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Registered under Societies Registration Act 1860 Memorandum
1. Name of Association: Old Students Association, GC University, Faisalabad 2. Short Title: OSA 3. Secretariat: Government College University, Faisalabad
4. Aims & Objectives: a. To foster relations amongst the old students of the GC University. b. By mutual consultation formulate recommendations to improve the education standard in the country. c. To make collective efforts to sort out the problems being faced in the field of education. d. To organize annual educational competitions and extra curricular activities at the platform of the OSA in addition to activities organized by the University. e. To patronize the students with outstanding performance and positions in annual/ semester examinations. f. To muster financial resources from the members for the development of educational projects within the premises of GC University. g. To organized activities within the framework of Ideology of Pakistan without any political affiliation.
Rules and by-laws
1. Definitions a. Association means “Old Students Association GC University Faisalabad”. b. Office bearers mean the elected members of the Association. c. Committee means Executive Committee of the Association. d. General meeting means the annual meeting of the Association to be attended by members. e. General body means all members of the Association who are eligible to attend the annual meeting and have the right to vote.
2. Membership a. All ex students who studied in the Government College University at least one semester/ year. b. Membership will be applied on the prescribed form. c. Membership fee will be charged in advance from members irrespective of their date of membership. d. To become eligible for the election of Office Bearers and for the right to vote, member will be required to get their dues paid till 31st Oct. e. Executive Committee has the right to accept or reject any application. In case of rejection the cause may be assigned. f. The decision of the Executive Committee will be final
3. Honourary Membership On the recommendation of President, the Executive Committee may award honourary membership to any person having extra ordinary service to GC University Faisalabad. The honourary member cannot be the office bearer or member of Executive Committee.
4. Life Membership Any old student can acquire life membership by paying the amount to be decided by the Executive Committee. Such members will be exempted from annual subscription.
5. Temporary Membership Executive Committee can give temporary membership after receiving the proper membership fee.
6. Rights of Member a. Can check the accounts. b. Can express his views in the meeting and can give positive proposal. c. Can take part in elections and can contest for any office in accordance with the rules and bye-laws. d. Can withdraw his membership by giving one month’s notice.
7. Suspension / Termination of Membership
a. In
case of misconduct or unwarranted attitude of any member against the
interest of the Association,
b. In
case of non payment of dues as referred vide Para 15 c, the President has
the authority to suspend
8. Patron in Chief The Vice Chancellor Government College University will be the Patron in Chief.
9. Office Bearers The Office Bearers will constitute:-
Office Minimum Age limit
10. Executive Committee
a.
The
Executive Committee will comprise of twenty six members to be nominated by
the President in b. Tenure of the offices will be for two years. c. Executive Committee will hold its meetings on quarterly basis. The period may be extended by the President.
d All members will
attend the meeting of Executive Committee regular. If any member fails to
attend e Quorum of the meeting will be 1/3 i.e. 9 members.
11. Election Procedure a. A Chairman will be nominated by the President, who will be responsible for the smooth and fair elections of office bearers. b. All members who clear their dues for the next year by 15 Nov will be eligible to vote. c. The final list of members will be issued by 15 Jan. Objections to list will be entertained for another two days. d. Election for the office bearers will be completed by 28th Feb. The oath taking ceremony will be held during Mar along with the annual general body meeting. Exact date will be announced by the President with due approval of the Executive Committee. e. Nomination papers will be received till 10 days before election date. Nomination papers will be scrutinized on the next day. Papers can be withdrawn 5 days in advance of election date. f. Voting will be by postal balloting. It will be mandatory for the member to attach copy of the identity card for verification. 12. Annual General Meeting a. Annual meeting will be held during March every year. Executive Committee will announce its venue and the date. The meeting will deal with following agenda. i. Announcement of election result. ii. Annual report iii. Approval of annual account report. iv. Any other matter with permission of chair. v. Oath taking ceremony - elected office bearers. b. Extra ordinary meeting of the general body can be called by written application to President. The approval will be given by the Executive Committee.
13. Decision Policy
Decisions will
be on majority basis. In case of equal votes President has
14. Responsibilities and duties a. President
i.
