Place: MUMBAI Attested by the applicant
Date: February 4, 1971 ( Dr. A. S. Divatia)
R. 2.1 The registered office of the association shall be in Bombay and until otherwise determined shall be situated at the Indian Institute of Technology, Powai, Bombay - 76.
R. 2.2 Chapters shall have their offices at locations approved by the Committee.
R. 3.1 The aims and objectives of the Association shall be as stated in the Memorandum of Association.
R. 4.1 The Association shall have the following categories of members: Members, Life Members, Member Institutions, Student Members and Associate Members
a) Member: Any person associated with research in physics or teaching of physics at University or College level, or possessing a post-graduate degree in Physics is eligible to apply for membership and pay the admission fee. The admission fee and the membership fee shall be as stipulated in R. 16.2. Members in different categories shall be entitled to the rights and privileges of the Association membership as hereinafter stated.
b) Life Member: Any person eligible to apply for membership may choose to apply for membership may choose to apply for being a Life Member. The Life Membership fee shall be as stipulated in R.16.2. A Life Members shall be entitled to the same rights and privileges as a Member throughout life.
c) Member Institution: An institute or a recognised statutory body, a department of the central or state Government, or a registered commercial or industrial undertaking associated with physics, is eligible to apply for being a Member Institution. A Member Institution has the right to appoint one of their employees as an Institutional Member. An Institutional Member shall be entitled to the same rights and privileges as a Member, except the right to vote and the right to hold elective office.
d) Student Member: A bona-fide post-graduate student, specialising in physics is eligible to apply for being a Student Member. No person who has obtained a Master’s degree shall be eligible for being a student member. A Student Member shall be entitled to the same rights and privileges as a Member, except the right to vote and the right to hold elective office.
e) Associate Member: Any person interested in physics, but not having the necessary qualifications to become a member in the categories R.4.1. (a) to R.4.1. (d) is eligible to apply for being an Associate Member. An Associate Member shall be entitled to the same rights and privileges as a Member, except the right to vote and the right to hold elective office.
R. 4.2 The requirements of admission and transfer or termination of membership shall be as prescribed in R.15.
R. 4.3. A Member whose subscription at the time of voting has been in arrears for a period exceeding three months, shall not be entitled to the right to vote and the right to hold elective office.
R. 5.1 Annual subscription and/or admission fee for membership shall be as prescribed in R.16.
R. 6.1 The affairs of the Association shall be managed by an Executive Committee consisting of the five office bearers of the Association as specified in R.7, five Zonal Representatives as specified in R.8.6, and five members to be elected as specified in R.10, subject to the provision that no city or town shall have more than two members except the headquarters which can have three members. In order to enforce this limit, the order of priority shall be, ( i ) President, (ii) Vice-President, (iii) Directly Elected Member and (iv) Zonal Representative, taking into account the offices assigned to the headquarters and to Delhi.
R. 6.2 The Committee may co-opt additional members on the Executive Committee, if necessary, to assist in specific activities of the Association. A co-opted member shall not have voting rights in the Committee.
R. 6.3 A vacancy occurring in the Committee between the elections shall be filled by nomination by the Committee within one month of such an occurrence.
R. 6.4 The powers and functions of the Committee shall be as follows :
a) to make, alter and repeal Rules and Regulations specified in R.15 through R.20 with the specific concurrence of the President and subject to confirmation by a letter ballot,
b) to realise funds by way of subscriptions, donations, grants, gifts, consultation fees, etc.
c) to administer the funds of the Association.
d) to award grants, prizes etc. for promoting the aims and objectives of the Association,
e) to incur expenditure for conducting the business of the Association,
f)to acquire, sell, mortgage, change or otherwise dispose of or deal with all or any property of the Association for promoting the aims and objectives of the Association,
a) to enroll members,
b) to prepare an annual statement of accounts and an annual report on the working of the Association.
c) to appoint sub-committees, panels, etc. from amongst the members of the Association for various activities,
d) to take cognizance of and to deal with any matter, affecting the Association which may be brought to its notice,
e) to interpret the Memorandum of the Association and the Rule and Regulations subject to the provisions of the Society Registration Act XXI of 1860,
f) to appoint full time or part time salaried or honorary staff as and when the need arises, and to rent premises for housing registered office etc.,
g) generally to undertake activities which are conducive to the achievement of the aims and objectives of the Association and,
h) to enter into collaboration and/or membership with any similar organisation, institution, and/or society, and to accept and offer concessions in respect of membership dues etc. on reciprocal basis.
i)
R. 6.5 The Committee shall have regular meetings at such times as are necessary to carry out the business of the Association.
