ARTICLES OF ASSOCIATION
QUAID-I-AZAM MEDICAL COLLEGE ALUMNI (QAMCA)
A. Alumina means the QUAID-I-AZAM MEDICAL COLLEGE ALUMNI (QAMCA), an association of Old Graduates and Old Students of this college.
B. General Council means a council consisting of all the permanent members and the associate members of the Alumina.
C. Executive Committee means council consisting of the following members
2. President elect
3. Vice President (Male)
4. Vice President (Female)
5. General Secretary
6. Joint Secretary (Male)
7. Joint Secretary (Female)
8. Finance Secretary
9. Press and Publication Secretary
10. Others members (e.g. convener), elected by above office bearers by simple majority in their first meeting.
D. Member means a member of the Alumina who is validly entitled to participate in the affairs of the Alumni. Member should have spent total 5 academic years in QAMC and having graduated from QAMC, Bahawalpur.
E. Eligible voter means a permanent member whose name for the time being appears on the roll of the Alumni and not declared as defaulter.
F. Office Bearers means president, vice President( male), Vice President (female), General Secretary, Joint Secretary( male), joint secretary(female), Finance Secretary, Press and Publication Secretary, Overseas Representative and members of the Executive Committee as may be elected or nominated under the memorandum of Alumni or any other person to whom all or any of the functions of the office bearer for the time being assigned by the Executive Committee of the Alumni.
G. Election Conduction Board means a Board consisting of three members amongst senior members of the Alumni or any one from teaching staff of Quaid-i-Azam Medical College, Bahawalpur entrusted to be impartial in the while affair in the opinion of President. This board will be nominated by executive committee.
H. Annual Meeting means meeting of GENERAL COUNCIL convened for the approval of reports on the performance of Alumni. Two months notice for convening of meeting will be necessary.
I. Special Meeting means meeting of the General Committee convened for the special purposes may be convened on 10 day notice.
J. Emergent Meeting means meeting of the general body on the requisition of the members (Permanent) under the memorandum of the Alumni. Minimum notice of 72 hours should be necessary to convene the meeting.
K. General Meeting means a meeting of the General Committee convened to deal the ordinary business of the Alumni.
QAMCA exists to fulfill the needs for the creation of an organization dedicated to promote and achieve the following.
a) To fasten & maintain the bonds of brotherhood amongst ex-students of the college.
b) To keep alive the traditions of the college
c) To plan and realize schemes for the betterment and welfare of members of QAMCA including associate, life & honorary members.
d) To further the best interest of the college by taking active part in schemes of its development and progress.
e) To further the best interest of the college by actively coordinating with the administration of college and Board of Management (BOM).
f) To be a non-political body.
g) To raise funds, through contributions from Governmental, Non-Governmental organizations and others individuals & organizations (national & foreign), for the purposes of achieving the various objectives of QAMCA.
h) To devise methods for achieving the objective of making the college a premier institution par excellence.
i) To invest funds in moveable and immovable assets with a view to ensure generation of adequate income there from.
j) To work for the attainment of any other objective incidental or consequential to the above noted objectives.
a. QAMCA is declared to consist of unlimited number of members.
b. There shall be four classes of members, thus:
· Associate Member
· Life Member
· Honorary Member
c. The following persons shall qualify for the membership of QAMCA, namely:
· Member an ex-student who has spent total 5 scholastic years in the college and also QAMC degree holder may become a member of QAMCA provided the applicant was not expelled. Member is entitled to cast vote if eligible and can also contest at any seat if rules and regulations permit. Membership fee is Rs. 1000/- initially and then Rs. 500/- annually.
· Life Member - A member who contributes Rs. 10,000/- to QAMCA funds shall become eligible for a life membership. This should be approved by the executive committee.
· Associate Member – Any doctor who spent at least one scholastic year of his MBBS in QAMC can be an associate member. (He is entitled to cast vote but not eligible to contest for any seat for the office bearers). Also a serving or retired member of the administrative and teaching staff with at least five years service with the college can be an associate member.(He may attend all functions of QAMCA in an advisory but non-voting capacity). Membership Rs. 1000/- and renewal Rs. 250/-
· Honorary Member – A person who has rendered outstanding services to the cause of the college or QAMCA shall be nominated as Honorary Member by the Central Executive Committee. Honorary member may attend all functions of QAMCA in an advisory but non-voting capacity. Fee initially Rs. 1000/- renewal Rs. 250/-
NOTE: Every Ex-President and Gen. Sec of Alumni will automatically become member of all the next Executive Committees.
