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HASANABDAL OLD BOYS ASSOCIATION (A NON-PROFIT ORGANIZATION)
Formed And Registered Under The Societies Registration Act 1860
Reg No. RS/ICT/35 of 2001
Date: 3-2-2001

Memorandum of Association


Preamble
Objectives
Subscribers

Preamble
In order to foster and maintain the bonds of brotherhood amongst the Ex-Cadets of Cadet College Hasanabdal and to undertake concrete measures towards making the College a premier institution par excellence, we the several persons whose names appear below have joined hands to form an association by the name of “Hasanabdal Old Boys Association” hereinafter referred to as “Abdalians’ Association” with its registered Head Office at Islamabad/Rawalpindi. The Association would strive to realize the aforesaid objectives along with other incidental aims as detailed in the ’Objectives Clause’ appearing hereinafter.
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Objectives
1. Abdalians’ Association exists to fulfill the needs for the creation of an organization dedicated to promote and achieve the following objectives, namely:
  1. To identify, preserve, improve and promote whatever useful work that has been done by the “Abdalians’ Association” over the years and to takeover its assets and liabilities accordingly excluding those of the regional chapters.
  2. To devise by mutual consensus procedures of reorganizing and promoting the Abdalians’ Association at the National level with Head Quarters at Islamabad/Rawalpindi and Regional chapters at Karachi, Lahore, Peshawar, Quetta, Muzaffarabad and for the purpose of coordination the Association may, if deems necessary open its liaison offices any where in Pakistan.
  3. To promote and look after the interest of the members by including true Islamic spirit of brotherhood and patriotic zeal of our motherland and to arbitrate between the members if so required.
  4. To raise funds through contributions from members and donations from governmental and non-governmental organization and through other lawful promotional measures which are decided from time to time for purposes of achieving the various objectives of the “Abdalians Association”.
  5. To provide merit scholarship to needy students of Cadet College Hasanabdal and children of destitute members.
  6. To provide assistance to serving/retired employees of Cadet College Hasanabdal and dependents of deceased members on case-to-case basis.
  7. To devise methods for achieving the objective of making the Cadet College Hasanabdal a premier institution par excellence.
  8. To permit, control, manage and supervise formation of various projects including Abdalians Foundation for raising funds for the welfare of Abdalians. Such projects, whenever created shall strictly function under the Abdalians Association.
  9. To invest funds in movable and immovable assets for generating adequate financial resources.
  10. To work for the attainment of any other objective incidental or consequential to the above noted objectives.
  11. To collect and circulate the statistics and information, relating to its activities in the interest of the Abdalians’ as a community.
  12. To form a code of practice, to frame byelaws, rules and regulations for the working of the office bearers and employees/staff/officials of Association.
  13. To draw, accept, endorse cheques, bills, notes or other negotiable instruments in the account of Association. And to open accounts and manage the funds as deemed necessary.

2. The income and property of the Abdalians’ Association, whensoever derived shall be applied towards the promotion of the objects of the Association as set forth in this Memorandum of Association and no portion thereof shall be paid or transferred directly or indirectly by way of dividend, bonus or otherwise howsoever by way of profit to the members of the Association provided that nothing herein shall prevent the payment in good faith to any member of the Association, or any other person in return of any service actually rendered for Association.

3. No addition, Alteration and Amendment shall be made in the Regulation contained in the Article of Association unless the same shall have been approved under the provisions of the Societies Registration Act 1860 or any other law controlling the functions of the Association for the time being.
