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KUA is registered body under Registrar of Societies, Bangalore Urban District. Registration no SDR / BLU/ DR / 372 / 2009-10


Rules & Regulations


Name :

The name of this organization shall be Karnataka Urology Association (KUA). Except when expressly specified, the word ‘Association’ hereafter shall mean KUA.


Registered Office :

Address was changed on 02-09-2024. AMR no: 23 / 24-25 (amendment 2024)


Jurisdiction :

There shall be within Karnataka.


Purpose and Objectives :

  • To further the academic interests of its members
  • To promote high standards in the practice of urology
  • To create and foster a spirit of goodwill and understanding amongst its members and between the Association and other similar organizations
  • To conduct regular scientific sessions to help its members refresh and update their professional knowledge
  • To promote research in Urology or other disciplines for the purpose of improving the practice of Urology
  • To undertake such activities as to put the Association on sound financial footing to further the above mentioned objectives

Types of Membership :


Full Members :

  • Shall be registered qualified urologist interested in and practicing full time in Urology
  • Membership of the USI (Urological Society of India) / ASU (Association of southern Urologists) is not mandatory for the membership of the Association.

Associate Members :

  • Shall be M.Ch Urology / Dr.N.B. Urology postgraduate students undergoing training at recognized institution in Karnataka or neighboring state.
  • Associate membership shall be valid for 3 years. After that period, they have to either convert to full member or their membership shall be deleted. This was proposed as large number of Post graduates go to their native state after completing their Urology degree course. Before deleting the associate membership KUA Council team member shall call or email them to convert their membership. The deleted list shall be informed in the next GBM. There shall, however, be no refund of membership registration fees (Amendment 2024).

Affiliate Members :

  • Persons possessing a degree qualification from a recognized institution in Physics/Biotechnology/Biomedical engineering/Nursing/Chemistry and allied fields and having a minimum of 3 years work in Urology or basic sciences related to urology shall be eligible.

Application for full or associate or affiliate membership shall be done online in webpage http://kua.in/online-registration/Registration.php. The online membership application shall be scrutinized by Hon. Secretary along with Executive Council. Acceptance of membership shall then need to be ratified at the next General Body Meeting (GBM). The general body reserves the right to review the same in case of any inadvertencies or discrepancies in submission.


Fees :

The charges for full, associate or affiliate membership at present are Rs. 2,360 (inclusive of 18% GST) which has to be paid online at the time of membership registration (amendment 2024).There is no additional charge for conversion from associate to full member. Any increase in registration charges shall be proposed by the E.C and this has to be ratified in GBM with 2/3 majority of the members present.


Membership ID :

All members - full, associate and affiliate members shall be given KUA ID by the Hon. Secretary along with login ID and password for logging in KUA membership area of the website.

For full member KUA ID format shall be X001. For Eg: if Dr. E has joined as new full member, the KUA ID will be E003 (E will be the alphabet series and 003 is the serial number based on other members starting with letter E).

For associate members, KUA ID format shall be yyyy-mm-xxx. Eg: if Dr. S has joined as new associate member in December 2022. Then his KUA ID shall be 2022-12-001 (001 is the first serial number since this format of numbering was started). The next associate member who joins in December 2022 shall be 2022-12-002 and next member who joins in January 2023 shall be 2023-01-03. Once Dr. S applies for conversion to full member – He will get KUA ID Eg: S075.

For affiliate members the numbering format shall be AF-yyyy-xxx.


Conversion from associate to full membership :

The member shall apply for conversion online through his KUA login ID and passwords provided and upload soft copy of urology degree certificate. Acceptance of conversion of membership shall then need to be ratified in the next GBM. There shall be no additional charge for this conversion.


Rights of members :

  • Only full members shall have the right to vote during GBM and become office bearer of KUA
  • Associate or affiliate members shall not be eligible to vote or become office bearer in KUA
  • All classes of members shall have the right to attend any scientific proceedings of KUA
  • Only KUA members can present papers / participate in any KUA quiz during KUACON (Karnataka Urology Association CONference). Exceptions being guest / invited speakers.

Termination of Membership:

Any member may resign from his membership at any time, by serving notice in writing to the Hon. Secretary. Such resignation shall not relieve the member from responsibility to pay any dues to the Association prior to cessation of membership.

The council shall have the power to terminate membership of any member, subject to ratification by the General Body by 2/3 majority of the members present. If:

  • The material facts supplied in the application are incorrect
  • He/she is guilty of unprofessional behavior
  • He/she is working against the interests of the KUA, provided the member concerned is offered full opportunity to present his/her case to the council
  • Expelled from the KUA by the GBM on any other ground deemed fit
  • On demise of the member

A member expelled under the aforesaid rules may be reinstated by a resolution passed at GBM.


Executive Council (Committee):

There shall be 10 members in the KUA Council. They include

President (1), Hon. Secretary (1),Treasurer (1), Council Members (4), President Elect (1),

Past President (1) and Past Secretary (1). (Amendment 2024)

The Officers shall be elected at the GBM from a list of applied nominations in KUA login. The Returning officer (Past President of the KUA) will scrutinize the applications and present the same during the GBM.

