MEMORANDOM OF PREVENTIVE
SERVICE OFFICER'S ASSOCIATION
1.NAME OF ORGANISATION :The name of the Association shall be “Preventive Service Officers Association Preventive Collectorate Custom House Karachi hereinafter as PSOA.
2. ADDRESS OF THE PRINCIPAL OFFICE:The registered office of the Association shall be at __________________________________________________________________Karachi (Sindh).
3. AREA OF OPERATION:The Association shall work for the welfare of its members MCC Preventive Collectorate Custom House, Karachi.
4.NATURE OF ORGANISATIONThe Organization /Association shall be purely social & welfare based and is non-political & non-sectarian nor it is a union as define in IRO are CBA. It can get affiliation whit there social welfare service Organization(s) Registered under the Volunteer Welfare Agencies (Registration & Control) Ordinance 1961.
5.MAIN AIMS AND OBJECTS:The Association has the following main Aims & Objects:-
I. To Organize and unit the employees of Pakistan customs, especially preventive service for the betterment of service structure.
II. To provide conducive & friendly working environment to the members/employees of preventive service and other staff.
III. To provide legal and financial assistance to the affected persons in case of any service related problems as and when situation arises.
IV. To provide facilities to the members/employees of preventive service and their families and the other staff in the field of health care education and social welfare etc.
V. To make proper cooperation and liaison with high ups of Pakistan customs and seek assistance from the top management of board for better facilities and increase in the salaries of all cadres of our service .
VI. To establish better & cordial relations with other Associations of all other customs collectorate for the welfare and unity of the service to get best results for betterment and up gradation of the service.
VII. To protect the right and interests of the members and to strive hard for achieving maximum facilities for them and making measures to ameliorate social economic and civic conditions.
VIII. To maintain cordial relations with higher officers of the collectorate for smooth functioning of the official work with diligence and utmost commitment for optimal results.
IX. To encourage, promote, organize facilitate and support to the members and their families in cultural, social and sports /games activities in respect of various in door and out-door hockey, tennis, football, volley-ball, chess, table tennis etc. with active cooperation of club secretary and all object incidents auxiliary tending to such object.
X. To endeavor for providing such benefits as may be decided by federal government from time to time in the interest of service.
XI. To endeavor for security of compensation of all members in case of any accident on duty.
XII. To organize and run clubs libraries foodstuff stores and other forms of social and cultural services exclusively meant of its members.
XIII. All the representation to the government of Pakistan shall be submitted through collector of customs custom house Karachi.
A. ELIGIBILITY OF MEMBERSHIP.Any person having the following qualification shall be eligible for membership of the association.
I. An official of preventive service in the cadre of SPS, IPS, SPO & PO, serving in various Model customs collectorate anywhere in Pakistan against payment of nominal fees of Rs 500/-one and Rs 50/-per month subscription subject to approval and consent of the executive body of the association.
II. A retired customs officer of preventive service shall also be eligible for membership
III. Who resides in the area of operation of organization /association?
IV. Who has well reputed character and sound mind .
V. Who agree to abide by the constitution and bye-laws of the Association and support the aims and object of the Association and also agree to pay the prescribe fees to the Association regularly.
VI. No paid employee of the Association/organization shall be eligible for membership of the association.
B. CATEGORY OF MEMBERSHIP.
I. A person whose application for membership is approved by the Executive Committee shall become an ordinary member of the Associationon payment of Rs 500/-of membership fee,
II. LIFE MEMBERSHIP. A employee of Pakistan customs fee to the Associationshall be eligible to become life member of the Associationeven after his retirement from service.
iii PATRON The collectorate of customs preventive by virtue of his post shall be patron of the Association subject to the approval and consent of the Executive Committee of the Associationors any person other than collector as deems appropriate by the majority of the members.
iv ASSOCIATE MEMBER Any member of other Association of Pakistan customs services registered under subscribing to the aims & objectives of the Association shall become member of the Association subject to the approval and consent of the Executive Committee of the Association on p payment of membership fee of Rs 500/-one and monthly fee of Rs50/-.
v AFFILIATED MEMBER Any Association of Pakistan customs service fully registered with any authority subscribing to the aims & objectives of the Association will recommend two members for nomination of becoming affiliated member of the Association subject to the approval and consent of the Executive Committee of the Association on payment of membership fee of Rs 500/- one and monthly fee of Rs 50/-.