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Subscribers
S. No. Subscriber Designation Entry / Kit No. Address
1 Engineer Sikandar Hayat Khattak Vice President K.P.K. 1964 / 918 95, Defense Colony, Khyber Road, Peshawar
2 Engineer Jameel Ahmed Malik Secretary General 1954 / 112 1426, Fateh Jang Road, Attock
3 Air Commodore Nayyar Q. Khawaja Secretary Finance 1965 / 1106 Base Commander, PAF Base Chaklala
4 Captain Nayyar Islam Member 1968 / 1398 7, Mall Plaza, The Mall, Rawalpindi
5 Mr. Tariq Obaid-Ur-Rehman Member 1970 / 1659 151-A, Street 5 & 6, Peshawar Road, Westridge-I, Rawalpindi
6 Mr. Zahid Saeed Member 1974 / 2122 Deputy Commissioner Office, Rawalpindi
7 Dr. Faisal Manzoor Member 1975 / 2206 Hassan Medical Complex, Hasanabdal
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Articles of Association


01. Interpretation
02. Business & Registration Office
03. Membership
04. Application of Membership
05. Subscription & Financial Year Of The Association
06. Liability To Pay Dues After Ceasing To Be A Member
07. Cessation Of Membership
08. Privileges Of Members
09. Patron / Patron-In-Chief
10. Administration
11. Composition Of Governing Body
12. Elections & Terms Of Office Of The BOT / EC & Of Regional Chapters
13. Quorum
14. Presiding Over Meetings
15. Powers Of The Governing Body
16. Meetings Of The Governing Body
17. Annual Report
18. Register Of Members
19. Procedure For The Elections Of The BOT / EC
20. Annual General Meeting
21. Notice Of The General Meeting
22. Calling Of Special General Meeting
23. Requisition For Special Meeting
24. Proceeding At The Meetings
25. Functions Of The President
26. Functions Of The Secretary General
27. Secretary Finance
28. Accounting Years / Audit
29. Finance Advisor
30. Legal Advisor
31. Utilization Of Funds
32. Amendments
33. Sources Of Income
34. Dissolution
35. Alteration In Rules & Regulations
36. Funds
37. Indemnification
38. Notice
39. Seal

01. Interpretation
  1. In the interpretation of these articles the expression of the words shall have the following meaning:
    • “Abdalians' Association” means Hasanabdal Old Boys Association (Central) hereinafter referred to as Abdalians' Association/Association.
    • “Abdalian” means an ex-student of Cadet College Hasanabdal.
    • “Members” means a voting/registered member of the Association.
    • “Regional Chapters” means Regional Association at various major cities i.e. AJ&K, Lahore, Karachi, Quetta, Peshawar etc.
    • “The President” means the President of the Association.
    • “Secretary” means the Secretary General of the Association.
    • “E.C” means Executive Committee of the Association.
    • “Office” means the registered office of the Association.
    • “Governing Body” mean the Board of Trustees/ BOT of the Association.
  2. For the purpose of registration the Association is declared to consist of unlimited number of member.
  3. The Association is established for the purposes expressed in the Memorandum of Association.
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02. Business & Registration Office
  1. For the purpose of these amendments and for the time being, the registered office of the Association shall be at Sara-e-Kharbooza, beside KARCON, G.T Road, Islamabad. A full time employee shall be hired to man the office.
  2. The business shall be carried out at such places in Pakistan wherever the President and the Board Of Trustees feel appropriate for their easy working.
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03. Membership
The following persons shall qualify for the membership of Hasanabdal Old Boys Association, (here in after referred to as 'Abdalians Association') namely:
  1. All Ex-Cadets of Cadet College Hasanabdal shall qualify for membership of the “Abdalians Association”. All valid members of Regional Chapters will be defecto, non-voting, members of the Abdalians Association. To become voting members they will pay the prescribed fees. They shall qualify for voting rights and taking part in elections one year after the date of becoming the member.
  2. The Board of Trustees may make honorary members from time to time under any special term and condition.
  3. The following rates of membership fee shall apply to the different Categories:
    1. Initial Registration Fee (To be Paid once by all along with Membership Fee): Rs. 500/-
    2. Annual Membership for earning members: Rs. 1500/-
    3. Annual renewal fee for earning members: Rs. 1500/-
    4. Annual Membership Fee for students: Rs. 700/-
    5. Annual Renewal Fee For Students: Rs. 700/-
    6. Life Membership: Rs. 3000/-
Note: The membership number allotted to the members will contain Membership No/Kit No/Year of Entry.
