GAPI BYLAWS
click
here to download the bylaws in word format.
PREAMBLE
Whereas,
a large number of physicians of Indian origin are practicing medicine in
the United States,
Be
it resolved that the previous constitution of this organization be
restated, providing a continuing forum for meeting, sharing, and fostering
professional and cultural advancement of the physicians of Indian heritage
practicing in the State of Georgia, thereby establishing a bond of
cultural unity to enrich the Indian community at large.
ARTICLE I -NAME
The
name of the organization shall be, "Georgia Association of Physicians
of Indian Heritage (GAPI)." This shall be a nonprofit organization in
the State of Georgia. It is intended that the organization be a chapter of
the American Association of Physicians from India (AAPI).
ARTICLE II -OBJECTIVES AND PURPOSES
SECTION
1
The
objectives and purposes of this organization are:
A.
To promote close relationship and communication among its members and to
act as a central forum for the members, whereby information of common
interest can be shared.
SECTION
1
The
objectives and purposes of this organization are:
A.
To promote close relationship and communication among its members and to
act as a central forum for the members, whereby information of common
interest can be shared.
B.
To promote the standard of practice in the arts and science of medicine in
the common interest of its members and the public through educational,
cultural, social and scientific activities.
C.
To help all the members in establishing their practice in the State of
Georgia and to protect the professional interest of the members
D.
To maintain liaison and communication with other Indian associations,
medical societies and cultural organizations.
E.
To assist members in maintaining close liaison with local, national and
international medical societies and organizations in North America and
abroad including those in India.
F.
To promote a respectable image of the organization to the public through
its nonprofit activities.
SECTION
2
No
part of the net earnings of the organization shall inure to the benefit of
or be distributable to any member, officer, director or private
individual, except that the organization is authorized to pay reasonable
compensation for services rendered and to make payments and distributions
in furtherance of the purposes set forth herein. No substantial part of
the activities of the organization shall consist of carrying on propaganda
or otherwise attempting to influence legislation or intervening (including
the publishing or distributing of statements) any political campaign on
behalf of or in opposition to any candidate for public office.
Notwithstanding any other provision of these articles, the organization
shall not carryon any other activities not permitted to be carried on by
an organization exempt from income tax under 26 U.S. Code # 503 (c) (3) of
the corresponding section of any Future federal tax code or by an
organization contributions to which are deductible under 26 U.S. Code #
170 (c) (2) or the corresponding section of any future federal tax code.
SECTION
3
Upon
dissolution of the organization, assets shall be distributed for one or
more exempt purposes within the meaning of 26 U.S. Code # 501 (c) (3) or
the corresponding section of any future federal tax code or to a state or
local government for a public purpose. Any assets not so disposed of by a
court of competent jurisdiction exclusively for such purposes.
ARTICLE III -MEMBERSHIP
SECTION
1
There
shall be following classes of members:
A.
Life Members. All physicians of Indian heritage are eligible for
life membership.
B.
Active Members. Any physician of Indian heritage who resides or practices
medicine in the State of Georgia is eligible for active membership.
C.
Associate Members. Dentists, podiatrists, paramedical personals (like
nurses, physician assistant) and physicians from other states are eligible
for associate membership. Retired physicians may not pay any dues. They
can serve on committees and board of director but are not able to serve as
officers.
D.
Honorary Members. Any physician with eminent scientific achievements may
be extended honorary membership at the recommendation of the Executive
Committee.
E.
Medical Student/Resident Members. Medical students, physicians in training
of Indian heritage studying in Georgia are eligible. They are non paying
and non-voting members..
SECTION
2
Application
for membership shall be made in writing on the forms provided by the
organization. Applications are then forwarded to the secretary,
accompanied by the prescribed dues. The secretary shall have initial
discretion to approve or disapprove an application, subject to review by
the Executive Committee.
Article IV Organization of the Corporate Body
Section
1
Components
of the Corporate Body
The
Corporation shall be made up of the General Body, the Executive Committee,
and the Board of Trustees. The Executive Committee and the Board of
Trustees together shall be referred to as the Joint Committee.
Section
2
General
Body
Subject to these
Constitutional and Bylaws, the General Body retains the ultimate authority
of the Association.
A. The General Body shall consist of voting members as set forth in
paragraph D of this section.
B. All member organizations and voting members shall be notified of all
General Body meetings by mail or e-mail at least 30 days before each
General Body meeting.
C. General Body meeting shall be open to all the voting members.
D. Voting members of the General Body shall be determined as follows:
Life and Annual dues paying members in good standing as of eight week
prior to the meeting.
E. At the General Body Meetings, those members present and eligible to
vote may conduct the business of the General Body.
F. The General Body Meeting that is called for specifically by
announcement to the general membership by mail or e-mail with thirty (30)
days notice, the voting members present at that meeting shall constitute a
quorum, but only for consideration and voting on specific items that were
similarly notified as being on the agenda for that meeting.
Section
3
Governance
of the GAPI.
The
Executive Committee and Board of Trustees is jointly the main deliberative
body for the policies of the Association and discharge the responsibility
of the General Body while the latter is in recess.
A. The Executive Committee and Board of Trustees shall direct the
activities of the Association as per Section 6.4 and Section 6.5
respectively.
