APPLICATION THE FOR REGISTRATION OF AN AGENCY ESTABLISHED AFTER THE COMING TO FORCE OF ORDINANCE XLVI OF 1961.
To The Registration Authority
Voluntary Social Welfare Agencies,
Directorate of Social Welfare & WED KPK,
Peshawar.
Subject: APPLICATION THE FOR REGISTRATION OF AN AGENCY ESTABLISHED AFTER THE COMING TO FORCE OF ORDINANCE XLVI OF 1961
R/ Sir,
We the undersigned propose to establish an agency in accordance with the provision of the voluntary Social Welfare Agency (Registration & Control) Ordinance 1961 (XLVI) of 1961. The particulars of the proposed Agency are:
Name of Organization ………………………………………………………………
Address………………………………………………………………………………
Aim & Objective of the Agency…………………………………………………….
Area of Operation…………………………………………………………………….
How to be financed…………………………………………………………………..
Plan of Operation……………………………………………………………………..
7. Names, occupation, address & signs of the founder members.
S. No. Name F/Name Occupation Address Signature
1.
2.
3.
4.
5.
6.
7.
Name or Names of the Bank in which funds of the Agency are proposed to be kept in
_________________________________________________________________
It is requested that the agency may be registered under the aforesaid Ordinance. We undertake to inform you of any change in the office of the agency within 30 days thereof: A copy of the constitution of the Agency is attached.
Signatures, Names & Address of the Witnesses.
__________________________________________________________________
__________________________________________________________________
____________________________
_____________________________
_____________________________
_____________________________
_____________________________
Any person residing in the area of operation and who’s membership is approved by the executive body
Is loyal to Pakistan and the Organization.
Agree to play the prescribed fee.
No political worker/Govt employee can became member of the organization.
2. Ordinary Memberships:
Any person who apply on the prescribed form subject to the introduction and recommendation of the executive body on payment of registration
Fee of Rs.1000/=
3. Honorary Members:
Any person who striving for the aims and objectives of the organization can be nominated as an honorary member of the organization by the executive body with out any payment.
Any person who fulfills the conditions laid down under article-VI, clause 2, may be invited by the Executive Body to become patron of the organization
2. Ordinary Member
Any person who will fulfills the condition and laid down under article-VI, clause 2, may be invited by the executive body to become ordinary member of the Organization
3. Honorary Members:
Any person who will fulfills the condition and laid down under article-VI, clause 2, may be invited by the executive body to become ordinary member of the Organization.
4. Rejection of Membership:
A person whose application for membership is rejected by the executive body can appeal to the general body whose decision will be considered as final.
1) The following members have the right to vote
Ordinary Members
2) The following members shall not have right to vote
Honorary Members
Members who have not cleared dues
Members may be terminated in any of the following cases;
For non-payment of subscription up to 30 days other due date. Central Secretary will issue 15 days notice to defaulter members prior to the due date a second notice of 15 days will be given at the expiry of the notice period if the dues are not cleared as person second notice, the person concerned will ispo-facto cease to be a member.
Absence form meeting (General and Executive Body)
A member who fails to attend three consecutive meeting with out prior intimation or justification shall cease to be a member of executive body or general body as per following procedure
The executive body should give a 15 days written notice to the defaulting members, during when he shall submit a written reply of his conduct
During the event of explanation, being fund unsatisfactory by the executive body may administer either a warning or may ask to the member to resign from membership of the organization
In the event of the said member refusing to resign his membership when asked to do so, the executive body in a special meeting may decide the case with three forth (3/4th) majority of its total strength of the body
For reason to be recorded in writing the executive body with three forth majority of its total membership of the defaulter member maximum for a period of three months (90 Days) during which the executive body shall be bound to take the final decision
Any member may on his own accord terminate his membership sending his resignation to the general secretary. The executive body may accept his resignation providing all the outstanding dues are cleared to the satisfaction of the body
In conduct cases by the member that he shall not work against the interest of the organization.
