By-Law

PAY-W Clinic

 

1. NAME, OBJECTIVES AND FUNCTIONS

1.1 Name:

The name of this organization shall be “PAY-W Clinic”.

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1.2 Objectives:

PAY-W Clinic is a charitable organization. In addition, it is a non-political, non-profit, secular organization. It is organized exclusively for charitable and healthcare purposes. Its main objective is to serve indigenous people with health services. Cancer & Palliative care along with Preventive & Deaddiction services are offered free of cost. The development and welfare is achieved through assisting, implementing, supporting & collaborating with charitable organisations focusing mainly on cancer & palliative care worldwide.

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1.3Functions:
The functions of PAY-W Clinic are chosen to realise the objectives specified in section 1.2. The role of PAY-W Clinic is subdivided into the following tasks:

• Cancer & Palliative care.

•  Prevention & deaddiction services.

• Seeking help from organizations and foundations working with similar function.

• Proposing and implementing projects consistent with the objectives of PAY-W Clinic.

• Periodically evaluating projects being supported by PAY-W Clinic.

• Keeping members informed about the status of the projects.

• The executive structure (see section 3) is responsible for implementing these tasks and has freedom to choose appropriate methods for the same.

 

2. MEMBERSHIP REGULATIONS AND ORGANIZATION

2.1 Membership:

Membership to PAY-W Clinic is open to all individuals, irrespective of their race, sex, religion or nationality. Charitable contributions will be sought from the community at large. People making an initial contribution will be added to the list of members. The list of members shall be updated periodically. There are no annual membership dues and the list of members is kept for the purposes of informing the members about projects, activities of PAY-W Clinic.

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2.2 PAY-W Clinic-Volunteer:

Any member who not only contributes for charity but also volunteers time and energy is a PAY-W Clinic-Volunteer and can participate in decision-making and execution.

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2.3 Head Quarters:

PAY-W Clinic was founded by Dr. Suryakanta Acharya at Women’s college line, Nayagarh -752069, Odisha, India on 14th February 2017 & designated as permanent Head Quarters. The Head Quarters shall have the responsibility of maintaining relevant project work, treasury, membership and organizational information of PAY-W Clinic.

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3. EXECUTIVE STRUCTURE

The executive structure consists of the Board of Directors and Executive Board of PAY-W Clinic. These are together responsible for carrying out all the tasks and for meeting the objectives of the organization.

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3.1 Board of Directors:

People who have made significant contributions to building or expanding the organization, have the commitment to spend significant amount of volunteer time to maintain the organization as a cohesive unit and who have served in the executive board of PAY-W Clinic can be elected to the Board of Directors in a board meeting. The Board of Directors shall consist of at least two people. The term for each director shall be determined at the time of his/her election by the electing directors.

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The main purpose of the Board of Directors is to ensure that PAY-W Clinic meets its main objective of being able to do the best it can. The tasks of the Board of Directors include:

Decentralizing the activities, projects and usage of the funds of PAY-W Clinic by giving consent to the Executive Board. Through the Executive Board, not only setting but also recognizing the standards for quality in projects, fund-raising and other activities of PAY-W Clinic. The Board of Directors shall meet regularly to assess and make decisions about the overall functioning of PAY-W Clinic.

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3.2 Executive Board:

Experienced volunteers with motivation, interest and ability to handle the various over-all tasks of PAY-W Clinic, shall be nominated for specified terms to the Executive Board and empowered by the Board of Directors to execute the various tasks of PAY-W Clinic. The Executive Board will consist of a Secretary and teams dealing with treasury, projects, newsletters and publications, fundraising, publicity and coordination.

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4. MEETINGS, DECISION MAKING AND VOTING AND ELECTIONS

All executive board members & PAY-W Clinic-Volunteers who had completed one year in the organization can vote.