Vi HONORARY MEMBER Any person who is a retired customs officer of Pakistan customs service and unable to pay the membership & of the Association subject to approval and consent of the Executive Committee of the Association. He shall not participate in the election.
Vii CO-OPTED MEM BER The executive committee of the Association can co-opt member (s) for special purpose subject to the approval and consent of the Executive Committee of the association.
C. PROCEDURE FOR REJECTION OF MEMBERSHIP
I The person whose application for membership is rejected by the Executive Committee of the Association can apply again after a lapse of six months.
ii the application rejected second has been rejected by the Executive Committee of the Association shall be put up before the genera body for consideration giving reasons for rejection.
iii A person whose application has been rejected by the Executive Committee of the Association will have the right to appeal to the general body whose decision shall be final.
D. RIGHTS AND PRIVILAGES OF THE MEMBERS
I Following categories of the members shall have the right to vote and take part in the election of the Association and hold office in it.
1. Ordinary members 2. Life members 3. Affiliated members
ii Following categories of the members shall not have the right to vote and take part in the election of the Association and hold office in it :
1 Patron 2 Life members 3 Affiliated members
iii members who have not cleared their dues on the due dates will not seek election or participation in any active of the Association;.
E. PROCEDURE FOR SUSPENSION/CANCELATION AND RESTORATION OF THE MEMBERS
Membership may be terminated on any of the following grounds:-
I The treasure will issue a 15 days’ notice to the members who are on arrears list prior to the due date. A second notice of 30 days will be given at the expiry of first notice. If the dues are not cleared as per second notice. The persons concerned will ipsofcto cease to the member .
II A member is found absent from meetings of their general body. A member fails to attend three consecutive meetings without prior intimation with justification, shall cease to be a member of Executive Committee of general body as the case may be.
iii CONDUCT BEING DETERMINES: If the conduct o any member is deemed by the Executive Committee to be prejudicial to the interest of the Association or calculated to bring the Association into disrepute. His membership can be suspended or cancelled according to the following procedure.
a) He shall be given a notice at least 15days by the Executive Committee during which he shall submit a written explanation of his conduct.
b) In the event of explanation being found unsatisfactory the Executive Committee administer a warning of May as the member to resign from his membership of the Association forthwith.
c) In the event of refusing to resign, when asked to do so, the Executive Committee in a special meeting may decide the case of the member.
d) For reason to be recorded in writing the Executive Committee may suspend forthwith the membership of a defaulting member maximum for a period of three months. During which Executive Committee shall be bound to take final decision.
iv RESIGNATION Any member on his own nation terminates his membership by sending resignation in writing to the general secretary of association. The Executive Committee may accept resignation provided all the outstanding dues have been cleared by him.
v DEATH OF THE MEMBER In case of death of the member his membership will automatically be terminated.
vi PROCEDURE FOR RESTORATION OF MEMBERSHIP Non Payment of dues. Just because membership may be restored after payment of all outstanding dues subject to the approval of the Executive Committee.
The notice for cancellation of membership an account of non-payment of fee should be intimated through a notice thorough postal or courier service of the Association, the Executive Committee that he will not work against the interest of the Association
In case membership is not restored by the Executive Committee, he shall have the right to appeal to the general body which by a simple majority of the members in voting may restore his membership decision of general body on his issue will be final.
F. ORGANISATIONAL STRUCTURE
The organization structure shall consist of general body and executive body of the Association.
A,The general body of the Association shall be composed of all life members and ordinary member.
