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Saturday, 23 September 2006 14:26

Memorandum and Articles

Preamble
In order to foster and maintain the bonds of brotherhood amongst the Ex-Cadets of Cadet College Hasanabdal and to under take concrete measure 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" with its 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.

Objectives

Abdalians’ Association exists to fulfill the needs for the creation of an organization dedicated to promote and achieve the following:-

• • To identify, preserve 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 provincial chapters.
  • To devise, by mutual consensus, procedures of re-organizing and promoting the "Abdalians' Association" at the national level with the Headquarters at Islamabad/Rawalpindi and Regional chapters at Karachi, Lahore, Peshawar, Quetta and Muzafarabad.
  • To promote and look after the interests of the members by including true Islamic spirit of brotherhood and patriotic zeal of our motherland.
  • To raise funds, through contributions from governmental and nongovernmental organizations, for the purposes of achieving the various objectives of the "Abdalians' Association".
  • To provide merit scholarships to needy students of Cadet College Hasanabdal and children of destitute members.
  • To provide assistance to serving/retired employees of Cadet College Hasanabdal and dependents of deceased members on case to case basis.
  • To devise methods for achieving the objective of making the Cadet College Hasanabdal a premier institution par excellence.
  • To permit formation of Foundation in the name of "Abdalians' Foundation" for their welfare and govern its policies and management.
  • To create and establish whenever possible more Abdalian Schools of Excellence.
  • To invest funds in moveable and immovable assets with a view to ensure generation of adequate income there from.
  • To work for the attainment of any other objective incidental or consequential to the above noted objectives.

1: MEMBERSHIP
The following persons shall qualify for the membership of Hasanabdal Old Boys Association, (hereinafter to as "Abdalians' Association") namely:-

1. All Ex-Cadets of Cadet College Hasanabdal shall qualify for membership of the Abdalians.
2. All valid members of provincial Chapters will be defacto, non-voting, members of the Abdalian.
3. Honorary members are determined by the board of trustees from time to time.

The following rate of membership fee shall apply to the different categories,
namely:-

• Initial membership fees for earning members Rs 300/-
• Initial membership fees for Students Rs 50/-
• Annual renewal fees for earning members Rs 150/-
• Annual renewal fee for students Rs 50/-
• Life Membership Rs 1,500/-

Membership number allotted to the member will contain:-

• Membership No/Kit
• No/Year of Entry

2: GOVERNING BODY
The "Board of trustees" shall be the governing body of the Abdalians' Association and would be assisted by an "Executive Committee". The Board of trustees shall consist of:-

1. President Abdalian Association.
2. Vice President - Five
3. Secretary General
4. Secretary Finance
5. Elected Members - Three (of Executive Committee).

Elections to the post of three members, Secretary General and President of Association to take place every two years through splitting of "House of Members" assembled at the premises of cadet College Hasanabdal. Three elected members shall automatically become office bearers of the board of trustees for a period of two years.
There shall be two trustees to hold the office for two years and shall cease to hold office at the expiry of his term unless re-elected or upon his death or resignation of his failing to attend without express notice in writing two consecutive meetings of the board of trustees. Any casual vacancy arising as such may be filled by the board of trustees by nominating any member of the Abdalians' Association to hold office for the unexpired term.

First Trustees being signatories to the Memorandum of Association shall hold office till December 1996 unless re-elected on expiry of their terms.

President elected /appointed by the respective five chapters shall be deemed to be elected as vice Presidents of the Abdalians' Association and to perform such functions as determined by the board of trustees from time to time. 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 "Abdalian Association" about the general and financial activities of Association. 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 said chapter. The election of the Chapter shall be held on the first Friday of November every two years.

Regular 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. Five trustees shall constitute a quorum for the transaction of business. A vote by the majority of those present at any meeting shall constitute majority of vote of the Board of Trustees.

3: EXECUTIVE COMMITTEE

The Executive Committee shall consist of:-

1. Chairman Executive Committee
2. Secretary General
3. Secretary Finance
4. Three elected members
5. Three members of Abdalian Association as nominated by the Board of Trustees

The President of Abdalian Association shall be the Chairman of the Executive Committee. He may nominate any Trustee on his behalf as chairman from time to time. Three members of the Executive Committee shall be elected whereas Secretary Finance will be nominated for a term of two years. The election will be held at Cadet College Hasanabdal during the annual Reunion on first Friday of December every year.
The term of every member of the executive Committee shall be two years unless reelected/nominated or same being materialized on death or resignation or failure to attend, two consecutive meetings without express notice in writing. Any casual vacancy arising as such may be filled up by the Boar of Trustees by nominating any member of Abdalian Association to hold office for the unexpired term.
Time and venue of the meetings to be determined by the Chairman of the executive Committee and members to be given at least fifteen days notice of the same. Four members and the chairman shall constitute quorum of any meeting. Executive Committee to perform such functions as may be determined by the Board of Trustees from time to time.