The general body should determine the policy and the organization and approve fiscal budget submitted by the executive board
They shall hold election of the office bearers and members of the welfare officer
It shall approve chartered accountants for the purpose of auditing the accounts of the organization
It shall approve the report and audited statements of the previous year submitted by the members and the matters referred by the executive body
The general body is not empowered to amends in the constitution. It will be the registration authority to approve amendments proposed by the executive body
The general body shall alone be competent to take all policy matters.
The executive body of the organization shall compose of following office bearers and members.
2 V. Chairman/ Vice President ……….
3 General Secretary ……….
4 Joint Secretary……….
5 Office Secretary ……….
6 Finance Secretary ……….
7 Press Secretary ……….
To act and represent the organization in all matters and execute the policy decision of the general body
To invite, nominate, suspend, cancel or restore the membership of the person(s) according to the provision of the article (5) of the constitution
To appoint, suspend, punish or dismiss paid staff of the organization of deemed necessary, it shall also determine terms and conditions of the employment of the staff
To prepare scheme, projects, budgets and progress reports and will be responsible for maintenance and case study of the office records and property etc.
If a vacancy occurs in the executive body, the executive body can nominate cooperative member to fill the vacancy if half or more than half of the terms of the office is cover or otherwise the case may be refer to the general body.
It shall prepare annual activity report, audit account and present them to general body for approval.
It shall fix date, time and venue of the general body meetings as and when due
After the election, the executive body shall maintain a register or member and keep it up to date in which the names and addresses of the all categories of the members of the organization, mode of donation or subscription as the case may be.
All the moveable and immoveable property, belonging to the organization shall vest in the executive body, which shall administer it only for the aims and objectives of the organization
The general body is empowered or makes any amends to the constitution. It will be notified to the registration authority within 15 days to incorporate such amends in the record of the organization.
1 Chairman / President
The chairman should be the constitutional head of the organization and shall preside all the meetings
He / She shall ensure that the provision of the constitution are duly carried in all respect
Shall have the power to sanction expenditure up to Rs.100,000/= in each subject to approval by the executive body in subsequent meetings
Shall have the right of casting vote in any meeting in case of tie
Shall supervise the working of the organization, guide and help the office bearers in discharge of their duties
She / She shall operate band account jointly with the fiancé secretary of the organization
2 Vice Chairman / V. President
Similar powers as that of the chairman in case of his absence.
3 General Secretary
The general secretary shall act in consultation with the chairman
The general secretary in consultation with the chairman shall prepare the agenda, call meetings of the general body and executive body in accordance with the provision of the constitution, prepare and put to the minutes of the last meeting for confirmation and maintain proper record of the same
The general shall prepare the annual report of the work done by the organization and submit it to the executive body or the general body as the case may be
The general secretary shall be responsible for submission of the report and return as desired by the registration authority. The respective social welfare office shall also behalf of the organization
The General Secretary shall verify all of the bills, vouchers etc and get approval of the chairman and forward them to the finance secretary for security and payment as per rules
4 Joint Secretary
The joint secretary shall exercise all the powers and functions of the general secretary in his absence an in his presence shall assist the general secretary
5 Finance Secretary
He / She shall operate band accounts under signature of the chairman
He / She shall arrange collection of donations, grants, aids, subscription and issue proper receipt
Shall deposited the amount in the bank account of the organization
Shall maintain register of the donors with names and addresses
Maintain accounts of income and expenditures
Prepare annual budget, quarterly report and schemes for fund generation and obtain approval for the executive body
6 Press Secretary
He / She shall give publicity to all the aims and objectives of the organization and publication of all such materials
He / She shall also keep inform all concerned of the activities of the organization
7 Office Secretary
Shall be maintained the office files, correspondences and other responsibility assigned by the chairman.
The general body shall meet at least once in a year and shall call general body meeting
Venue and date of the annual general body meeting will be decided by the executive body in a meeting with clear written notice of two week time
In case of emergency, special meeting may be called with clear written notice of three days
1/3rd quorum will be necessary for each meeting
The Executive Body shall meet once in a month with written notice of three days
Special meeting may be called without advance notice with the direction of the chairman
1/3rd quorum will be necessary for each meeting.
