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Indian Orthodontic Society Executive Committee 2016-17

Minutes of the Third Executive Committee Meeting Date : 28-05-2017 Day : Sunday Place : Bangalore Venue : Chinnaswamy Stadium, KSCA Club

EC Members Present: President: Dr G Chandra Sekhar Vice President: Dr Ashwin Mathew George Hon Secretary: Dr C Deepak President Elect: Dr Shailesh Deshmukh Hon Jt Secretary: Dr Kannan Sabapathy Treasurer: Dr K Balaji Imm Past President: Dr K Gangadhara Prasad Executive Committee Members Dr Amit Bharadwaj Dr Ankit Sikri Dr A V Arun Dr Digvijay Keshavrao Patil Dr Gnana Shanmugham Dr Jaipal Reddy Dr Kuldeep D mello Dr K Rajasekhar Dr K Rajesh Reddy Dr Mandava Prasad Dr Mridula Trehan

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Dr Munish Reddy Dr N Sleeva Raju Dr Pradeep Jain Dr Raghunandan Chunduri Dr Rajiv Ahluwalia Dr Sabarinathan Dr Sanjeeb Sahu Dr Sanju Somaiah Dr Santosh R Dr Sheetal N Patani Dr Shubhaker Rao Juvvadi Dr Silju Mathew Dr Srikrishna Chalasani Dr Surya Kanta Das Dr Tradib A Jayapal Apologies Dr Sridevi Padmanabhan Dr Nandakumar Dr Chandresh Shukla Dr Rajesh Reddy Dr Puneet Batra Dr Sanjay Kumar Labh Dr Sarabjeet Singh Dr Shailesh Shenava Dr Sheetal Patani

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At 09:00 AM, the Hon Secretary adorned Dr G Chandra Sekhar, President with the Jewels of the Office. Finding a lack of quorum, the President adjourned the meeting for 30 minutes. On reconvening the meeting at 09.30 with the aforementioned members in attendance, the President welcomed the EC Members. The President requested Joint Secretary, Treasurer, Dr. Silju Mathew, and Dr Shubhaker Rao Juvvadi to note down the minutes for accuracy. The House then began transacting items on the pre-circulated agenda for discussion

Agenda No 1: Taking on record the 2nd EC Minutes The Hon Secretary requested the EC members to take on record the minutes of the 2nd EC minutes and proposed by Dr Shubhaker and seconded by Gnana Shanmugham the house approved and the minutes were taken on record.

Resolution # 1 Agenda No 2: Action Taken report of 2 nd EC minutes held at Varanasi

The Hon Secretary explained that necessary action has been taken on most of the resolutions of the 2nd EC Minutes.

a) Corresponding to Agenda No 4, Resolution No 19, Dr Arun objected to the phrasing of his opinion on registration at Vellore. Dr Shubhaker clarified that the correction has been done in the final draft. The President requested that the minutes should be verified with the audio recordings, and the President reminded Dr A V Arun to expedite the revival of the registration at Vellore in the best interest of the society as its getting delayed, and also look into getting 80G exemption rule.

Resolution # 2

b) Agenda 17, Resolution 5, Corresponding to Dr Kuldeep’s suggestion to take a feed back from delegates of the Goa Conference. The Secretary explained the pros and cons related to the process of collecting the Feed Back. Dr Pradeep Jain explained the process he proposed to implement at 52nd IOC 2017 at Jaipur. Dr Shubhaker stated that the website committee shall help conference organizers to screen registrants for data management. The Hon Secretary suggested to follow WFO London model for feedback collection via online. Dr Silju insisted that the Feedback to be collected on the last day of the Conference at the venue as delay can be counterproductive. The house unanimously resolved that the IOS HO and EC should collect and process the feed back information. The President concluded the discussion, by asking Conference Organizers, namely the 52nd CoC, Jaipur to communicate with

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delegates regarding feed back facility and procedures to be conducted by the HO. The resolution was proposed by: Dr DigVijay & Seconded by Dr Sanju Somaiah. Resolution # 3

c) Agenda No 3, Resolution No 7, The Hon Secretary replied that the 51st CoC is

yet to comply to the request. The President insisted that the Head Office communicate with the 51st COC of Goa 2016 and remind them to return the advance money to HO at the earliest. And also remind them that the advance had to be returned within three months of conference closure. Therefore it is a violation of the constitutional procedures. The EC authorized the President to speak to the Organising secretary to comply with the constitutional requirement of returning the seed money at the earliest .

