MAIN OFFICE

EXPULSION

State HON.SECRETARY

MINIMUM STANDARDS COMMITTEE

AIMS / OBJECTS OF THE ASSOCIATION

ORGANISATION OF THE ASSOCIATION

STATE JOINT SECRETARY AND ZONAL JOINT SECRETARY

SCIENTIFIC COMMITTEE

METHODS

THE GENERAL BODY AND ITS FUNCTIONS

State TREASURER

FINANCE COMMITTEE

MEMBERSHIP OF THE ASSOCIATION

MANAGING COMMITTEE

DISTRIC BRANCHES

ELECTION COMMITTEE

ELIGIBILITY FOR MEMBERSHIP

EXECUTIVE MEMBERS

STATE PRESIDENT ELECT

COSTITUTION AND BY-LAWS COMMITTEE

REPRESENTATION

State PRESIDENT

FUNDS

ELECTIONS

RESIGNATION

Zonal  VICE PRESIDENT

AMENDMENTS TO THE CONSTITUTION COMMITTEES

WINDING UP

The office of the association shall be located permanently at II floor of IMA Building, SULTANBAZAR, HYDERABAD. Phone No. 040-24657105
    

To promote and advance modern medical science in their different branches
To promote and improve the public health in India.
To promote and improve medical education in India.
To maintain the honour and dignity of the medical profession in general and the members of AP Private Hospitals & Nursing Homes Association in particular.
To uphold the interests of the members.
To promote the co-operation among the members of the association
To work for the abolition of compartmentalization in medical education, medical services and registration and thus to achieve equality among all members of medical profession.
To promote brotherhood and social life amongst the members and their families.
To secure priorities in respect of allocation of telephones, cars, surgical and medical requirements like spirit, anesthetic drugs, instruments, residences, clinics etc., for the members of the association.
To alleviate the difficulties and problems of the members of AP Private hospitals & Nursing Homes Association in matters connected with medico-legal aspects.
To establish a system of minimum professional charges for the professional services rendered to the patients
To establish and maintain minimum and effective standards in providing medical care in nursing homes and hospitals.
To undertake any other activity in the interest of association.
That no amendment or alteration to the objects should be made without the prior approval of the commissioner of income tax.

For the attainment and furtherance of these aims and objectives the association may:
Hold periodical meetings and conferences of the members of the association and the medical profession in general.
To conduct group insurance scheme of members (accident & indemnity)
To conduct group educational tours (inland & abroad)
To provide legal help in professional matters.
Arrange from time to time congresses, lectures, discussions, demonstrations, exhibitions on any aspect of modern medicine and its allied branches.
Maintain a library and association office.
Conduct educational campaign among the people of India in the matters of public health and sanitation by co-operating when ever necessary with different public bodies working with the same objective.
Organise free medical and surgical camps and participate in national health programmes during epidemics, emergencies and otherwise as a part of social obligation.
Borrow or raise money in such manners the association may think fit and collect subscriptions and donations for the purpose of the association
Invest any money of the Association not immediately required for any of its objective in such a manner as may from time to time as determined by the managing committee.
Assist OR subscribe to or amalgamate with any other public body whether incorporated, registered and having altogether or in part objectives similar to those of the association.
Do all such other things as are relevant to the objects of the association or are incidental or conducive to the attainment of the above objects. The association will do all possible to further the professional competence of the members.

Only life member category will be accepted.
A member (Life member) is a hospital or a nursing home who have already paid a sum of rupees 1500/_ or as revised from time to time by the association. The membership shall commence only when the full amount is received.

Any nursing home or hospital which conforms to the minimum standards laid down by the Association shall be eligible for the membership.

Each institution shall have one representative to the association.
The person thus representing the institute shall be a member of the board of management of the same institution. He or she shall be a person having qualification recognized by IMC.
In case the management is by a trust or charitable organisation or a private institution in the absence of medical superintendent or medical director one person from the management shall represent the same in the Association. Such a person shall be eligible to participate in deliberations of the association but not eligible to contest or vote.
In case of a change in the representative of any member nursing home, the change should be informed to the Association, with in 3 months of such a change.

If a member is found acting adversely against the interests of the association, he can be expelled from the Association by 2/3rd majority of members present in the general body.