B. Joint Executive Committee and Board of Trustees (The Joint Committee):
(i) The Joint Committee shall discharge its due responsibilities in the
following areas as mentioned elsewhere in this Bylaws including: (a)
Impeachment, Section 6.6, (c) Amendment of Bylaws, Article 13, (d)
Financial Governance, Section 6.3B, and (e) any action(s) that may result
in major consequences for the GAPI.
(ii) Regularly Scheduled Meetings: A Joint Committee meeting shall be held
at least once per year in regular session. The meeting shall be chaired by
the Chairperson of the Board of Trustees. A quorum for any such Joint
Committee meeting consist of at least a simple majority of the Executive
Committee members and a simple majority of the Board of Trustees eligible
to vote at such a meeting.
(iii) Special Meetings: The President may as he/she deems necessary or the
Secretary shall at written request of at least 10 members of the Executive
Committee and/or Board of Trustees issue a call for a special Joint
Committee meeting. A quorum for any such special joint meeting shall
consist of at least 40% of the members of the Executive Committee eligible
to vote and at least 40% of the Board of Trustees eligible to vote in the
Joint Committee.
C. Majority Vote: Throughout this Constitution and Bylaws, unless
otherwise specified, the majority or simple majority shall mean more than
50% and 2/3rd majority shall mean 67% or more of the voting members of a
Committee present..
Section
3B
Governance
of the GAPI: Financial
1.
Accounts: There shall be two main categories of accounts:
(A) Trust accounts: (i) The money generated by the Life membership dues
shall be deposited in account(s) referred to as “Trust accounts” and
these accounts shall be controlled by the Board of Trustees. (ii) The
principal sum and the interest earned from this sum shall be referred to
as “Trust fund”. Only the interest amount can be utilized for
day-to-day operations of the organization, but the Principal shall remain
a permanent asset of GAPI and can be disbursed only under exceptional
circumstances with the agreement of the Executive Committee and a two
third majority vote of the Board of Trustees. (iii) Signatories: There
shall be two signatories for all trust accounts. These signatories shall
be selected by a simple majority of the Board of Trustees. (iv) The
financial statements of trust accounts shall be made available by the
Board of Trustees to the Treasurer on a regular basis.
(B) Operational account:
(i) This account shall be used for day-to-day transactions of the GAPI and
shall be controlled by the Executive Committee.
(ii) Checks, notes, draft and demands for money shall be signed by the
Treasurer. In no circumstance, these documents shall be signed by anyone
other than the officers of the GAPI which include the President, President
Elect, Secretary and Treasurer.
(iii) Deposits: Annual membership dues shall be deposited in the
operational account. All funds collected including from sponsors, donors,
advertising, and charity fund raising shall be deposited in the
operational account.
(iv) At the beginning of the term of a new year of officers, seed money in
the amount of up to five thousand dollars ($5000.00) will be released from
the earned interest from the Trust accounts for the day-to day expenditure
of the Association. This fund shall be deposited in the operational
account and used at the discretion of the Executive Committee. If these
funds are surplus at the end of the year, they shall be refunded to the
Trust account.
(v) The remaining fund of the operational account shall be handed over to
the new Executive Committee at the beginning of the term of New Year of
officers. This fund shall act as the seed money for the upcoming year and
shall be no less than ten percent (10%) of the total revenues collected
from all sources and deposited in the operational account during the
preceding year.
(2) Special Events Account:
(i) This account shall be used for any and all transactions related to any
special events like charitable fund raising events, and this account shall
be controlled by the Executive Committee. A separate account shall be
opened and maintained for each special event.
(ii) Checks, notes, draft and demands for money shall be signed by the
Treasurer. (3) Reports: Financial statements including annual reports of
revenue and expenses shall be prepared by treasurer and needs to provide
to CPA in timely manner for preparation of tax return.
Section
4
Executive
Committee:
The Executive Committee shall provide leadership and execute
policies as approved by the Executive Committee, Board of Trustees and the
General Body.
A. The Executive Committee shall consist of the President, President
Elect, Secretary, Treasurer, Immediate Past President, the five elected
members and the Chair Board of Trustees. The Immediate Past President and
the Chair Board of Trustees shall be non-voting members of the Executive
Committee.
B. Contracts, deeds, documents, and instruments shall be executed by the
President and attested by the Secretary or the Treasurer unless the
Executive Committee by a two third majority shall in a particular
situation designate another procedure for their execution.
C. Only Life members of the Organization within the membership of GAPI as
described by Section 6.2D shall be eligible for nomination and election to
the officers of the GAPI, regional directors.
Section
5
Board
of Trustees
The Board of Trustees shall keep the residual ultimate authority in
the GAPI for ensuring its fiscal welfare and stability. The Board of
Trustees shall be responsible for the maintenance of funds generated by
Life membership dues and exercise fiscal responsibility for the investment
and growth of these funds. It shall not interfere with the regular
operation of the GAPI which shall remain as provided for in this
Constitution and Bylaws document. In case of crisis, at the request of the
Executive Committee, it shall act as a mediator to resolve the disputes
among various office bearers and Committees and its decision then would be
final and binding. It shall be internal auditors of the GAPI and shall be
responsible for long range planning. It shall be the Custodian of all the
assets of the GAPI and shall be the caretaker body at the time of
dissolution.