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04. Application of Membership
Every “Abdalian” shall have the right to become member of the Association, however he has to pay the membership fee and other subscriptions as decided by the trustees from time to time, upon depositing the prescribed fee, along with duly filled prescribed application form. Every payee will be issued printed receipt duly stamped by the Finance Secretary/Secretary General. However, for the purpose of elections and for the right to vote, membership shall be subjected to fulfilling the conditions laid down in article 5. b.
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05. Subscription & Financial Year Of The Association
  1. The financial year of Association shall be from 1st of July to 30 June and subscription for the whole year shall be paid by 31st of May every year. This subscription shall be accounted for the year commencing from 1st of July.
  2. Only such members shall be entitled to vote or stand for election or nominate a candidate for elections who have completed one year standing as members from the date of their membership. However any Abdalian who pays double the amount of life member ship fee, prevailing at that time, along with registration fee, shall forthwith have the right to vote.
  3. Members shall cease to be the members of the Association if in spite of two registered reminders having been issued to them by the Finance Secretary/ Secretary General w.e.f 1st of April, fail to pay their annual subscription by 31st May in each financial year of the Association. Every member shall be personally responsible for updating his postal address with the Secretary for all practical purpose mentioned in these Articles.
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06. Liability To Pay Dues After Ceasing To Be A Member
Any member, who, by any means ceases to be a member shall nevertheless remain liable for and shall pay to Association all money, which at the time of cessation of membership, may be due from such member of the Association.
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07. Cessation Of Membership
A member or members shall cease to be member(s) of the Association on the termination of membership under Article 5. c, of these Articles or upon his death.
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08. Privileges Of Members
Subject to the restrictions contained in the provision of these articles generally, or any byelaws framed by BOT, there under, any member shall have the following rights and privileges:
  1. To obtain a copy of annual report and accounts.
  2. To obtain all other publications of the Association either free of cost or at such reduced rates as the trustees may from time to time decide.
  3. To be present and discuss and vote at any general meeting or raise any relevant question referred to in such general meeting or to give option on any question referred to the general body of members by circular or otherwise.
  4. To nominate other qualified members for election or be elected as member of BOT or executive committee, (which include Secretary and President).
  5. To see the minutes of BOT/E.C/subsidiary committee with the permission of President for which a notice of 20 days shall be given to the Secretary.
  6. To apply for the assistance of Association for securing all reasonable facilities which the association can provide according to its objectives and for the redress of all grievances among Abdalians.
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09. Patron / Patron-In-Chief
The serving Principal of Cadet College, Hasanabdal shall be the Patron of the Association and to perform usual functions of a Patron of such like organization. However Patron-In-Chief may be nominated by the Board of Trustees from time to time.
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10. Administration
The administration of the affairs of the Association shall be vested in the Governing Body comprising BOT assisted by an Executive Committee.
  1. The “Board of Trustees” shall be the Governing Body of the Abdalians' Association and would be assisted by an “Executive Committee”.
  2. The Board of Trustees shall consist of:
    1. President Abdalians' Association.
    2. Vice President (Five)
    3. Secretary General.
    4. Secretary Finance.
    5. Elected Members (Three of Executive Committee).
  3. The Executive Committee shall be consist of:
    1. Chairman Executive Committee (President HOBA).
    2. Secretary General.
    3. Secretary Finance (Nominated).
    4. Three Elected Members.
    5. The members of Abdalians’ Association as nominated by the Board of Trustees.
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11. Composition Of Governing Body
  1. The Governing Body shall comprise as mentioned in para 10.a and b above. The five vice Presidents mentioned under para 10. b, (2) shall be the five elected Presidents of the regional chapters, i.e., Lahore, Karachi Quetta, Peshawar and AJK. This shall form a Governing Body or Board of Trustees.
  2. Scheduled meetings of the Board of Trustees shall be held on the First Saturday of April & October every year. Special Meetings may be called by the President by giving twenty days notice to each Trustee.