For administrative convenience the state is divided into 4 zones

General body shall consist of all members described.
A meeting of the general body shall be held at least once every year on second SUNDAY of NOVEMBER. If second Sunday of November happens to be Diwali that year AGM will be pre-poned or post-poned with prior notice.
A notice of 21 days time shall be given to members of such a meeting.
An extraordinary general body meeting however can be convened with only 7 days notice to consider urgent matters only.
The quorum for the general body meeting 150 members or 10% of the total membership which ever is less.
A meeting of general body if adjourned for want of quorum shall be reconvened within 15 days with a 7 days notice with or without quorum and such meeting shall transact the business specified on the agenda for the meeting only.
An emergency general body meeting shall be convened by the Hon. secretary at the request in writing of at least 50 members of the association to consider specific matter and such a meeting shall be convened within 30 days of the said request. In case the Hon. secretary fails to convene such a meeting The president shall convene the same meeting after expiry of specified 30 days with a 7 days notice.

THE GENERAL BODY AT ITS ANNUAL MEETING SHALL AMONG OTHER THINGS
Consider and approve the audited accounts for the previous year and the annual report.
Install the President elect of the previous year as the President for the next year.

Approve and ratify election of the managing committee members from the districts.
To nominate a representative to the central body from among the management committee members from the districts.
To elect auditors and fix their remuneration
To transact any other matter with the permission of the chair.
Elect (install) President elect, four zonal vice presidents and four zonal joint secretaries (one for each zone) once a year and hon. Secretary; State joint secretary and treasurer once every two years.

The management of the association shall rest in the managing committee
The managing committee shall consist of
PRESIDENT, PRESIDENT ELECT, 4 ZONAL VICE PRESIDENTS, HON.SECRETARY, State Joint Secretary, TREASURER, 4 ZONAL JOINT SECRETARIES, Twelve EXECUTIVE MEMBERS, Chairmen and members of State committees, PRESIDENT AND SECRETARY OF EACH DISTRICT BRANCH AND IMMEDIATE PAST PRESIDENT.
The managing committee shall have the power to constitute standing committees and or ad hoc or sub committees from among the members of the association.
President and Hon. Secretary of IMA AP State Chapter shall be ex-officio members of the managing committee.
The managing committee thus formed shall continue in office till another managing committee is elected by the general body.
Any casual vacancy arising in the managing committee shall be filled by co-option by the executive committee by nomination from amongst candidates from the same zone.
The managing committee shall meet at least once in three months at the office premises of the association or any other suitable place. In case of emergency, 21 days notice shall be given to convene a meeting to consider a specific issue. The quorum shall be 10 members.
If a member of the managing committee absents himself twice consecutively without a valid reason he or she shall be deemed to have vacated his or her seat, which shall be filled by the executive committee.
The managing committee shall have the power
a) To open accounts in any scheduled bank in the name of the association which shall be operated upon jointly by the treasurer and any one of the office bearers mentioned.
1) President
2) Hon. Secretary

EXECUTIVE MEMBERS: Twelve executive members are appointed by the president, two from each zone, Two from Specialty Hospitals of which one shall be from city and one from other areas, and Two lady representatives.

THE PRESIDENT:
The President elect will be installed as President after one year of tenure as the president elect.
The candidate seeking election to president post should have completed one year of tenure as president elect.
THE DUTIES AND POWERS OF THE PRESIDENT SHALL BE :
To preside over the meetings of General Body and managing committee.
To convene extraordinary meetings at short notice of the general body when ever necessary.
To exercise general supervision over the affairs of the association.
The president shall exercise his deciding vote in case of a tie.

