the Board of Directors may request a meeting, if his request is supported by one-third of the members of the Board of Directors. 

Section 2:  Voting Rights 

  All active members are entitled to a vote.  

Section 3:  Conduct of the Meeting 

The meeting shall be conducted according to parliamentary procedures of Roberts Rules of order, unless governed by provisions of the organization’s Constitution and By-Laws and its amendments. Any action taken or attempts by the organization that are in conflict with the provisions of the organization’s Constitution and By-Laws and amendments shall be invalidated or considered a non- official action. 

Section 4:  Duties 

  1. The Board of Directors shall: 
  1. Conduct parliamentary business of the organization, discuss, advise and approve committee reports. 
  1. Act as overseer on the conduct of duties of all officers and committees and their members. 
  1. Initiate annual plan for carrying out the objectives, interests and policies of the organization. 
  1. Order payment of all legal debts of the organization and authorize routine disbursement. 
  1. Receive a financial report of the expenses and income at each board meeting.  
  1. Actively participate in evolving plan for fostering new membership and maintaining current membership. 
  1. Advise and assist in the execution of the presented project of the President for the term 
  1.  Each Board Member should serve on a committee as a member or a chairperson.   
  1.   The Board should approve any expenditure amount greater than $10,000.   

 

ARTICLE 7 – ELECTION AND TERM OF OFFICE 

Section 1:  Time 

Election of Board of Directors shall be held annually at the general body meeting. 

Section 2:  Conduct of Election 

Elections shall be conducted by secret ballot if there is more than one candidate up for election. A majority vote cast by the active, members present shall be necessary to elect an officer. There shall be no absentee vote. 

  1. Slate of the nominations for the officers presented to the nominating committee should be announced 4 weeks prior to the general body meeting. 
  1. Any nominations for any office should be communicated to the Chairman of the nominating committee at the latest one-week prior to the general body meeting. No nominations will be accepted from the floor.   

Section 3:  Term of Office 

The term of Office shall be for one year. 

Section 4:  The President- elect shall automatically become president for the incoming term of one year. 

Section 5:  In the event of a resignation, incapacitation or death of the President in mid- term, the President-elect shall assume office as President. Incase of President-elect’s resignation, the Secretary should assume duties. 

Section 6:  Any officer appointed on an interim basis shall be eligible for election during a regular election. 

Section 7:  Elected 

13 members will form the Board of Directors. They will be replaced in a staggered fashion. 4 members have terms of 3 years – 4 members for 2 years – 3 members for 1 year. The President, President- elect will constitute the duties of 2 members.  

 

 

 

 

ARTICLE 8 – BY-LAWS AND AMENDMENTS 

 

Section 1:  Procedure 

Proposition to amend or repeal a section of the Constitution and By-Laws Indian Medical Association of Northwest Indiana shall be made in writing or electronic communication and signed or electronically approved by at least ten active, dues-paying members.  Each proposed amendment should thereupon be referred to the By-Laws Committee. The By-Laws Committee will discuss the proposal and inform the Board of Directors of the proposal and together determine the proposal’s validity or rationale.  A written or electronic copy of the proposed amendment to repeal or change a section of the Constitution and By-Laws shall be sent to all active members by the Secretary or By-Laws Committee as part of an agenda in the next general body meeting or special meeting called for this purpose 

Section 2:  Vote of Approval 

A vote of two-thirds cast in its favor by active, dues-paying members present is required to approve the proposed amendment or repeal of a section of the Constitution and By-Laws of the organization. There shall be no vote in absentee.  

 

ARTICLE 9 – IMPEACHMENT OF AN OFFICER OR A BOARD OF DIRECTOR OR REVOCATION OF MEMBERSHIP 

Section 1:  Procedure 

If, in the opinion of the Board of Directors or the active members, as evidenced by majority vote of the active, dues- paying members present in a general or special meeting, an officer of the organization or a member of the Board of Directors shall be deemed guilty of misconduct or a gross breach of his obligations to the organization and a charge that will be presented to the Board of Directors, the Board of Directors shall then organize a committee which shall investigate carefully the case to include, if possible, hearing the defense of the accused. The committee will then submit its impartial findings to the Board of Directors, which shall determine the validity of the committee’s report. The statement of facts, as developed from such an investigation, shall be presented to the officers. In order to vote on impeachment of an officer, it shall be sent to all members as an agenda in the schedule of general or special meeting. 

 

 

Section 2:  Vote of Approval  

A quorum for impeachment vote shall be fifty percent of the active, dues-paying membership. Two-thirds vote cast in its favor shall cause impeachment of the officer. 

 

Section 3: Revocation of Membership 

Membership can be revoked or denied to from any member for deliberate violation of the by-laws of the association or who convey actions, which are contrary to the best interest of the NW IMA.  The President with approval by the Board of Directors shall appoint a committee to investigate any allegations leading to possible membership revocation.  The hearing committee will follow a mechanism adopted by the governing body and recommendations will be given to governing body as to what action should be taken.  Any membership revocation needs to be approved by a 2/3 majority of the Governing body.   

 

 

 

 

ARTICLE 10– FISCAL YEAR 

The fiscal year of the organization shall date from January 1 to December 31. 

 

ARTICLE 11– GENERAL MEETING AND COMMUNICATION 

The organization shall have at least two general meetings per year.  All communication is to be electronic unless requested by the member.   

 

ARTICLE 12– THE ORDER OF BUSINESS 

The following shall be the order of business in a General meeting: 

  1. Call to order 
  1. Introduction of new members 
  1. Introduction of guest 
  1. Reading of minutes of the previous meeting 
  1. Report of the Board of Directors 
  1. Report of committee 
  1. Correspondence 
  1. Unfinished business 
  1. New Business 
  1. Election of officers 

 

 

ARTICLE 13 – DUES 

Annual dues shall be for each of the following: 

  1. Active member,        $100.00 
  1. Life Member,             $500.00  
  1. Honorary member, no dues 
  1. Associate & Allied members: 50% of any active or life members paying dues.  
  1. If both spouses are active members, the dues will be 50% for the second member.   

Annual dues will be collected in the month of January every year. Annual dues may be adjusted upon recommendation upon the Board of Directors, provided that it is placed on an agenda of a general or special meeting, voted upon and majority vote cast in its favor by the active, dues-paying members present. 

 

ARTICLE 14 – STANDING COMMITTEES 

There shall be established the following standing committee with a chairperson appointed by the President. The committee shall be: 

Section 1:  Nominating Committee 

The nominating committee shall consist of the President-elect (Chairperson), the President and the immediate Past President. 

The committee’s functions shall be: 

  1. Preparation of ballot and place and time of election 
  1. Voting and counting votes 
  1. Proclamation of any candidates after tally of votes 
  1. Custodian of the cast of votes for one year or until the next election. 

 

Section 2:  Membership Committee 

This committee shall consist of a chairperson who is nominated by the President and two other active members nominated by the chairperson. 

This committee shall plan for canvassing of membership. Section representatives will also be actively involved in the functioning of this committee. The committee shall review all applications and submit to the Secretary for the approval of the Board of Directors. 

Section 3: 

This committee shall plan and arrange the social, charitable functions of the organization for the year. The President will nominate the chairperson and the chairperson will nominate the remaining members. 

Section 4:  By-Laws Committee 

The By-Laws Committee shall consist of three persons nominated by the President, one of who will be appointed chairperson. 

Section 5: Scholarships and Awards Committee 

This committee shall form guidelines for the award of scholarships for the year. The President will nominate the chairperson.  

CALENDAR

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