The term of office for the office bearers will be as follows:

  • President - One year
  • President Elect - One year, and will succeed as president in next year
  • Past President – One year and will leave the council after that
  • Hon. Secretary - Two years
  • Past. Secretary - Two years and will leave the council after that
  • Treasurer - Two years and will leave the council after that
  • Council Members - Two years. Two council members shall retire every year and another two shall be elected in their place.
  • E.C. term of 1 year shall start from the time of handing over at Valedictory function of KUACON till next year handing over at KUACON

Financial year

Will be from April 1st to March 31st


Duties of Executive Council

  • Shall constitute the executive authority of the KUA in all matters – scientific, business, financial or others
  • Shall arrange for all the matters to be discussed during of an GBM
  • Shall have powers for appointing any other sub-committee for any specified purpose. The sub-committee may include non E.C. full members and they shall submit written report in a time bound framework to E.C.
  • Shall have powers to invest money of the Association with due regard to the existing laws, and no money shall be spent except with the authorization of the E.C.
  • Shall meet at the call of the President, and 5 members shall constitute the quorum
  • Shall meet at least once in every quarter of the calendar year

    • Council Meetings:

    • All meetings shall be conducted according to the agenda prepared and circulated by Hon. Secretary to members at least 1 week in advance. To mention date, time, venue (if physical meet) and if online portal details like Google meet or Zoom ID and password (amendment in 2024).
    • All members of the E.C. should attend the Council meeting. If any member is unable to attend then it should be informed to the President and Hon. Secretary well in advance. Repeated absenteeism from council meeting, without any valid reason, the President can take disciplinary action against the E.C member and may be asked to resign from the council.
    • The usual agenda of council meeting shall at least include following points

      • A. Welcome by President (in his absence by President Elect will chair the session)
      B. Checking the Quorum (minimum 5 members)
      C. Passing of minutes of the last council meeting (to be circulated by the Hon. Secretary at least 2 days prior to the meeting to all the council members)
      D. Hon. Secretary report (programs to be planned, selecting speakers/ orators)
      E. Treasurer report (SB, FD, Income tax, Co-operative society, GST, income, expenditure)
      F. Update from organizers of KUACON and KUA program, if any
      G. Any other matter with permission of the chair
      H. President to thank the members and adjourn the meeting

    • If the members are meeting personally, then all those present shall sign the register. As some council meetings may be held online over Zoom or Google meet, those present in the meeting shall be marked as Present by the Hon. Secretary.
    • The minutes of meeting shall be written down by any one of the council members in KUA register (if physical meet). And at the end of the meeting it shall be signed by President and Hon. Secretary.
    • In case of online meet, after the initial notes made by council member, the Hon. Secretary shall prepare / edit the soft copy. The minutes of the meeting shall be printed and signed by President and Hon. Secretary. Digital signature may be used. The online EC minutes shall also to be attached to KUA register.
    • Decisions shall be taken as far as possible by consensus. If a consensus is not reached, the president shall put the matter to vote, and record the number of members voting for and against, and based on simple majority, the decision will be taken. In the case of a tie, the President shall use his vote, which shall determine the outcome of the voting.
    • If any member wants to discuss a topic not mentioned in the agenda, it can be taken up only after permission from the President.
    • The amendments which are submitted by the members before the GBM shall also be deliberated in the council to make an opinion before discussing it in the GBM.

    Elections:

    Elections to the Office of E.C. shall be held at the time of the GBM. The nominations for the posts vacant for that year shall be announced by the Hon. Secretary by his official email to all members of KUA 2 months prior to KUACON and last date of nomination would be 1 month before KUACON. The full member who wants to apply for these posts has to use the web portal http://kua.in/online-registration/ with individual login ID and password. And in the section “APPLY FOR KUA COUNCIL POST” necessary details need to be entered and submitted. All nominations need to be duly endorsed by 2 full members of KUA (who are not at present in the council). Option for withdrawal of nomination will appear in the web portal after the last date of applying nominations and last date for withdrawal shall be 15 days prior to KUACON.