Zonal VICE PRESIDENT:
There shall be four vice-presidents one from each zone of 1,2,3 and 4. They will be elected every year. Candidates contesting for the post of vice-president must have finished one year term as a president or hon. secretary of a district branch or a state Hon. Secretary. A vice-president may contest again if he so desires.
FUNCTIONS:

Honorary Secretary shall be elected by the general body once in 2 years. The term of a Hon. Secretary is two years. The Hon. Secretary may continue for one more term only if no other member is willing to contest. He shall always be from headquarters.
DUTIES AND POWERS OF THE HON.SECRETARY SHALL BE AS FOLLOWS:
To prepare the agenda and convene the meetings of the general body, executive committee and managing committee and to maintain all records of the association.
It shall be incumbent upon him to convene a meeting of the executive committee on written request of any SIX members of the executive committee.
To record and maintain the minutes of all the meetings of general body, executive and managing committees.
To implement the resolutions of the general body, executive committee and managing committee.
To maintain a membership register.
To receive donations, Gifts and subscriptions in kind or in cash for association and inform the executive committee.
To hire and fire necessary administrative staff with in the guidelines approved by the executive committee.
To represent the association in all legal matters and to hire advocates for the purpose with the approval of the executive committee.
He shall sit in the state managing committee IMA AP State as ex-officio member.

State Joint Secretary: The state joint secretary shall always be from Twin Cities.
He shall assist the State Hon. Secretary in all his duties. He shall discharge the duties of the State Hon. Secretary in his absence.
The term of a State Joint Secretary is for 2 years.
Eligibility for the post of State Joint Secretary- The member contesting for the post of State Joint Secretary should have completed one whole term as a Hon. Secretary or President of Twin cities branch.
Four Joint secretaries from 4 zones shall be elected by the general body at the annual meeting.
Zonal Joint Secretary shall assist the Hon. Secretary and also maintain the records and membership register of his zone.

He shall be elected by the general body once in two years and he shall be from headquarters.
He shall be responsible for preparing and maintaining operation of accounts and account books.
To operate bank account jointly with secretary or president.
To present accounts every month at every three months to the managing committee.
To present audited accounts to the general body.
If the capital expenditure is more than Rs. 10,000/- he should take the prior approval of the finance committee/managing committee.
Members contesting for the post of State Treasurer should have completed one whole term as Hon. Treasurer or Hon. Secretary of Twin cities branch.

• Each district branch is an independent unit. Each district will have only one unit.
• Such branch may function as independent unit within the guidelines laid down from time to time by the state body.
• The branch is eligible for the funds assigned to the local body with the proviso that they are put in fixed deposits in the local branch of any scheduled bank and only the interest accrued is used for the local activities.
• The district branch can collect funds from members and others by way of subscriptions, donations, grants or any other means and utilize them for any administrative expenditure or other specific purpose.
• The district branch will have autonomy in administrative, financial and legal matters. The executive committee of the district unit can open bank accounts, conduct day to day administrative activities, appoint legal counsels and do any other activity for the welfare of the association and its members. The activities should be within the constitutional limitations and be in consultation with the state managing committee.

  The district branch is administered by AN elected body consisting of:
  1. Honorary President, 2. Honorary Secretary, 3. Honorary Vice presidents (one or more), 4. Honorary Joint secretaries, (one or more) 5. Honorary Treasurer. The Hon. Secretary and the Hon. Treasurer should be from the district head quarters.
  Apart from these elected office bearers, a number of Executive Members shall be appointed by the Hon. President.
  18.6.1 HON. PRESIDENT: The President shall be elected every year by the general body from among the senior members. A member contesting for the post of the President should have completed one year of term as a Vice President.
  
  DUTIES AND FUNCTIONS OF THE HONORARY PRESIDENT SHALL BE--:
  a. To preside over the meetings of General Body, Executive committee and any other committees.
  b. To convene extraordinary meetings at short notice of the general body, Executive committee whenever necessary.
  c. To exercise general supervision over the affairs of the association.
  d. The Hon. President shall exercise his deciding vote in case of a tie.
  e. The Hon. President shall sit in the executive committee of IMA as ex-officio member.
  f. The Hon. President shall authorize the Hon. Secretary and Hon. Treasurer to open and operate bank accounts.
  g. The Hon. President shall attend all the State Managing Committee meetings.
  h. The Hon. President shall represent the APNA district branch in dealing with any other organization either Governmental or Non Governmental.
  HONORARY VICE PRESIDENT:
  a. The number of Vice Presidents shall be decided by the number of member nursing homes in the district.
  b. The Vice Presidents shall be elected every year. Candidates contesting for the post of Vice President must have finished at least one year term in the executive committee of the district branch in any capacity.
  c. DUTIES AND FUNCTIONS OF THE HONORARY VICE PRESIDENT:
  In the absence of the president, the Vice President (the senior most, if there is more than one Vice President) shall perform all the duties of the president.
  
