Rules & Regulations

1. Purpose of the Rules and Regulations.

1.1 The purpose of the rules and regulations are :

a) To lay down rules and procedures governing the activities of IPCA and conduct of its members.

b) Clarify, interpret an amplify items in the Constitution which may not be clear or may seem ambiguous

c) Record the policies approved and/or adopted by the membership.

d) Procedure for election of President and Managing Committee and Office bearers.

2. Approval of the General Body to Rules & Regulations

2.1 Rules and Regulations will be framed by the Managing Committee in consonance with the principles laid down in the Constitution and placed before the General Body for ratification. They shall be passed only by an affirmative vote of at least two third of the members present and voting at the meeting, provided the exact text of the rules and regulations together with the notice that the rules are to be considered, shall have been circulated to the Members by the Managing Committee at least 30 days prior to the date of the meeting.

2.2 The above procedure shall apply also to any revisions, amendments and alterations to the rules proposed by the Managing Committee.

3. Financial Year :

The financial year of IPCA shall be from 1st April to 31st March.

4. Membership :

Applications for Active, Allied and Overseas Membership shall be submitted only in the prescribed form drawn up by the Managing Committee. Application for Honorary Membership shall not be required.

4.1 (a) Applications for Active Membership shall be Proposed or Seconded only by
Members who have completed a minimum period of two years.

4.1 (b) Applications for Overseas & Allied Membership will not require a Proposer or
Seconder.

4.2 An active member shall not propose or second more than 2 new applications for one calendar year, and will ascertain about the qualifications of the applicant to satisfy the requirements of the Art. 5.1 of the Constitution for Active Membership.

4.3 A Degree in Science for qualification as Active Membership would mean Degree with Chemistry, Botany or Zoology as one of the Principal Subjects, or Agriculture or Forestry, or Horticulture.

5. Membership Dues :

5.1 The membership fees as laid down in the constitution are payable on April 1st of the year to which they apply.

5.2 The Secretary shall be authorised to extend a reasonable time for payment of dues beyond the due date in the event of unusual situations of hardship. Request for such extension shall be made in writing to the Secretary prior to the due date.

5.3 There shall be no proration of the annual dues for new members except when membership applications are submitted between January 1st and March 31. Any membership applications submitted between1st January to 31st March must be accompanied by an amount equal to one quarter of the annual dues for the current year and the full amount of the annual dues for the following year.

5.4 Dues from Members by way of Registration Fee for Workshop, Conventions and on Advertisements & Sponsorships, if not realised by the Association within three months, the Managing Committee can suspend the Membership for a period of 03 months and if dues are still not realised, then the membership of that particular member would cease ipso facto.

6. Managing Committee :

6.1 The control of the IPCA shall be vested In the Managing Committee and the business of the IPCA shall be managed by the Managing Committee who, in addition to the powers and authorities specially conferred upon it, may assume such other powers and do all such other things as may be required to be done for the proper conduct of and in the interest of the IPCA, provided they are in keeping with the provisions of the Constitution and do not infringe any statute or law.

6.2 The Managing Committee shall direct its energy, in particular, to the following

(a) Give effect to the aims and objects as indicated in the Constitution to the extent that it is possible to do so and,

(b) Be available for consultation to any member on problems pertaining to the pest control industry.

6.3 The President shall preside all the meetings of the Managing Committee unless he is otherwise engaged when the Vice-President shall take his place. In the absence of the both President and the Vice-President, the President shall be authorised to designate a member of the Managing Committee to preside over meeting. The President shall perform such other duties as pertain to his office.

6.4 The Vice-President shall perform the duties of the President in the absence of the latter. In the case of the death, resignation or permanent incapacity of the President, the Vice President shall immediately succeed to the office of President and retain the same until the election of a new President at the next annual convention.