The following rate of non-refundable membership initial contribution/renewal fee shall apply to the different categories of members, thus:
· Member initial contribution Rs. 1,000/-
· Member – Annual Renewal fee Rs. 500/-
· Life Membership One time contribution Rs. 10,000/-
· Associate Member Rs. 1000/-
oRenewal fee Rs. 250/-
· Honorary Membership Rs. 1000/-
oRenewal fee Rs. 250/-
d. Member Shall pay the annual renewal fee as prescribed above, in advance by 30th June, with a grace period of one month i.e. up to 31st July, for the year starting 1st July and ending 30th June in case of default the Member’s membership shall stand cancelled on 1st August.
a) QAMCA shall be governed by the Central Executive Committee, hereinafter referred to as CEC.
b) CEC shall comprise the Executive Committee and all the Regional Executive Committee Conveners.
c) The Regions, number of Regional Executive Committee members, hereinafter referred to as REC, from each Region and their respective areas of jurisdiction shall be as under.
(All members of REC are eligible to contest for the seats of executive committee in coming times but not eligible to become convener REC for two consecutive terms.)
· Bahawalpur: 8 REC members in Southern Punjab including Rahimyarkhan, Bahawalpur, Bahawalnagar, Lodhran, Mailsi, Vehari, Multan, DG Khan & Mian Channu.
· Lahore: 4 REC members. Upper Punjab including Shahiwal, Lahore, Faisalabad & Sargodha, (Excluding Rawalpindi & Islamabad).
· Islamabad: 4 REC members , Islamabad, Rawalpindi and NWFP.
· Karachi: 4 REC members. Sindh and Baluchistan.
· Overseas: To be defined by the CEC and ratified by the General Body.
· President and Gen Sec of Alumni will be elected for one term only (can not context election for consecutive next term)and each term comprised of two years duration. Minimum age limit for President is 45 Years or fifteen year after MBBS. Minimum age limit for Gen Secretary will be 35 Year or Ten Years after MBBS and all other office bearers with at least 5 years after MBBS.
Election & Allied Process of REC/CEC
a. Elections shall be held after every two years. Each REC will choose a Convener and a Finance Sec among themselves. Both of these will be in touch with Executive committee and will attend all the meetings of Executive Committee time to time. Every REC will meet once a month in its region to extend cordial relations and discus their problems.
b. Elections date shall be announced by CEC at least 30 days prior to the date of commencement of the election. Elections should be held within the prescribed period.
c. REC members shall be elected by members of respective Regions.
d. Elections for REC shall be conducted in respective Regions by a team of Members nominated by the CEC from amongst respective Regions. The election team shall be monitored by at least one member of the CEC, acting as the Presiding Officer, from a Region other than the Region where elections are held.
e. For REC of Bahawalpur Region elections shall be held within the premises, presided over by the college staff nominated by executive committee.
f. The presiding Officers shall announce the results after the counting of votes. Verdict of Presiding Officer shall be final and there shall be no right of appeal to it.
g. Elections shall be on the basis of one member One Vote through secret ballot.
h. In case of tie the casting vote shall be exercised by the outgoing convener (for REC elections).and outgoing president of Executive Committee office bearers.
Qualification, Terms & Conditions for REC/CEC Office Bearers:
· All candidates for elected office should have received MBBS Degree from QAMC and Spent all 5 academic years in QAMC.
· A period of at least 15 years should have lapsed since such a candidate left the college and age not less than 45 years in case of a candidate for the elected office of President CEC. A period of 10 years for Gen Sec and age not less than 35 years. A period of not less than 5 years for other seats of the Executive Committee.
· A candidate shall contest election for not more than one post at an election.
· No member shall contest for an elected office after two consecutive terms.
· All the office bearers of the REC will serve on the committee for a period of two years, One half retiring each year through ballots and others elected through ballots.