  HONORARY SECRETARY:
  Honorary Secretary shall be elected by the general body once in 2 years. The term of a Hon. Secretary is two years. The Hon. Secretary may continue for one more term  -  that too  if no other member is willing to contest. He shall always be from headquarters.
  Members who wish to contest for the post of Hon. Secretary must have served at least one year term in the executive committee in any capacity.
  DUTIES AND FUNCTIONS OF THE HON.SECRETARY SHALL BE--:
  a. To prepare the agenda and convene the meetings of the general body, executive committee and any other committee and to maintain all records of the association.
  b. To record and maintain the minutes of all the meetings of general body, executive and other committees.
  c. To enroll new life members in the APNA. He, along with the Hon. Treasurer shall collect application forms, membership fees and forward the application forms to the state office.
  d. To implement the resolutions of the general body, executive committee and other committees.
  e. To maintain a membership register.
  f. To receive donations, Gifts and subscriptions in kind or in cash for association and inform the executive committee.
  g. To appoint and remove necessary administrative staff with in the guidelines approved by the executive committee.
  h. To represent the association in all legal matters and to appoint advocates for the purpose with the approval of the executive committee.
  i. He shall sit in the executive committee of IMA as ex-officio member.
  j. He is empowered to open and operate bank accounts along with the Hon. President and Hon. Treasurer.
  k. He shall attend all State Managing Committee meetings.
  l. The Hon. Secretary shall represent the APNA district branch in dealing with any other organization either Governmental or Non Governmental.
  m. It shall be incumbent upon him to convene a meeting of the executive committee on written request of 1/3rd of the members of the executive committee.
  HONORARY JOINT SECRETARY:
  One or more Joint secretaries shall be elected by the general body at the annual meeting.
  DUTIES AND FUNCTIONS OF THE HONORARY JOINT SECRETARY:
   Joint Secretary shall assist Hon. Secretary in all his functions and also maintain the records and membership register of the district. In the absence of Hon. Secretary the Joint Secretary shall carry out all his duties and all the duties assigned by the executive committee.
  
  HONORARY TREASURER:
  He shall be elected by the general body once in two years and he shall be from headquarters.

  DUTIES AND FUNCTIONS OF HONORARY TREASURER:
  a. He shall be responsible for preparing and maintaining operation of accounts and account books.
  b. He shall operate bank account jointly with secretary or president.
  c. He shall present accounts at executive committee meetings and at the general body meeting.
  d. He along with the Hon. Secretary shall collect annual subscriptions, membership fees or any other fees as decided by the executive committee.
  EXECUTIVE MEMBERS:
  The executive members will be nominated by the Hon. President in consultation with other elected office bearers. The number of executive members shall depend on the total number of members in the district. The number should be between 10 and 20.
  ELECTIONS:
  a. Elections for the district unit shall be conducted once in a year for the posts of Hon. President, Hon. Vice President and Hon. Joint Secretary; and once in two years for the posts of Hon. Secretary and Hon. Treasurer.
  b. Elections shall be by direct voting during a general body meeting. The quorum for election meeting shall be 1/3rd of the total members.
  c. Elections for the district units shall be conducted on or before the second Sunday of September every year. The results shall be informed to the state office before the end of September of every year.
  d. In case of any dispute in respect of district branch elections, it should be arbitrated by the State management committee.

The president elect is elected by the members. He is elected from the zone which is eligible to contest that year. All the zones get a chance by rotation. A person contesting for the post of President elect should have completed one year of tenure as Zonal Vice President.
The president elect sits in all the managing committee, executive committee and general body meetings.
The President elect will be installed as President in the subsequent annual general body meeting.

20.1 The amount received as membership fee will be deposited in any scheduled bank. The interest accrued only will be utilised for the purpose of the association. The funds shall be spent only to the attainments of the objectives of the association and no portion there of shall be paid or transferred directly or indirectly to any of the members through any means.

