The Constitution of the Alumni Association of
St.John’s Medical College, Bangalore-34
1. Name and Address
An Association of the Alumni of St.John’s Medical College, Bangalore has been formed and it is called
“ST.JOHN’S MEDICAL COLLEGE ALUMNI ASSOCIATION”. The office of this Association is
located at the premises of St. John’s Medical College, Sarjapur Road, Bangalore-560034.
2. Aims and objectives
a) To develop, encourage and foster friendship and fellowship among the students, teachers, senior administrative staff, and management, past and present, of St.John’s Medical College, Bangalore.
b) To preserve and stimulate in past and present students a lively and abiding affection for and interest in the Alma Mater and to keep them aware of the opportunities to contribute actively to her progress
c) To promote the aims and ideals of the Institution as set out in its prospectus and other relevant literature
d) To arrange and conduct scientific, professional, social and cultural programmes for the benefit of member
e) To conduct and participate actively in public outreach project such as health Education, Rural Health Schemes, Mobile Hospital Services, Specialist Camps, Medical Exhibitions etc
f) To collect, screen and edit articles for publication in St. John’s Medical College Journal of Medicine and to contribute articles to other scientific and popular periodicals for dissemination of knowledge and information to the general public.
g) To assist meritorious and needy medical students by offering scholarship and financial grants.
h) To assist doctors in rural service and those who plan to pursue higher studies and training.
i) To participate actively in Continuing Medical Education Programmes.
j) To collect funds for the benefit of the Association by way of donations, contributions, aids membership fees and subscriptions.
k) To maintain active liaison with foreign and local chapters for mutual benefit, by way of academic and financial assistances.
l) To do such other acts and things as are conducive or incidental to the attainment of these objectives.
a) All medical students (Undergraduates & post graduates) graduating from St. John’s Medical College are entitled to become members of the Association.
i) All member are required to pay a membership fees, the amount of which will
be determined by the Executive Committee.
ii) The membership fees is subject to revision at the discretion of the Executive
Committee from time to time.
* At present the membership is Rs.500/- which may be paid in annual install-
ments of Rs.100/-. This facility for payment by installment will be withdraw
after end of the year 1993.
b) Donor Member
i) The Executive Committee shall be empowered to invite Alumni and Alumnae
to become Donor Member of the Association on payment of Rs.10,000/-.The
amount is subject to revision by the Executive Committee from time to time
ii) The names of such donor member shall be published in the Annual Bulletin
of the Association.
iii) The names of such member shall be entered in a roll of honor displayed at
the Alumni Office.
iv) Donor member shall receive the regular publication/bulletins of the Associa-
ion at no cost.
v) These member shall also be permanent invitees to all functions of the
c) Patron member
i) The Founder Dean, the Director of the Institution and the principal of the Medical College, shall be patrons of the Association. The executive Committee may invite the past Deans/Principal to be patrons of the Association.
ii) The patrons shall assist and advice the Association and the Executive Committee in working towards the objectives of the Associations.
iii) The patrons shall be permanent invitees to all functions of the Association.
iv) All proposed amendments to the constitution shall be communicated to the patron’s atleast 21 days in advance for their advice.
d) Honorary Members
i) The Executive Committee with the approval of the General Body
Shall invite present member of the teaching and senior administer-
ative staff and management of the Institution becomes Hon.
Member of Association during their tenure of service at S.J.M.C& H.
ii) The Executive Committee with the approval of the general Body
Shall also invite eminent past member of the teaching staff and distinguished member of the public to become honorary member of the Association. This honorary membership will be subject to renewal every three years by the General Body.
iii) All such honorary membership may be conferred without payment
Of any fee. Such member may be invited to all function of the Association and will receive copies of the communications and publications of the association. However honorary members shall not have any voting rights, and cannot contest for election to posts in the Executive Committee.
e) Expulsion of Members
i) Any member, who acts in a manner which is detrimental to the aims and objectives of the Association, may be expelled at a meeting of the General Body
ii) Such a member shall be given a show cause notice and atleast 21 days to submit an explanation
iii) This shall be reviewed by the Executive Committee and appropriate action recommended shall be placed before the general Body.
iv) The member shall be expelled if such an action is approved by2/3 majority at the General Body meeting.