Resolution # 4

d) Agenda No 3, Resolution no 9, the Hon Secretary explained that all the Legal fees liabilities have been cleared regarding Dr Joseph Varghese vs IOS case at Madras High Court.

Resolution # 5

e) Agenda No 5, Resolution No 21: Dr Gangadhar Prasad explained that as per the minutes of the EC meeting at Varanasi, the EC has approved with majority the request of sanction of monies for AGM appointed committees as actuals, therefore constant questioning and creating hurdles by Dr Av Arun & Dr Rajiv alhuwalia ,is impeding the functioning of these committees and we should extent all support to the committee to complete the task at hand. Dr Rajiv and Dr A V Arun placed their dissent on the same and stated that, it is their democratic right to question. Dr Rajiv said that only the constitution of committees was approved from AGM. No provision exists in constitution or was discussed or approved in AGM towards monies to be spent on functioning or meetings of such committees. He said that even elected EC members are not paid for attending meetings or doing IOS works. So nominated members to finance committee, etc may also be requested to do so in larger interest of society in a honorary manner. Dr Sleeva Raju stated that the approved majority decisions of AGM should be respected as AGM is the supreme body of IOS and when EC has approved the expenses of FC & LC with majority at the second EC meeting at Varanasi, the dissent should have been noted then at the second EC. EC members are aware that their post is honorary before election and their services are voluntary while AGM appointed committee members , who are senior members whose services are required for the larger interest of the society needed to be reimbursed. These frequent questioning after approval by EC are only

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creating constant hurdles and is delaying the functioning of these committees and consequently leading to financial loss to IOS. The house resolved to extent full support to the AGM appointed committees for the faster redressal of the Financial and Legal issues facing IOS. Resolution # 6

Agenda No 3: Taking on record the 51st AGM minutes held during Goa Conference Dr Gangadhar Prasad pointed out that technically the AGM minutes can only be taken on record at the next AGM, the same was reflected by Dr Shailesh Deskmukh but the Hon Secretary clarified that first it has to be approved at the EC, then taken on record at the AGM. The House took on record the 51st AGM Minutes proposed by Dr Shubhaker and seconded by Dr Ankit Sikri. Resolution # 7

Agenda No 4: Legal Cases facing IOS

The Hon Secretary explained in detail that three members namely Dr Joseph Varghese, Dr Nikhilesh Vaid & Dr Yudhister Palla had gone to court against IOS.

Resolution # 8

In case of Dr Joseph Varghese , his case was disposed off by the Hon Madras High Court in favor of IOS. Dr Joseph Varghese, on 7th April 2017, filed another case against IOS at the Hon Munsif Court of Ernakulam with a prayer to declare the 50th AGM at Hyderabad as illegal and to remove his debarment and reinstate him as the Chairman of the 53rd CoC at Cochin. The Hon Secretary rushed immediately to Cochin and with the help of Dr P C Sunil, Chairman of Legal Committee of 53nd IOC, Dr Afzal and Dr Tradib, engaged a council to represent IOS in the case.

Resolution # 9

Dr Yudhister had abided to the conditions of the AGM and withdrew the case and has paid for the Legal expenses by the IOS, therefore he has fulfilled the conditions of the AGM within the stipulated time period of four months and can be reinstated as a member of good standing of IOS. Resolution # 10

Dr Nikhilesh Vaid had stated that he has requested for the withdrawn of the case against IOS and it is under the process and has blamed the IOS HO and

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the lawyer for the delay, which the IOS lawyer and HO has denied, and has not fulfilled the conditions of the AGM in the stipulated time period of four months.

Resolution # 11 Agenda No 5: Mail from External Arbitrators on their charges

After deliberating on the proposed charges by the External Arbitrators, the EC resolved to request the arbitrators to consider the proposal as the charges was beyond our budget. Dr Shailesh Deskmukh was requested by the President to prepare a draft letter so that the secretary can communicate officially with the arbitrators and the matter to be discussed in the next AGM. Resolution # 12

Agenda No 6: Status of the Debarred Members (Vide Minutes of 51st AGM)

As per the directions of the 51st AGM on their conditional reinstatement as a member of good standing, the conditions put forth by the AGM was to unconditionally withdraw the court cases and pay the legal expenses incurred by IOS within a period of four months from the day of the AGM. Dr Joseph Varghese who initially agreed to the conditions, on the floor of the house, sent a letter the very next day refusing to accept the conditions of the AGM, for his reinstatement to the IOS, and automatically brought upon himself, the Debarment for Life as per the conditions of AGM (Agenda 16/17, Resolution 27, 51 AGM Minutes) . Therefore, he becomes a member debarred for Life and he is debarred from attending and holding office from all activities of IOS at National and International level.