21.1 The constitution can be amended at a general body meeting either annual or special general body meeting by a majority of 2/3 members. The changes will come into effect immediately.
21.2 At least 21 days notice shall be given to the members with the proposed amendments for such a meeting.

MINIMUM STANDARDS COMMITTEE:
Shall consist of 11 members; Chairman will be one of the past Presidents of the association. The president and secretary of the association will be ex officio members.4 zonal vice presidents and 4 immediate past zonal vice presidents will be other members.
Tenure of the committee shall be for a period of two years.
FUNCTIONS OF THE COMMITTEE:
The committee shall formulate and publish the minimum standards for providing medical care in nursing homes and hospitals subject to the approval of managing committee.
The committee shall inspect member nursing homes and hospitals from time to time and suggest ways and means to improve the minimum standards of medical care where ever it is relevant.
It will recommend to the executive committee regarding suspension or expulsion of a member for non-compliance of the minimum standards committee recommendations.
The committee under the direction and supervision of the managing committee shall create categories according to the region and facilities and recommend minimum charges for professional service rendered in each category.
The committee shall take up any such related work from time to time

Organising CME, Seminars, Publishing journals Etc.

FINANCE COMMITTEE: The finance committee shall consist of one of the past presidents of the association as the chairman. Functions of the finance committee are:-
Raising funds, keeping a watch on income and expenditure of the association.
To monitor the expenditure and if any expenditure exceeds
Rs 10,000/- the treasurer and Hon. Secretary need to take the permission of the finance committee.

Election committee: Shall consist of Immediate Past President as chairman and two members nominated by the President at least 3 months before the annual general body meeting.
The election committee shall call for the nominations, scrutinize them as per the schedule fixed by the returning officer.
The election committee shall conduct election by secret ballot if needed during the annual general body meeting. The state Hon. Secretary shall assist the committee in all respects during the elections.

COSTITUTION AND BY-LAWS COMMITTEE:
25.1 To be nominated by the managing committee at a general body, its tenure will be for 2 years.
25.2 Scrutinize and recommend to general body amendments to the constitution proposed by any member.

Election will be held once in two years for the posts of Hon. Secretary and Treasurer and once in a year for the post of President Elect,4 zonal vice presidents and 4 zonal joint secretaries and 1 State Joint Secretary.
Hon. Secretary, State Joint Secretary and Treasurer should be from the Twin cities.
The President Elect will be installed as the President after one year of tenure at the annual general body meeting.
The President Elect will be from the zone assigned for the year and he should have finished one whole year of tenure as Zonal Vice-president and one whole year as District Branch President.
One Vice-president will be elected from each zone.
State Joint Secretary will be elected every 2 years from twin cities branch.
One Joint secretary will be elected from each zone
The President will be the chief returning officer and he can appoint a member of the managing committee to be executive returning officer the Hon. Secretary will assist the returning officer.
The whole procedure of elections will be conducted and finished in the annual general body meeting. After the nominations and withdrawals are finished, ballot papers will be issued to each individual member during the elections. The returning officer and the Hon. Secretary and the election committee will count and the returning officer will announce the results to the members.

In case the association is to be wounded up the property and funds of the association that will remain after full satisfaction of the liabilities of the association will be transferred to some other institution with similar aims and objectives.

APNA
2nd floor
IMA Building
Sultan Bazar
HYDERABAD-500001
Phone No. 040-4657105
PROTOCOLS

ANNUAL STATE CONVENTION:

I. ORGANIZING COMMITTEE.

State President is the presiding officer.
State Hon. Secretary is the chief coordinator.
State Hon. Treasurer, Immediate Past President, President Elect, Zonal Vice Presidents and Zonal Joint Secretaries will be other participating members of the Convention.

Organizing committee from the host branch
 

1. Chairman Organizing Committee
2. Organizing Secretary
3. Chairman Reception Committee
4. Treasurer
5. Chairman Finance Committee and members
6. Chairman Souvenir Committee and members
7. Chairman Catering Committee and members
8. Chairman Scientific Committee and members
9. Any other committee can be formed depending on needs.

II. Annual State Convention is held on second Sunday in the month of November every year. If this day falls on a festival day, any other Sunday will be selected with the permission of the managing committee. The day must be fixed at least 6 months prior to the convention. The whole convention must be held on a single day. If the convention is to be held for a longer period, all the time must be utilized only for the APNA convention. Any deviation needs prior permission from the State managing committee.