  3. Elected Presidents of regional chapters will be members of Board of Trustees for a period equivalent to the term they are elected for, by the concerned chapters. The nomination of such member will automatically terminate on the expiry of his term in the regional chapter unless otherwise reelected. For the convenience, in the absence of the President of a regional chapter the Secretary or some other person may be nominated to attend the meetings of BOT. However such member shall be an observer and shall not act as vice president of BOT.
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12. Elections & Terms Of Office Of The BOT / EC & Of Regional Chapters
  1. Elections to the post of three elected members (of EC), Secretary General and President of Association shall take place through secret ballot by the members assembled at the premises of Cadet College Hasanabdal at Annual General Meeting/Reunion. The terms of all the above-mentioned office bearers shall be two years.
  2. The result of the elections shall be announced soon after the voting. No proxy/postal votes shall be casted.
  3. All voting/registered members shall have the right to participate in the elections of the BOT/EC subject to Article 5.b. Every candidate will submit nomination papers when called for.
  4. The term of the post of all elected and nominated members of BOT and EC shall be two years. The members of the committee shall be deemed to have automatically retired from their respective offices on completion of their above said terms, unless otherwise reelected by the house.
  5. Casual Vacancies arising due to unforeseen shall be filled by co-option out of the members of Abdalians' Association eligible for elections by the BOT for the un expired term. That of President shall be filled by the BOT by election from amongst its existing members and the resultant vacancy of the member shall be filled by co-option amongst the members eligible to be elected.
  6. The Secretary Finance and three (nominated) members of EC shall be nominated by the President with the consent of BOT. In case of any difference amongst the trustees the majority vote shall succeed.
  7. The Regional Chapters shall complete their elections by 30th August yearly or biannually which ever the case may be under prior intimation to the Association at least 30 days before so that representatives of the Association can supervise the elections. The elected Presidents of the Regional Chapters shall form part of Board of Trustees of the Association, vide Article 11 above.
  8. The President and Secretary of the respective Chapters shall be elected/nominated for two years or so by each Chapter. They shall perform their functions according to spirit of Memorandum/Articles of Association, Abdalians' Association and will keep liaison and inform regularly the Secretary General” Abdalians' Association” about the general and financial activities of Association.
  9. In addition to the two office bearers, each Chapter may elect/nominate suitable number of members for a period of two years to facilitate the working of the said chapter. The election of the Chapter shall be held on the first Friday of November every two years.
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13. Quorum
Five members of the BOT/Committee shall constitute a quorum for transaction of business including the President/Chairman. The approval of the decisions shall be subject to majority of vote out of the quorum. President shall be the Chairman of EC.
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14. Presiding Over Meetings
The President shall preside over the meetings of BOT and the EC as the Chairman. In the absence of the President, he shall nominate in writing any member of the BOT to perform on his behalf and shall specify the powers to be used.
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15. Powers Of The Governing Body
Without prejudice to the general powers conferred by these articles, the BOT shall have power:
  1. To make, vary and repeal the regulation for the business of the Association. Amendments in these Articles shall be subjected to Article 34.
  2. To appoint any departmental committee or sub committee of the members duly headed by the member of the Executive Committee or by any of the members of the Association subject to his experience and qualification. Such sub committee may be permanent or temporary as may be determined by the BOT.
  3. These sub committees shall be responsible to the BOT and shall submit the reports of their meetings to the BOT invariably; these reports should be submitted to the Secretary General within five days of the commencement of any such meeting of the sub/departmental committee. The Secretary General shall form part of every such committee for keeping the records and noting down the deliberations at his level. The Chairman of the Committee shall send notices for the meetings of the sub/departmental committees to all the members of these committees. The permanent committees shall include legal, media/website, membership, Scholarship etc.
  4. To delegate subject to conditions any of their powers to the sub committee to propose to repeal make or vary rules.
  5. To appoint staff considered necessary to run the business of the Association efficiently and to frame proper service rules governing the selection, appointment, promotion, pays, leave, provident fund, overtime traveling and other allowances remuneration's, privileges and disciplinary control removal or dismissal etc of such staff.