Resolution # 13

Regarding Dr Nikhilesh Vaid, EC noted that it has extended beyond the four months window period given by the AGM to withdraw the case and considering the delay and non compliance from his side, his current membership status as debarred continues and further course of action will only be considered after the HO receives the Legal case closure documents and he pays the HO towards the Legal expenses as per his promise in the General Body at Goa, 2016. Dr Pradeep Jain stated that due to Legal technicalities, as the case will come for next hearing, this matter should be deferred to the next EC meeting.

Resolution # 14

Agenda No 7: APOS Matters

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Dr Deshmukh stated that the treasurer of APOS informed him that a Sum of $1500 was assured by then President, Dr Joseph Varghese. Dr K Gangadhara Prasad objected to this stating that this matter was already decided during the previous IOS year and we asked APOS to furnish proof of commitment from the IOS General Body or EC and as it was not submitted, payment was not made. He also brought to the notice of the EC, the irresponsible statement made by APOS ECM from Singapore or so regarding functioning of the IOS (that it appears as if APOS is a victim of factional fights within IOS), and requested the EC to forward the IOS objections to all ECM’s of APOS. The house deliberated on the issue and decided to take the matter to the AGM at Jaipur. Resolution # 15 Agenda No 8: Budget: Actual and proposed for last five years

Treasurer Dr Balaji presented the Budget to the EC, Dr Shubhaker & Dr Sleeva Raju requested for the details, expenditure and split up of the same. The house decided that the HO shares the details with Dr Shubhaker and Dr Sleeva Raju. Resolution # 16

Agenda No 9: Report of Finance Committee

Dr Srikrishna Chalasani raised a "Point of Order" before the finance committee presentation. Subject: “Resolution for action to be initiated against erring members responsible for loss to exchequer of IOS”, which was unanimously passed. Dr Srikrishna Chalasani expressed his dissent and also requested it to be noted regarding not revealing very important information by FC (which are the CoCs at fault in the past 10 years-because mails from FC mentioned that most of the CoCs submitted without audit report). FC earlier clearly stated in their mails that they will be revealing this important information in the physical EC meeting at Bangalore and it is not done. Dr Srikrishna Chalasani also mentioned regarding ST issues, he had sent a mail on 2/3/2016 , which was unanswered. Dr Pradeep Jain, member of the finance committee explained that the finance committee was supposed to meet few days before EC at the HO and interact with the auditors and scrutinize the accounts, but unfortunately the meeting could not be held due to opposition from certain members in the EC who objected to the reimbursement of actual expenses, therefore its not appropriate to comment on the matter without going through the accounts at the HO.

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The President requested the Finance and Legal committees to expedite the process now that the actual reimbursements is sanctioned by the EC. Resolution # 17

Agenda No 10: Discussion on all CoC’s availed advances and not returned back Dr Sri Krishna had requested for the list of defaulters of COCs who have not submitted the audited conference accounts and requested Dr. Pradeep Jain, member of Finance Committee to name the offenders of the CoC’s of past 10 years, especially past 5 years.

Dr Pradeep Jain mentioned that without completing the due process of scrutiny, it is difficulty to name any CoC members. The Hon Secretary mentioned that he had requested all the concerned CoC members to come for the EC meeting and explain the compliance of return of advance and service tax issues, but only Dr Gurkeerat singh representing 47th IOC had come. The house requested him to come in and explain the details. Dr Gurkeerat presented a cheque of Rs 40000/- as balance payable to HO and details of the receivables of the 47th IOC, and promised to submit the statement of account to the Finance Committee the very next day. The house appreciated his effort to travel and come to the EC and extend full cooperation to the Finance Committee.