Terms of office shall be 3 years for all the bearers of the office mad members of the executive body commencing from 1st of July and ending on 30th of June
Executive Body must hand over change to the newly elected executive body within ten days of the election under the supervision of the election board and in the presence of the social welfare officer as member of the election board
Election of the office bearers and the executive members of the executive board shall be held once after five years
Before election, a three members election board other than the members contesting election will be formed which monitor and facilitate the election
The members of the election board shall not be eligible for contesting election for the members of the executive body
Election shall be held through secret ballot and each member shall have one vote
Office bearer and member of the executive body shall be elected a general body meeting held on special date for which a notice being put on notice board in the premises of the society 15 days before election and shall be sent to all the members 15 days in advance
Nomination papers of the candidates bearing signatures / addresses of proposed and seconding who are bona fide members shall be submitted to the chairman of the election board one week before the election date. The candidate can withdraw within two days of the submission of the nomination paper
The executive body shall frame rules related to the procedure of the election
The financial year of the organization shall be form 1st July to 30th of a subsequent year
The fund of the society of shall be kept in a scheduled band approved by the registration authority (DSW)
The charted accounted shall be audit the account of the organization annual
The money income and property of the organization however derived shall be applicable solely towards the promotion of the aims and objectives of the organization
No promotion of the money, income and property of the organization shall be paid directly by way of profit divided bond or otherwise to any of its member and their relatives
The account shall be operated under joint signature of chairman and finance secretary
Any subscription, donation or financial assistance etc shall be deposited in the bank within three days of its receipt
Clause-I
Any member of the organization who for same reason show no confidence on an office bearer as a member of the executive body shall inform the chairman of the executive body in writing to this effect giving solid proof of the member attitude, misconduct, misusing powers delegated under the constitution or violating the aims and objectives of the society by laws/rules detrimental to the cause of the organization.
Clause-II
The Chairman / Executive body shall give the said member a chance to clear himself within 15 days of the receipt of no confidence notion and after being satisfied that there are sufficient grounds to proceed against the member concerned, the chairman shall convene a general body meeting as laid down under clause –VII of the Article –4 and place the matter before the general body
Clause- III
The general body shall with 2/3rd majority decide either to remove such office bearer/member of the executive body or otherwise
Class-I
Amendment in the constitution shall made in special general body meeting called for the purpose
Class-II
Any member who wish to suggest amendment in the constitution may so by writing to the executive body and the proposed amendments shall be circulated among the members of the general body with a 30 days notice of the meeting of which the amendment is to be considered at least 30 days prior to the date of the meeting proposed amendments received from the member up to 7 days before the meeting may be put up for consideration
Class-III
The amendment must be approved by3/4th majority of the total membership of the general body.
Class-IV.
The General body may make changes in the constitution, preamble memorandum of article of the organization, rules and regulation or bye-law after due deliberation.
Class-V
All the proposed amendments shall be forwarded to the Director Social Welfare KPK Registration authority of the approval. Till approval the amendments shall remain invalid.
Class-VI
The proposed amendments should be rooted through the concerned Social Welfare Office to the registration authority.
Class-I
Social Welfare Officer or his representative may attend any meeting of the organization and check any of its function/activities.
Class-II
Social Welfare Officer or his representative can check account and any other record / activity of any agency at anytime and all relevant record will be provided whenever demanded.
Class-III
The Social Welfare Officer or his representative can pay visits to the organization and can inspect any document without any information or notice.
Class-I
The Organization shall be dissolved in accordance with Section 11 and 12 of the Voluntary Social Welfare agency (Registration and Control) Ordinance 1961.
End.
During the said meeting various options about programme extension and expansion were discussed.
Followings are the key points of the meeting
Contact NGOs / Donors for fund rising.
Contact communities for identification of proposed buy necessary equipments for the programme.
The meeting was ended with enthusiastic manner with the hope of bright future and successful completion of the sacred mission of the ________________________________ for research and control of dangerous diseases for the well-being and uplift of the poor and marginalized communities of Kohat.