A. To be eligible for membership on the Board of Trustees, a candidate has
to be a Life Member and must have served in the Executive Committee for
two full years.
B. The Board of Trustees shall be made up of six persons, three of them
must be past presidents.
C. A Trustee's term shall be for three (3) calendar years and two trustees
will be elected each year to keep continuity.
E. Board of Trustee members can not run for an executive Committee
position without relinquishing their position on the Board. The
resignation from the Board must be submitted in writing to the Chairperson
of the Board of Trustees or to his/her designee and this must be received
before the deadline for nomination submission.
F. The President of the Executive Committee shall be voting members of the
Board of Trustees.
Joint
committee may elect a custodian for five years term who keeps the official
papers, accounts and help in continuity of the organization. He will be a
non voting member of executive committee and BOT.
ARTICLE V –DIRECTORS
SECTION
1
The
affairs of the organization shall be managed by a Board of Directors.
Directors shall hold offices for a term of two years or until their
successors are elected and qualified. Elections will be held for the
position of Directors every two years.
SECTION
2
Directors
must be life members or active members of the organization residing in the
State of Georgia.
SECTION
3
Directors shall be elected by
life members and active members. Each member may vote for only one
director from his or her district boundaries of which will be determined
by the Board of Directors. There shall be ten directors, as follows: North
Georgia one, Metro Atlanta four, Middle Georgia (Macon) one, South Central
Georgia (Valdosta, Savannah) two, Southwest Georgia (Columbus) one, East
Georgia (Augusta) one.
SECTION
4
Regular
meetings of the board of directors shall be held annually at such time and
place as the directors may determine. The president or any four directors
on fourteen days’ notice to each director may call special meetings.
SECTION
5
The
corporation shall indemnify and hold harmless each director and officer
now or hereafter serving from and against all claims and liabilities to
which he may be or become subject by reason of his now or hereafter being
a director or officer of the corporation or by reason of his alleged acts
or omissions a such, and shall reimburse each such director and officer
for all legal and other expenses reasonably incurred in connection with
defending any such claims; provided however that no director or officer
shall be indemnified against any claim or liability arising out of his own
negligence or willful misconduct.
ARTICLE VI -OFFICERS
There
shall be a president, president elect, secretary, and treasurer. Officers
must be a life member.
SECTION
1
The
president shall be chief executive officer of the association. He shall
preside
at
all meetings of the association and perform such other duties as are
assigned by the Executive Committee. He shall appoint special and ad hoc
committees as necessary, appoint all delegates and representatives to
other groups, and make such other appointments as are required by the
Executive Committee. He shall submit to the Executive Committee the plan
or project of the organization for that year.
SECTION
2
The
president elect shall perform the duties assigned to him by the president
or the Executive Committee. He shall assume the duties of the president in
his absence and shall become president if the president is incapable of
continuing in that office. The president elect shall be in charge of the
membership drive.
SECTION
3
The
secretary shall keep minutes of all meetings, shall maintain an official
list of members, and shall issue an agenda of all regular and special
meetings. The secretary shall keep copies of all official correspondence
of the organization, including newsletters and brochures. The secretary is
custodian of all organizational documents, and shall keep copies of all
committee reports. The treasurer shall notice and collect dues and shall
keep the organization's books of account.
The
treasurer shall submit a financial report to the Executive Committee at
its annual meeting. All records of the secretary and treasurer shall be
open to inspection by the Executive Committee.
SECTION
4
All
officers shall hold office for a term of one year and until their
successors are elected and qualified. Officers may not be elected to any
particular office more than twice.
SECTION
5
The
secretary, treasurer, and president elect shall be elected by the
membership at the annual meeting. The
president elect shall automatically become president for a term of one
year after having served as president elect for one year. The Executive
Committee shall cause an election to be held when the office of president
cannot be filled by normal succession due to the resignation, incapacity
or death of the president elect.
ARTICLE VII -EXECUTIVE COMMITTEE
SECTION
1
There
shall be an Executive Committee, to consist of the president,
President
elect, secretary, treasurer, the immediate past president, and the ten
regional directors.
SECTION
2
The
Executive Committee shall have the duties and powers ordinarily delegated
to such committees. It shall govern and direct the activity of the
organization. The Executive Committee may fill any vacancy in the office
of secretary, and treasurer, and may create and abolish standing
committees and direct their activities. The Executive Committee shall from
time to time set membership dues.
SECTION
3
The
Executive Committee shall meet at least twice each year. One meeting shall
be prior to the annual general body meeting; the second meeting shall be
called by the president. The secretary shall give fourteen days' notice of
all Executive Committee shall constitute a quorum.
ARTICLE VIII -GENERAL BODY MEETINGS
SECTION
1
The
organization shall hold one annual General Body meeting of the membership
at a time and place to be decided by the Executive Committee. A special
meeting of the membership may be called by the president with the approval
of a majority of the Executive Committee for an urgent matter. A special
meeting of the membership shall be called by the president and shall be
held within sixty days upon signed petition of two-thirds of the members
of the organization.