G. POWERS AND FUNCTIONS OF GENERAL BODY
I) The general body shall determine the policy and programs of the Association and approval fiscal budget submitted by the Executive Committee.
ii) It will hold election of office bearers and members of the Executive Committee as per by laws of the association.
iii) It will appoint a chartered accountant for auditing of accounts of the association.
iv) It will approve the reports and audited statement of account of the association.
v) It will decide the appeals filed by the members and matters referred by the Executive Committee.
vi) It shall amend the constitution of the Association as and when required in accordance with article 14 of his constitution.
H. EXECUTIVE COMMITTEEThe Executive Committee of the Association shall be composed of the following office bearers:- i)
The President One ii) Vice President One iii) General Secretary One iv) Joint Secretary One v) Members of Executive Body 10
C FUNTIONS AND POWERS OF EXECUTIVE COMMITTEE
i) To act and represent the Association in all matters and executive the policy and decision and decisions of the general body.
ii) To appoint from members of the Association a sub committee (s) for any specific purpose (s) as may be necessary. It would have the right to co opting members to serve on the sub-committee for specific purposes. The sub-committee shall submit reports to the Executive Committee on completion of tasks assigned to hem within stipulated period of time.
iii) To invite nominate accept, suspend cancel or restore the membership of person(s) according to the provision of relevant constitution of the association.
iv) To appoint suspend punish of dismiss the paid staff of the Association if deemed necessary. It shall also determine the terms and condition of the employment of staff.
v) To prepare schemes budget and progress reports and shall be responsible of the maintenance and safe custody of office record and property etc.
vi) If a vacancy available in the Executive Committee can co-opt a member (s).
vii) It shall prepare annual reports and audited accounts and present them to general body meeting .
viii) It shall fix the date time and place for holding annual general body meeting as and when due.
ix) After election the committee shall draw up the programs of the Association and be responsible for implementation.
x) The committee shall keep a register for members to be maintained and keep up to date in which the names and addresses made by categories of members shall be entered, with the payment made by each of them bay way of donation or subscription as the case me be.
xi) All office bearers and members of the Executive Committee shall be honorary and shall not charge any remuneration.
xii) All property movable / immovable belonging to the Association shall vest in the Executive Committee who shall administer it only for the aims and object of the Association.
I. REGISTER FOR MEMBERS
The Association shall keep a register for its members containing their full particulars ie names, place of birth & residential address etc and the register will be opened for inspection by government officer appointed for this purpose.
A. Power And Function Of Office Bearer President
i) The president shall be constitutional head of the association. He shall preside the meetings of the Executive Committee and general body. He will adjourn the meeting of Executive Committee and general body if he considers that the proceeding is injurious to the interest of the association.
ii) He shall ensure that the constitution is followed out in all respects.
iii) He shall keep himself informed regarding all activities of the association.
iv) He shall supervise the working of the Association guide and help the office bearers and the office members in discharge of their duties towards the association.
v) He shall exercise the right of casting vote in any of the meeting of the association.
vi) In case of emergency, shall have power to meet expenditures up to Rs 2500/-subject to approval by the Executives Committee in its subsequent meeting.
B. VICE PRESIDENT
i) The Vice president shall assist the president in the discharge of his duties and performs such duties as may b e assigned to his by the president so far as they relate to his own office.
ii) In the absence of president, the vice president shall assume the powers and functions of the president.
C. GENERAL SECRETARY
i) The general secretary shall be the chief executive of the association. He shall act in consultation with the president and be responsible to the Executive Committee.
ii) He in consultation with the president shall prepare the agenda call meetings of general body and Executive Committee in accordance with the provision of constitution prepare and put up the minutes of the last meeting in subsequent meeting for responsible and maintain proper record of the same. He shall be responsible of execution of all the resolution and directions of the general body and Executive Committee.
iii) He shall prepare annual reports about the work done by the Association and submit It in the meeting of executive committee for consideration and approval and subsequently in the general body meeting as the case may be .
iv) He shall be responsible for submission of reports and returns as desire by the registration authority. He shall be responsible for office management and the record of the association.