4. Executive Committee
4. Executive Committee
a) The Association shall have an Executive Committee consisting of the following elected members:
1. one President
2. one vice president
3. one Gen.Secretary
4. one Jt Secretary
5. one Treasurer
6. Six other members I/c of:
i) Academic Affairs
iii) Cultural Activities
vi) Career Guidance Cell
7. Immediate Past President of the Association shall be an Ex officio
Member of the E.C. All elected posts in the Executive Committee
Shall be honorary posts.
b) The Executive Committee shall hold office form the date of its election till a new Executive Committee is formed after the next election.
c) The member of the Executive Committee shall be elected by the General Body at the annual G.B.Meeting.
5. Election of the Members of the Executive Committee
i) The Notice of the Annual General Body Meeting shall invite nominations for the posts number 1-5 and 6 (i tovi) as listed in 4 (a)
ii) The notice shall specify the time, date and venue of the meeting. This notice shall also specify the last date for receipt of nominations in writing duly signed by the Proposer, Seconder and the prospective candidate. all of whom should be member on the rolls of the Association.
iii) Nominations to the above posts shall be sent in writing to the General Secretary on or before the specified date and shall bear the signature of the proposer, seconder and prospective candidate, all of whom should currently be ordinary or life member of the Association. No member shall propose or scoend more than one candidate for the same office and no candidate shall stand for more than two posts.
iv) If nominations to any of the above posts are not received on or before the specified date, it shall rest with the retiring Executive Committee to propose a candidate for that office.
v) Nominations for the posts may also be entertained from the floor at the annual General Body Meeting.
vi) It is desirable that candidates to the posts be likely to reside in Bangalore during the tenure of office.
vii) The election shall be conducted by the Returning Officer nominated by the President.
viii) The member may cost one vote for each of the elected offices. The vote shall be cast by secret ballot, in person.
ix) Immediately after completion of the voting, the returning Officer shall nominate four scrutinizers to tally the votes and announce the results as soon as possible
x) In case of a tie for any office re-election shall be held for the same post at the same meeting.
xi) The retiring Gen. Secretary shall notify the results of the election in a written statement signed by the Returning officer. The Notice shall be sent to all member of the General Body.
6. Duties and Responsibilities of the Executive Committee
i) Shall preside over all meeting of the Alumni Association
ii) To nominate a substitute to officiate in the absence of himself/herself and the vice President
iii) To nominate a Returning Officer to conduct the elections of the Association.
iv) To cast the deciding vote in case of a tie in matters put to vote at meeting of the Executive Committee and General Body, except in the election of office bearers.
b) Vice President
i) To assist the president in the performance of his/her duties
ii) To substitute for the president in his /her absence
iii) To carry out such duties and responsibilities as are allotted to him/her
by the president
c) Hon. Gen. Secretary
i) To be responsible for calling of meeting of the Executive Committee and the General Body in consultation with the President.
ii) To record the minutes of all meeting of the Executive Committee and the General Body
iii) To the place before the Executive Committee suggestions and proposals received from member of the Executive Committee and the General Body for its consideration and necessary action
iv) To ensure that the decisions of the Executive Committee and the General body are duly carried out
v) To place before the General Body, the minutes of the previous General Body Meeting and the Annual Report for adoption
vi) Shall be responsible for day to day work of the Association.
d) Jt. Secretary
i) To substitute for the Gen. Secretary in his/her absence
ii) To assist the Gen.Secretary in the performance of his/her duties
iii) To carry out such duties and responsibilities as are allotted to him/her by the President.
e) Honorary Treasurer
i) To be responsible for the collection of membership fees and all other incomes of the Association
ii) To be responsible for maintaining detailed accounts of the financial transactions of the Association and to submit the same for scrutiny by the executive Committee
iii) To maintain the books of accounts
iv) To have the annual Statement of Accounts duly prepared and audited and present the same to the general Body at the Annual general body Meeting.
