Constitution of PPA
Name & Address
The Association will be called the Pharma Promoters Association and shall hereinafter be referred to as the Association. The official address of the Association shall be George Steuart Health (Pvt) Ltd., 7E, Post Masters Place, Off Templers Rd., Mt. Lavinia
The Association is established to foster goodwill and fellowship through sports and other social activities and the entire committee shall be responsible for the furtherance of such activities.
Membership shall be, restricted to pharmaceutical companies who employ medical detail men.
Application for Membership
Application for membership shall be on a prescribed form.
Election of New Members
The power of electing new members shall be vested in the general committee. The decision to enroll a member rests entirely with the committee who may accept or reject an application at their discretion without giving any reasons therefore and whose decision shall be final and binding.
Removal of Members
Any member contravening the rules and regulations or guilty of any misconduct that is likely to bring discredit to the Association shall be liable to be struck off the role of general committee meeting and that at least 2/3rd of the members present vote for the removal of the member concerned.
All members shall pay an annual subscription of Rupees Forty thousand (40,000/=).”Subscription for the ensuring year should be paid before the 31st December of the presiding year. If the subscription for the current year is not paid before the 31st March the member concerned will automatically be struck off the role of membership.
The elected office bearers of the Association shall be the President, President Elect, Vice President, Secretary, Treasurer, Assistant Secretary, Assistant Treasurer and five other Committee Members. The committee shall have the power to co-opt two additional members to the committee and to Sub-Committees for specified activities.
Management of the Association
The management of the Association shall be vested in a general committee consisting of the president, President elect, vice President, Secretary, Treasurer, assistant Secretary, assistant Treasurer, five elected committee members and two co-opt additional committee members.
Election of the office bearers and eligibility
The office bearers of the Association shall be elected at the Annual General Meeting, which shall be held on or before the 31st of May each year. Office bearers thus elected shall continue to serve office unless removed under clauses 6 or 14(b). An office bearer shall be deemed elected when the person concerned is proposed and seconded by a member and consents years at a time. Should 2 or more persons vie for an office, then a show of hands in the majority will decide on the elected office bearers.
The Financial year of the Association shall close on 31st March each year.
Annual General Meeting
The Annual General Meeting of the Association shall be held on or before 31st of May each year. The business of the Annual General Meeting shall be
To read and, approve the minutes of the Annual General/ Special General Meeting
To consider and approve the annual report and statement of accounts of the Association for the previous year.
To elect office bearers
To appoint auditors
To transact any other business
Special General Meeting
A special General Meeting shall be convened by the Secretary at the request of the General Committee or a minimum of ten members who shall state in writing the business for which such a meeting is to be called.
General Committee Meeting
The General Committee shall at least once a month or more frequently if necessary.
All elected members of the committee who fail to present themselves at three consecutive meeting unless their absence has been excused by the General Committee, shall cease to be members of the General Committee.
Notice of Meeting
Annual General Meeting: Three weeks notice shall be given for the Annual General Meeting together with the Audited Statements of Accounts, Minutes of the previous Annual General Meeting and the Annual report of the activities of the Association.
Special General Meeting: Fourteen days of notice shall be given for a special General Meeting.
General Committee/ Sub-Committee Meetings: The Secretary shall convene the above meetings on his own or at written request of 3 members of the committee, giving 3 days notice or at shorter notice provided all the members of the committee are notified.
Notice of motions and resolutions
Notice of a motion or a resolution to be adopted at the Annual General Meeting shall be given in writing to the Secretary by the proposal and seconder at least 14 days prior to such a meeting. These motions and resolutions shall be discussed at a General Committee Meetings at least 3 days prior to such a meeting.
No business shall be transacted at an Annual General or Special General Meeting unless there be present at the meeting 1/3rd or more of the total membership of the Association.
No business shall be transacted at a meeting of the General Committee unless there be present at least 6 members at the commencement of the meeting.
The quorum for the sub-committee meetings shall be decided by the General Committee.
Voting at Meetings
At every meeting any resolution shall be decided by the majority of votes of the members present and where there be any equality of votes, the president shall be entitled to give a casting vote in addition to the vote the president is entitled to, as a member of the Association or Committee.
Signing of minutes
All minutes of the proceedings of meetings shall be signed by the President and Secretary at the next meeting provided the minutes are approved by the majority of members present at such a meeting.
Powers of the General Committee
The General Committee shall have the power to transact all the business, incur liabilities and meet expenditures to a limit of funds available at the bank of the Association.
The Secretary shall have the power to incur expenditure up to a maximum Rs. 500/= for which he shall submit accounts to the General Committee for approval at the next meeting.
The Treasurer shall retain a sum not exceeding Rs. 1000/- at any one time in cash. The funds of the Association shall be kept in a current account operated in the name of the Association at the Hongkong & Shanghai Banking Corporation. The General Committee may decide to transfer up to a maximum of 75% of the available funds into a deposit account in the name of the Association.
All monies required for expenditure shall be drawn by the Treasurer and approved by the President. The Treasurer and either the President or Secretary shall be the signatories to the accounts operated by the Association.
General Committee shall have the power to call for explanations from any member for contravening Association procedures and regulations of guilty of misconduct that is lightly to bring discredit to the Association and expel that member if deemed necessary in accordance with clause (6) of the Constitution.
The General Committee shall have the power to fill any vacancy that may occur in the committee.