IPSA Membership Rules and Regulations
Article II : Executive Council
The Executive Council, hereinafter referred to as the 'Council' shall consist of Minimum of eight and Maximum of ten elected members, There shall be a President a Vice-President, a Secretary, a Joint Secretary, a Treasurer, and other Members one of whom shall be the immediate past President.
They, i.e., the members mentioned in Article Il - Section (1), shall be elected/ nominated according to the rules given in this article from among the regular members of the Association; however the first executive Council shall be constituted as prescribed in the Memorandum.
The terms of office shall be three years for all the members of the Council.
The President and the Vice-President shall not be eligible for immediate re-election for the same post. All other members of the Council shall not be eligible for immediate reelection to the same post after serving for two consecutive terms.
Elections shall be held approximately once every three years during one of the biennial National Meetings of the Association.
The Council may co-opt additional members if necessary, to assist in specific activities of the Association. A co-opted member shall not have voting rights in the Council.
A vacancy occurring in the Council between the elections may be filled temporarily by nomination by the Council until the time of next normal election or for a shorter period as the Council may decide.
Elections and Nomination:
i. Nominations for the membership of the Executive Council shall be made by a Nominating Committee consisting of the President, the Immediate Past President and three elected members one of whom shall be chosen from among the members of the council. The President shall be the Convenor of the Nominating Committee. The term of office of the Nominating Committee shall be three years.
ii. A notice inviting nominations to the Nominating Committee shall be sent out by the Secretary at least 3 months in advance of the annual general meeting at which the election Nominating Committee is to take place The name of nominee shall be put on the ballot paper only if it has been proposed by at least two Regular members and provided the nominee has given his/her written consent
iii. The Nominating Committee shall draw up a panel of names for the proposed members of the Executive Council to be elected in any particular year at least four months before the annual meeting when the election would be due. The proposed panel will be put on the ballot paper after obtaining the written consent of the nominees. The Regular members will choose the Executive Council members from the panel of the ballot paper. However, any member may make alternate suggestions on his/her ballot if he/she so desires, provided the written consent of the person is sent to the Secretary before the deadline set for receiving the ballot papers.
iv. Election of the Council members and members of the Nominating Committee shall normally be made by a postal ballot before the annual meeting at which the elections become due. Counting of votes shall be done by two Returning Officers to be appointed by the President. A notice of election will be sent out by the Secretary approximately 2 months in advance of the annual general meeting detailing the time schedule for receiving the postal ballots, etc.
v. The elected officers and other members of the Executive Council shall be notified by the Secretary within two weeks of their election. The Council members and officers shall accept in writing within one month of notification. Otherwise the office or membership of the Council shall be deemed to have been vacant.
vi. In the event of death or resignation of the President, the Vice-President shall take over as President until the time of next normal election of the President. All other vacancies in the Council and Nominating Committee may be filled temporarily by the Council until the time of next normal election or for a shorter period as the Council may decide.
vii. The time schedules mentioned in the above paragraphs are meant to serve as guidelines only and the departure from the strict observance of the same shall not invalidate the elections.
viii. The newly elected members of the Council shall normally assume charge from their outgoing counterparts at the end of the closing function of the concerned annual meeting of the Association. In case the annual meeting is delayed more than six months beyond the electionsï the change-over will take place at an Executive Council Meeting