The 2nd meeting of the ________________________________________________ was held in the main office located at _____________district Kohat dated _____________________. The members show their full cooperation and support in promotion the aims and objectives of the programme. The General Body held the election regarding Executive Body and the attached list members are elected for Executive Body.
During the said meeting various options about programme extension and expansion were discussed.
The meeting was ended with enthusiastic manner with the hope of bright future and successful completion of the sacred mission of the ________________________________ for research and control of dangerous diseases for the well-being and uplift of the poor and marginalized communities of Kohat.
The last meeting of the General body of the ______________________________________ was held on ________________. The General points of the meeting were:
Introduction of the Members.
Status of the ongoing projects and activities.
Interventions in other communities’ infrastructure projects.
AOB.
The meeting was chaired by the Chairman of the programme, with opening remarks, followed by a welcome note. Thereafter, all the participants introduced themselves and their contribution to the aims and objectives of the programme.
During the meeting, progress of the projects and activities under the programme during the pervious year were shared and discussed. All the members showed their utmost satisfaction towards the progress and impact of the projects under the programme.
The general secretary shared the progress report and the status of the current ongoing project and activities. The chairman asked the members to work in close association of the community and advised the field staff to complete the projects within the due time so as to bring benefits to the community as soon as possible.
During the meeting, the participants of the meeting also shared the relief activities performed by the programme both inside and outside the camps for the internally displaced persons (IDPs).
The members were made aware by the chairman about the new and proposed interventions of the Programme.
We have been serving community for the 02 years, in account we worked side by side with other community development and social welfare organizations.
We provided services to indigenous and poverty rubbed people
Sticking to its vision, aims and objectives, under the following projects and activities were completed successfully during the year 2014
Hygiene awareness program in rural areas of the district Kohat
Providing wash facilities to 200 school children
.
.
.
.
.
.
.
.
.
Total Income Generated: Rs.__________________________
Total Expenditure: Rs.__________________________
Balance Rs.
No Particular Amount
1. Provide free book Rs.______________
2. Health Rs.______________
3. Sport Rs.______________
Total Expdr: Rs.______________
Balance Rs. _____________
Executive Body List ______________________
Attendance Sheet
atleast 15 members
The Office of the Organization is located village ________________________________, have _______ rooms, _________meeting hall, and ______ washrooms.
Office furniture:
The office has _____________________________________________________________________ __________________________________________________________________________________
9. Office Equipment:
The organization has ___________________________________________________________________
10. List of Qualified Persons.
S. No Name & F/Name Qualification
1
2
3
4
5
6
_____________________
_____________________
_____________________
Certified that:-
1- All the members of the organization are local residence.
All the members of the organization are not employees of Government or semi Government.
All the members are working on volunteer basis.
All the members of the organization are loyal citizen of Pakistan.
There is nothing adverse to the above statement to be recorded in this affidavit.
To The Registration Authority
Voluntary Social Welfare Agencies,
Directorate of Social Welfare & WED KPK,
Peshawar.
Subject: APPLICATION THE FOR REGISTRATION OF AN AGENCY ESTABLISHED AFTER THE COMING TO FORCE OF ORDINANCE XLVI OF 1961
R/ Sir,
We the undersigned propose to establish an agency in accordance with the provision of the voluntary Social Welfare Agency (Registration & Control) Ordinance 1961 (XLVI) of 1961. The particulars of the proposed Agency are:
Name of Organization ………………………………………………………………
Address………………………………………………………………………………
Aim & Objective of the Agency…………………………………………………….
Area of Operation…………………………………………………………………….
How to be financed…………………………………………………………………..
Plan of Operation……………………………………………………………………..
7. Names, occupation, address & signs of the founder members.
S. No. Name F/Name Occupation Address Signature
1.
2.
3.
4.
5.
6.
7.
Name or Names of the Bank in which funds of the Agency are proposed to be kept in
_________________________________________________________________
It is requested that the agency may be registered under the aforesaid Ordinance. We undertake to inform you of any change in the office of the agency within 30 days thereof: A copy of the constitution of the Agency is attached.
