RULES AND REGULATIONS

1. Name of the society : Name of the Society shall be Council on Monuments and Sites
2. Membership : The following persons will be eligible as the members of the Society.
 a. A citizen of India who has completed eighteen years of age at the time of his/her application for such admission .
a) Persons engaged in the conservation of monuments, groups of buildings and sites as a member of the scientific, technical or administrative staff of national, regional or local monuments, fine art or antiquities services, a decision maker or a specialist engaged in the conservation, restoration, rehabilitation and enhancement of monuments, groups of buildings and sites including, as appropriate, architects, town planners, historians, archaeologists, ethnologists, archivists, material conservators, heritage managers and any other profession, occupation or trades directly engaged in the conservation of monuments and sites.
b) Any institution concerned with the conservation., protection, rehabilitation, enhancement or animation of historical monuments, groups of buildings and sits, institutions which own or have in their charge historical monuments, groups of buildings and sites and institutions which devote all or part of their activity to one or more of the objectives listed above.
c) Any person who in the opinion of the Executive Committee is actively interested or concerned with the aims and objectives of the society d) No person shall be eligible for admission as a member who has been declared as a lunatic or insolvent.
3. Classification of : The membership is classified as under RULES AND REGULATIONS 2 Membership
1. Individual Members : Persons, as defined in Rule 2, with a minimum of 5 years of proven expertise in his/her field 1 a)Young Professionals : A sub category of Individual membership, it is applicable to persons below 30 years of age
2. Associate Members: Any individual. As defined in Rule 2, who supports the mandate of the Society as defined in the Memorandum of Association
 2. a) Student members is a sub category of Associate membership and is open to students pursuing post doctorate and doctorate degrees in related fields of heritage conservation.
3. Institutional Members: An institution, as defined in Rule 2, that has been in existence for a minimum period of 5 years.
 4. Sustaining Members: Any individual, as defined in Rule 2, who wishes to financially support the aims and objectives of the Society. 5. Honorary Members: A special category of membership that is conferred by the General Body on the proposal of the Executive Committee upon individuals who have rendered distinguished services in the field of the conservation, restoration and enhancement of historical monuments, sites and groups of buildings The Society shall encourage memberships from all geographical regions of India through the creation of 6 zones each of which shall be represented in the Executive Committee to bring regional representation to the national committee. These 6 zones are constituted as follows: 1. North Zone – Himachal Pradesh, Jammu and Kashmir, Punjab, Haryana, Chandigarh, Delhi, Uttaranchal 2. West Zone – Rajasthan, Gujarat, Maharashtra, Goa, Dadar and Nagar haveli, Daman & Diu 3. Central zone – Madhya Pradesh, Uttar Pradesh 4. East Zone – Bihar, Orissa, Jharkhand, Chattisgarh, West Bengal, Andaman and Nicobar Islands RULES AND REGULATIONS 3 5. South Zone- Andhra Pradesh, Kerala, Karnataka, Tamil Nadu, Puducherry, Lakshwadeep Islands 6. North East Zone – Meghalaya, Tripura, Manipur, Sikkim, Assam, Mizoram, Nagaland, Arunachal Pradesh
4. Process of Application Any individual or institution wishing to become a member of the Society shall complete an application form and forward it to the Secretary of the Society for approval. The Secretary shall table all applications received to the Executive Committee for approval. The quorum for an Executive Committee meeting to approve membership shall be a minimum of 6 members of the total strength of 12 Executive Committee members. Upon reviewing the application, the Executive Committee will approve membership based on the various categories of memberships. Upon notification from the President of acceptance of his/ her application, he/she shall pay membership dues, the annual amount of which shall be set by the Executive Committee
5. Membership Benefits In exchange for payment of dues, each member shall receive a membership card, periodic publications and such other advantages as the Executive Committee of the Society shall from time to time decide.
 6. Fees All members shall pay annual subscription fee as determined by the Executive Committee for membership failing which membership is subject to cancellation. The fee for each category shall be no less than the following.
Registration Fee Annual Membership Renewal
INDIVIDUAL MEMBERS Rs.5,000 Rs.3,500
YOUNG PROFESSIONALS Rs. 2,500 Rs.1,500
ASSOCIATE MEMBERS Rs.2,500 Rs.1,500
STUDENT MEMBERS Rs. 1,500 Rs.500
INSTITUTIONAL MEMBERS Rs.50,000 Rs.25,000
SUSTAINING MEMBERS (min) Rs.50,000
7. Suspension from : Members can be suspended in the following membership ways . RULES AND REGULATIONS 4 a . On the death of the member. b. If he/she or it should resign at the end of a calendar year, after having given the Society written notice to that effect three months in advance, and after having paid his/ her/ its dues for the current year. c. On working against the objects of the society. d. If found guilty by the Executive Governing Body. e. If he/she/ it is formally struck off the register by the General Assembly or Executive Committee of the Society, or by resolution of the Executive Committee of the Society, for failure to comply with the Code of Ethics and Standards of Practice, for non-payment of dues or for any other valid cause. f. If he/ she has not attended three consecutive meetings of the general body without any intimation. Appeal of the above suspension in written upto 15 day to the Governing body is legal and the decision of majority of Governing body will be final.