 

4.1General Body Meeting (GBM):

This meeting is open to all members of PAY-W Clinic. The secretary is responsible to set agenda and inform all members in advance and keep the minutes of the meeting. Further at least one-third of the executive board members should be present in the GBM, for quorum requirements to be met. The meeting shall fail to be a GBM if the quorum requirements are not met. A GBM shall be held at least once every quarter (three months) at the headquarters.

Some of the important functions of the GBM are as follows:

• to give update to the members on the on-going projects,

• to discuss the budget, progress and targets for the next period,

• to discuss new ideas for functioning of PAY-W Clinic,

• to hear and respond to a periodic report by every executive board member,

• to resolve special issues such as, amending the constitution, or approving no-confidence motion against any member of the executive board of PAY-W Clinic. These special motions shall require absolute majority vote.

 

4.2 Directors Meeting:

The Board of Directors will have a Directors’ meeting at least once every six months. The quorum shall be presence of all directors. The purpose of the meetings is to expand and make changes to the membership of the Executive Board, empower different members of the Executive Board to make decisions and take-up responsibilities in different areas and to determine the usage of the funds of PAY-W Clinic, including giving consent through the Executive Board. All decisions of the Board of Directors should be made by an absolute majority of the Directors present. The Board of Directors should strive to seek the inputs and recommendations from every other decision-making body, while arriving at their decisions.

 

4.3 Voting:

All executive board members & PAY-W Clinic-Volunteer who has spent at least one year in the organization has a right to vote. Motions in the meetings described in section 4 shall be subjected to open vote, provided the motion is related to the topic under discussion (according to the set agenda). The chair-person has the right to allocate time duration for discussion before the motion is subjected to vote.

Resolutions can be passed by the following types of votes:

Majority Vote: A majority vote for any motion shall consist of approval by more than 50% of the active-volunteers present and voting.

Absolute Majority Vote: An absolute majority vote consists of approval by at least two-thirds of all active-volunteers of PAY-W Clinic present & voting.

 

Every decision of PAY-W Clinic in any of the meetings should be made available to every board member and board of directors. The minutes of the meeting available to any PAY-W Clinic volunteer on request.

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5. Amendment

5.1 Amendments to these By-Laws can be proposed by any PAY-W Clinic -volunteer. Notices must be sent to all voting PAY-W Clinic-Volunteers informing them of the date, time and locations of the various general body meetings which they must attend to vote at least 45 days in advance and a copy of the exact wording of the proposed amendment(s) should be sent to all volunteers at least 30 days in advance.

5.2 Amendments to these By-Laws and any other documents such as “Articles of Association” shall require either: (a) Approval of the amendment by absolute majority vote at GBMs. All GBMs for this purpose should be held within 3 months of each other. Or (b) a 2/3rd majority of Directors voting in favour of the amendment followed by ratification by absolute majority of the amendment at a PAY-W Clinic Special Meeting called by the Directors, where all PAY-W Clinic-Volunteers are invited and at least 10 Voting-Volunteers are present. Directors moving the amendment should inform all other Directors of the date and time of the Directors’ meeting and the exact wording of the amendment well in advance.

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6. Impeachment

A Director/executive board member can be impeached provided a 30-day notice is given to all PAY-W Clinic-Volunteers informing about the agenda, time and location of GBMs held to impeach him/her and there is an absolute majority in favour of the impeachment at GBMs.

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Members-

1-Sivasis Mohanty, Lawyer, Nayagarh, Odisha (Legal Adviser)

2-Swagat Jhankar Patra, Chartered Accountant, Bengaluru (Financial Adviser)

3-Karwan Faqe, Medical student, Tabriz University of Medical Sciences, Iran (Iraq citizen)

4-Dr Sarthak Kumar Mohanty, Radiation Oncologist, Sterling Hospital, Rajkot, Gujarat (Member)

5-Dr Duvvuri Sankar, Pulmonologist, Medicover Hospital, Kakinada, Andhrapradesh (Member)