R. 6.6 The members of the Committee or of duly appointed sub-committees and panels shall not be held liable in respect of any act done in good faith.
R. 7.1 The office bearers of the Association shall be the President, the Vice-President, the General Secretary, the Joint Secretary and the Treasurer. All the office bearers shall be eligible for re-election. The President and the Vice-President shall not hold office for more than one term in succession. None of the other office bearers shall remain in office for more than two terms, in succession.
R. 7.2 The responsibilities of the office bearers shall include the following in addition to those prescribed in R.15 through R.20.
a) President : The President shall preside at all meetings of the Association and act as the Chairman of the Executive Committee. Whenever necessary the President may delegate his powers to the Vice-President.
b) Vice-President : The Vice-President shall assist the President in all matters and in the absence of the President he shall perform the duties of the President.
c) General Secretary : The General Secretary shall, ( i ) be in charge of correspondence and records of the Association, (ii) convene all general meetings of the Association and the Committee with the previous concurrence of the President, (iii) execute the programme of action decided by the Committee with the assistance of the Committee and (iv) sue and be sued upon in all matters relating to or affecting the Association. He shall be an ex-officio member of all the sub-committees of the Association.
d) Joint Secretary : The Joint-Secretary shall assist the General Secretary in all matters and the in the absence of the General Secretary shall perform the duties of the General Secretary.
e) Treasurer : The Treasurer shall, ( i ) keep all accounts of the Association, (ii) accept money and issue receipts on behalf of the Association, and (iii) prepare quarterly and annual financial statements and budgets for submission to the Committee. f)
R. 7.3 An officer bearer or any other member of the Association shall not receive, directly or indirectly, any salary, compensations or emoluments from the Association unless authorised by the Committee.
R. 7.4 The General Secretary and the Treasurer shall be from the headquarters and the Joint Secretary shall be from Delhi.
R. 8.1. The Committee may approve the establishment of a Chapter of the Association, for a city or town in response to a request addressed to the Association, in order to promote the aims and objectives of the Association. Such a request shall be signed by at least ten Members having the right to vote, not less than six of whom shall be normally residing in or employed within the geographical limits proposed for the Chapter. A chapter shall have at least 30 members, inclusive of student members.
A chapter can be formed for close lying cities or towns, grouped together, at the discretion of the Committee.
R. 8.2 Each Chapter shall have formal recognition from the Committee in the form of a charter which shall contain the name, location, geographical area covered and the date upon which the charter was granted, and shall bear the name and signature of the President and the General Secretary of the Association.
R. 8.3 Chapters shall be grouped on a Zonal basis for representation on the Committee. There shall be five zones, namely, Northern, Western, Southern, Eastern and Central, as constituted below :
i) Central Zone: Madhya Pradesh, Uttar Pradesh
ii) Eastern Zone: Assam, Bengal, Bihar, Manipur, Meghalaya, Nagaland, Orissa, Tripura.
iii) Northern Zone: Chandigarh, Delhi, Haryana, Himachal Pradesh, Jammu and Kashmir, Punjab.
iv) Southern Zone: Andhra, Kerala, Mysore, Pondicherry, Tamil Nadu.
v) Western Zone: Daman, Diu, Goa, Gujarat, Maharashtra, Rajasthan.
Centrally adminstered areas not covered above will be deemed to belong to Northern Zone. Each Zone shall have one representative on the Committee.
R. 8.4 Each Chapter shall conduct its affairs in accordance with the Memorandum, and the Rules and Regulations of the Association.
R. 8.5 The office bearers of a Chapter shall be a Chairman, a Vice-Chairman, a Secretary and a Treasurer elected biennially at the Chapter General Meeting. All office bearers shall be eligible for re-election.