SECTION
2
All
members shall be notified of annual and special meetings of the members by
mail at least four weeks prior to the meeting. The notice shall be issued
by the secretary-treasurer and shall include the agenda.
SECTION
3
Members
present at the annual meeting
will constitutes quorum.
SECTION
4
The
following shall be the order of business at a meeting of the membership:
(1) call to order, (2) introduction of new members; (3) introduction of
guests; (4) reading of the minutes of the previous meeting; (5) reports of
committees; (6) correspondence; unfinished business; (8) new business; (9)
election and installation of new officers.
SECTION
5
The
members shall have authority to adopt and amend bylaws for the
organization.
ARTICLE IX -ELECTIONS
All
life and active members in good standing eight weeks prior to the general
body meeting will be eligible to vote. Secretary,- Treasurer, president
elect and directors whose term are expiring shall be elected annually at
the general body meeting. A slate shall be prepared by the Nominating
Committee, approved by the Executive Committee and contest any position
after being nominated and seconded by active members, either writing to
the secretary-treasurer fourteen days or more prior to the General Body
meeting. In case of a contest, elections shall be by secret ballot.
A
majority vote of the life and active members present at the meeting is
necessary to elect an officer. There shall be no voting in absentia or by
proxy.
SECTION
1
On
vote of a majority of the life and active membership, or on vote of a
majority of the Executive Committee, charging an officer with misconduct
or gross breach of his obligation to the organization, the Executive
Committee shall designate an ad hoc committee to investigate the charge.
The accused shall be invited to respond and be heard. The ad hoc committee
shall submit its findings to the Joint committee. If the Joint Committee
determines that there is probable cause to remove the officer, a special
meeting of the membership will be called unless the Executive Committee
determines that the matter can best be addressed at a forthcoming annual
General Body meeting.
SECTION
2
A
quorum for removal of an officer shall be fifty percent of the life and
active membership. A two-third vote of those present shall be necessary to
remove an officer.
ARTICLE XI -COMMITTEES
Members
of the standing committees shall be appointed at its discretion by the
Executive Committee. Standing committees shall be: (a) Membership
Committee; (b) Constitution and Bylaws Committee; (c) Nominating
Committee; (d) Entertainment Committee; (e) Public Relations Committee;
(f) Publications Committee. In addition, the president may create and
appoint various ad hoc committees to be dissolved upon completion of their
functions.
ARTICLE XII –AMENDMENTS
SECTION
1
Proposed
amendments to this constitution may be proposed in writing by one-
third
of the members of the Executive Committee or by majority vote of the
Bylaws Committee. The proposed amendment shall be mailed to all life and
active members at least four weeks prior to the annual General Body
meeting. Alternatively, the Executive Committee may submit the proposed
amendment to the membership by mail ballot to be returned at least two
weeks prior to such annual meeting.
SECTION
2
Proposed
amendments shall be effective only when approved by a majority of the life
and active membership in a mail ballot.
Georgia
Physicians of Indian Heritage
GAPI
Policies
for GAPI’s community based activities
MISSION
GAPI,
as an organization of Physicians of Indian Heritage, recognizes the need
to serve the people of Georgia and the people of India as a small token of
gratitude for the provisions of these communities towards the present
well-being of Georgia Physicians of Indian Heritage.
RESOURCES
We
propose to use the interest amount generated by the funds presently in the
accounts of GAPI towards the fulfillment of the above mission. In
addition, we also propose to solicit:
A.
Funds from members who wish to honor the memories of their loved ones,
which can be directed by the donors for specific projects as delineated by
the document below.
B.
Funds
from benevolent corporations which would channel monies through GAPI for
utilization in appropriate charities under the auspices of GAPI.
PROGRAMS
We
wish to recognize the following projects as a starting point. New projects
may be added as deemed desirable from time to time, with the approval of
the Board and the General Body.
I.
Scholarships.
We do not possess the time or resources to independently run a full
program to select and distribute scholarships. However, on a preliminary
basis, GAPI will operate through recognized institutions to distribute two
scholarships of $1000.00 each for need based deserving students in the
field of Medical, Surgical and Health related branches.
2.
Funds
can be solicited from individuals and corporations to be distributed in
the joint name of the sponsor and GAPI to further widen the scope of the
scholarship programs.
3.
Future
methods of enhancing scholarship funds:
a.
Request
individual physicians to sponsor scholarships in honor of their loved
ones. The scholarship will be named individual/GAPI scholarship.
b.
Request
corporations both medical and non-medical to sponsor scholarships.
The
scholarships will be named corporation/GAPI scholarships.
DISASTER
RELIEF
It
is the desire of GAPI to be involved in disaster relief both in the USA
and India. The provisions for extending this to other parts of the world
can be considered in the future depending on the availability of funds. At
present, GAPI does not possess the capability of handling it on its own
and a suggestion is being made to handle this on a case-by-case basis
through non-faith based organizations in the USA and India. Provisions for
GAPI handling the distribution of relief will be considered in the future
depending on the growth of the organization and the availability of
resources.
COMMUNITY BASED HUNGER PROGRAMS
Several
church programs are available for feeding the homeless and destitute. As a
beginning, GAPI should sponsor soup kitchens in Atlanta in January,
Augusta in April, Macon in July and Columbus in October. These can be
increased to once a month in additional cities (i.e. Columbus, Albany,
Valdosta, Savannah, etc.) as the years go by.