Resolution # 18 Agenda No 11: HO award Criteria

The Hon Secretary explained the proposed eligibility of various awards given by IOS, which the EC members had questioned as unrealistic and wanted to be practical. Considering the extreme requirement of the eligibility criteria, the house decided to reframe the criteria through a Award Criteria Committee.

Resolution # 19

Agenda No 12: Selection criteria for Dr Keki Mistry scroll of Honor Considering the difficulty of the eligibility criteria, the house decided to amend

the section in the constitution and reframe the criteria through an Award Criteria Committee for future. But for this year the status quo of the criteria continues as it was approved at the Goa AGM.

Resolution # 20

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Agenda No 13: Approval of New Study group The Hon Secretary said he has received one application and he does not have

the details or soft copy with him, he shall send it by email to all the members and the approval taken in the e forum.

Resolution # 21 Agenda No 14: Approval of LM, SLM membership

The Hon Secretary explained that the list of LM and SLM had been circulated to the EC members and the house approved the list as the documents were in order.

Resolution # 22 Agenda No 15: Report on reactivation of the IOS Vellore registration

Dr Arun who is the chairman of the committee stated that reactivation of IOS registration at Vellore is in progress. He mentioned that certain infrastructure issues need to be addressed as part of the revival of the registration process and once the inspection of the premises is completed and necessary papers submitted, the Vellore registration can be activated. The President again reminded that the registration has to be taken on top priority and expedited at the earliest by the next EC meeting.

Resolution # 23 Agenda No 16: Report on IOS MYC 2017

Dr. Shubhaker the Organizing Secretary explained that the tour operator that was recommend by Dr Digvijay Patil with good intentions, has failed to abide by the contractual agreement initially agreed upon, regarding the ticketing and hotel booking and they are working hard to resolve the issue for the smooth conduct of the MYC, and due to the delay their might be a revision of the charges. Dr Shailesh Deskmukh enquired about how much would be the additional charges, Dr Shubhaker mentioned that the total fee was Rs 1,15,000, and considering fluctuating flight fares, the Organizing committee expects an increase in fee of Rs 15000/-, and he also said the expected number of participants were 110 to 120. The house approved the same.

Resolution # 24

Agenda No 17: Report of JIOS The Hon secretary read out the precirculated report by the Editor of JIOS in

her absence, the matter was not discussed as the Editor was not present to answer the questions.

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Resolution # 25

Agenda No 18: Report of Journal of Contemporary Orthodontics

Dr Gangadhar Prasad, the Editor of Journal of Contemporary Orthodontics said that two issues have been published on line and is posted on the web site. He requested help from all EC members to promote the journal among members. The Hon Secretary requested the Editorial board to liaison with the HO for publicity and awareness among the members.

Resolution # 26 Agenda No 19: Progress of 52nd IOC, Jaipur Dr Pradeep Jain, the Chairman, Organizing Committee said preparations are

in full swing for the 51st IOC at Jaipur and the Organizing committee is fully geared up for the Conference. The Scientific Committee is in the process of finalizing the speakers. The Hon Secretary mentioned that the report submitted by Dr Balvinder Thakker, Organizing Secretary, which was circulated to all the EC members has all the details.

Resolution # 27 Agenda No 20: Progress of 53nd IOC, Cochin Dr Tradib Jayapal, the Organizing Secretary of the 53rd IOC explained that the

venue is finalized and so far 250 delegates have registered. Three foreign speakers have been confirmed, the website and payment gateway for online registration is also functional. The organizing team is working hard toward the success of the Conference.

Resolution # 28

Agenda No 21: Progress of 22nd IOS PG Convention, Mumbai

The Hon Secretary explained that he has received communication from Dr Vivek Soni, Chairman, Organizing Committee and stated so far 220 delegates have registered and they have decided to host the Convention at the D Y Patil Cricket Stadium along with the D Y Patil College facilities for the Convention and have also blocked the ground for one day for a Cricket match. The house applauded the efforts.

Resolution # 29

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Agenda No 22: Resolution by Dr Srikrishna Chalasani and Dr Digvijay Patil

Resolution for action to be initiated against erring members responsible for loss of exchequer of IOS Dr. Srikrishna Chalasani read out the Resolution “Action to be initiated against erring members responsible for loss to exchequer of IOS” and explained that those members of IOS who are members of CoC are responsible to pay the Service Tax dues for their Conference and if they fail to pay the service tax, the said amount should be recovered from them and failing which disciplinary action initiated against the erring members . The House unanimously passed the resolution, proposed by Dr Rajiv Ahluwalia and seconded by Dr A V Arun.