Functions of the President
a. The president shall preside over all CEC and General Body meetings.
b. In case of any dispute within the CEC the President’s decision to resolution of the dispute shall be final and binding.
c. The President shall visit the college and Head Office of QAMCA at least twice per annum.
d. The President shall maintain close liaison with and advise the principal/ patron on maters effecting the reputation of the college.
e. The President / President`s nominee, in consultation with the principle / patron, shall be an ex-office member of the Board of Governors of the College.
f. The president shall have the discretionary power to spend up to Rs.50,000(fifty thousands) to cater for unforeseen expenditure towards maintenance of QAMCA operations for which prior approval of the CEC does not exist. In such case ex-post-facto sanction by the CEC is required within 15 days of occurrence of the transaction.
g. In case the President resigns or ceases to hold office for any other reason the CEC shall within one month of such occurrence elect from within itself or any other member of QAMCA who pre qualifies to be a member of CEC, a new President for the remaining tenure.
Function of the Vice President
a) The CEC Vice President shall assist the President in performing all his duties related to QAMCA and act as President in his absence except in the exercise of financial powers.
Function of the Finance Secretary
a) To manage account of QAMCA including contributions, donations and subscriptions and be accountable for all financial matters.
b) To keep up to date account statement of all receipt and expenses.
c) To conduct all correspondence concerning financial matters. To submit account statement at the quarterly meeting of the CEC.
d) To facilitate internal and external audits.
Function of the convener
a) To maintain up to date particulars of the member.
b) To conduct the correspondence of the QAMCA for which he may employ the services of a clerk, part/full time as he deems fit.
c) To arrange all reunion function and convene general body meeting and call special/emergent meeting and to call special meeting whenever a motion for NO-CONFIDENCE is to be moved against any elected office bear and a notice is served to him, within fourteen days of the receipt of such notice.
d) To convene meeting of CEC send other meeting as required by the president or as describe in these articles of association, important its decisions and maintains up to date record of minutes of the general body meeting and proceedings of the CEC.
e) To coordinate between the CEC and college in the fulfillment of the objectives, events and functions held at the college. He shall up date all necessary information about the college.
f) To circulate any notice from the president or CEC amongst the member of QAMCA.
Function of CEC (central executive committee)
a) The CEC shall meet once in three months.
b) Where the quorum shall preferably be 50% the quorum would be complete with the attendance of five (5) CEC Member with at least one REC from each region, with the exception of overseas region.
c) All issues presented before the CEC shall be decided by virtue of simple majority of votes by the attending CEC members including expulsion of a QAMCA members for conduct unbecoming.
d) The president shall have the casting vote.
e) The CEC shall appoint auditors for biannual & annual audits of QAMCA`s accounts.
f) The CEC shall nominate two members from within itself to assist the Finance Secretary in managing accounts; together they shall form the finance sub-committee of the CEC headed by the Finance Secretary.
g) This, immediately herein above, facilitates the mandatory three registered account holders of whom two must be signatories to all transactions and that each transaction shall not exceed Rs. 50,000/-
h) The CEC shall nominate three CEC members to internal audit the accounts biannually and arrange the annual audit through an external audit company.
Shall constitute all members of QAMCA.
General Body Meeting
General Body Meeting shall be held at least once a year on the QAMCA DAY.
a) Only the general body shall be empowered to amend Articles
of Association by a majority of 2/3 members present and voting.
b) The quorum shall be 200 members.
c) Notice of amendment should bear the signatures of at least 10% of the total membership present or should originate from the CEC.
Removal of an elected office Bearer
a) Any elected office Bearer may be from office in accordance with the provision of this articles as explained herein under.
b) Not less than one half of the total membership of CEC may give to the President or the Vice President in case the move is against the President himself, a written notice of its intention to move a resolution for the removal of the selected office bearer; such notice shall set out the charges against him.
c) The President or the Vice President in case the move is against the President himself; shall transmit it to the convener or another CEC member in case the move is against the convener, who shall within 14days of the receipt of the notice summon the CEC and shall also cause a copy of the notice to be transmitted to the office bearer in question.
d) The elected office bearer in question shall have the right to appear before the CEC and defend the charge(s). In case office bearer fails to appear on the said date the resolution shall be proceeded with in absentia.
e) The final decision shall rest on the CEC and a 2/3 majority shall be required for the resolution to carry and as a consequence such office bearer shall cease to hold office.
Dissolution of QAMCA Alumni
If at any time the members of QAMCA determine by three fourth 3/4 majority (subject to minimum of four hundred votes in favor) that QAMCA cannot make any effective or significant contribution to the advancement of its objectives, QAMCA by special resolution be dissolved and its assets if left over after meeting its liabilities transferred to the college for safe custody and return to the new legally constituted ex-students body. The members present must endorse their signature/ membership numbers for dissolving QAMCA under this clause.