The annual convention contains 4 parts.

1. Inaugural session of the convention.
2. CME Session.
3. General body meeting.
4. Valedictory function.

Time format: 

1. Inaugural session 9:00 AM to 10:30 AM.
2. CME session: Morning session -11:00 AM to 12:30 AM
3. General body meeting: 12:30 AM to 2:00 PM
4. Lunch break 2:00 PM to 2:30 PM
5. CME session: Evening session – 2:30 PM to 4:30 PM
6. Valedictory function: 5:00 PM to 6:30 PM
7. Banquet 7:00 PM onwards.

          INAUGURAL FUNCTION OF STATE ANNUAL CONVENTION

Inauguration: The inauguration of the conference starts at 9:00 AM. The State President presides over the function. Total time -1:30 hours.
            Agenda of the inaugural function must be printed with time allotted for each speaker and kept before the dignitaries, so that speakers do not exceed their time limit.
Dignitaries to be called on to the dais in the order – by the master of ceremonies or State Hon. Secretary. – must introduce each and every dignitary called. Time allotted is 10 minutes in all.

1. State president – presiding officer. – escorting and garlanding/flower bouquet is necessary.
2. Chief Guest – escorting and garlanding/flower bouquet   is necessary.
3. Guests of honour – 2 in number – escorting and garlanding/flower bouquet are necessary.
4. **State Hon. Secretary – escorting and garlanding/flower bouquet is necessary** (if State Hon. Secretary calls the dignitaries on to the dais, he will take a seat at the end of calling the dignitaries on to the dais)
5. Immediate past president – rest of the dignitaries need not be escorted.
6. President elect.
7. State Hon. Treasurer.
8. Chairman organizing committee.
9. Organizing Secretary.
10. If State President or Hon. Secretary of IMA is attending the convention - one of them must be called on to the dais.
11. 4 Zonal Vice Presidents. (Optional)
12. 4 zonal joint secretaries. (Optional)

Welcome address: Given by the chairman reception committee. He must address all the dignitaries on the dais by names and designations. Addressing all the dignitaries on the dais by individual names should not be done by any other speaker except the Chairman Reception Committee, chief guest and guests of honour. Saying ‘all the dignitaries on the ‘dais’ will be sufficient for other speakers. Time allotted 5 minutes.

1. Inauguration of the conference by the chief guest by ‘lighting a lamp or any other suitable means’.
2. President’s address: A formal speech highlighting the achievements of the preceding year and the challenges in the future. Time allotted 10 minutes.
3. Secretary’s report: Speech by the State Hon. Secretary. A report of the activities of the preceding year. Specific problems the association is facing with remedies. Time allotted 10 minutes.
4. Chief Guest’s address: time allotted is 15 minutes. Chief Guest and guests of honour must be informed of the time constraint beforehand.
5. Release of souvenir by guest of honour and speech.
6. Inauguration of trade fair by guest of honour and speech.
7. Chairman Organizing committee’s speech: 5 minutes.
8. Speech by the President/Hon. Secretary of IMA, time allotted: 5 minutes.
9. Honouring prominent members - 3 - from the zone of convention, by the guest of honour. 10 – 15 minutes.
10. State President hands over 3 mementos to Organizing committee - Chairman Org. Committee, Org. Secretary and Hon. Treasurer – these mementos must be brought by the state body.
11. Handing over mementos to the dignitaries on the dais by the chief guest. Memento to the chief guest by the Hon. State President.
12. Vote of thanks by the Organizing Secretary. 5 minutes.

   CME SESSION, STATE ANNUAL CONVENTION

CME sessions: Total time allotted is 3 ½ hours. 1 ½ hours in the morning session, 2 hours in the evening session. The usual format is guest lectures in the morning session and panel discussion in the evening session.
Guest speakers and topics are selected by the state executive body in consultation with the organizing committee. Chairmen and co-chairmen are selected by the organizing committee with the consultation with the state executive body. Panel discussion members and moderators are selected by the organizing committee in consultation with the state executive body.