Resolution # 30 Agenda No 23: Letter from Dr A V Arun and Dr Rajiv Ahluwalia

Dr A V Arun, explained that in year 2013, there were two Pan Cards for IOS, as Hon Secretary that time, he cancelled one pan card and shifted all dues, credits and balances to the other one. He claimed that as the then Hon Secretary, he had communicated with all COC’s for paying Service Tax. He further stated that failure to pay TDS or Service Tax claiming Pan Card technicalities was not acceptable and demanded the 47th CoC ( New Delhi) and 49th CoC (Kolkata) to pay the Service Tax.

The President requested Dr Pradeep Jain to conduct a physical meeting with the Finance Committee and come out with the report and find a solution. The house decided to consider actions only after the report from the Finance Committee. The house approved the same and was proposed by Dr Kannan and seconded by Dr Gnana Shanmugham.

Resolution # 31 Agenda No 24: IOS Subcommittees Report

The Hon Secretary said as the report by the subcommittees have been circulated to all the EC members and any clarifications will be taken up for discussion. Dr Srikrishna Chalasani mentioned that the Website Subcommittee had recommended change from the existing vendor and have finalized quotation from five vendors at the Varanasi EC meeting, and was in the process of finalizing the vendor for the website from the three best quotations screened from the five received. The President questioned why

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between the 2nd EC and 3rd EC no action has been taken and requested Dr Srikrishna Chalasani to complete the process of finalizing the vendor within 15 days to which the subcommittee agreed to complete the process within the stipulated 15 days as website is the main medium of information and communication with the members of the Society.

Resolution # 32

Dr Gnana Shanmugham requested larger support from all EC members for the Member Benefit Program as Group Insurance works only with larger numbers and of all the companies the proposal by LIC was attractive. The house applauded the effort of Dr Gnana permitted him to finalize the group insurance with LIC.

Resolution # 33

Dr Ashwin George representing the Public Awareness committee mentioned that Dr Biju Abraham and Dr Digvijay are working on a short video for the rural population in multiple languages and the expenses will be within one lakh five thousand. The President requested the committee not to exhaust the funds in PAF account and think of contributing to the fund also, and additionally should look at sponsorship if it goes beyond the available fund at the PAF account. The house approved the project with a note of caution to spend the monies very carefully and requested the committee to complete the video at the earliest to be released during the Orthodontic week.

Resolution # 34 Agenda No 25: Any other matter with the permission of the Chair 1. Dr Shubhaker updated the house that of the 2000 plus delegates registered for

the 50th IOC, they have processed refund of nearly 1000 delegates and requested all EC members to request those who have not received, to visit the website and update their details for the refund.

Resolution # 35

2. IOS Shoppe: The Hon Secretary requested the House to sell the material lying with Dr Yudhister Palla, the President requested Dr Shubhaker and Dr Jaipal Reddy to collect the material and distribute to all Study Group Conveners to sell the product at cost price and clear the stock, Dr Pradeep Jain proposed to provide a stall to IOS at 52nd IOC to sell the products.

Resolution # 36

3. Dr Ankit Sikri proposed that all Life Members who are registered for a Conference and if intend to present a paper or poster, should be

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encouraged to do so. It can also be a free presentation, if not selected for competitive category. The President appreciated the proposal and requested the Organizers of the next conference to facilitate larger participation from Life members for paper/poster presentations.

Resolution # 37

4. Dr Shailesh Deskmukh, President Elect proposed that IOS should have dedicated Continuing Education Programs on Interdisciplinary or Multidisciplinary Orthodontics by inviting specialists from other Dental or Medical specialities to attend these CDE programs and also participating as speakers for these programs. This would project that the Indian Orthodontic Society is inclusive in nature. The President accepted this proposal in principle and said that there is a need to deliberate about this proposal at the forthcoming AGM and a Constitutional amendment may have to be brought in before implementing the said proposal.

Resolution # 38

The EC meeting concluded with the President thanking the Organizers Dr Silju Mathew, Dr Rajashekar, Dr Santosh R, Dr Raghunandan, Dr Kuldeep Dmello and Dr Sanju Somaiah for all the arrangement and hospitality. The meeting was adjourned at 5 pm.