Signatures, Names & Address of the Witnesses.
__________________________________________________________________
__________________________________________________________________
CONSTIUTION
Article-I……. Name of Organization
The name of Organization shall be ____________________________________Article-II…... Nature of the Organization
The organization shall be Non- Governmental, Non-profitable and Non-political, working for vast welfare and capacity for up-lifting the leveling standards o the humanity, without any discrimination of cast, race, color and religion.Article-III……Office of the Organization.
The office of the Organization shall be located at village_________________________________________________________Article-IV….. Area of Operation.
The operation area of the organization shall be the _____________________________________Article-V……. Aim & Objectives of the Organization.
____________________________
_____________________________
_____________________________
_____________________________
_____________________________
Article-VI
Clause-I: Eligibility of Membership
Any person supporting the aims and objectives of the organization and is above 18 years age shall be eligible for the membership of the organization.Any person residing in the area of operation and who’s membership is approved by the executive body
Is loyal to Pakistan and the Organization.
Agree to play the prescribed fee.
No political worker/Govt employee can became member of the organization.
Clause-2: Membership
1. Patron:
A person who pays Rs.1000/= in lump sum to the organization and whose association with organization is helpful for promotion of the aims and objectives o the organization shall be invited by the executive body to be the Patron2. Ordinary Memberships:
Any person who apply on the prescribed form subject to the introduction and recommendation of the executive body on payment of registration
Fee of Rs.1000/=
3. Honorary Members:
Any person who striving for the aims and objectives of the organization can be nominated as an honorary member of the organization by the executive body with out any payment.
Clause-3: Admission of Membership
Patron:Any person who fulfills the conditions laid down under article-VI, clause 2, may be invited by the Executive Body to become patron of the organization
2. Ordinary Member
Any person who will fulfills the condition and laid down under article-VI, clause 2, may be invited by the executive body to become ordinary member of the Organization
3. Honorary Members:
Any person who will fulfills the condition and laid down under article-VI, clause 2, may be invited by the executive body to become ordinary member of the Organization.
4. Rejection of Membership:
A person whose application for membership is rejected by the executive body can appeal to the general body whose decision will be considered as final.
Clause-4
1) The following members have the right to vote
Ordinary Members
2) The following members shall not have right to vote
Honorary Members
Members who have not cleared dues
Clause-5………. Suspension, cancellation and Registration of Membership
Members may be terminated in any of the following cases;
For non-payment of subscription up to 30 days other due date. Central Secretary will issue 15 days notice to defaulter members prior to the due date a second notice of 15 days will be given at the expiry of the notice period if the dues are not cleared as person second notice, the person concerned will ispo-facto cease to be a member.
Absence form meeting (General and Executive Body)
A member who fails to attend three consecutive meeting with out prior intimation or justification shall cease to be a member of executive body or general body as per following procedure
The executive body should give a 15 days written notice to the defaulting members, during when he shall submit a written reply of his conduct
During the event of explanation, being fund unsatisfactory by the executive body may administer either a warning or may ask to the member to resign from membership of the organization
In the event of the said member refusing to resign his membership when asked to do so, the executive body in a special meeting may decide the case with three forth (3/4th) majority of its total strength of the body
For reason to be recorded in writing the executive body with three forth majority of its total membership of the defaulter member maximum for a period of three months (90 Days) during which the executive body shall be bound to take the final decision
Any member may on his own accord terminate his membership sending his resignation to the general secretary. The executive body may accept his resignation providing all the outstanding dues are cleared to the satisfaction of the body
Clause-6 Restoration of Membership
Membership of a member may be restored after payment of dues approval by the executive bodyIn conduct cases by the member that he shall not work against the interest of the organization.