    • The past president KUA shall be the returning officer.
    • E.C. post shall be available only for full members of KUA.
    • President Elect: Member shall apply for nomination to this post only if he/she has completed tenure of two years as Council Member / Hon. Secretary / Treasurer in the KUA
    • Hon. Secretary: Member shall apply for nomination to this post only if he/she has completed tenure of two years as Council Member / Treasurer in the KUA. In the absence of candidate with above criteria, any full member can be appointed during the GBM
    • A member shall contest only for one post at a time
    • Council members shall not propose or second any member for council post during their tenure.
    • The Returning officer shall scrutinize the applications and present the list of eligible candidates at GBM. If no such application is received for a particular post, nominations shall be called from the floor at the time of the GBM. In case more members have applied to a post, after the withdrawal timelines, then elections shall be held during KUACON, preferably on the same day of the GBM.
    • The announcement for ballot paper voting shall be announced at least 2 weeks prior to KUACON and mailed to all KUA members through Hon. Secretary email. The actual voting time shall be at least 4 hours (eg: 9 am to 1 pm). The election room location shall be announced during the KUACON and should ideally be close to the main conference hall. The returning officer shall be assisted by council team members for smooth conduct of the election proceedings. The returning officer decision shall be final in case any member is allowed or disallowed to vote. Only full members shall be allowed to vote. The member’s credentials shall be confirmed by the election officers and the member shall sign election attendance sheet. This is to avoid double voting.
    • Single ballot paper shall be given to each full member who comes for voting (even if more than 1 posts vacant is available) and ballot paper shall be signed by any one of the council team. For casting vote on the ballot paper, the member shall be provided enclosed area where they shall tick their choice of candidate/s and after folding the paper, they shall come out of the enclosed area and put it in the ballot box provided. The counting shall be done after the voting time is over and during counting 1 representative member may be present for each contesting candidate for free and fair vote counting. However, contesting candidate shall not be allowed inside during counting process. If the tick marks are not properly marked, that particular vote shall be cancelled at the discretion of the returning officer. The results of new vacancies shall be announced by the Returning officer during GBM.
    • Online voting for KUA council election can he held in special situations like pandemic or as a routine if the KUA council decides to have it in the future (amendment 2024).
    • Vacancies of any office bearer, due to any unforeseen reason, arising before the election, shall be managed by adjustments within the E.C.
    • In case a council member does not attend 2 consecutive E.C. meetings without any valid reasons, then that person shall be told to resign from E.C. and new person shall be appointed in his/her place during next election.

    The association has a website www.kua.in wherein each member's data is saved and each member has a login ID and password. The Hon. Secretary shall maintain the data of all the members in the website. He shall also use the official email secretary.kua@gmail.com to send all notices about conferences, GBM and other updates in electronic format. The printing of brochures and notices have been stopped as part of go green initiative. All members are also given option to join the KUA group. KUA Telegram app shall be used for day to day discussion of any matter and to announce any academic programs. 


    General Body Meeting:

    It shall be held in a year at the time Annual Conference as notified by the Hon. Secretary with the approval of the Council. Notice of such a meeting shall be sent to all members 30 days prior to the stipulated date of the GBM. There is a provision for conducting virtual GBM during pandemic situations eg: Covid (Amendment 2024).

    The E.C. shall have the powers to call for such other meeting of the General Body as may be necessary and it shall be called “Special General Body Meeting” with a notice of 7 days. This can be done on virtual (online) platform so that many members can join (Amendment 2024).

    Apart from the above provision, 1/3 of the full members can call for a meeting which shall be called “Extraordinary General Body Meeting”. The General Body shall be the ultimate authority in all matters relating to the administration of the Association.

    The agenda of the GBM shall include:

    • Welcome by President
    • Request non KUA members to leave the hall
    • Checking Quorum. Quorum for the meeting shall be constituted by 10% of the full members of KUA at that time. If no quorum is found, the meeting shall be adjourned and reassembled after 5 minutes.
    • Obituary, if any
    • Pass minutes of the last GBM
    • Report by Hon. Secretary – Shall submit details of KUA programs, KUA Quiz, Mock exam, KUA Sports activity, details of E.C. meetings
    • Report by Treasurer – Shall submit audited statement of accounts, ITR, GST, Co-operative society registration updates.
    • Admission of new members, conversion from Associate to full members and deleted members list.
    • To elect office bearers of the Executive Committee.
    • To decide the venue of the forthcoming annual conference.
    • To consider any other resolutions or amendments to the rules submitted by the members. Resolutions and amendments to byelaws to be moved by any member shall be sent to the Hon. Secretary 15 days in advance of the GBM. Amendment to byelaws will require 2/3 majority vote of members present for approval.
    • Any other matter with permission from chair
    • President to thank the members and adjourn the meeting

    Funds:

    The fees received as membership shall be deposited online in public sector bank and in such a manner as the E.C. may decide provided that no part of such fees shall be utilized for expenses of the Association. The day to day administration of the Association shall be managed by the interest accrued from investment of such fees.

    < The Bank account transactions shall be carried out by the Treasurer. Cheques shall be drawn with the signature of Treasurer and Hon. Secretary. Online transfer by NEFT will be done with maker (Treasurer) and approver (Hon. Secretary).
    The Association shall build up its funds, and utilize it in such a manner and for such purposes, as the E.C./ GBM shall decide from time to time.

    All funds received by the Association for a specific purpose (oration or award), shall be maintained in F.D. accounts and interest amount shall be used for activities of that particular award. Since maintaining individual FD (under each oration or award) was found to be impractical, the KUA council in 2020 decided to merge different FD’s and keep 3-4 FD.


    Dissolution:

    Any number not less than three-fourth of the members of the Society may determine that the Association shall be dissolved, and there upon it shall be dissolved, for which, at the time then agreed upon, all necessary steps shall be taken for the disposal and settlement of property of the Association, its claims and liabilities. If upon dissolution or termination of the Association, there remains, after discharge of all the debts and liabilities, any property or funds whatsoever, they shall be given or transferred to an institution or institutions having similar objectives as the Association, which shall be decided by the votes of not less than 3/4 of the members of the group at the meeting at the time of dissolution.