R. 8.6 Each Zone shall have a Zonal Representative on the Committee for two years. He shall be elected as specified in R. 10.1.
R. 8.7 The Secretary of each Chapter shall forward to the General Secretary of the Association reports of all meetings and also financial statements at the end of each year of the Association.
R. 8.8 The Association shall provide financial support for the maintenance of the Chapters. This shall consist of 50 per cent of the annual subscription received form the members, and associate members covered by the Chapter. The Chapters are authorised to raise funds for specific purposes with the prior concurrence of the Committee.
R. 8.9 The Committee may, at its discretion, close a Chapter, after giving it notice of three months after considering any explanation the Chapter may have been asked to tender for
a) failure of the Chapter to maintain at least thirty members in good standing,
b) failure of the Chapter to hold at least two meetings each year.
c) any activity declared by the Committee to be detrimental to the interests of the Association, and
d) for any reason whatsoever.
R. 9.1 The Committee may nominate, from among the members residing in a region a Liaison Member for that region, in order to facilitate the work of the Association, provided no Chapter has been established covering that region.
R. 9.2 The Liaison Member shall assist the Committee in carrying the programme of the Association in the specified region, for a specified period.
R.10.1 The procedure to elect the office bearers and other members of the Committee shall be as follows:
a) In order to conduct the elections the Committee shall appoint two Returning Officers from amongst the members who are themselves not members of the Committee or seeking elections to the Committee.
b) Nominations for the office bearers shall be made over the signatures of at least five members with voting right.
c) Nomination for any of the five directly elected members may be made to the Returning Officer, over the signatures of at least five members.
d) A zonal representative shall be elected from amongst the chapter Chairman of a particular Zone by the Chapter Chairman in that zone.
e) Written consent of the member being nominated shall be obtained for all nominations.
f) The Returning Officer, after scrutiny of the eligibility of the nominees, shall cause to be mailed to all eligible voters, by 1st April, ballots listing names of all candidates for the elective offices, with appropriate instructions that the last date for receipt of the ballot paper shall be not later than 1st May.
g) The Returning Officers shall, after the receipt of the ballots, check and count the votes, and make the results available to the members. Election shall be decided on the basis of the number of votes polled by the candidates, tie vote being decided by a chance procedure, if the need arises. Conditions stipulated in R. 6.1 shall always apply.
h) If no valid nominations or insufficient valid nominations are received for the committee memberships, by the deadline set for receiving the nominations, the committee shall have the responsibility to make the appropriate nominations, in which case the committee shall inform the members accordingly.
i)
R.10.2 Election of the Chairman and other office bearers of a Chapter shall be held in conformity with R.8.5 and the result of such election shall be communicated to the General Secretary not later than 1st March.
R.11.1 The Association shall hold General Body Meetings and scientific meetings at the appropriate time and place as determined by the Committee.
R.11.2 Meetings shall be conducted in accordance with normal parliamentary procedure.
R.12.1 All funds and properties of the Association shall be managed by the Committee and the moneys shall be deposited in account with scheduled bank approved by the Committee.
R.12.2 Cheques shall normally be signed by the Treasurer and the General Secretary. In the absence of the General Secretary, the President, the Vice-President or the Joint Secretary shall be authorised to sign.
R.12.3 Imprest amount may be advanced to an individual for current disbursement as authorised by the President or the General Secretary, or a nominee appointed by any one of them, with the concurrence of the Treasurer.
R.12.4 The accounts of the Association shall be audited annually by auditors appointed by the Committee.
R.12.5 If the auditors resign or are unable to do the work, the Committee shall appoint other auditors. A member of the Committee shall not act as an auditor.
R.12.6 Any member of the Association may, with the permission of the President and by previous appointment with the Treasurer, inspect the account of the Association.
R.13.1 For amendments to the Memorandum of Association, provisions of Section 12 of Society’s Registration Act XXI of 1860 shall be applicable.
R.13.2 Amendments to the Rules and Regulations may be proposed by means of a petition signed by at least ten per cent of the qualified members.
