Alumni & Bylaws

Welcome to University of Karachi Alumni Association in Toronto, Canada

This website is for former students of The University of Karachi, and its affiliated Colleges, now residing in Canada. If you attended University of Karachi (or any of its affiliated Colleges), we would like to include your name on our Alumni list. This is a free listing. We are always looking for your comments, suggestions and valuable advice. Also if you would like to serve on the committee, or volunteer for your Alumni, please contact any of the committee members or email us at info@uofkalumni.com

Alumni Bylaws – Approved by General Body Meeting of Sept. 8, 2018

 

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Alumni Bylaws – Approved by General Body Meeting of September 8, 2018

                       University of Karachi Alumni Association  

                    18 Blue Meadow Court, Markham, Ontario, L6B 0H9

                          Alumni By-Laws

Article I – Name of the Alumni Association

University of Karachi Alumni Association – Toronto

The name of the Association shall be University of Karachi Alumni Association Canada. (hereafter referred as “Association”)

Article II – Objectives of the Association

(i) The Association shall be a non-profit and a non-political organization.

(ii) The Association plans to represent former students of University of Karachi and its affiliated Colleges, now residing in Canada.

(iii) The Association plans to provide a platform where members can interact and exchange ideas of mutual interest during various events of the alumni. Furthermore, to provide professional mentorship to its members.

(iv) To award annual scholarships to needy and deserving students at the University of Karachi.

Article III – Membership of the Association

Eligibility

(i) All former students who graduated from University of Karachi or its affiliated Colleges and now residing in Canada, are eligible for membership of the Association.

(ii) All members must follow rules and regulations of the Association

(iii) All members must maintain their membership as per specified requirements of the membership category.

(iv) Alumni and Associate memberships must be in good standing. However, Honourble membership fee may be waived as per decision by Alumni Board of Directors ((ref: types of membership).

Types of Memberships

(i) Alumni Membership

All persons who graduated University of Karachi or its affiliated Colleges. Such members of the Association have voting rights during general elections. (This is a paid membership).

(ii) Associate Membership

All persons who did not attend University of Karachi or its affiliated Colleges, but support Associations objectives and participate in Association’s activities. Such members do not have any voting rights during general elections. (This is a paid membership).

(iii) Honorary Membership

All persons who have helped Association in promoting its causes or achieving its objectives. Such persons are not alumni of the university. This membership can be conferred after nomination by at least three persons followed by acceptance by all of the Board of Directors. (This is non-paid membership).

Rights & Obligations of Membership

Rights of the Membership

(i) All members have a right to receive notice of Annual General Body meetings.

(ii) All members have right to make an improvement suggestions to the Associations. Written suggestions must be submitted to general secretary, who in turn will respond in writing or via email within 15 days.

(iii) All members have a right to participate in Association’s activities.

(iv) All holders of Alumni memberships in good standing can participate in general elections.

(v) All holders of Alumni memberships can vote in annual elections.

(vi) All holders of Alumni membership are eligible to seek offices of board of board of directors, executive committee and various working committees.

(vii) All members can file a request for general body meeting to the general secretary of the Association, with a signed copy of at least 25% of the Alumni membership holders, along with a copy of the meeting agenda. This would oblige general secretary to call the general body meeting within 30 days or provide a valid reason for non-compliance within 15 days.

(viii) All members would have a right to inspect the budget and annual financial reports with a written request to the Treasurer of the Association.

(viii) All members would have access to Association’s meeting minuets of board of directors as well as those of executive committee.

(ix) All members would have a right to file an appeal to the President. Whereas, President would be obliged to discuss the matter or respond within 15 days to the filing member. Executive committee would be obliged to resolve appeal issues within 30 days or as appropriate.

(x) Members are not authorized to issue any statements to general body or to external media without approval or permission of the board of directors.

(x) All members would be protected from personal abuse and harassment.

Obligations of the Membership

(i) All members must be familiar with Association’s bylaws.

(ii) All members must respect Association’s rules and regulations.

(iii) All members must plan to attend general body meetings.

(iv) All members must attend meetings as applicable to their position in the Association i.e. board of directors, executive committee, task committees.

(v) All paid members should pay their annual membership dues on time.

(vi) All members should plan and make an effort to participate in Association’s activities. Furthermore, all members should volunteer to assist such activities.

(vii) All members, when discussing, debating or casting their opinions, should try to be concise and to the point. All must try to address any issues and avoid any attempts to wrongfully accusing others.