Will act as Chief Executive of the Association
and will preside over all meetings of the Executive Committee and
ii. Will consult the Executive Committee on all policy decisions. iii. Will ensure that all functions of the Association are kept within the framework of the rules and by-laws. iv. Will supervise that Association works in close coordination and harmony. v. Will provide necessary guidance wherever required. vi. Will ensure coordination within Association, GC University and other Government/ non Government agencies. vii. Will closely supervise the annual election. viii. Wherever required, President may appoint permanent or temporary committee for any special purposes. ix. Will maintain cordial relation with local administration and the educational departments. x. Will maintain liaison with the press for the better projection of the Association.
b. Senior Vice President In the absence of President will perform all the duties entrusted with the President.
c. Vice President i. In the absence of President and senior Vice President, he will perform all the functions of President. ii. Will also act as advisor to President on educational and organizational matters.
d. General Secretary i. Will ensure the effective working of Association office.
ii. Will
call for the monthly meeting of Executive Committee and will issue the
agenda accordingly. He will also i. Will process application for membership and put up details to Executive Committee for approval. ii. Will make arrangements to issue press release when required. iii. Will ensure the execution of decisions taken in General Body and executive Committee meetings. iv. Take care of the assets of the Society and will be incharge of the record of Association.
e. Joint Secretary i. In the absence of General Secretary he/she will take over his duties and will officiate as secretary. ii. He/she will be responsible to deal with correspondence during the period. f. Finance Secretary i. Will maintain all accounts documents. ii. Will ensure that all subscriptions are accounted for in the ledgers. iii. Will arrange for the internal and external audits and submit report accordingly.
iv.
Will
present account statements to Executive Committee during quarterly meetings
and during annual meeting of v. Will ensure that both income and expenditures are properly accounted for.
g. Deputy Finance Secretary Will assist the Finance Secretary in the execution of his duties.
h. Campus Secretary i. Will be responsible for the operation of the campus office. ii. Will maintain liaison between the GC University and the Association iii. will forward the correspondence/mail received from different sources to General Secretary for further processing.
iv.
Will be responsible for the provision and propagation of information about OSA to interested members /
potential
i. Information Secretary All information, press, liaison and publicity matters will be handled by him with due approval of the President. 15. Finance a. Policy i. Accounts will be maintained strictly in accordance with the procedures in vogue. ii. Financial year will be from 1 Jan to 31 Dec. iii. Executive Committee will be responsible for controlling the expenditure and audit of accounts.
iv. Accounts
will be opened in any scheduled bank and will be jointly operated by the President, Finance
b. Financial power i. All expenditures will be put up before Executive Committee for approval.
ii.
Expenditures of permanent nature like honorarium
to clerical staff etc will be approved by Executive iii. Control over the expenditure will be as under:- (a). Executive Committee: No limit. (b). President. Upto Rs 5000.00 at a time and maximum of Rs 10,000.00 in month. (c) General Secretary. Up to Rs 1000.00 at a time and maximum of Rs 5000.00 in a month. c. Income. Source of income will be as under:- i. Annual membership fee Rs 100/-. ii. Monthly subscription to be decided by Executive Committee iii. Permanent membership subscription. Rs 1000/- iv. All Executive Committee members will contribute at least Rs 1000/- per annum. v. Donations/ contributions by members/ donor agencies. vi. The above subscription rates are subject to revision by Executive Committee from time to time. d. Audits i. The committee to be formed by the President will carry out internal audit on six monthly bases. ii. Annual audit will be carried out by approved auditors for presentation to Annual meeting for approval.
16. Litigations/ legal matters
President and
the General Secretary will be responsible for handling litigations / legal
matters. The Executive Committee will be
17. Dissolution If it is desired to dissolve the Association in accordance with the provision of Rule 13 & 14 of Societies Registration Act 1860, all immovable property shall be handed over to another Association perusing similar activities as will be decided by the Executive Committee after payment of all the liabilities.
17. Amendment to Constitution. Any amendment to Constitution can be approved by extra ordinary meeting of General Body with 2/3 majority vote.
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