MEDICAL ACTIVITIES
We
propose to get involved in blood drives and communities and also in the
future organize free clinics in the communities. We can organize the blood
drives with the help of The Red Cross and publicize through GAPI the dates
and the venues, the cost for which is nominal. In the future, if these
resources permit, we propose to provide funds to free clinics on a
non-recurring basis without a long-term commitment.
Passed
on April 14, 2001 at the annual meeting
click
here to download the bylaws in word format.
click here to download the bylaws in word format.
PREAMBLE
Whereas, a large number of physicians of Indian origin are practicing medicine in the United States,
Be it resolved that the previous constitution of this organization be restated, providing a continuing forum for meeting, sharing, and fostering professional and cultural advancement of the physicians of Indian heritage practicing in the State of Georgia, thereby establishing a bond of cultural unity to enrich the Indian community at large.
ARTICLE I -NAME
The name of the organization shall be, "Georgia Association of Physicians of Indian Heritage (GAPI)." This shall be a nonprofit organization in the State of Georgia. It is intended that the organization be a chapter of the American Association of Physicians from India (AAPI).
ARTICLE II -OBJECTIVES AND PURPOSES
SECTION 1
The objectives and purposes of this organization are:
A. To promote close relationship and communication among its members and to act as a central forum for the members, whereby information of common interest can be shared.
SECTION 1
The objectives and purposes of this organization are:
A. To promote close relationship and communication among its members and to act as a central forum for the members, whereby information of common interest can be shared.
B. To promote the standard of practice in the arts and science of medicine in the common interest of its members and the public through educational, cultural, social and scientific activities.
C. To help all the members in establishing their practice in the State of Georgia and to protect the professional interest of the members
D. To maintain liaison and communication with other Indian associations, medical societies and cultural organizations.
E. To assist members in maintaining close liaison with local, national and international medical societies and organizations in North America and abroad including those in India.
F. To promote a respectable image of the organization to the public through its nonprofit activities.
SECTION 2
No part of the net earnings of the organization shall inure to the benefit of or be distributable to any member, officer, director or private individual, except that the organization is authorized to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth herein. No substantial part of the activities of the organization shall consist of carrying on propaganda or otherwise attempting to influence legislation or intervening (including the publishing or distributing of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, the organization shall not carryon any other activities not permitted to be carried on by an organization exempt from income tax under 26 U.S. Code # 503 (c) (3) of the corresponding section of any Future federal tax code or by an organization contributions to which are deductible under 26 U.S. Code # 170 (c) (2) or the corresponding section of any future federal tax code.
SECTION 3
Upon dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of 26 U.S. Code # 501 (c) (3) or the corresponding section of any future federal tax code or to a state or local government for a public purpose. Any assets not so disposed of by a court of competent jurisdiction exclusively for such purposes.
ARTICLE III -MEMBERSHIP
SECTION 1
There shall be following classes of members:
A. Life Members. All physicians of Indian heritage are eligible for life membership.
B. Active Members. Any physician of Indian heritage who resides or practices medicine in the State of Georgia is eligible for active membership.
C. Associate Members. Dentists, podiatrists, paramedical personals (like nurses, physician assistant) and physicians from other states are eligible for associate membership. Retired physicians may not pay any dues. They can serve on committees and board of director but are not able to serve as officers.
D. Honorary Members. Any physician with eminent scientific achievements may be extended honorary membership at the recommendation of the Executive Committee.
E. Medical Student/Resident Members. Medical students, physicians in training of Indian heritage studying in Georgia are eligible. They are non paying and non-voting members..
SECTION 2
Application for membership shall be made in writing on the forms provided by the organization. Applications are then forwarded to the secretary, accompanied by the prescribed dues. The secretary shall have initial discretion to approve or disapprove an application, subject to review by the Executive Committee.
Article IV Organization of the Corporate Body
Section 1
Components of the Corporate Body
The Corporation shall be made up of the General Body, the Executive Committee, and the Board of Trustees. The Executive Committee and the Board of Trustees together shall be referred to as the Joint Committee.
Section 2
General Body
Subject to these
Constitutional and Bylaws, the General Body retains the ultimate authority
of the Association.
A. The General Body shall consist of voting members as set forth in
paragraph D of this section.
B. All member organizations and voting members shall be notified of all
General Body meetings by mail or e-mail at least 30 days before each
General Body meeting.
C. General Body meeting shall be open to all the voting members.
D. Voting members of the General Body shall be determined as follows:
Life and Annual dues paying members in good standing as of eight week
prior to the meeting.
E. At the General Body Meetings, those members present and eligible to
vote may conduct the business of the General Body.
Section 3
Governance of the GAPI.
The
Executive Committee and Board of Trustees is jointly the main deliberative
body for the policies of the Association and discharge the responsibility
of the General Body while the latter is in recess.
A. The Executive Committee and Board of Trustees shall direct the
activities of the Association as per Section 6.4 and Section 6.5
respectively.