(viii) All members should attempt to genuinely promote and further Association’s causes as specified in its objectives.

Article IV – General Body of the Association

(i) General Body of the Association consists of Alumni Members of the Association.

(ii) General Body meetings are held once per year, more often if needed.

(iii) General Body has authority to approve or make amendments to Association’s bylaws with 51% voting rights of total Alumni membership.

(iv) General Body must meet once a year to conduct annual elections for board of directors and the executive committee.

(v) Annual elections can be carried out only if the general body is attended by at least 35% of the Alumni membership of the Association, for voting purposes. Such a quorum requirement of 35% for annual elections cannot be satisfied by proxy votes of non-attendees.

(vi) Outgoing President or a member of board of directors would conduct oath ceremony for the incoming team of board of directors and executing committee, and thank outgoing teams for their services.

(vii) President, and in his absence General Secretary is obliged to present the annual report of the Association to the general body.

(viii) Treasurer, and in his absence a member of the executive committee is obliged to present financial report to the general body.

(ix) Chair of scholarship committee is obliged to present a report of the scholarship along with financial aspects of the program.

(x) At least a 30 day notice must be provided to Alumni membership, prior to holding a general body meeting.

(xi) At least a 30 day notice must be provided to its general body membership, prior to holding an annual election of the Association.

(xii) An elected member of the board of directors or the executive committee can only be terminated by his or her position by 2/3 of the general membership of the association.

Article V – Board of Directors

(i) Board of Directors represents legal trustee responsibilities for the Association. Such positions are devised for registration or incorporation, as well as for overall accountability of the Alumni Association towards local, provincial and federal jurisdictions.

(ii) Board of Directors have responsibility to act as an ‘overseeing’ body of the association for the ethical, moral and legal conducts of the Alumni Association.

(iii) If for any reason, if executive committee resigns or dismissed by the general body, President would form an interim committee to conduct new elections within 60 days.

(iv) If for any reasons, Alumni Association is to be dissolved or winded up, board of directors would act as legal trustees to address issues related to disposing off any assets and dealing with financial or legal issues with public, donors, taxation and government authorities.

(v) Board of Directors would meet as per agreed upon meeting schedules to discuss agenda items and issue minuets of the meeting.

(vi) Board of Directors would consist of up to eleven elected directors. Such directors would decide among themselves with consensus for the formation of Executive Committee. This committee would consist of six executive positions and five committee members at large.

Article VI – Executive Committee (Positions & Responsibilities)

Board of Directors would consist of up to 11 directors. Those elected directors would decide on executive member positions by consensus. There would be six designated executive committee positions i.e. President, General Secretary, Treasurer, Communication Secretary, Social & Entertainment Secretary and Membership Secretary. Furthermore, there would be five executive members at large. Responsibilities are illustrated as follows.

President

-Responsible to ensure that bylaws are followed by all and members and Association is fulfilling its obligations towards stated objectives.

-Responsible to ensure that executive meetings are held at least once per quarter and minuets are distributed to all on need to know basis.

-Responsible to ensure all required items are discussed in a timely manner.

-Responsible to develop consensus in the executive meetings.

-Represents Alumni Association to external organizations as needed.

-Responsible to present Association’s annual report to the general body.

-Responsible to call annual elections ensuring all are informed as needed.

-Responsible for co-signing of Association’s cheques

-Responsible to attend all required meetings.

General Secretary

-Responsible to schedule meetings and issue meeting agenda to all executive committee members.

-Responsible to take meeting minuets and distribute meeting minuets.

-Responsible to maintain all of the Association’s records, including summaries and financial reports.

-Responsible to make announcements to the general body as needed.

-Responsible to attend all required meetings.

Treasurer

-Responsible for maintaining all the financial records of the Association.

-Responsible to prepare and present financial report to the general body at annual meetings.

-Responsible to work with executive committee members and all the working committees on various tasks to be aware of budgeting, funds allocation and financial requirements.

-Responsible to maintain all accounting (A/P, A/R and receipts) to face possible audits by members, donors or government agencies.

-Responsible for co-signing of Association’s cheques

-Responsible to attend all required meetings.

Communication Secretary

-Responsible for distribution of information to general body as per direction of alumni executive committee.

-Responsible for providing assistance to alumni magazine and publications.

-Responsible for providing assistance to alumni website management.

-Responsible for contacting alumni and others for ticket sales of events.

-Responsible for developing and maintaining data base to assist alumni in search of Canadian universities, professional organizations or transcript validations and degree equivalency certifications etc.