f) Academic Affairs: The Member in charge will be responsible for :
i) Assisting the Editor in the collection, screening and compilation of the St. John’s Medical College Journal of Medicine.
ii) Conducting the Orations, Seminars, Symposia and other academic activities of the Association.
g) Sports: The Member in charge will be responsible for :
i) Conducting the annual Dr.Isaac Abraham memorial Hockey Tournament and other sports events organized by the association.
h) Cultural Activities: The Member in charge will be responsible for:
i) Conducting the Annual St.John’s Medical College Ball and other social and cultural programmes of the Association.
i) Communications: The Member in charge will be responsible for
i) Updating and maintaining the Directory of Members
ii) Regular Correspondence with the members
iii) Distribution of notices and information concerning the
j) Magazine/ Bulletin: the member in charge will be responsible for:
i) Screening, compiling, editing and publications of the association.
ii) Liaison with Gen. Secretary and member in charge of communication and the Career guidance Cell for dissemination of relevant information to members.
k) Career Guidance Cell: The member in charge will be responsible for:
i) Providing information to member regarding opportunities for higher studies and employment in India and Abroad
ii) Assistance to and communication with alumni in rural service
The Member of the Executive Committee shall assist and co-ordinate with each
Other in the performance of their duties for the common good of the
The member in charge of the various activities shall have the option of forming sub-committees consisting of member of the Executive Committee and other member of the Association to facilitate the achievement of objectives.
The Executive Committee shall, from time to time. Circulate a report to the
General Body of the activities of the Association and shall also prepare an Annual Report of such activities. It shall, in all important matters seek prior sanction of the General Body, In case of an emergency in any such matter; the Committee shall take the necessary action on its own initiative and Report such action to the general Body within a period of a month for ex-postfacto approval.
6.Meeting of the Executive Committee
i) Within fifteen days of the election, the out going Gen.Secretary shall call for a combined meeting of the newly elected and the out going Executive Committee to hand over charge. The out going Gen. Secretary shall notify all member of both committee atleast one week in advance of the date of the meeting.
ii) The Executive Committee shall meet regularly thereafter. Notice of such regular meeting with the agenda shall be issued to all member of the Executive committee by the Gen. Secretary at least one week on advance. However an emergency meeting of the Executive Committee may be held on notice of two days only.
iii) The quorum for each Executive Committee meeting shall be six and the President shall preside over all such meeting. In the absence of the President, the Vice President shall preside. In the absence of both, the meeting shall be presided over by a member of Executive Committee nominated by the President.
iv) If a member of the Executive Committee is absent for three consecutive meeting without giving adequate notice he/she may be deemed to have resigned form office and the post declared vacant.
v) In case an Executive Committee post falls vacant during the course of the year, the Executive Committee shall fill the vacancy by co-option of a member of the Association.
vi) In the events of a tie in votes on any issue the decision of the presiding member shall be final.
vii) The minutes of each Executive Committee meeting shall be recorded immediately by the Gen.Secretary/Jt.Secretary. The copies of the minutes of the meeting shall be sent to all member of the Executive Committee within one week of each meeting.
7. Meeting of the General Body
a) A minimum of 21 days clear notice shall be given for all meeting of the General Body. The business to be transacted at this meeting shall be sent to each member of the Association.
b) The Association shall hold an Annual General Body Meeting around the month of may to transact the following business:
i) Presentation and adoption of the minutes of the previous Annual General Body Meeting.
ii) Presentation and adoption of the Annual report
iii) Presentation and adoption of the Audited Statement of Accounts for the year
iv) Election of the member to the Executive Committee
v) Appointment of Auditor
vi) Any other matter with prior permission of the Chair.
c) Quorum for the General Body Meetings
i) 1/6 of the number of member on the rolls of the Association or 40 members which ever is less shall from the quorum for the meeting of the General Body.
ii) If the required number of member for the quorum for General Body Meeting is not present the meeting shall stand adjourned for atleast 30 minutes. The meeting so adjourned shall be held thereafter on the same date and at the same place provided the quorum is present. In the absence of the quorum at he end of the period specified by the President the meeting shall stand adjourned to a another date and notices of the same shall be issued to all member atleast one week in advance.
d) At all meeting of the General Body, in the case of a tie on any issue other than election of office bearers, the President shall have the casting vote.
