Guidelines for constitution of Rogi Kalyan Samiti / Hospital Management society
5.3 Constitution of the RKS / HMS
|Member-Secretary||:||Medical Superintendent of the hospital|
5.4 Proceedings of the Governing body
|5.4.1||The meetings of the Governing Body shall be held at least once in every quarter and at such time and place as the Chairperson shall decide. If the Chair-person receives a requisition for calling a meeting signed by one-third members of the Governing Body, the Chair-person shall call such a meeting as soon as may be reasonably possible and at such place as s/he may deem fit.|
|5.4.2||Following minimum business shall be brought forward and disposed off in every meeting of the Governing Body:
|5.4.3||In addition to the above regular items, the Annual Report of the Society relating to last financial year shall also be taken up for discussion in the quarterly meeting falling due after the close of every financial year.|
|5.4.4||Every notice calling meeting of the Governing Body shall state the date, time and place at which such meeting will be held and shall be served upon every member of the Governing Body not less than twenty one clear days before the date appointed for the meeting. Such notice shall be issued by the Member Secretary of the Society and shall be accompanied by an agenda of the business to be placed before the meeting provided that accidental omission to give such notice to any member shall not invalidate any resolution passed at such meeting. In the event of any urgent business the Chair-person may call the meeting of the Governing Body at clear ten days notice.|
|5.4.5||The Chairperson shall Chair the meetings of the Governing Body. In his/her absence, the Governing Body shall elect one from among the members present as Chair-person of the meeting.|
|5.4.6||One third of the members of the Governing Body, including the substitutes nominated under Rule 5.3.8 present in person, shall form a quorum at every meeting of the Governing Body.|
|5.4.7||The membership of an ex-officio member of the Society and of the Governing Body shall stand terminated when he/she ceases to hold the office by virtue of which he/she was member and his/her successor to the office shall become such member.|
|5.4.8||Nominated members shall hold office for a period of three years from the date of their nomination. Such members will be eligible for re-nomination for another period of 3 years.|
|5.4.9||The Society shall maintain a roll of members at its registered office and every member shall sign the roll and state therein his/her rank or occupation and address. No member shall be entitled to exercise rights and privileges of a member unless he/she has signed the roll as aforesaid.|
|5.4.10||A member of the Society shall cease to be members if s/he resigns, becomes of unsound mind, becomes insolvent or is convicted of a criminal offence involving moral turpitude or removal from the post by virtue of which s/he was holding the membership.|
|5.4.11||Resignation of membership shall be tendered to the Governing Body in person to its Member Secretary and shall not take effect until it has been accepted on behalf of the Governing Body by the Chairperson.|
|5.4.12||If a member of the Society changes his/her address he/she shall notify his/her new address to the Member Secretary who shall thereupon enter his/her new address in the roll of member. But if a member fails to notify his/her new address the address in the roll of members shall be deemed to be his/her address.|
|5.4.13||Any vacancy in the Society or in the Governing Body shall be filled by the authority entitled to make such appointment. No act or proceedings of the Society or of the Governing Body shall be invalid merely by reason of the existence of any vacancy therein or of any defect in appointment of any of its members.|
|5.4.14||No member of the Society or its Governing Body shall be entitled to any remuneration.|
5.5 Powers of the Governing Body
|5.5.1||The Governing Body will have full control of the affairs of the Society and will have authority to the exercise and perform all the powers, acts and deeds of the Society consistent with the aims and objects of the Society.|
|5.5.2||In particular and without prejudice to the generality of foregoing provision, the Governing Body may:
5.6 Powers and functions of the Chairperson of the Governing Body
|5.6.1||The Chairperson shall have the powers to call for and preside over all meetings of the Governing Body.|
|5.6.2||The Chairperson may himself/herself call, or by a requisition in writing signed by him/her, may require the Member Secretary to call, a meeting of the Governing Body at any time and on the receipt of such requisition, the Member Secretary shall forthwith call such a meeting.|
|5.6.3||The Chairperson shall enjoy such powers as may be delegated to him by the Society and the Governing Body.|
|5.6.4||The Chairperson shall have the authority to review periodically the work and progress of the Society and to order inquiries into the affairs of the Society and to pass orders on the recommendations of the reviewing or inquiry Committee.|
|5.6.5||Nothing in these Rules shall prevent the Chairperson from exercising any or all the powers of the Governing Body in case of emergencies in furtherance of the objects of the Society. However, the action taken by the Chairperson on such occasions shall be reported to the Governing Body subsequently for ratification.|
|5.6.6||All disputed questions at the meeting of the Governing Body shall be determined by votes. Each member of the Governing Body shall have one vote and in case of a tie, the Chairperson shall have a casting vote.|