Article-VII
The Composition Power and Functions of the General Body and Executive BodyClause-I The Organization shall consist of general body and executive body
Clause-II General Body
The general body of the organization shall compose of the ordinary membersClause-III Power & Function of the General Body
The general body should determine the policy and the organization and approve fiscal budget submitted by the executive board
They shall hold election of the office bearers and members of the welfare officer
It shall approve chartered accountants for the purpose of auditing the accounts of the organization
It shall approve the report and audited statements of the previous year submitted by the members and the matters referred by the executive body
The general body is not empowered to amends in the constitution. It will be the registration authority to approve amendments proposed by the executive body
The general body shall alone be competent to take all policy matters.
Clause-IV Executive Body
The executive body of the organization shall compose of following office bearers and members.
S. No Designation
1 Chairman / President ……….2 V. Chairman/ Vice President ……….
3 General Secretary ……….
4 Joint Secretary……….
5 Office Secretary ……….
6 Finance Secretary ……….
7 Press Secretary ……….
Clause-V Power and Functions of the Executive Body.
To act and represent the organization in all matters and execute the policy decision of the general body
To invite, nominate, suspend, cancel or restore the membership of the person(s) according to the provision of the article (5) of the constitution
To appoint, suspend, punish or dismiss paid staff of the organization of deemed necessary, it shall also determine terms and conditions of the employment of the staff
To prepare scheme, projects, budgets and progress reports and will be responsible for maintenance and case study of the office records and property etc.
If a vacancy occurs in the executive body, the executive body can nominate cooperative member to fill the vacancy if half or more than half of the terms of the office is cover or otherwise the case may be refer to the general body.
It shall prepare annual activity report, audit account and present them to general body for approval.
It shall fix date, time and venue of the general body meetings as and when due
After the election, the executive body shall maintain a register or member and keep it up to date in which the names and addresses of the all categories of the members of the organization, mode of donation or subscription as the case may be.
All the moveable and immoveable property, belonging to the organization shall vest in the executive body, which shall administer it only for the aims and objectives of the organization
The general body is empowered or makes any amends to the constitution. It will be notified to the registration authority within 15 days to incorporate such amends in the record of the organization.
Clause-VI Powers and Duties of the office bearers
1 Chairman / President
The chairman should be the constitutional head of the organization and shall preside all the meetings
He / She shall ensure that the provision of the constitution are duly carried in all respect
Shall have the power to sanction expenditure up to Rs.100,000/= in each subject to approval by the executive body in subsequent meetings
Shall have the right of casting vote in any meeting in case of tie
Shall supervise the working of the organization, guide and help the office bearers in discharge of their duties
She / She shall operate band account jointly with the fiancé secretary of the organization
2 Vice Chairman / V. President
Similar powers as that of the chairman in case of his absence.
3 General Secretary
The general secretary shall act in consultation with the chairman
The general secretary in consultation with the chairman shall prepare the agenda, call meetings of the general body and executive body in accordance with the provision of the constitution, prepare and put to the minutes of the last meeting for confirmation and maintain proper record of the same
The general shall prepare the annual report of the work done by the organization and submit it to the executive body or the general body as the case may be
The general secretary shall be responsible for submission of the report and return as desired by the registration authority. The respective social welfare office shall also behalf of the organization
The General Secretary shall verify all of the bills, vouchers etc and get approval of the chairman and forward them to the finance secretary for security and payment as per rules
4 Joint Secretary
The joint secretary shall exercise all the powers and functions of the general secretary in his absence an in his presence shall assist the general secretary
5 Finance Secretary
He / She shall operate band accounts under signature of the chairman
He / She shall arrange collection of donations, grants, aids, subscription and issue proper receipt
Shall deposited the amount in the bank account of the organization
Shall maintain register of the donors with names and addresses
Maintain accounts of income and expenditures
Prepare annual budget, quarterly report and schemes for fund generation and obtain approval for the executive body
6 Press Secretary
He / She shall give publicity to all the aims and objectives of the organization and publication of all such materials
He / She shall also keep inform all concerned of the activities of the organization
7 Office Secretary
Shall be maintained the office files, correspondences and other responsibility assigned by the chairman.