REGIONAL ACADEMIC MEETS OF APNA WILL FOLLOW THE SAME PROTOCOL AS THE ANNUAL CONVENTION, EXCEPT THAT THERE WILL BE NO ANNUAL GENERAL BODY MEETING.

           ANNUAL GENERAL BODY MEETING, STATE ANNUAL CONVENTION

Annual General Body meeting: Time – 12:30 AM to 2:00 PM. The annual general body meeting must always be conducted in the morning session of the convention. This is the meeting of all the members of the association. All the members must be informed of the agenda at least 15 days prior to the general body meeting. Constitutional amendments must be informed at least 21 days prior to the meeting.

   a. Dignitaries on the dais, to be called on by the State Hon. Secretary.

1. President – presiding officer.
2. **Hon. Secretary** will take a seat at the end of calling the dignitaries on to the dais.
3. Immediate past president.
4. President elect.
5. 4 Zonal vice presidents.
6. State Hon. Treasurer and State Joint Secretary
7. 4 Zonal joint secretaries.
8. 4 Executive members.
9. President or Hon. Secretary of IMA state.
1. Welcome address by the president 5 minutes.
2. Minutes of the previous general body meeting and action taken, read by the state Hon. Secretary.
3. Hon. Secretary’s report and approval - 5 minutes.
4. Presentation of annual accounts by the Hon. Treasurer. Approval of budget for the next year. - 5 minutes
5. Constitutional amendments if any - 5 minutes (if there is no discussion).
6. Presentation of awards for best branch and best member by the State Hon. President.
7. Annual elections – if they were not conducted previously. The President will be the chief returning officer. He can induct any member to be executive returning officer for help. Hon. Secretary will assist them.
8. Any other matter for discussion with the permission of the chair.
9. Installation of the new office bearers. The president will hand over charge to the incoming president. All the old office bearers will vacate their chairs and all the new office bearers will take chairs.
10. Presentation of memento and scroll to the outgoing State Hon. President, State Hon. Secretary and State Hon. Treasurer by the President. The scroll and memento must bear the name, post held and period in which he served, of the office bearer. The mementos must be brought by the state body.
11. Acceptance speech by the incoming president - 5 minutes.
12. If the State Hon. Secretary is also a newly elected one, his acceptance speech will also be heard.
13. If the Hon. Treasurer is a newly elected one, his acceptance speech will also be heard.
14. Vote of thanks by the Zonal Joint Secretary.

VALEDICTORY FUNCTION, STATE ANNUAL CONVENTION

Valedictory function: This is a celebration of host branch.  However, the state executives – State Hon. President, State Hon. Secretary will also be called on to the dais. Chief guest and guests of honour will be according to the choice of the organizing committee. Time fixed is from 4:30 PM to 6:00 PM.
                              MANAGING COMMITTEE MEETING

This is the meeting of all the office bearers of State APNA and Hon. Presidents and Hon. Secretaries of the district branches. There will be 4 managing committee meetings in a year. One is always conducted one day prior to the state annual convention.

Members to be called on to the dais.

1. President – presiding officer.
2. **Hon. Secretary** will take a seat at the end of calling the dignitaries on to the dais.
3. Immediate past president.
4. President elect.
5. Zonal vice president of the zone.
6. State Hon. Treasurer and State Joint Secretary
7. Zonal joint secretary of the zone.
8. Executive member of the zone.
9. President or Hon. Secretary of IMA state.
1. Welcome address by the president.
2. Minutes of the previous managing committee meeting and action taken report.
3. State Hon. Secretary’s report and discussion and approval.
4. State Hon. Treasurer’s accounts for the previous quarter and budget for the coming quarter, discussion and approval.
5. Any other matter with the permission of the chair.
6. The final managing committee meeting will differ a bit from the other MC meetings –

a. Annual report will be given by the state Hon. Secretary.
b. Annual accounts are presented by the state Hon. Treasurer along with the quarterly accounts.
c. Elections will be discussed if the elections were not conducted previously. Names of all the contestants will be read and looked for any disqualifications.
d. Constitutional amendments will be discussed and suggestions, if any, will be made before presenting them at the annual general body meeting.
     VII. Vote of thanks by the zonal joint secretary.