|5.6.7||Should any official members be prevented for any reason whatsoever from attending a meeting of the Governing Body, the Chairperson of the Society shall be at liberty to nominate a substitute to take his place at the meeting of the Governing Body. Such substitute shall have all the rights and privileges of a member of the Governing Body for that meeting only.|
|5.6.8||Any member desirous of moving any resolution at a meeting of the Governing Body shall give notice there of in writing to the Member Secretary of not less than ten clear days before the day of such meetings|
|5.6.9||Any business which it may become necessary for the Governing Body to perform, except the agenda prescribed for the full meeting as set out as above may be carried out by circulation among all its members and any resolution so circulated and approved by majority of the members signing shall be as effectual and binding as if such resolution had been passed at a meeting of the Governing Body provided that at least one third members of the Governing Body have recorded their consent of such resolution.|
|5.6.10||In the event of any urgent business, the Chairperson of the Society may take a decision on behalf of the Governing Body. Such a decision shall be reported to the Governing Body at its next meeting for ratification|
|5.6.11||A copy of the minutes of the proceedings of each meeting shall be furnished to the Governing Body members as soon a possible after completion of the meeting.|
5.7 Executive Body
|Chair-person||:||Medical Superintendent of the hospital|
|Member Secretary||:||Senior Medical Officer of the District Hospital, nominated by Superintendent of the hospital|
5.7.1 Meetings of the Executive Committee shall be convened by the Member Secretary by giving clear seven days notice in writing along with the Agenda specifying the business to be transacted, the date, time and venue of the meeting.
Frequency of meetings: Once every month
5.8 Regular Agenda
The minutes of the Executive Committee meetings will be placed before the Governing Body at its next meeting.
5.9 Monitoring Committee
A Monitoring Committee could be constituted by the Governing Body to visit hospital wards and collect patient feedback. The Committee would send a monthly monitoring report to the District Collector and Chairperson, Zilla Parishad.
5.10 Bodies of the Society for sub-district level hospitals
5.10.1 Governing Body
|Chairperson||Sub Divisional Magistrate / Block Development Officer, Panchayat Samiti|
|Co-chair||District programme officer (deputy CMO or equivalent) in charge|
|Member-Secretary||A Senior Medical Officer of the Hospital, nominated by Officer-incharge of the hospital Superintendent of the hospital|
Frequency of meetings and regular agenda: Same as for district hospital society
5.10.2 Executive Committee
|Chairperson||:||Officer in charge of the hospital|
|Member secretary||:||Member Secretary of the Governing Body (Medical Officer of the Hospital, nominated by officer in charge Superintendent of the Hospital|
Frequency of meetings and regular agenda: Same as for district hospital society
5.10.3 Monitoring Committee
Could be on the same pattern as in District Hospital.
5.11 Provision of enabling rights, vesting assets & authorizing services
The Govt. may authorize transfer of existing facilities and assets free of cost and without any liability to the RKS / HMS of the concerned hospital. In most hospitals, the principle reasons for malfunctioning and deteriorating services are the inability to spend on new infrastructure for upgradation & modernization, paucity of funds for emergencies, gross mismanagement of resources and lack of motivation. Being a service oriented facility, it needs to permit and grant specific rights to allow freedom for operations and management. The RKS / HMS should be enabled with the decision making right to invest in order to meet service requirements. As mentioned above, user charges should be introduced, as it is believed that excellent health care on a continuous basis cannot be ensured without adequate financial provisions. Appropriate relaxations for BPL patients to be ensured, as per State policy.
5.12 Resource Mobilization
The funds of the Society shall consist of the following:
5.13 Accounts and Audit
5.14 Bank Account
The account of the Society shall be opened in a bank approved by the Governing Body. All funds shall be paid into the Societys account with the appointed bank and shall not be withdrawn except by a cheque, bill note or other negotiable instruments signed by the Member-Secretary of the Society and such one more person from amongst the Executive Committee members as may be decided by the Governing Body.
5.15 Annual Report
A draft Annual Report and the yearly accounts of the Society shall be placed before the Governing Body at its ensuing meeting that may be held in the first quarter of every financial year.
A copy of the Annual Report and audited statement of accounts as finally approved by the Governing Body shall be forwarded within six months of the closure of a financial year to the following:
5.16 Suits and proceedings
The Society may alter or extend the purpose for which it is established and/or the Rules of the Society, provided that such amendment shall only be carried out through the procedure set out in rule as above.
5.20 Common seal
The Society shall have a common seal of such make and design as the Governing Body may approve.
5.21 Government power to review
The District Health Society shall review, monitor and evaluate the performance of the Rogi Kalyan Samities at the District/Sub District levels.