9. Extraordinary General Body Meeting
An Extraordinary General Body Meeting shall be called by the President on receipt of a memorandum from 1/6 of the member of the Association ‘or 20 member which ever is less. Notices of this meeting will be given to all member atleast 21 days in advance. This meeting will transact such business as specified in the notice.
a) The official year of the Association shall be the financial year that is from 1st April to 31st march.
b) The funds of the Association shall be deposited in a Bank and/or in. Public Sector undertaking in the name of the Association. These shall be jointly operated by the Treasurer and any one of the following office bearers of the Association.
1) President 2) Gen.Secretary
c) The Accounts of the Association shall be audited by a Chartered Accountant appointed by the general Body as the Auditor for the year and the accounts shall be presented at the Annual General Body Meeting of the Association for adoption.
d) The Honorary Gen.Secretary shall not incur expenditure exceeding Rs.1,000/- at any time. Without the previous sanction of the Executive committee.
e) The Membership fees collected during the year will be added to the capital fund and invested in fixed Deposits in Nationalized Banks and Public sector undertaking approved by Executive Committee.
f) The monies 0of the Association which are not immediately required shall be invested in such securities or in bank accounts as may, from time to time, be determined by the executive Committee of the association.
g) The Executive committee shall meet the expenses of conducting the activities of the Association from the interests accruing from the Capital fund, other investments. And such income as is generated from activities of the Executive committee during its term.
h) The Executive Committee shall not liquidate the capital Fund and other investments to meet recurring expenditure.
11. Activities of the Association
A. The Association shall be responsible each year to conduct the events and
honor the Commitments listed below
i) The Dr. Isaac Abraham Memorial Intercollegiate Hockey Tournament.
ii) The Dr. H.J. Mehta Memorial Oration.
iii) The Dr. Jayashree Thomas Memorial Oration.
iv) St.John’s Medical College Ball.
v) Merit-cum-means scholarship to Medical Undergraduates, Postgraduates.
vi) Financial Grant to postgraduates Medical Students for presentation of original paper at National Conferences.
vii) Compilation, screening and Editing of St.John’s Medical College Journal of Medicine.
viii) Publication of Alumni Bulletin.
ix) Providing Career Guidance to members.
x) Maintenance and updating the Directory of members.
xi) Organizing the “Alumni Week” in December every year at which the following activities will be held:
a) General Body Meeting.
b) Scientific Symposium/Seminar/Workshop/CME Programmes
c) St.John’s medical College Ball.
d) Any other scientific, cultural or sports activities as decided by the Executive Committee.
xii) Organizing an Inter National Convention of Alumni once in
Three years in the month of December to felicitate members of those batches which complete 25 years after admission to St.John’s Medical College
B. Any new activity which requires recurring expenditure shall be undertaken
Only with the permission of the General Body.
i) Any amendment to the Constitution shall become valid if it has been duly proposed, seconded and passed by a vote of 2/3 majority of the members present at the Special General body meeting called for this purpose.
ii) The quorum for such a meeting shall be 40.
iii) The proposed amendments shall be circulated to the members and Patrons of the Association atleast 21 days before the date of meeting.
iv) Only such supplementary amendments to it as shall have been received by the Secretary atleast seven days before the meeting shall be considered.
The Association shall not be dissolved except by a three-fourths majority vote of member present at a meeting of the General Body specifically called for the purpose, provided that total number of votes cast at such meeting, is not less than two- third of the total number of the members on the rolls of the Association on the day of the meeting. In the process of dissolution, the funds of the Association, after meeting all its liabilities, shall be disposed off in accordance with directives given in this behalf at such a meeting.