8. General Body : All the members of the society will constitute the General body.
9. Right and duties of the : Following shall be the right and duties of the General body General body. a. To hold elections of the Executive Committee . b. To amend or change the constitution with approval of 2/3 majority of the total members of the society . Amendment will effect after receiving certified copy from the office of the Registrar of Society Act after filing the amendment It shall approve the annual report and the accounts of the Society, approve the rate of membership dues c. To approve the annual budget and annual report of the Society RULES AND REGULATIONS 5
10. Meetings of the : Annual General meeting General Body The Annual General Meeting of the Society shall consist of all the members of the General Body The quorum at the Annual General Meeting of the Society shall be 25% of total membership and at least 55% of voting members. Should this quorum not be reached, the assembly shall be convened again, at the same place, 24 hours later; its decisions shall be valid whatever the number of members present. The Annual General Meeting shall be convened not later than 30th June in each year. The Secretary shall notify all members of the Society of the time and place of the meeting by letter sent no less than 4 weeks prior to the date of the meeting. All members shall be entitled to attend the Annual General Meeting. i) The Annual General Meeting shall not be convened in the same “region” for more than two consecutive years. ii) Institutional members shall designate a duly qualified individual to represent them at the Society's Annual General Meeting and vote thereat iii) The President shall present to the meeting an annual report to members on the Society's activities, and the Treasurer shall present the annual audited accounts. iv) Between Annual General Meetings the Executive Committee shall be empowered to act on the Society's behalf. It shall be responsible for the day to day operations of the Society, for the preparation and execution of the Society's programme of activities, for the collection of membership dues, for the recruitment of members and otherwise for promoting and achieving the aims and objects of the Society v) The President of the Society shall convene and preside over the Annual General Meeting and meetings of the Executive Committee. In the absence of the President, the meeting shall elect its own chair for the meeting. The Secretary shall draw up their agenda. The President shall be an ex-officio member of the ICOMOS International Advisory Committee. He or she shall represent the Society vis a vis third parties. He or she shall be responsible for liaison between the Society and the governing bodies of ICOMOS. RULES AND REGULATIONS 6 Special General Meeting i) A special General Meeting of the Society may be called at any time by a resolution of the Executive Committee, or by requisition of 33% of the voting members. The Secretary shall notify all members of the Society of the time and place of the meeting, and the business to be transacted at the meeting, no less than 21 days prior to the date of the meeting. All members of the Society shall be entitled to attend a Special General meeting and vote thereat, either personally or by proxy. ii) The quorum at a Special General Meeting shall be 33 percent of the members. A Special General Meeting may only deal with business which has been included in the Notice of Meeting sent out by the Secretary. iii) Elections of the executive cannot be conducted in the Special General Meeting.
11. Formation of Office bearers are appointed in the Executive Committee for Executive Committee the smooth working of the Society. i. The administrative structure of the Society shall comprise of an Executive Committee composed of: 1. President, (1) 2. Vice President (1) 3. Secretary (1) 4. Treasurer (1) 5. Regional members (6) and 6. Institutional member (1) ii) The Executive Committee shall consist of 4 core and 6 regional representatives elected from among the individual members of the Society and 1 Institutional member though election process as outlined below. iii) The President, Secretary and Treasurer shall be considered as office holders of the society. iv) The tenure of the Executive Committee shall be for a term of 3 years. v) The decisions of the Executive Committee shall be taken by a majority vote of members present or represented by proxy. Members of the Executive Committee may give their proxies to any other member of the Executive Committee but these proxies shall not count in the calculation of a quorum. The quorum of the RULES AND REGULATIONS 7 Executive Committee shall be 6 members personally present, at least two of whom shall be office holders of the Society under article 6 (a)iii of these rules and at least one of whom shall come from a region other than that in which the Committee meeting is being held. vi) The Common Seal of the Society shall be kept by the Treasurer, and shall be affixed only by resolution of the Executive Committee and in the presence of two members of the Executive Committee, one of whom shall be the President or the Secretary.