R.13.3 For an amendment to the Rules and Regulations specified in R.1 through R.14 the General Secretary shall send to all the members with voting right the proposed amendment accompanied by a ballot paper, at least one month before the scheduled date of counting the ballots. The amendment shall be deemed to have been adopted on the basis of a simple majority of the ballots received.
R.13.4 The date on which an amendment shall take effect shall be decided by the Committee but no amendment shall take effect earlier than thirty days but not later than one hundred and eighty days after its adoption,
R.13.5 Copies of amendments adopted shall be made available to all members of the Association.
R. 13.6 For an amendment to the Rules and Regulations specified in R.15 through R.20, R.6.4 (a) shall apply.
R.14.1 On request in writing by forty per cent members of the Association the Committee shall convene a general body meeting. The dissolution can be ratified only by a seventy five per cent majority of the total votes (direct or proxy). In dissolving the Association, provisions of the Section 13 and 14 of the Societies Registration Act XXI of 1860 shall be applicable.
R.15.1 Application for admission to the membership of the Association shall be made to the General Secretary in the prescribed form, on which one member who is eligible to vote shall indicate his support of the application. The General Secretary shall be authorised to accept an application subject to approval by the Committee. In case of doubt, he shall place the matter before the committee for consideration.
R.15.2 When the application is approved, membership period shall be dated as the first day of the month following approval and shall extend to the last date of the academic year, after which it shall be renewed year after year.
R.15.3 Application for transfer to another category of membership of the Association shall be made to the General Secretary in the prescribed form, on which one member who is eligible to vote shall indicate his support. The General Secretary shall be authorised to accept or reject an application and effect a transfer, in case of acceptance.
R.15.4 An applicant whose application for admission or transfer to another category has been rejected, may renew his application not earlier than one year following such rejection.
R.15.5 For new admissions, prescribed admission fee shall be sent with the application. Collection of admission fee shall start when the first Committee so decides. Admission fees shall not be refundable but the Committee may waive the admission fee in special cases where an application for admission is renewed.
R.15.6 Notice of admission to membership shall be sent to the categories of members together with copies of the Memorandum of Association and Rules and Regulations of the Association to which he shall have deemed to have agreed. If the member, in any category, is within the jurisdiction of a particular Chapter, a copy of the notice of admission shall also be sent to the Chapter.
R.15.7 For transfer of membership prescribed transfer fee shall be sent with the application. Transfer fee shall not be refundable. Collection of transfer fee shall start when first committee so decides.
R.15.8 The Committee shall decide upon the total number of life members from time to time.
R.15.9 Members who are in arrears in the payment of dues for more than three months shall not be eligible to vote. Members in all categories who are in default for more than six months shall forfeit their membership without notice. The Committee at its discretion may restore the membership upon application and on payment of the amount in arrears as well as the current subscription.
R.15.10 The name of any member, in all categories, whose conduct has been found to be against the interests of the Association shall only be removed from the rolls after giving him an opportunity to be heard and after giving him an opportunity to be heard and after a resolution to this effect has been passed by at least two-thirds majority of the members of the Committee, for such time as the committee deems necessary.
R.15.11 A member, in any category, of the Association ceases to be a member (a) on death, (b) resignation, ( c ) suspension owing to non-payment of dues for six months as described in R.15.9, and (d) as provided in R.15.10.
R.16.1 The admission fee shall be chargeable only at the time of initial admittance to the Association. The annual subscription period shall coincide with the academic year.
R.16.2 The admission fee, transfer fee and subscription shall be as follows :
| Category of Membership | Admission Fee | Annual Subscription |
| a) Life Member | ||
| Indian | - | Rs. 500.00 |
| Foreign | - | US $250.00 |
| b) Associate Member | ||
| Indian | - | Rs. 50.00 |
| Foreign | - | US $25.00 |
| c) Institutional Member | - | 5000.00 |
| d) Student Member | - | Rs. 30.00 |
| e) Library Subscription | ||
| Indian | - | Rs. 200.00 |
| Foreign | - | US $25.00 |
* The admission fee and transfer fee shall be waived until an appropriate time decided by the Committee
** A member who has been continuously on the rolls of the Association for 5 years or more shall have the right to compound for future payment by a single payment of Rs. 125/- only.