B. Joint Executive Committee and Board of Trustees (The Joint Committee):
(i) The Joint Committee shall discharge its due responsibilities in the
following areas as mentioned elsewhere in this Bylaws including: (a)
Impeachment, Section 6.6, (c) Amendment of Bylaws, Article 13, (d)
Financial Governance, Section 6.3B, and (e) any action(s) that may result
in major consequences for the GAPI.
(ii) Regularly Scheduled Meetings: A Joint Committee meeting shall be held
at least once per year in regular session. The meeting shall be chaired by
the Chairperson of the Board of Trustees. A quorum for any such Joint
Committee meeting consist of at least a simple majority of the Executive
Committee members and a simple majority of the Board of Trustees eligible
to vote at such a meeting.
(iii) Special Meetings: The President may as he/she deems necessary or the
Secretary shall at written request of at least 10 members of the Executive
Committee and/or Board of Trustees issue a call for a special Joint
Committee meeting. A quorum for any such special joint meeting shall
consist of at least 40% of the members of the Executive Committee eligible
to vote and at least 40% of the Board of Trustees eligible to vote in the
Joint Committee.
C. Majority Vote: Throughout this Constitution and Bylaws, unless
otherwise specified, the majority or simple majority shall mean more than
50% and 2/3rd majority shall mean 67% or more of the voting members of a
Committee present..
Section 3B
Governance of the GAPI: Financial
1.
Accounts: There shall be two main categories of accounts:
(A) Trust accounts: (i) The money generated by the Life membership dues
shall be deposited in account(s) referred to as “Trust accounts” and
these accounts shall be controlled by the Board of Trustees. (ii) The
principal sum and the interest earned from this sum shall be referred to
as “Trust fund”. Only the interest amount can be utilized for
day-to-day operations of the organization, but the Principal shall remain
a permanent asset of GAPI and can be disbursed only under exceptional
circumstances with the agreement of the Executive Committee and a two
third majority vote of the Board of Trustees. (iii) Signatories: There
shall be two signatories for all trust accounts. These signatories shall
be selected by a simple majority of the Board of Trustees. (iv) The
financial statements of trust accounts shall be made available by the
Board of Trustees to the Treasurer on a regular basis.
(B) Operational account:
(i) This account shall be used for day-to-day transactions of the GAPI and
shall be controlled by the Executive Committee.
(ii) Checks, notes, draft and demands for money shall be signed by the
Treasurer. In no circumstance, these documents shall be signed by anyone
other than the officers of the GAPI which include the President, President
Elect, Secretary and Treasurer.
(iii) Deposits: Annual membership dues shall be deposited in the
operational account. All funds collected including from sponsors, donors,
advertising, and charity fund raising shall be deposited in the
operational account.
(iv) At the beginning of the term of a new year of officers, seed money in
the amount of up to five thousand dollars ($5000.00) will be released from
the earned interest from the Trust accounts for the day-to day expenditure
of the Association. This fund shall be deposited in the operational
account and used at the discretion of the Executive Committee. If these
funds are surplus at the end of the year, they shall be refunded to the
Trust account.
(v) The remaining fund of the operational account shall be handed over to
the new Executive Committee at the beginning of the term of New Year of
officers. This fund shall act as the seed money for the upcoming year and
shall be no less than ten percent (10%) of the total revenues collected
from all sources and deposited in the operational account during the
preceding year.
(2) Special Events Account:
(i) This account shall be used for any and all transactions related to any
special events like charitable fund raising events, and this account shall
be controlled by the Executive Committee. A separate account shall be
opened and maintained for each special event.
(ii) Checks, notes, draft and demands for money shall be signed by the
Treasurer. (3) Reports: Financial statements including annual reports of
revenue and expenses shall be prepared by treasurer and needs to provide
to CPA in timely manner for preparation of tax return.
Section 4
Executive
Committee:
The Executive Committee shall provide leadership and execute
policies as approved by the Executive Committee, Board of Trustees and the
General Body.
A. The Executive Committee shall consist of the President, President
Elect, Secretary, Treasurer, Immediate Past President, the five elected
members and the Chair Board of Trustees. The Immediate Past President and
the Chair Board of Trustees shall be non-voting members of the Executive
Committee.
B. Contracts, deeds, documents, and instruments shall be executed by the
President and attested by the Secretary or the Treasurer unless the
Executive Committee by a two third majority shall in a particular
situation designate another procedure for their execution.
C. Only Life members of the Organization within the membership of GAPI as
described by Section 6.2D shall be eligible for nomination and election to
the officers of the GAPI, regional directors.
Section 5
Board
of Trustees
The Board of Trustees shall keep the residual ultimate authority in
the GAPI for ensuring its fiscal welfare and stability. The Board of
Trustees shall be responsible for the maintenance of funds generated by
Life membership dues and exercise fiscal responsibility for the investment
and growth of these funds. It shall not interfere with the regular
operation of the GAPI which shall remain as provided for in this
Constitution and Bylaws document. In case of crisis, at the request of the
Executive Committee, it shall act as a mediator to resolve the disputes
among various office bearers and Committees and its decision then would be
final and binding. It shall be internal auditors of the GAPI and shall be
responsible for long range planning. It shall be the Custodian of all the
assets of the GAPI and shall be the caretaker body at the time of
dissolution.