  6. To deal with movable and immovable properties of the Association, to borrow money on the security of such properties by the issue of debentures, mortgages or otherwise.
  7. To devise measures and steps in bringing the Abdalians together by way of making arrangements, adopting ways and devising measures of benefiting from each other in a legal manner remaining within the rules and norms of any such service and business.
  8. To enlist the standing of every member in the social sector, business, service sector and to circulate it among the members.
  9. To decide and grant monetary aid to the needy student of Cadet College Hasanabdal, Abdalians, their heirs and to the ex-staff members of the Cadet College Hasanabdal.
  10. To ensure and supervise regular elections at all regional chapters by nominating representatives for the purpose out of the members of the Executive Committee.
  11. To arbitrate among its members on any controversial issue, to bridge differences between the members.
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16. Meetings Of The Governing Body
  1. The BOT/EC shall meet at such time and place as it deems advisable and may make such regulations, as they think proper, as to the summoning or holding of the meeting of the BOT/EC, subcommittees and for the transaction of business at such meetings. The record of all the meetings shall be kept in a minute book, which shall be open to inspection of the members of the Association, subject to such regulations, as the BOT may time to time deem expedient.
  2. Neither any resolution passed by BOT shall be amended, altered and rescinded, nor any Permanent Committee duly formed by the BOT shall be dissolved by the newly elected Governing Body with in five years of the date of adoption of such resolution and forming of such committee, unless the procedure provided in Section 12 of Society Registration Act 1860 is adopted.
  3. If any member fails to attend two consecutive meetings of the BOT/EC without informing the Secretary General in writing he shall cease to be a member of the BOT/EC. However, if any member sends consecutive apologies for more than three times the member will forego his seat.
  4. Any five elected members of the BOT can send the requisition of an urgent meeting of the Governing Body to the Secretary, who will act accordingly within three days, and will ensure that such meeting is held within fifteen days of the urgent notice.
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17. Annual Report
An annual report of the proceedings of the committee for the previous year shall be prepared and placed upon website for the information of the members at least 5 days before the AGM. Such report must contain a statement of audited accounts for the year and shall be submitted for the confirmation in the Annual General Meeting and shall be confirmed or otherwise dealt with as the General Meeting may determine.
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18. Register Of Members
A register of members shall be maintained, which shall contain the names and addresses of all the members. All changes in the addresses of the members shall be notified by the members to the Secretary before 31st of July each year for the purpose of elections of the Association. The Association shall not be responsible in failing to communicate with such member who does not personally ensure to enter the change of his address in writing through registered letter.
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19. Procedure For The Elections Of The BOT / EC
  1. The elections of the President, Secretary General and three members of the Executive Committee shall be held on the completion of their two years tenure as and when it is due, at yearly Scheduled Annual General Meeting at Cadet College Hasanabdal.
  2. The committee for the time being in office shall draw up a programme for holding the elections of Association in accordance with these Articles before 30th October or 60 days prior to the date of AGM of the year preceding the elections and shall place it on website. However every member shall be sent a copy of election schedule by post as well.
  3. A list of members who have paid their subs/dues on or before 31st May, of the year preceding the elections shall be prepared by the Secretary by 30th of October, and shall be placed upon the website on the same day. This list shall also be dispatched by post along with nomination papers calling for the NOMINATION OF Candidates for the existing vacancies with in 18 days of the date of dispatch of the papers.
  4. Any objection upon the entries of membership/voter list shall be sent to the Secretary with in 10 days of the dispatch of membership list. The President shall decide the objection within next 5 days and inform the members concerned.
  5. The nomination papers duly proposed and seconded by other members qualified to vote under Article 5. b shall be sent to the Secretary by Courier/Registered post. Such nominations shall be accompanied by a written consent of the candidate concerned. Nominations sent after 18 days from the date of dispatch of the nomination papers shall not be accepted.