4: PATRON / PATRON-IN-CHIEF

The serving Principal of Cadet College Hasanabdal shall be the Patron of the Association and should perform usual functions of such like organization. However Patron-in-Chief may be nominated by the Board of Trustees from time to time.

5: FUNCTIONS OF THE PRESIDENT

The president shall preside over 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, sue or to be sued, make representations before any forum.

6: FUNCTIONS OF THE SECRETARY GENERAL

The Secretary General shall act as Principal Staff Officer of the Abdalian Association. He will give due notice of all the meetings of the Board of Trustees and Executive Committee and prepare minutes of the meetings of the Board. He shall coordinate all activities of the Abdalian Association in addition to performance of any other duty as may be determined from time to time by resolutions adopted by the Board of Trustees. 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.

7: FINANCE ADVISOR

There shall be finance advisor appointed by the Board of Trustees amongst the members of Abdalian 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 the Board of Trustees regarding financial affairs of the Abdalian Association and advice 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.

8: LEGAL ADVISOR

There shall be Legal Advisor to be appointed by the Boar of Trustees amongst the members of the Abdalian 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 the Board of Trustees regarding provision of legal cover to all the affairs of Abdalian Association along with drafting and vetting of all such documents as required by the President or any other such like duty may be determined by the Resolution of the Board of Trustees, from time to time.

9: FUNCTIONS OF SECRETARY FINANCE

Secretary Finance shall be responsible primarily for the maintenance of Books of Abdalian Association with assistance of an Accountant. He shall maintain "Members register" with update record of Annual Renewal Fee paid in each case. He shall be in charge of preparing "Registration cards" 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.

10: BANK ACCOUNT

Any sum over Rs. 10,000/- in cash shall be deposited in the Bank account in the name of Abdalian Association. There shall be current Bank Account in the name of "Abdalian Association" with any scheduled Bank with maximum deposit limit of Rs.25,000/- to be operated jointly by the Secretary General and Secretary Finance.
There shall be a profit and Loss Sharing Bank Account in the name of "Abdalian Association" with any scheduled bank operated jointly by President and Secretary General.

11: SOURCES OF INCOME

• Membership Fee and Renewal Fee
• Donation by the founding members
• Donation by the members
• Donation by the Governmental and Non Governmental Organizations
• Donations by the Universities, Local Authorities and Governments
• Donations by Individuals, Associations and Companies (National as well as Foreign)
• Profit earned on Bank Accounts and other investments standing in the name of Abdalian Association.
• Any other income or sale proceeds realized from any property movable or
• immovable vesting in the name of the Abdalian Association.

12: UTILIZATION OF FUNDS

In no event shall: -

• Any part of the income of the Abdalians' Association is utilized for the personal benefit of any private individual Member or Trustee of the Abdalians' Association. Be applied or used for any charitable purpose other than that specified in the Memorandum of Association.
• Any portion of money, property or income belonging to the Abdalians' Association be paid or transferred directly or indirectly by the way of Dividend, salary or profit to any of its Trustees and members or their relatives, friends or their organizations.

13: ACCOUNTING YEAR/AUDIT

The financial year of Abdalians' Association will commence on 1st July and close on 30 June each year.
Proper accounts will be maintained each year. All such accounts will be audited by Chartered Accountant to be nominated by Board of trustees, or a firm of Chartered Accountants duly nominated by the Board of Trustees. The annual accounts with the audit report will be submitted to the Board of trustees on the first Saturday of October every year.

14: REGISTERED OFFICE

The Abdalian Association shall have its registered Head Office at G-275 College road, Rawalpindi or any other place at Islamabad/Rawalpindi as determined by the Board of Trustees. Office shall be manned by a full time employee who shall be paid such remuneration/office expenses as determined from time to time by the Board of trustees.

15: AMENDMENTS

Articles of Association may be amended from time to time in accordance with terms of section 12 of the Societies Registration Act, 1860 by three fourth (3/4) majority (subject to a minimum of two hundred votes in favor) of the members present at any special meeting of the Association. The members present during the meeting must endorse amendment with their signatures and membership number.

16: INDEMNIFICATION

The Abdalian Association shall indemnify any Trustees or member against expenses actually and necessarily incurred by him in connection with investment or defense of any action, suit or proceedings in which he is made party by reason of being or having been such Trustee 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 performance of the duty.

17: DISSOLUTION

If at any time the Members of the Abdalians' Association determine by three fourth (3/4) majority (subject to a minimum of four hundred votes in favor) that the Abdalian Association cannot 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 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, 186-0. The members present must endorse their signatures/membership number for dissolving the Abdalians' Association under the said Rule.