12. Elections for the Executive Committee An Election officer will be appointed be the Executive Committee Members of the Executive Committee shall be elected as per the election rules laid as follows: i. The Executive Committee shall decide on the date of election no later than eight weeks prior to the Annual General Meeting (AGM) at which time the election results will be announced. ii. The President shall dissolve the Executive Committee after declaring the schedule of the elections and the name of the returning officer for the election. iii. A returning officer for the election shall be nominated by the Executive Committee who will be an individual member neither contesting nor endorsing any nomination. iv. The secretary shall circulate a notice to all voting members announcing the elections and calling for filing of nominations. v. Voting members will include all individual members, Young professional and Institutional members. vi. Candidates shall be given at least three weeks to file their nomination. The last date for receiving nominations shall be at least five weeks prior to the AGM. vii. Every candidate for election shall be invited to send in his/ her nomination in the prescribed form along with the following information: a. Name, Membership Number & Category, Post for which he/she desires to contest election, Occupation, Residential address, Experience viii. Each nomination must be signed by a proposer and seconder both of whom must be valid voting members of the Society. A proposer RULES AND REGULATIONS 8 and seconder can support only one candidate in each category / position. ix. Candidates must email their completed nomination forms along with scanned copies of relevant documents to the returning officer within three weeks of the election notice. The returning officer shall circulate a ballot sheet with the final list of names of valid candidates for election through electronic mail to each voting member (the same shall be displayed on the website), at least four weeks before the Annual General Meeting. x. Returning officer shall announce the list of valid candidates within a week of last date of filing nomination to all voting members through email/website notifications. xi. Any candidate who wishes to withdraw his/her name from the list can do so by writing to the returning officer within a week of publishing of the candidate list. xii. The final list of candidates for the various posts shall be announced on the website and through email to all voting members by the returning officer no less than two weeks prior to the AGM. xiii. All voting members shall post their vote by e-mail, procedure for which shall be posted on the web site or to all voting members by the returning officer. xiv. The returning officer shall receive votes by email or through online voting till not more than two days before the AGM. xv. Each voting member shall elect one regional representative from his/her region (based on the registered address of the member at the time of membership) and for the four other positions of office bearers: President, Vice President, Secretary and Treasurer. xvi. The Returning officer shall collate all the emailed ballots and count and scrutinize them in the presence of two members (as witness) and announce the results at the Annual General Meeting. xvii. Results of the elections shall be considered confidential by returning officer till he/she is authorized to announce them in the AGM by the President. xviii. The seat for institutional member in the Executive Committee shall be held by rotation among the various institutional members based on a draw of lot. The name of the institutions completing their term will be withdrawn from the lot at the next draw. xix. In the event of an insufficient number of nominations being received for the position of President and/or Executive Committee as herein before provided, those nominated shall be declared elected and floor nominations called for the remaining positions. RULES AND REGULATIONS 9 If the number of persons nominated from the floor exceeds the number of vacant positions, an election shall be held. The proposer and seconder of any such nomination must be a member or a delegate for an Institutional Member. xx. All individual and institutional members who have paid their dues for two consecutive years prior to election shall be eligible to contest and vote in the elections. Defaulting members must pay arrears at least 6 months prior to election to be able to participate in the elections. xxi. At least 60% of total voting members should vote in the election to render the election valid. xxii. The President and members of the Executive Committee shall hold office until their successors are elected at the next Annual General Meeting. xxiii. Should the position of President, or a seat on the Executive Committee fall vacant prior to the completion of term, members of the Executive Committee shall nominate/ elect the successor for a period of not more than six months, & hold election for the vacant post as per the rules. New elected member will only serve for balance of the term of office of the previous occupant. 13. Right and duties of the : 1. To appoint or suspend members . Executive Committee 2. To prepare the annual budget . 3. To ensure the safety of the premises of the society . 4. To execute the decision passed by the General body . 5. To constitute sub – committees to manage the different activities . 6. To do all the works which are in the interest of the society . 7. To apply and accept loan of any amount RULES AND REGULATIONS 10 from any institution, Bank, Private body, Members or outside person/s to fulfill objectives of the society .
14. Meeting of the Executive Committee : 1. Three meetings of the Executive Committee will be compulsory in a year but meetings can be called as and when needed by the President / Secretary . 2. The quorum of the meeting shall be more than half of 3 of the total members of the Executive Committee. 3. Intimation for the meeting will be given seven days before but urgent meeting may be called within 24 hours. 4. Meeting can be suspended in the absence of the quorum which will be conducted again on the next day at decided place and time. Quorum will not required in such a suspended meeting but the considered subject will remain same as in the previous agenda . In such a suspended meeting the presence of the two members of the managing committee is compulsory confirmation of the above meeting is required in the next meeting.