R.16.3 On or about 1st May the annual dues for the next year shall be intimated to each member.
R.16.4 The last known address of a member shall be considered as the valid mailing address for correspondence by the Association.
R.17.1 The General Secretary shall have the power to incur day to day expenditure upto an amount fixed by the Committee on each item, subject to the availability of funds under the relevant head in the budget.
R.18.1 Annual General Meetings, Special General Meetings, Committee Meetings, meetings of the sub-committees and panels and scientific meetings shall be considered as the meetings of the Association. These shall be convened as indicated below :
a) Annual General Meetings shall ordinarily be held towards the end of the calendar year.
b) Special General Meetings or letter ballots of the Association may be called by the President or by requisition of not less than ten per cent of the members of the Association.
c) Committee meetings shall be held as often as required or atleast once a year.
R.18.2 At least four weeks notice for all general meetings, and about two weeks for all Committee meetings shall be given to the members. The notice shall specify the date, time and place of the meeting and also the business to be transacted at the meeting.
R.18.3 At all the meetings of the Association the President, or in his absence the Vice-President shall take the chair, except the meetings of the sub-committees and panels. In the absence of both the President and Vice President a Chairman for the meeting shall be elected from amongst the members present.
R.18.4 Ten per cent of the members of the Association shall form a quorum for General Meetings. For meetings of the Committee quorum shall consist of five Committee members. Quorum for meetings shall include members present in person only.
R.18.5 If the business of a meeting cannot be transacted for want of quorum the meeting shall be adjourned to a date not earlier than a day after the adjournment. The date and time for the adjourned meeting shall be decided at the time of adjournment. For this meeting no quorum shall be necessary and the scheduled business will be transacted.
R.18.6 Results of motions shall be determine by simple majority votes unless otherwise specified in the Memorandum of Association and Rules and Regulations. The President shall have a casting vote which he shall exercise in the event of a tie.
R.18.7 At the General Body Meeting the following shall be the items on the agenda :
a) To approve the minutes of the previous meeting and to receive a report on the actions taken on the resolutions previously adopted.
b) to receive, consider and approve the Committee's report on the working of the Association and the audited statement of accounts for the previous term, copies of which shall have been despatched to the members at least two weeks before the date of the meeting.
c) to consider any other matter with the permission of the chair.
R. 19.1 The Committee shall have the authority to nominate representatives of the Association to serve on committees of other bodies and to brief them. The representatives shall report to the Committee the business transacted during the meeting.
R.20.1 The Executive Committee shall provide a common seal of the Association and make rules for safe custody and use thereof. The seal shall never be used except by the authority of the Executive Committee previously given. Every instrument to which this seal is affixed shall be signed by the President (and in his absence by the Vice-President) and every such instrument shall also be signed by the General Secretary or some other person authorised by the Executive Committee.
R.21.1 All the provisions of the Societies Registration Act XXI of 1860 will apply to this Association
INDIAN PHYSICS ASSOCIATION Ballot for amendment of the constitution of the Indian Physics (IPA).
Following the rather steep increase in the expenses of the Association in the recent years, both organisational and publication expenses, it has become necessary to increase the membership fees and subscription of all categories of members. This requires amendments to the rules of the Association. It is, therefore, proposed that the concerned articles of the constitution be amended as under:-
Article 8.8 shall read as: ``The Association shall provide financial support for the maintenance of the chapters. This shall consist of Rupees 20 per member (including life member and associate member) covered by the chapter. The chapters are authorised to raise funds for specific purposes with the prior concurrence of the Executive Committee''.
Article 16.2 shall read as: ``The admission fee and Annual subscription shall be as follows:-
| Category of Membership | Admission Fee | Annual Subscription |
| a) Life Member | ||
| Indian | - | Rs. 500.00 |
| Foreign | - | US $250.00 |
| b) Associate Member | ||
| Indian | - | Rs. 50.00 |
| Foreign | - | US $25.00 |
| c) Institutional Member | - | Rs. 5000.00 |
| d) Student Member | - | Rs. 30.00 |
| e) Library Subscription | ||
| Indian | - | Rs. 200.00 |
| Foreign | - | US $25.00 |
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