  6. Nominations papers received after due date will not be considered for scrutiny. Moreover nominations shall not be received on the day of elections.
  7. In case no nominations are received by the due date, the elections shall not be held. Therefore the old office bearers shall be deemed to have been re-elected for a period of one year only. The fresh election shall be held at the next Annual Reunion vide Article 19. A.
  8. The result of the scrutiny of papers shall be announced and placed upon website along with postal delivery to the candidates concerned within 8 days of the receipt of nomination papers.
  9. The BOT shall appoint two scrutinizers, a member from EC and the Secretary General. The elections shall be held under the supervision of scrutinizers along with Principal Cadet College Hasanabdal. However if any of member/members out of scrutinizer is taking part in election, he/they shall not act as scrutinizer and in place any registered member entitled to vote shall be appointed as scrutinizer.
  10. The scrutinizers will scrutinize the nomination papers. Nomination papers bearing wrong Membership Number, Kit No, Entry and Year of Entry shall be rejected.
  11. Objections against the order of the scrutinizer shall be sent to the President HOBA with in 10 days of the dispatch of result of scrutiny of nomination paper. The president HOBA shall decide the matter within next 5 days in consultation with election committee of BOT and shall communicate his decision to the concerned members.
  12. The contesting candidates can withdraw their names from election with in 15 days prior to the date of election.
  13. The names of the qualified candidates for elections shall be sent to all contesting members in not less than 20 days from the date of elections.
  14. Each voter shall be permitted to cast as many votes as per the number of vacancies available.
  15. Elections shall be conducted through secret ballot. The membership register for the purpose of election duly attested by Secretary General for the issuance of ballot papers shall be made available with the polling staff/polling officers. Each member shall enter his name, kit number, membership number and signature for obtaining the ballot paper. After completion of formality the member shall be issued ballot papers for casting his vote to the candidate of his choice.
  16. The elections will be held in the month of December/January, or on the date fixed by the Cadet College Hasanabdal for AGM in each election year at Cadet College Hasanabdal at Annual Reunion and the result shall be communicated soon after the elections. Candidates receiving highest number of votes shall be declared to be elected. The date of AGM shall be given by the College authorities in the above mentioned months. The Secretary shall obtain the date in the months of September or October.
  17. Accidental error or omission to send any notice or information to any member or member shall not in validate the elections.
  18. The name of the elected candidates shall be announced and the new committee shall take charge of their respective offices from the retiring office bearers in writing and render a charge certificate to this effect.
  19. The five Regional Association/Chapters will hold the elections of their office bearers such as President, Secretary and members as many as they deem fit by mid of September yearly or biannually but not later than 15th September. In case any regional chapter fails to carry out elections on due date of election year, the member representing in the Board of Trustees shall lose his seat till the time the elections are held.
  20. Right of taking part in election shall not be denied to any registered member unless otherwise unqualified under these Articles.
  21. Contesting candidates may be allowed to address the house for five minutes each, if time so permits.
  22. In the event of equality of votes between two or more candidates election staff/Scrutinizers shall decide the successful candidate by drawing a ballot.
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20. Annual General Meeting
Annual General Meeting shall be held at CCH once in each year in the month of December (not more than 15 months after the holding of last scheduled general meeting) at such time as the committee may from time to time prescribe to transact the following business:
  1. To receive the annual report of the retiring committee and the annual statement of the accounts of the Association for the year.
  2. To record the declaration of the result of elections of the office bears of Association for the ensuing year.
  3. To deliberate upon any such point/ Agenda notice of which has been sent to the Secretary by any member of the Association entitled to Vote by 30th of November.
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21. Notice Of The General Meeting
At least 15 days notice specifying the place, the day, and hour of the meeting shall be given to the members in the manner decided by the BOT from time to time. In case of special general meeting, the nature of business to be transacted shall also be communicated in the notice. Non-receipt of such notice by any member shall not invalidate the proceedings at any General Meeting.