v) He shall conduct all correspondence on behalf of the Association except on policy matters for which priory approval and instruction of the executive committee shall be necessary.
vi) He shall be responsible for the general supervision of the office staff and service of the association. The executive committee may delegate to him the powers to appoint, dismiss and initiate punitive action against the paid staff of the association. Such action taken by the general secretary shall be reported to the executive committee and general body of approval which shall be final.
vii) He shall be verifying all bills and vouchers etc and forward them to the treasurer for scrutiny and payment as per rules.
viii) He shall be the ex-officio member of the sub-committee.
ix) In case of nay emergency, he shall have powers to meet expenditure up to Rs.2000/- subject to the approval of the executive committee in the subsequent meeting.
D. JOINT SECRETARY
i) He shall assist the general secretary in the discharge of his duties.
ii) He shall perform such duties as may be assigned to him by the general secretary so far as they relate to his office.
iii) In the absence of general secretary the joint secretary shall perform the duties of general secretary.
E. FINANCE SECRETARY/TREASURER
i) The treasurer finance secretary shall maintain account of the income and expenditures and be in charge of the finances of the association.
ii) He shall operate bank account of the Association under joint signatures of the president or the general secretary as may be decided by the executive committee.
iii) He shall by the executive committee in the account of the association.
iv) He shall be responsible for auditing of the accounts by an auditor duly appointed by the General Secretary.
v) He shall receive and collect all donations, grants in aid, subscription dues and other payment on behalf of the Association and will issue proper receipt thereof.
vi) He shall maintain account of Association in register prescribed under Section 9 (a,b,c,g) of the Voluntary Social Welfare Agencies (Registration and Control) Ord 1961, and present monthly statements of income and expenditure in the meeting of the executive committee. He shall put the annual audit report of income and expenditure in the general body meeting and get it confirmed / approved.
vii) He shall prepare annual budget and place it before the Executive Committee for approval, prior to its submission to the general body of the Association.
viii) He shall get the quarterly account examined by the General Secretary and the President quarterly and put up the quarterly report of the accounts and statements of fee and other such dues payable by the members and shall suggest the means of increasing the source of income of the Association.
ix) He shall keep with impress cash for day to day expenditure and amount shall be fixed by the Executive Committee.
i)All meeting of the Association shall stand adjourned in 7 days within held an hour of the appointed time it the quorum is not found .
ii)No fresh notice shall be required for an adjourned meeting and the meeting shall be held on same day, time and place on the following week. In case the day of meeting falls on a holiday, it will be held on next working day. No quorum would be required for such meeting; provision of this section shall not apply to the requisition meeting.
iii) No quorum shall be required for an adjourned meeting. The requisition meeting shall stand dissolved it within held an hour of the appointed time if no quorum is found . A requisition meeting for the same business shall not be called for a six months from the dissolved requisition meeting the decision taken in such meeting shall be valid only if it is supported by a two third majority of the members present and shall have the force of the meeting if it was called by the General Secretary.
iv) If any office bearer of Executive of the Association failed to attend three consecutive meetings of the Association without prior and written intimation , he shall ceased to be an office bearer/executive member of the Association.
G. ANNUAL GENERAL BODY MEETING
The annual General Body meeting of the Association shall be held within two months of expiry of the fiscal year i.e. 30th June to transact the following business:-
i) Executive business as mentioned under Article 6 (A).
ii) Matters referred to by the Executive Committee.
iii) Any other matter permitted by the Chair.
NOTICE An annual general body meeting shall be called after giving 15 days written notice under postal certificate; if necessary it may be published n local newspapers.
One third of the total members of the Association in good standing shall constitute the quorum at the annual general body meeting or any other meeting of the General Body.
I. SPECIAL OR EMERGENCY MEETING OF THE GENERAL BODY
i) A special or emergency meeting of the general body may be called by the general secretary in consultation with the president.
ii) Such meeting will require written notice at least 7 days in advance
iii) One fourth of the total member in good standing shall constitute the quorum.
