University of Agriculture Faisalabad Pakistan

Alumni Association of North America

     Email: [email protected]

BYLAWS

 Background

The University of Agriculture, Faisalabad, Pakistan Alumni Association of North America (UAFAANA) was formed in consultation with the alumni residing in the United States. The Association is a non-profit, no-religious and non-political Organization having a status of 501(c) (3).

After the registration of the association, an Executive Committee (EC) was formed to oversee the fulfillment of its objectives. The committee consists of President, Past President, Secretary, Treasurer, Membership Coordinator, and two members at large. Additional members shall be added, if needed based on special expertise, individuals’ interest and the Association needs. The EC may establish sub-committees as needed to support the Association’s objectives, including social networking, communications, records management, and other functions.

Article I. Name of the Association

The name of the Association shall be the University of Agriculture Faisalabad Pakistan Alumni Association of North America, hereafter referred to as “the Association” and abbreviated as “UAFAANA.”

Article II. Objectives

The Association objectives are: (i) to support educational programs of the University of Agriculture, Faisalabad (UAF), Pakistan by providing scholarships to less privileged students, (ii) to re-establish communication links with the UAF, (iii) to keep the alumni members informed about the latest news of the University, (iv) to establish communication links among new and current Alumni living in North America, and (v) to explore new ways to ensure that alumni and UAF enjoy a meaningful and mutually beneficial relationship.

Article III. Membership

1. Any graduate of the former West Pakistan Agricultural University, Lyallpur, or the University of Agriculture, Faisalabad, Pakistan and its affiliated institutions, currently residing in the USA, and having an “ag” registration number, is eligible for membership.

2. Membership is free of charge. However, alumni must register on the official Association website (www.uafaana.org) to be considered a member in good standing.

3. Non-alumni may be admitted as associate members but shall not have voting rights.

Article IV. Governing Body

The Association shall be managed by an Executive Committee (EC) which will develop policies to guide the Association activities. All policies shall be approved by the general body of the Association.

A.   All current members shall constitute the Association’s General Body.

B.   The General body of the Association is responsible for electing members of the EC at the annual meeting or by email or mail ballots.

C.   The EC shall consist of the following positions with a two-year term for each position: 1. President, 2. Past President, 3. Secretary, 4. Treasurer, 5. Membership Coordinator, 6. Member At Large, and 7. Member At Large.

D.   The responsibilities of the EC members shall be as follow:

1. President

The President shall be responsible for overall coordination/operation of the EC and insures that it adheres to the by-laws. He/she shall also be responsible for the implementation of the Association operational plans approved by the EC. The president shall seek EC approval in case any modification or adjustment is needed in the Association operational plans.

The EC shall meet quarterly or as needed for any urgent matters. To keep every EC member fully engaged in the UAFAANA’s activities, the EC meetings will be chaired on a rotating basis among the members.

All correspondence with the UAF, Pakistan and any other outside organizations shall be signed by the President or his/her authorized representative.

2. Past President

At the expiry of the term of the President, he/she will serve on the EC, as an ex-officio member, to ensure continuity in the operations of the Association. The Past President shall chair meetings of the EC in case the current President is unable to participate.

3. Secretary

The secretary shall keep records of the annual general body meetings and meetings of the EC. Minutes of the meetings shall be sent to all members, no later than four weeks after each meeting. The secretary, with assistance from the EC shall produce a News Bulletin of new developments and activities of the UAFAANA & UAF at least twice a year. This will keep the members informed of the activities of the Association and the University.

4. Treasurer

The Treasurer shall keep all the accounting records, initiates annual contribution requests, and in consultation with the President and the EC, sends scholarship funds to the UAF on a semi-annual basis, or any other agreed schedule. The treasurer will prepare a statement of income, expenditure and balance sheet at the end of each fiscal year. This statement shall be reviewed by the EC, including a CPA and then shared at the annual meeting of the general body for approval. An internal audit of accounts shall be conducted each year. The President and the Treasurer, both, will be signatory for the Association Account/Accounts and responsible for the accounting matters.

5. Membership Coordinator

The Membership Coordinator shall actively seek through various communication channels to recruit new members for the Association, by establishing contacts with new potential members, finding theirs addresses, and encouraging them to join the Alumni Association. It is incumbent upon all the EC members to help the Membership Coordinator in seeking new members via their social media and other contacts.

6. Members at Large

The Members at Large are vital part of the EC, as they represent different part of the country. They can play a significant role in helping the Membership Coordinator in recruiting new members from their respective regions. The Members At Large participate in all the EC activities, bring new ideas from the membership of their areas and assist other EC members, when needed.

Article V. Annual General Body Meeting

There shall be at least one general body meeting of members of the Association during the year.

 Article VI. Election Procedure

The following election procedures shall be followed:

1.    Only members in good standing (registered at www.uafaana.org) shall qualify to vote and run for the positions of the Executive Committee (EC).

2.    The EC shall start the election procedure 60 days before the General Body Annual Meeting date. The EC will contact in writing (including emails and announcements on website & WhatsApp) all members of the Association for nominations to fill the vacant positions. New nominations can also be made from the floor at the general body meeting.

3.    For nomination, one can nominate himself or herself, or can be nominated by any other member.

4.    Members will then vote for the candidates nominated for each position at the General Body Annual Meeting.

5.    If no one is available for any position on the election date, or if someone resigns from his/her position, the EC will have the authority to select or nominate any member in good standing.

6.    Alternatively, elections may also be held by a regular mail or email ballot.

7.    Previous executives can continue for another consecutive term but must obtain a new mandate, by going through the election process.

Article VII. Finances

The Association activities shall be financed by contributions from the members & non-members and grants.

Article VIII. Amendments to Bylaws

The bylaws shall be amended by a 2/3rd majority vote of the membership and new articles shall be added as and when needed. The following procedures will be used for an amendment.

1.    Any suggested amendments must be submitted in writing to the President of the Association and signed by at least three members of the Association in good standing. The President may ask the members to present their case to the EC in person or via any online methods.

2.    The EC may also initiate amendments for approval by the General Body.

3.    After approval, the EC shall circulate the suggested amendments to all the members via mail/email ballot and present them for approval at the annual General Body meeting

Revised & Approved by UAFAANA Executive Committee (June 2025)