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22. Calling Of Special General Meeting
The BOT may whenever they deem necessary or they shall, upon a requisition made in writing, by at least 35 members who have paid their fees/subscription in full up to date, convene a Special General Meeting.
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23. Requisition For Special Meeting
Any such requisition made by members shall express the object of the meeting to be sent to the Secretary General.
Upon the receipt of such requisition the BOT shall forthwith proceed to convene the same within 21 days from the date of requisition, otherwise the requisitionists may themselves convene a meeting after expiry of aforesaid 21 days.
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24. Proceeding At The Meetings
  1. Every issue submitted at a general meeting shall be decided by the majority of members.
  2. No special and extra ordinary resolution particularly concerning amendments to the Memorandum and Articles of Association shall be deemed to have carried unless the procedure given in Section 12 of Society Registration Act 1860 is followed strictly.
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25. Functions Of The President
  1. The President shall preside the meetings of the Board of Trustees and in his absence any member of the Board designated in writing by the President may preside at such meeting, perform any one or all of the functions on his behalf. The President shall have authority on behalf of the Board of Trustees to sign contracts, execute documents, and make representations before any forum.
  2. The President shall also perform such other duties, as may be incidental to the office of the President. He shall have the authority to sanction expenditure up to the limit prescribed by the BOT for the year.
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26. Functions Of The Secretary General
The Secretary shall have charge of all correspondence. He shall have record of the assets of the Association, movable or immovable. He shall give notice of all meetings of the Board of Trustees and that of the E.C. He shall duly notify members of their election and shall collect all dues of the Association and grant receipts. He shall endorse all cheques, dividends and other negotiable proceedings as required by his office. He shall prepare the annual report of the Association and perform all such duties as are identical to the office. He shall have the authority to sanction all the expenditure up to the limit prescribed by the BOT out of the impress account of the association. The Secretary shall regulate the functioning of the office bearers and of Association. He shall coordinate all activities of Abdalians' Association in addition to performing of any other duty as may be determined from time to time by resolutions adopted by the BOT. He shall attest and affix seal of the Association to all instruments requiring seal and perform all such other duties as are required of his office.
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27. Secretary Finance
  1. Secretary Finance shall be responsible primarily for the maintenance of books of Accounts of the Abdalians Association with assistance of an Accountant. He shall maintain “Members Register” with update record of Annual Renewal Fee paid in each case of Members and also supervise printing of Members Directory from time to time besides any other duty as may be determined by a resolution of the Board of Trustees.
  2. He will ensure dispatch of notices regarding expiry of membership, payment of dues and all such acts related with finances. He may perform any other duty as may be determined by a resolution of the Board of Trustees.
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28. Accounting Years / Audit
The financial Year of Abdalian Association will commence on 1st July and close of 30th June each year. Proper accounts will be audited by Chartered Accountant to be nominated by the Board of Trustees, or a firm of Chartered Accountants duly nominated by the Board of Trustees. The annual accounts with audit report will be submitted to Board of trustees on the First Saturday of October every year.
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29. Finance Advisor
There shall be a Finance Advisor to be appointed by the Board of Trustees amongst the members of the Abdalians' Association for a term of two years and to hold office during the pleasure of the Board. The Finance Advisor shall perform his duties as Advisor to Board of Trustees regarding financial affairs of Abdalians' Association and advise Board of Trustees on matters pertaining to investments, monetary planning, budgeting, marshalling of donations and Audit of Accounts and any like functions as may be determined by the Resolution of the Board of Trustees.
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30. Legal Advisor
There shall be a Legal Advisor to be appointed by the Board of Trustees amongst the members of the Association for a term of two years and to hold office during the pleasure of the Board of Trustees. The Legal Advisor shall perform his duties as advisor to Board of Trustees regarding provision of legal cover to all the affairs of the Abdalians Association along with drafting and vetting of all such documents as required by the President or any other such like duty as may be determined by a Resolution of the Board of Trustees, from time to time.
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31. Utilization Of Funds
In no event shall:
  1. Any part of the income of the Abdalians' Association be utilized for the personal benefit of any private individual Member or Trustees of the Abdalians’ Association.