J. REQUISITION MEETING OF GENERAL BODY MEETING
On a written request from one third members of general body in good standing. The general secretary shall call the meeting of general body for special business in case the general secretary upon the receipt for requisition of such meeting does not convene the meeting within 15 days of the receipt of the requisition the requisitionists may themselves convene general body meeting of such business.
NOTICE Such meeting will require written notice of atleast 15days advance.
QOURUM 50% of the total members in good standing shall constitute the quorum.
L. EXECUTIVE COMMITTEE MEETING
The executive committee will ordinarily meet atleast once in two months.
i) A notice of 7 days will be necessary of an ordinary meeting of the executive committee
ii) A special or emergent meeting of the executive committee may be called at the discretion of the president at a notice of 48 hours.
One third of the members shall form the quorum for a meeting of the executive committee.
i) The term of the office shall be for a period of two years for all office bearers and members of the executive committee.
ii) The executive committee within 15days of the election. The handing over and taking over will be carried out under the supervision of the executive committee.
iii) The election of office bearers and executive members of the executive committee will be held after two years within two months of the expiry of the term of the office i.e 30th June of every alternate year.
iv) An election committee consisting of threw members shall be nominated by executive committee to arrange and conduct election of the office bearer and members of the executive committee.
v) The member of the election committee will not be entitled to seek election for any post on the executive committee.
vi) The election will be held by the secret ballot and each member will have one member one vote.
vii) The office bearer and member of the executive committee shall be elected in the general body held on a special date with such notice being put up on the notice board in the organizations premises fifteen days before the election.
viii) The notice giving the date time & place of election general body would also be sent to all the members by post under postal certificate at least 15 days before the date of election.
ix) Nomination papers of the candidate who are bonefide members shall be submitted to the chairman. Election committee one week before the election date. The candidate can withdraw within two days of the submission of the papers
x) The executive committee shall continue to hold office and discharge it in accordance with the constitution until such time as the new executive committee and office bearers are elected.
xi) First election shall be held by the founder members and the above procedure shall not be applicable for the first election.
xii) The financial year of the Association shall extend from 1st July to 30th June of the subsequent year.
xiii) The found of the Association shall be kept in a scheduled bank approved by the executive committee.
xiv) The accounts shall be operated under joint signature of the treasurer and president or treasurer and the general secretary.
xv) The account of the Association shall be audited annually by a chartered accountant appointed by the general body.
xvi) The Association shall not grant any donation to any other agency.
xvii) For acquiring and disposing of any property/ equipments costing over Rs 5000/-shall require approval of the general body.
xviii) The money income and property of the Association procured shall be applicable solely towards the promotion of the object of the association
xix) No portion of money income and property of the Association shall be paid or transferred directly or indirectly by way of profit dividend bonds or otherwise to any of its members of relative
M. AMENDMENT IN THE CONSTITUTION
I) Amendments in the constitution shall be made in special meeting or genera body called for this purpose.
II) If any member wishes to suggest the amendment in the constitution may do so by writing to executive committee. After approval of the executive committee, the general body along with the notice of the meeting in which the amendment I sot be considered at least 30 days prior to the date of the meeting. The proposed amendment received from the members 7 days before the date of the general body meeting will be place before them of consideration.
III) The amendment must be approved by two third majority of the total membership of the general body in good standing.
IV) The Association shall not change in the constitution memorandum & article of Association rules and regulations or bye-laws.
N. DISSOLUTION OF THE ASSOCIATION
i) The Association shall be dissolved in accordance with article 10, 11& 12, of the voluntary social welfare Agencies (Registration & Control) Ordinance 1961.
ii) Dissolution shall only be decided in a meeting of General Body, specially called for this purpose, within a fortnight notice. The decision taken would be communicated to the Registration Authority.
iii) In the vent of the dissolution if Association, its assets and liabilities if any, shall be transferred to any other registered Voluntary Welfare Agency having similar objectives.