A. To be eligible for membership on the Board of Trustees, a candidate has
to be a Life Member and must have served in the Executive Committee for
two full years.
B. The Board of Trustees shall be made up of six persons, three of them
must be past presidents.
C. A Trustee's term shall be for three (3) calendar years and two trustees
will be elected each year to keep continuity.
E. Board of Trustee members can not run for an executive Committee
position without relinquishing their position on the Board. The
resignation from the Board must be submitted in writing to the Chairperson
of the Board of Trustees or to his/her designee and this must be received
before the deadline for nomination submission.
F. The President of the Executive Committee shall be voting members of the
Board of Trustees.
Joint committee may elect a custodian for five years term who keeps the official papers, accounts and help in continuity of the organization. He will be a non voting member of executive committee and BOT.
ARTICLE V –DIRECTORS
SECTION 1
The affairs of the organization shall be managed by a Board of Directors. Directors shall hold offices for a term of two years or until their successors are elected and qualified. Elections will be held for the position of Directors every two years.
SECTION 2
Directors must be life members or active members of the organization residing in the State of Georgia.
SECTION 3
Directors shall be elected by life members and active members. Each member may vote for only one director from his or her district boundaries of which will be determined by the Board of Directors. There shall be ten directors, as follows: North Georgia one, Metro Atlanta four, Middle Georgia (Macon) one, South Central Georgia (Valdosta, Savannah) two, Southwest Georgia (Columbus) one, East Georgia (Augusta) one.
SECTION 4
Regular meetings of the board of directors shall be held annually at such time and place as the directors may determine. The president or any four directors on fourteen days’ notice to each director may call special meetings.
SECTION 5
The corporation shall indemnify and hold harmless each director and officer now or hereafter serving from and against all claims and liabilities to which he may be or become subject by reason of his now or hereafter being a director or officer of the corporation or by reason of his alleged acts or omissions a such, and shall reimburse each such director and officer for all legal and other expenses reasonably incurred in connection with defending any such claims; provided however that no director or officer shall be indemnified against any claim or liability arising out of his own negligence or willful misconduct.
ARTICLE VI -OFFICERS
There shall be a president, president elect, secretary, and treasurer. Officers must be a life member.
SECTION 1
The president shall be chief executive officer of the association. He shall preside
at all meetings of the association and perform such other duties as are assigned by the Executive Committee. He shall appoint special and ad hoc committees as necessary, appoint all delegates and representatives to other groups, and make such other appointments as are required by the Executive Committee. He shall submit to the Executive Committee the plan or project of the organization for that year.
SECTION 2
The president elect shall perform the duties assigned to him by the president or the Executive Committee. He shall assume the duties of the president in his absence and shall become president if the president is incapable of continuing in that office. The president elect shall be in charge of the membership drive.
SECTION 3
The secretary shall keep minutes of all meetings, shall maintain an official list of members, and shall issue an agenda of all regular and special meetings. The secretary shall keep copies of all official correspondence of the organization, including newsletters and brochures. The secretary is custodian of all organizational documents, and shall keep copies of all committee reports. The treasurer shall notice and collect dues and shall keep the organization's books of account.
The treasurer shall submit a financial report to the Executive Committee at its annual meeting. All records of the secretary and treasurer shall be open to inspection by the Executive Committee.
SECTION 4
All officers shall hold office for a term of one year and until their successors are elected and qualified. Officers may not be elected to any particular office more than twice.
SECTION 5
The secretary, treasurer, and president elect shall be elected by the membership at the annual meeting. The president elect shall automatically become president for a term of one year after having served as president elect for one year. The Executive Committee shall cause an election to be held when the office of president cannot be filled by normal succession due to the resignation, incapacity or death of the president elect.
ARTICLE VII -EXECUTIVE COMMITTEE
SECTION 1
There shall be an Executive Committee, to consist of the president,
President elect, secretary, treasurer, the immediate past president, and the ten regional directors.
SECTION 2
The Executive Committee shall have the duties and powers ordinarily delegated to such committees. It shall govern and direct the activity of the organization. The Executive Committee may fill any vacancy in the office of secretary, and treasurer, and may create and abolish standing committees and direct their activities. The Executive Committee shall from time to time set membership dues.
SECTION 3
The Executive Committee shall meet at least twice each year. One meeting shall be prior to the annual general body meeting; the second meeting shall be called by the president. The secretary shall give fourteen days' notice of all Executive Committee shall constitute a quorum.
ARTICLE VIII -GENERAL BODY MEETINGS
SECTION 1
The organization shall hold one annual General Body meeting of the membership at a time and place to be decided by the Executive Committee. A special meeting of the membership may be called by the president with the approval of a majority of the Executive Committee for an urgent matter. A special meeting of the membership shall be called by the president and shall be held within sixty days upon signed petition of two-thirds of the members of the organization.
SECTION 2
All members shall be notified of annual and special meetings of the members by mail at least four weeks prior to the meeting. The notice shall be issued by the secretary-treasurer and shall include the agenda.
SECTION 3
Members present at the annual meeting will constitutes quorum.