6.5 The Secretary shall be the chief administrator of the IPCA, carrying out day-to-day work in consultation with the President and the Treasurer as necessary. He shall record the minutes thereof. He will conduct the correspondence of the IPCA and shall maintain such books and records of the IPCA as are entrusted to him. He shall be the custodian of the seal of the IPCA.

6.6 The Treasurer shall be responsible to maintain the financial accounts of the IPCA. He will receive the membership fees and credit them into the IPCA bank accounts, issue receipts for money received, sign cheques jointly with the President or Secretary as the Managing Committee may decide and prepare a Statement of Accounts for the financial year for presentation at the Annual Convention after getting them duly audited.

6.7 At the expiration of the tenure of office of a Managing Committee and when a new Committee is elected at the Annual General Body Meeting, the President, Secretary and treasurer shall hand over the Correspondence Files, Account Books, Bank Pass Book, the Seal of the IPCA and other property belonging to the incoming Managing Committee.

6.8 No office bearer shall, during the tenure of his office, enter into any commitment on behalf of the Association unless specifically authorised to do so, by a resolution passed by the Managing Committee.

6.9 The Managing Committee, as and when found necessary, may appoint an Executive Officer to carry out the Administration & Executive functions of the Association. The remuneration, designation and terms of appointment for such an Officer will be determined by the Managing Committee appointed by it.

6.10 The Executive Officer will attend the Managing Committee meetings, Annual and Extra-ordinary General Body Meetings. He will have no right to vote.

6.11 The procedure for election of President and Managing Committee Members shall be as laid down in Appendix I to these Rules.

7. Quorum of Meeting :

7.1 The quorum for a General Body Meeting shall be 45 Active Members personally present or one- third of the total active membership, whichever Is less.

7.2 The quorum for Managing Committee shall be 07 Members personally present.

7.3 In the event of want of quorum for the meetings, these will be adjourned and such adjourned meetings will meet after half an hour at the same place with the same agenda.

8. The Seal :

The seal shall be in the custody of the Secretary and it shall never be used except by the authority of the Managing Committee previously given and the President or any other member of the Managing Committee authorised by him shall sign every instrument to which the Seal is affixed and every such instrument shall be counter-signed by the Secretary or some other member of the Managing Committee, duly authorised by the Managing Committee to do.

9. Grievances and Disciplinary Actions :

9.1 The conduct of members of the IPCA shall be expected at ail times to be in accordance with the provision of the Code of Ethics and the policies adopted by the IPCA.

9.2 A complaint against a member of the IPCA may be filed formally with the Secretary. It shall be required to set forth facts of the complaint In general terms and may not be ruled invalid for want of specific details. Lack of formality shall be the rule for dealing with complaints.

9.3 When a complaint is received by the Secretary, he shall investigate it immediately and he shall bring it to the notice of the President who shall make an attempt to resolve the complaint satisfactorily between the Members concerned and if the public is involved, he shall make every effort to bring about satisfactory settlement of the complaint. When the matter is settled, the President will inform the Managing Committee.

9.4 In the event of the President being unable to remove the cause of the complaint, the matter shall be discussed at a meeting of the Managing Committee at which both parties to the complaint may be invited to be present if the Chairman considers such a move desirable.

9.5 It shall be earnest endeavour of the Managing Committee to remove the cause of complaint without taking recourse to punitive action against a member whose delinquency has been established. Expulsion from the membership shall be taken as a last resort where persuasion fails. In such an event, the Managing Committee shall have the authority to suspend the member concerned and the order for expulsion shall be passed at a General Body Meeting only by an affirmative vote of at least three-quarters of the members present and voting at such meeting, provided that the matter shall have been circulated to the members by the managing committee at least 30 days prior to the date of the meeting.

10. Dissolution of the IPCA :

The IPCA shall not be dissolved except by’ at least three-fourths of the members present and voting at a meeting of the general body called for the purpose, provided the total number of votes cast at such a meeting is not less than two-thirds of the total of the members than on the rolls of the IPCA. The funds of the IPCA after meeting all the liabilities shall be disposed of in accordance with the decision of the meeting at which the resolution is passed.