Clause-VII Annual General body meeting
The general body shall meet at least once in a year and shall call general body meeting
Venue and date of the annual general body meeting will be decided by the executive body in a meeting with clear written notice of two week time
In case of emergency, special meeting may be called with clear written notice of three days
1/3rd quorum will be necessary for each meeting
Clause-VIII Executive Body Meeting
The Executive Body shall meet once in a month with written notice of three days
Special meeting may be called without advance notice with the direction of the chairman
1/3rd quorum will be necessary for each meeting.
Clause-IX Terms of the Office
Terms of office shall be 3 years for all the bearers of the office mad members of the executive body commencing from 1st of July and ending on 30th of June
Executive Body must hand over change to the newly elected executive body within ten days of the election under the supervision of the election board and in the presence of the social welfare officer as member of the election board
Clause-X Election
Election of the office bearers and the executive members of the executive board shall be held once after five years
Before election, a three members election board other than the members contesting election will be formed which monitor and facilitate the election
The members of the election board shall not be eligible for contesting election for the members of the executive body
Election shall be held through secret ballot and each member shall have one vote
Office bearer and member of the executive body shall be elected a general body meeting held on special date for which a notice being put on notice board in the premises of the society 15 days before election and shall be sent to all the members 15 days in advance
Nomination papers of the candidates bearing signatures / addresses of proposed and seconding who are bona fide members shall be submitted to the chairman of the election board one week before the election date. The candidate can withdraw within two days of the submission of the nomination paper
The executive body shall frame rules related to the procedure of the election
Article-VIII
Clause-I Financial Management
The financial year of the organization shall be form 1st July to 30th of a subsequent year
The fund of the society of shall be kept in a scheduled band approved by the registration authority (DSW)
The charted accounted shall be audit the account of the organization annual
The money income and property of the organization however derived shall be applicable solely towards the promotion of the aims and objectives of the organization
No promotion of the money, income and property of the organization shall be paid directly by way of profit divided bond or otherwise to any of its member and their relatives
The account shall be operated under joint signature of chairman and finance secretary
Any subscription, donation or financial assistance etc shall be deposited in the bank within three days of its receipt
Article-IX Vote of No Confidence.
Clause-I
Any member of the organization who for same reason show no confidence on an office bearer as a member of the executive body shall inform the chairman of the executive body in writing to this effect giving solid proof of the member attitude, misconduct, misusing powers delegated under the constitution or violating the aims and objectives of the society by laws/rules detrimental to the cause of the organization.
Clause-II
The Chairman / Executive body shall give the said member a chance to clear himself within 15 days of the receipt of no confidence notion and after being satisfied that there are sufficient grounds to proceed against the member concerned, the chairman shall convene a general body meeting as laid down under clause –VII of the Article –4 and place the matter before the general body
Clause- III
The general body shall with 2/3rd majority decide either to remove such office bearer/member of the executive body or otherwise
Article – X Amendments in the Constitution
Class-I
Amendment in the constitution shall made in special general body meeting called for the purpose
Class-II
Any member who wish to suggest amendment in the constitution may so by writing to the executive body and the proposed amendments shall be circulated among the members of the general body with a 30 days notice of the meeting of which the amendment is to be considered at least 30 days prior to the date of the meeting proposed amendments received from the member up to 7 days before the meeting may be put up for consideration
Class-III
The amendment must be approved by3/4th majority of the total membership of the general body.
Class-IV.
The General body may make changes in the constitution, preamble memorandum of article of the organization, rules and regulation or bye-law after due deliberation.
Class-V
All the proposed amendments shall be forwarded to the Director Social Welfare KPK Registration authority of the approval. Till approval the amendments shall remain invalid.
Class-VI
The proposed amendments should be rooted through the concerned Social Welfare Office to the registration authority.
Article-XI Role of Social Welfare Department.
Class-I
Social Welfare Officer or his representative may attend any meeting of the organization and check any of its function/activities.
Class-II
Social Welfare Officer or his representative can check account and any other record / activity of any agency at anytime and all relevant record will be provided whenever demanded.
Class-III
The Social Welfare Officer or his representative can pay visits to the organization and can inspect any document without any information or notice.