  2. Be applied or used for any charitable purpose other than that specified in the Memorandum of Association.
  3. Any portion of money, property or income belonging to the Abdalians' Association be paid or transferred directly by way of dividend, salary or profit to any of its Trustees and Members or their relatives, friends or their Organizations.
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32. Amendments
Articles of Association may be amended from time to time in accordance with the terms of Section 12 of Societies Registration Act 1860 by three fifth (3/5) majority of members present at any special meeting of the association. No such proposition shall be carried into effect unless such report/amendment shall have been delivered or sent by post to every member of the society (Who has submitted his present postal address with the Secretary General) 10 days prior to the special meeting convened by the BOT/Governing body for the consideration, and has been agreed to by the vote of 3/5th of the members in person or by proxy and confirmed by the 3/5th votes of the members present at a second meeting convened by the GB/BOT at the interval of one month after the former meeting. The members present during the meeting must endorse the amendment with their signatures and membership number.”
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33. Sources Of Income
  1. Membership Fee and Renewal Fee.
  2. Donation by the Founder Members.
  3. Donations by the Members.
  4. Donation by the Governmental or Non Governmental Organization.
  5. Donations by Universities, Local Authorities and Governments.
  6. Donations by Individuals, Associations and Companies (National as well as Foreign).
  7. Profit earn on Bank Accounts and other investments Standing in the name of 'Abdalians’ Association.
  8. Any other income or sale proceeds realized from any property movable or immovable vesting in the name of the Abdalians Association.
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34. Dissolution
If at any time the Members of the Abdalians' Association determine by the three fifth (3/5th) majority that the Abdalians' Association can not make any effective or significant contribution to the advancement of its objectives, the Association may by special Resolution be dissolved and its assets, if left over after meeting its liabilities, be transferred, to Cadet College Hasanabdal or any other Association having similar or other charitable aims and objectives keeping in view terms of Section 13 of the Societies Registration Act, 1860. The members present must endorse their signature/membership number for dissolving the Abdalians Association under said Resolution.
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35. Alteration In Rules & Regulations
The falling rules and regulations shall be copied in a book to be kept with the record of Association. Printed copies of the same will be forwarded to all the members and no alteration or addition shall be made therein to save and shall not be amended except by adopting the provisions and procedure mentioned in Article 34 and Section 12 of Societies Registration Act 1860.
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36. Funds
The funds of the association shall be deposited with the bank or banks approved by the BOT. All money received by the Secretary/Secretary Finance shall be deposited in the bank as early as possible. All cheques of accounts shall be jointly signed by the President and The Secretary General or Secretary Finance. The Trustees shall be entitled to open as many bank accounts as deemed necessary for separate funds and projects.
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37. Indemnification
The Abdalians Association shall indemnify any Trustees or Member against expenses actually and necessarily incurred by him in connection with investment or the defense of any action, suit or proceedings in which he is made party by reason of being or having been such Trustees or Member except in relation to matters as to which he is adjudged in such action, suit or proceedings to be liable for negligence or misconduct in the performance of duty.
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38. Notice
A notice may be served upon any member either personally or by fax or by e-mail or by sending it through the post in a prepaid letter addressed to such members registered address.
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39. Seal
There shall be a common seal of the Association, which shall be deposited with the Secretary. This seal shall never be affixed to any document except in the presence of the President or any of the members of BOT and in pursuance of the resolution of the BOT or of the General Body. Bonds and other documents required to be made under seal shall be deemed to have been fully executed on behalf of the Abdalians' Association, if sealed with the common seal of the Association and signed by the President or any member of the BOT and countersigned by Secretary or any person acting as Secretary.
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Notice:
  1. Text and headings printed in "Dark Font" depict approved amendments adopted in Special General Meetings under Sec 12 of Societies Registration Act 1860.
  2. Text in the light print are part of original registered Memorandum & Articles of Association drafted in 1995 & subsequently registered on 3rd day of February 2001.
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