Social & Entertainment Secretary

-Responsible for providing assistance in planning of various social and entertainment events.

-Responsible for contacting event locations and negotiating best rates or service terms for specified events.

-Responsible for contacting musical groups and service providers to negotiate and finalize best rates or service terms for specified events.

-Responsible for keeping records of all expenses paid to event locations or various service providers for the event.

Membership Secretary

-Responsible for promoting membership of the Alumni Association.

-Responsible for updating and managing membership records.

-Responsible for contacting alumni and other prospects for membership.

-Responsible for follow-ups on membership inquiries.

-Responsible for providing assistance collection of membership fee.

Executive Members at large

-Responsible for attending committee meetings

-Responsible for assisting designated executive members as per assigned tasks and responsibilities.

-Responsible for assisting members of the association as needed.

-Responsible for assuming responsibilities of other committee members in their absence, as may be required by the committee.

Article VII – Working Committees (Task Committees)

Typically, each of the working committee would consist of 2 to 4 members. Such committees would be formed for assigned tasks and work as per directions provided by the executive committee.

Scholarship Committee (Chairperson & committee members)

(i) Responsible for planning, advertising and collecting scholarship applications.

(ii) Responsible for assessing scholarship applications and distribution of awards.

(iii) Responsible for arranging scholarship fund raising dinners.

(iv) Responsible for maintaining scholarship records, including financial reports.

Entertainment Committee (Chairperson & committee members)

(i) Responsible planning and organizing Alumni annual dinner.

(ii) Responsible for planning and organizing Alumni annual picnic.

(iii) Responsible for planning and organizing Alumni Mushaira.

(iv) Responsible for maintaining income/expense records for events.

Membership Committee (Chairperson & committee members)

(i) Responsible promoting membership of the Alumni association.

(ii) Responsible for printing and distribution of membership forms.

(ii) Responsible for collecting forms and membership dues.

(iii) Responsible for compiling membership records.

(iv) Responsible for handing over membership records to general secretary and collected membership funds to the treasurer.

Article VIII – General Rules & Regulations for the Association

Rules for Members

(i) All members must respect and follow Association’s bylaws.

(ii) All members must provide support to meet Association objectives.

(iii) All members must make an effort to attend alumni events and volunteer for various tasks as needed.

Rules for Board of Directors

(i) Board members must attend annual general body meeting.

(ii) Board members must attend executive meetings to stay abreast of committee functions and issues under consideration.

(iii) Board members must review Association’s registration or incorporation documents to ensure it is current and suited to Association’s objectives.

(iv) Board members must keep all legal documents up to date and review to ensure Association’s compliance to local, federal and applicable CRA requirements.

(v) Board members must monitor to ensure that executive committee meets Association’s objectives, its legal requirements, addresses members complaints and meets general body expectations.

(vi) All Board members would be elected for one year term, and eligible to seek additional nomination for election, after a one year break.

Rules for Executive Committee Members

(i) Committee members must attend annual general body meeting.

(ii) Committee members must attend scheduled executive committee meetings.

(iii) Committee members must meet at least once per quarter to plan and discuss alumni issues and progress as needed.

(iv) Committee would document all its meeting minuets and distribute to its committee members. Furthermore, all members of the Association would be provided an access to the minuets as per request.

(v) Committee members are not authorized to change Association’s objectives without 51% votes of the general body. Such a general body must have a quorum of at least 50 % of its eligible voters.

(vi) Any committee member that fails to attend three consecutive meetings, must provide a valid reason for retaining its committee position.

(vii) All committee members would be elected for one year term, and eligible to seek additional nomination after a one year break.

(vii) Any committee member is not authorize to make any announcements for the Association without prior discussion or consensus of the board of directors.

Article IX  – Dissolution & Wind-up

As mentioned earlier, Board of Directors represent legal trustee responsibilities for the Association. Such positions are devised for registration or incorporation, as well as for overall accountability of the Association towards local, provincial and federal jurisdictions. For any reasons, if Association is to be dissolved or winded up, board of directors would act as legal trustees to address issues related to disposing off any assets and dealing with financial or legal issues with public, its donors, CRA, taxation and government authorities. Furthermore, at conclusion of dissolution, the board of directors would become defunct. A copy of dissolution document would be made available for viewing to any general body alumni members for up to 60 days after the dissolution date.

Attachments:

Membership Application Form

Donation & Pledge Form

Elections & Nomination Form 

Note to the Reader: For any questions or additional information about Alumni, please contact any of the alumni committee members. Thank you.