Article-XII. Dissolution of the Organization
Class-I
The Organization shall be dissolved in accordance with Section 11 and 12 of the Voluntary Social Welfare agency (Registration and Control) Ordinance 1961.
End.
Minutes of the 1st Meeting .
Agenda :- Establishment of General Body
The 1st meeting of the ________________________________________________ was held in the main office located at district Kohat dated _____________________. The members show their full cooperation and support in promotion the aims and objectives of the programmeDuring the said meeting various options about programme extension and expansion were discussed.
Followings are the key points of the meeting
Contact NGOs / Donors for fund rising.
Contact communities for identification of proposed buy necessary equipments for the programme.
The meeting was ended with enthusiastic manner with the hope of bright future and successful completion of the sacred mission of the ________________________________ for research and control of dangerous diseases for the well-being and uplift of the poor and marginalized communities of Kohat.
Minutes of the 2nd Meeting.
AGENDA:- Election of Executive Body.
The 2nd meeting of the ________________________________________________ was held in the main office located at _____________district Kohat dated _____________________. The members show their full cooperation and support in promotion the aims and objectives of the programme. The General Body held the election regarding Executive Body and the attached list members are elected for Executive Body.
During the said meeting various options about programme extension and expansion were discussed.
The meeting was ended with enthusiastic manner with the hope of bright future and successful completion of the sacred mission of the ________________________________ for research and control of dangerous diseases for the well-being and uplift of the poor and marginalized communities of Kohat.
Minutes of the Last Meeting
Agenda:- (Registration)
The last meeting of the General body of the ______________________________________ was held on ________________. The General points of the meeting were:
Introduction of the Members.
Status of the ongoing projects and activities.
Interventions in other communities’ infrastructure projects.
AOB.
The meeting was chaired by the Chairman of the programme, with opening remarks, followed by a welcome note. Thereafter, all the participants introduced themselves and their contribution to the aims and objectives of the programme.
During the meeting, progress of the projects and activities under the programme during the pervious year were shared and discussed. All the members showed their utmost satisfaction towards the progress and impact of the projects under the programme.
The general secretary shared the progress report and the status of the current ongoing project and activities. The chairman asked the members to work in close association of the community and advised the field staff to complete the projects within the due time so as to bring benefits to the community as soon as possible.
During the meeting, the participants of the meeting also shared the relief activities performed by the programme both inside and outside the camps for the internally displaced persons (IDPs).
The members were made aware by the chairman about the new and proposed interventions of the Programme.
Annual Progress Report
We have been serving community for the 02 years, in account we worked side by side with other community development and social welfare organizations.
We provided services to indigenous and poverty rubbed people
Sticking to its vision, aims and objectives, under the following projects and activities were completed successfully during the year 2014
Hygiene awareness program in rural areas of the district Kohat
Providing wash facilities to 200 school children
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Income of Statement
Total Income Generated: Rs.__________________________
Total Expenditure: Rs.__________________________
Balance Rs.
Detail of Expenditure is given below:
No Particular Amount
1. Provide free book Rs.______________
2. Health Rs.______________
3. Sport Rs.______________
Total Expdr: Rs.______________
Balance Rs. _____________
GENERAL BODY LIST
Executive Body List ______________________
Attendance Sheet
atleast 15 members
Plan of Operation
Office Address / Accommodation:
The Office of the Organization is located village ________________________________, have _______ rooms, _________meeting hall, and ______ washrooms.
Office furniture:
The office has _____________________________________________________________________ __________________________________________________________________________________
9. Office Equipment:
The organization has ___________________________________________________________________
10. List of Qualified Persons.
S. No Name & F/Name Qualification
1
2
3
4
5
6
Future Plan
__________________________________________
_____________________
_____________________
Affidavit on Stam paper.
Certified that:-
1- All the members of the organization are local residence.
All the members of the organization are not employees of Government or semi Government.
All the members are working on volunteer basis.
All the members of the organization are loyal citizen of Pakistan.
There is nothing adverse to the above statement to be recorded in this affidavit.
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