11. Indemnity :

Every member of the Managing Committee shall be indemnified out of the funds of the IPCA against all liabilities incurred by him as such members of the Managing Committee in defending any proceedings, whether civil or criminal, in which judgement Is given in his favour or in which he is acquitted or in connection with any application in which relief is granted to him by the Court.

“We, hereby, certify that the above is a true copy of the Rules and Regulations of the Indian Pest Control Association.”

S.No. Name & Address Signature

1. Mr. N.S. Rao, President, Sd/-
Pest Control (India) Pvt. Ltd.,
Yusuf Building, M. Gandhi Road,
Bombay-1.

2. Mr. M. Walshe, Sd/- Sd/-
Calcutta Representative,
Pest Control M. Walshe,
Khorshed Building,
14, Sir P. Mehta Road,
Bombay-1.

3. Mr. Dipak R.Shah, Treasurer, Sd/-
Pest Control (India) Pvt. Ltd.,
Yusuf Building,
M Gandhi Road,
Bombay-1

Dated : 21st August, 1967. Place : Bombay

APPENDIX I

Procedure regarding Election for the post of President and Members of the Managing Committee of IPCA :

As per clause 4.1 (a) of IPCA Constitution, the Managing Committee shall comprise of a maximum number of 22 members, limiting 5 to each Zone besides the President and Immediate Past President.

1. The Managing Committee shall be elected by the Active Members present at the AGM. They can vote by proxy or be elected in absentia with their prior written consent. The active members will be entitled to exercise their votes as per clause 8.3 of the Constitution of the Association, which reads as under:

“8.3 Each Active member will be entitled to nominate 1 delegate before the commencement of the General Body Meeting, who will be entitled to vote.”

2. A candidate representing a member firm should give his written consent to be nominated for election and the nomination must be proposed and seconded by two independent members. Such member firm whom the candidate represents should be active members who would be eligible to vote at the AGM as per the Rules and Regulations of the Association and should have cleared all dues to the Association as of the date of filing the nomination.

3. Any Active member who has a place of business in any Zone may stand for election from the said Zone and not necessarily from the Zone in which his office/registered office is situated.

4. No candidate can be nominated for election simultaneously for the post of President as well as Managing Committee Member. Candidate can be nominated to stand for election for only one post. For the purpose of clarification, it means either the post of the President or Managing Committee Member and not both.

5. The Managing Committee shall decide the date for the elections and appoint an R.O./s for holding the Annual Elections for members.
6. The RO/s will not be an Executive Managing Committee Member or President.

7. The R.O/s will prepare a schedule for the election including:

• Date of receipt of nomination papers.
• Date of withdrawal of nomination.
• Date of scrutiny.
• Publication of Final List of Nominations.
• Date of Election.
• Conduct Elections.
• Declare result of the Election.

8. The Hony. Secretary will issue notice for elections, giving all details and enclosing blank Nomination Forms to every member of the Association for his use. Additional blank Nomination Forms, if required by the Members, may be photocopied and used. One form should be used for nomination of each candidate.

9. A candidate proposed and seconded will give his consent in writing. A member proposing any candidate should have cleared all the dues to the Association on the date of proposal/ secondment.

10. If more than one candidate is voted for in case of the voting for the post of President, then the said votes respectively will be declared invalid. If more than four votes for the Managing Committee members for each Zone are cast on a ballot, then the said votes for the said zone will be declared invalid. The decision on the above of the Returning Officer will be final.

11. Only those members would be eligible to exercise their vote, who have cleared all dues of the Association to-date.

12. In case of tie in number of votes between the candidates, the President of the meeting will have the casting vote.

13. The Managing Committee, after the election will elect from among themselves, the Vice President, Honorary Secretary, Joint Secretary and Treasurer at its first meeting.