15. Rights and duties : 1. President of the offices of the a. To preside and conduct the Executive Committee meetings of the General Body and Executive Committee . b. To give the casting vote in case of equality. c. To represent the society. d. To sign on the agreements and other documents. e. To take all final decisions with regard to the financial matter, administrative matter and other matters of importance to the society. 1. Vice President a) In the absence of the President, to chair the Executive Committee meetings RULES AND REGULATIONS 11 b) In the event of a vacancy of the office of President due to his/her resignation/death, the Vice President shall carry out all the duties of the President till such time as a new President is elected 2. Secretary a. To summon and attend the meetings of the Executive Committee and the General Body. b To conduct and record the proceedings of the meetings of the Executive Committee and General Body . c To control the income and expenditure of the Society d. To monitor salaries, travel bills and other allowances of employees. e To appoint salaried employees and to decide the salary and allowances with the consent of the society. f. To represent the institute and sign legal documents on behalf of the society g. To carry on correspondence on behalf of the society. h. All other duties assigned by the governing body. 4 Treasurer a. To prepare annual operating budget. b. To keep cash and control on daily accounts. RULES AND REGULATIONS 12 c. To shall collect subscriptions, gifts, grant / aids / donations etc., from the members, general public or other agencies / organizations etc and give receipts for the same d. To perform such other duties as may from time to time be entrusted to him by the governing body. 5 Regional Representatives a) To carry out activities in their respective regions in keeping with the Society’s mandate. b) To implement decisions of the Executive Committee at the regional level c) To identify and bring to the attention of the Executive Committee, issues at the regional level that need to be addressed. 6. Institutional Member a) To provide institutional support to the activities of the Society at the regional and national level
16. Funds of the Society : Funds of the Society shall be subscripted in the following way . 1. Donations 2. Fees 3. Grants in aid 4. Sale of publications 5. Govt. Aid 6. Membership Fees a. The above collected money shall be deposited in a scheduled bank . b. Bank transaction will be possible with the signature of any two of the office bearers - President / Secretary /Treasurer. c. The rate of membership dues for each category of members shall be set from time to time by the Executive Committee of the Society, and shall be sufficient to provide for the amount of subscription payable to ICOMOS as well as for the RULES AND REGULATIONS 13 other general requirements of the Society. All membership dues shall be accepted through cheques or wire transfers from the member’s account. No cash transactions shall be accepted. d. The Treasurer shall receive and administer the funds of the Society and keep appropriate accounts in respect of all monies received or expended by the Society. The Treasurer will also prepare and annual statement of accounts for presentation to the Society's Annual General Meeting. e. The accounts of the Society shall be audited annually by an auditor to be appointed at the Annual General Meeting. f. The Society shall only have the power to borrow money or otherwise pledge or charge the assets of the Society by resolution of the Executive Committee.
17. Fund related Authority : The following office bearers will be authorized to sanction the money of the society at one time of one voucher . 1. President – upto Rs. 1,00,000.00 2. Secretary - upto Rs. 50,000.00 3. Treasurer – upto Rs. 25,000.00 Approval from the Executive Committee will be necessary for sanctions above this amount .
18. Audit of the Society : Yearly audit will be done for the complete accounts by the auditor appointed by the Executive Committee.
19. Change in the Constitution : The Constitution of the society can be of the Society amended or changed with the approval of RULES AND REGULATIONS 14 2/3 majority of total members which will be in accordance with the Societies Registration Act , 1860 .
20. Dissolution of the Society : If the dissolution of the Society is mandatory than the complete movable and immovable property will be transferred to the Society having the same objects. But the said complete proceedings shall be done according to the Section 13 and 14 of the Societies Registration Act 1860. a) The decision to dissolve the Society may be taken only by the Annual General Meeting of the Society, by a majority of votes cast, and shall be subject to ratification by the Executive Committee of ICOMOS. b) In the event of dissolution of the Society its assets shall be transferred to an appropriate organisation, in India, within a period of 12 months of the date upon which the approval of the Executive Committee of ICOMOS for the dissolution was obtained.
21. Inspection of the Society : The Registrar of Societies , Delhi will have complete right to inspect the documents of the society and instructions by him / her will be completed with .
22. Information under the : Information on the change in the name Act , Section -4 and address of the members and the office bearers of the Society will be submitted annually to the Registrar Societies , Delhi ,under the Act Section – 4 .
23. Application of the Act. : All the provisions under all the section of the Society Registration Act , 1860 as applicable to the state of Delhi shall be applicable to this Society . RULES AND REGULATIONS 15 Certified that this is the correct copy of the rules and Regulations of Council on Monuments and Sites