SECTION 4
The following shall be the order of business at a meeting of the membership: (1) call to order, (2) introduction of new members; (3) introduction of guests; (4) reading of the minutes of the previous meeting; (5) reports of committees; (6) correspondence; unfinished business; (8) new business; (9) election and installation of new officers.
SECTION 5
The members shall have authority to adopt and amend bylaws for the organization.
ARTICLE IX -ELECTIONS
All life and active members in good standing eight weeks prior to the general body meeting will be eligible to vote. Secretary,- Treasurer, president elect and directors whose term are expiring shall be elected annually at the general body meeting. A slate shall be prepared by the Nominating Committee, approved by the Executive Committee and contest any position after being nominated and seconded by active members, either writing to the secretary-treasurer fourteen days or more prior to the General Body meeting. In case of a contest, elections shall be by secret ballot.
A majority vote of the life and active members present at the meeting is necessary to elect an officer. There shall be no voting in absentia or by proxy.
SECTION 1
On vote of a majority of the life and active membership, or on vote of a majority of the Executive Committee, charging an officer with misconduct or gross breach of his obligation to the organization, the Executive Committee shall designate an ad hoc committee to investigate the charge. The accused shall be invited to respond and be heard. The ad hoc committee shall submit its findings to the Joint committee. If the Joint Committee determines that there is probable cause to remove the officer, a special meeting of the membership will be called unless the Executive Committee determines that the matter can best be addressed at a forthcoming annual General Body meeting.
SECTION 2
A quorum for removal of an officer shall be fifty percent of the life and active membership. A two-third vote of those present shall be necessary to remove an officer.
ARTICLE XI -COMMITTEES
Members of the standing committees shall be appointed at its discretion by the Executive Committee. Standing committees shall be: (a) Membership Committee; (b) Constitution and Bylaws Committee; (c) Nominating Committee; (d) Entertainment Committee; (e) Public Relations Committee; (f) Publications Committee. In addition, the president may create and appoint various ad hoc committees to be dissolved upon completion of their functions.
ARTICLE XII –AMENDMENTS
SECTION 1
Proposed amendments to this constitution may be proposed in writing by one-
third of the members of the Executive Committee or by majority vote of the Bylaws Committee. The proposed amendment shall be mailed to all life and active members at least four weeks prior to the annual General Body meeting. Alternatively, the Executive Committee may submit the proposed amendment to the membership by mail ballot to be returned at least two weeks prior to such annual meeting.
SECTION 2
Proposed amendments shall be effective only when approved by a majority of the life and active membership in a mail ballot.
Georgia Physicians of Indian Heritage
GAPI
Policies for GAPI’s community based activities
MISSION
GAPI, as an organization of Physicians of Indian Heritage, recognizes the need to serve the people of Georgia and the people of India as a small token of gratitude for the provisions of these communities towards the present well-being of Georgia Physicians of Indian Heritage.
RESOURCES
We propose to use the interest amount generated by the funds presently in the accounts of GAPI towards the fulfillment of the above mission. In addition, we also propose to solicit:
A. Funds from members who wish to honor the memories of their loved ones, which can be directed by the donors for specific projects as delineated by the document below.
B. Funds from benevolent corporations which would channel monies through GAPI for utilization in appropriate charities under the auspices of GAPI.
PROGRAMS
We wish to recognize the following projects as a starting point. New projects may be added as deemed desirable from time to time, with the approval of the Board and the General Body.
I. Scholarships. We do not possess the time or resources to independently run a full program to select and distribute scholarships. However, on a preliminary basis, GAPI will operate through recognized institutions to distribute two scholarships of $1000.00 each for need based deserving students in the field of Medical, Surgical and Health related branches.
2. Funds can be solicited from individuals and corporations to be distributed in the joint name of the sponsor and GAPI to further widen the scope of the scholarship programs.
3. Future methods of enhancing scholarship funds:
a. Request individual physicians to sponsor scholarships in honor of their loved ones. The scholarship will be named individual/GAPI scholarship.
b. Request corporations both medical and non-medical to sponsor scholarships.
The scholarships will be named corporation/GAPI scholarships.
DISASTER RELIEF
It is the desire of GAPI to be involved in disaster relief both in the USA and India. The provisions for extending this to other parts of the world can be considered in the future depending on the availability of funds. At present, GAPI does not possess the capability of handling it on its own and a suggestion is being made to handle this on a case-by-case basis through non-faith based organizations in the USA and India. Provisions for GAPI handling the distribution of relief will be considered in the future depending on the growth of the organization and the availability of resources.
COMMUNITY BASED HUNGER PROGRAMS
Several church programs are available for feeding the homeless and destitute. As a beginning, GAPI should sponsor soup kitchens in Atlanta in January, Augusta in April, Macon in July and Columbus in October. These can be increased to once a month in additional cities (i.e. Columbus, Albany, Valdosta, Savannah, etc.) as the years go by.
MEDICAL ACTIVITIES
We propose to get involved in blood drives and communities and also in the future organize free clinics in the communities. We can organize the blood drives with the help of The Red Cross and publicize through GAPI the dates and the venues, the cost for which is nominal. In the future, if these resources permit, we propose to provide funds to free clinics on a non-recurring basis without a long-term commitment.
Passed on April 14, 2001 at the annual meeting
click here to download the bylaws in word format.